Nationwide

Celebrating and learning from the new Camp Quality database

26 July 2024

News

It’s been over a year in the making, but the new custom-built digital platform for Camp Quality has finally been completed, tested, and released to the volunteer network.

While the kinks are still being ironed out, eventually this database will mean better security, easier access to data, and simpler, quicker solutions for volunteer organisers. Here’s a look behind the scenes at how this database came together, why it’s so important to Camp Quality, and what we’ve learned along the way.

Where it all began

Like many nonprofits, Camp Quality has historically been hesitant to invest in technology; we try to reserve every extra penny to go directly to camps. But with a changing world, and a growing need to have secure and functioning digital management tools, it became clear the DIY approach was no longer supporting the organisation effectively. 

As our General Manager Dave Bellamy says, “Over the years, each region found their own ad hoc solutions to keeping their data and information organised. But we’re growing all the time, and we realised that our tech was making it hard for us to keep up. Messy systems mean that you start operating inefficiently, and that’s hard on our volunteers.”

It was time for a more robust Content Management System (or CMS) that would bring all the resources, data, and processes across the region together. But you can’t always just buy a software system off the shelf that will work for your organisation. We needed a CMS platform that would be as easy to use as possible for volunteers – and have the capability to contain many different pieces of information, such as camper details, companion registrations, safety documents, plans, and communications.

Dave worked with the board to secure a plan and a budget, and then they called on the help of Springtimesoft Consulting to bring the platform to life after countless rounds of feedback, planning, development, and adjustments.

Designed specifically for us

“The challenge CQ and other charities face is around digital maturity and how technology can be used to deliver on mission, vision and strategy,” explains Perrin, Director of Springtimesoft Consulting. “It’s brilliant to see the organisation and its people seeing the opportunities technology can bring and the recent project delivery is proof of this growing awareness and the effort being put into digital transformation.”

The platform is set up with a user dashboard. Regional managers, companions, registrars, parents, and anyone else who needs to access or input information about camps or campers will receive a login for an account.

Unlike our old system, the new platform will store data year after year, and it can be updated at any time. For example, a returning companion won’t have to fill out all their information again from scratch. Or, if a parent needs to add new information about their child’s medical needs right before camp, they can simply log in any time and do so – and that information will update immediately to the nurses.

Ange, Christchurch’s Regional Manager, is excited for quicker, easier access to data. “In the past,” she explains, “we’ve had to rely on printing out the information we need on hand – whether it was a list of registrations, the daily medical needs of campers, or emergency contact lists. What this platform gives us is all of the most up-to-date information right there at our fingertips, and we can get to it all from our phones.”

But this kind of customisation is hard to build. Perrin says that the project required “component parts to be built sequentially,” meaning that the platform had to come together one piece at a time. “We had considerable time pressure to deliver this project in time for registrations opening for Summer Camp 2025,” Perrin explained. In the end, they met the deadline and are now working through feedback and improving the system as needed.

He aha te mea nui o te ao? He tangata he tangata he tangata!

What is the most important thing in the world? It is people, it is people, it is people!

While it was no easy project, Perrin says, “It’s a joy working with great people doing this sort of mahi, and getting to explore the deeper ‘why’ behind the processes and requirements.”

Springtimesoft has been a huge supporter of charities, and about 80 percent of their projects are for nonprofits. Unlike commercial organisations, users of a database for a nonprofit are typically volunteers. This means that often,interviews, focus groups, and meetings have had to be outside the typical 9-5 workday. And because funding is tight, timing and budgets have to be used very efficiently.

“Perrin and his team have been really wonderful, and while there’s still some work to be done, we’re really excited and positive about the results,” says Dave.

The “teething” period 

Any new system comes with challenges to work out. For example, device compatibility (being able to open and use the system on a phone, tablet, laptop, or desktop) was an important feature to ensure access for all users, and we’ve had to work through issues to get this right. 

There’s also the challenge of learning how to use a new platform. Volunteers are still in training to help them in adjusting to the system, and understanding how it can be used to make things easier. Ange noted how they’re still working out the best way to compile checklists, or ask the system for different information. “Once we’re all proficient on the platform, and the system is at capacity, it will definitely save us lots of time. But we’re still getting there,” she says.

Perrin adds, “Coming from a place where there was an existing system, it can be tempting to rebuild things based on how they always were. There is more work to be done on this but I think we’ve asked the right questions and made good decisions. The outcome is a solid system that can grow with the organisation.”

The new database has also carved out opportunities for the national Camp Quality team to think more about how to ensure the best data security possible. Dave says the work is ongoing to improve Camp Quality’s data management, focusing on keeping information safe while also making sure the platform stays easy to use for volunteers who may not be as experienced with using technology.

The whole network is excited to see the true impact of this new database system in action this summer. While there’s still work to be done, the team is proud to have reached a major milestone in this project. As Perrin says, “Knowing that the system will support Camp Quality in providing safe and fun-filled camps for companions, tamariki/rangatahi who attend along with their whānau means a lot. There is real purpose and meaning in this work.”