The Community YMCA

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The Challenge

Creating a methodology for multiple branch locations to share and update branch-specific information such as policies, programs, events, news and employment or volunteer opportunities.

The Project

With over half a dozen unique branch locations, each with their own policies and programs, the Community YMCA needed an efficient, cost-effective way to update their web site without putting the burden on one primary administrator. In addition to extensive content management, they wanted the web site to serve a customer service function and reduce and centralize the phone calls, emails and paperwork associated with various common tasks. To help the CYMCA achieve these goals, some of our tasks included:

• Designing a database to contain program, event, and donation information, employment and volunteer opportunities and policies and documentation across multiple distinct branches.
• Building a content management system that allows the CYMCA to update and edit relevant web site information.
• Creating a system of multiple administrative user accounts, with approval capability for one high-level administrator so that each branch location can update their section of the web site while leaving final approval authority to the primary administrator for quality-control before content is published to the web site.
• Developing an asset management system that allows the CYMCA to upload and distribute files and documentation both internally and via the web site.
• Creating a secure donation form for donations via the web site.
• Integrating with the CYMCA's internal donation management system so that donations submitted via the web site can be easily imported into their existing system, ensuring accuracy and centralization.
• Integrating the web site seamlessly with a third-party program registration system so that registrations are centralized.
• Creating an event registration system that allows the CYMCA to manage participant registrations, related advertising opportunities and even sponsorships.
• Integrating the web site with third-party “virtual tour” software.
• Designing a site aesthetic that met the CYMCA's branding guidelines, using approved colors, themes and photography to create an enhanced visitor experience.

The Benefits

We continue to upgrade and enhance the CYMCA's content and asset management system as their needs change. Some of the benefits they have realized include:

• Money Savings. With the ability to make site updates in-house, The CYMCA kept maintenance costs to a minimum.
• Enhanced Customer Service and Marketing. With the ability to promote events, programs and opportunities online, the CYMCA provides a centralized location for visitors to get information and is able to make this information quickly available to the public.
• Simplified business processes. By integrating with various third-party programs, we were able to help the CYMCA take advantage of pre-existing software, centralize data and use the web site to manage and supplement everyday tasks.

Our Client

The Community YMCA is a non-profit membership and social services organization that provides a diverse range of programs and services to children, families and adults. Their mission is to “build strong kids, strong families and strong communities.”

Event & Content Management

A multi-tiered content management system distributes responsibility for site updates across the CYMCA's various branches so that each branch can keep its own site section current. Since events are vital to this organization, they have extensive control over dates, times, sponsorships and registrations.

Third Party Integration

To manage program registrations, the CYMCA subscribes to a third-party service that lets visitors browse and sign up for available programs. We integrated this software seamlessly into the site so registration is clean and easy.

Online Donations

With an internal donation management and processing system in place, we didn't want to reinvent the wheel by creating a separate system that worked only for the web site. Instead, we integrated with their existing system so that donations made securely through the web site can be easily imported.