The Friends of Georgia State Parks and Historic Sites transformed their fund accounting and streamlined their financial reporting

Challenge: Getting Standardized Accounting and Reporting for Multiple Entities

The Friends of Georgia State Parks and Historic Sites supports the state parks with a network of over 50 chapters statewide. Each chapter operates independently and is responsible for maintaining its own bookkeeping, but each one shares reports with the central office. Damon Kirkpatrick, Director of Operations and Development, is responsible for high-level operations of the accounting systems for the organization.

The 50 chapters operating throughout the state were required to provide a financial summary to Kirkpatrick at the central office at the end of each fiscal year. Financials were provided in a variety of spreadsheets and paper forms. The primary purpose of the summary was to prepare a consolidated annual Form 990, which required hours of compiling and checking data.

The annual financial summaries did not provide visibility into the accomplishments of the chapters or granular data on spending by project type. This made responding to donors and stakeholders about specific projects and programs an arduous task.

Kirkpatrick knew the organization had grown to the point where the chapter activity required a networked accounting solution to standardize the accounting practices and reporting of the chapters to ease preparation of IRS Form 990. He also wanted to see the larger accounting picture of the organization as a whole so he could improve efficiencies, make wise financial decisions for the future, and remain truly accountable to its donors and stakeholders.

Aplos Provided the Solution

Damon Kirkpatrick selected Aplos Software after a thorough search of potential cloud accounting software providers. He knew he needed a web-based solution to effectively access the chapter bookkeeping in real time and fund accounting to track restricted funds, but he also needed a cost-effective solution to fit his budget constraints. He worked with Aplos Software to create the custom reporting features and accounting controls he needed to manage his chapters with Aplos Oversight.

He then worked with Aplos to enroll his chapters in Aplos Accounting, schedule a series of webinars to train chapter leaders, and equip them with the tools they needed to comfortably manage fund accounting for their local chapter. Using Aplos Oversight, Kirkpatrick can access the accounting instances of the chapters in real time to gather the financial information he needs.

"There is no other software that matches its effectiveness and affordability in managing chapter finances."

Results Included Improved Efficiency, Increased Visibility, and Organization-Wide Transparency

As a result of transitioning the bookkeeping of the chapters to Aplos Accounting with administrator control within Aplos Oversight, Friends of Georgia State Parks and Historic Sites has improved the efficiency with which it can create consolidated financial reports and now has increased visibility into organization-wide trends.

• Form 990 financial reporting is more efficient. Administrators can pull uniform reports directly from each chapter or consolidate reports.
• The financial health of any chapter can be viewed at a moment’s notice to improve organization-wide transparency and accountability.
• The complete financial picture of the entire organization can be seen in real time, which is crucial in understanding its overall financial health.
• Friends of Georgia State Parks and Historic Sites can make a stronger case of financial strength and transparency to donors and stakeholders with improved fund accounting practices, powerful data, and stronger internal controls.

Download the Friends of Georgia State Parks and Historic Sites case study (PDF).

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