Students Consulting for Non-Profit Organizations

The Breathing Association

Ohio State University
Spring 2015

STUDENTS CONSULTING FOR NON-PROFIT ORGANIZATIONS | SPRING 2015

Table of Contents
I. Introduction

A. Team Members
B. Executive Summary
II. Deliverables

III. Utilizing an Online Barrier Tool

A.
B.
C.
D.

Benefits of Moving Online

Possible Obstacles and Solutions
Google Forms vs. Other Programs
Uploading from Excel to SalesForce

IV. Google Forms

A. Setting Up a Google Form

B. General Information about Google Forms
C. Customizing a Google Form
D. Replicating a Google Form
E. Automatically Created Graphs
V. Barrier Form Questions

11

A. List of Included Questions

B. Possibility for Edit
VI. Excel Analysis and Further Possibilities

12

VII. Appendix

13

A. Barrier Sheet Google Form Prototype Images

B. Important Links

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STUDENTS CONSULTING FOR NON-PROFIT ORGANIZATIONS | SPRING 2015

I. Introduction
Dear The Breathing Association,
First and foremost, we would like to thank The Breathing Association for the opportunity to
obtain hands-on business experience while making a difference in the Columbus community.
Your organization is providing a vital service to Columbus lower-income families, and it was
great to hear about your rich history and success.
Students Consulting for Non-Profit Organizations (SCNO) aims to provide meaningful, accurate,
and useful information to its clients, and we hope that our team has provided that for you. If you
should find a future problem that we could help you with, or know of any organizations that
would benefit from our services, please do not hesitate to contact us and set up another project.
Thank you again,
Students Consulting for Non-Profit Organizations
Ohio State University

Team Members:
Mieley Conrad
SCNO Project Manager
Fang Fan
SCNO Associate
Eleni (Selena) Menas
SCNO Associate
Brien Mullinger
SCNO Associate
Arsh Nagpal
SCNO Associate

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Executive Summary:
Purpose:
Given its current data reporting needs, we propose that The Breathing Association (TBA)
implement a digital version of its current Barrier Form. Although it will require increased
technology in the lobby area, we believe that its benefits will justify this investment for TBA and
allow for more efficient processes.
Benefits:
Enacting an online Barrier Tool will efficiently accomplish two goals for TBA:
1. Streamline data entry for all customers into an auto-populated Excel spreadsheet, upon
which desired analysis can be performed.
2. Expand outreach to further break down barriers for customers and report to United
Way increased success via this program.
Obstacles:
In implementing the online Barrier Tool, TBA may experience problems with technological
malfunctions, computer scarcity, and client confusion. To combat these issues, TBA can impose
blocks on specific computers to ensure sole access to the Barrier Form website and modify its
questions as necessary to limit customer confusion.
Plan of Action:
Set up computers in the lobby with access to the Google Form site.
Have customers fill out the form when they sign in at the security desk.
Edit Google Form as necessary to reflect customer and employee feedback.
Utilize Google Forms automatic graphs for short-term demographic information.
Copy the Form and re-title it every quarter (or yearly, depending on reporting period) and
export to Excel for analysis. Combine multiple quarters to perform analysis on a whole
year.

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STUDENTS CONSULTING FOR NON-PROFIT ORGANIZATIONS | SPRING 2015

II. Deliverables
Foster Demographic Reporting Capabilities:
The Breathing Association wishes to develop a sustained, efficient and simple process to
report the demographics of the customers it serves. Currently, the problem is unaddressed
because of government and grant reporting conditions requiring multiple databases that lack the
interconnections necessary to report complete and accurate demographics of the entire client
base. SCNOs project seeks to create demographic reporting capabilities through establishing a
unified database across all HEAP customers.

Create Centralized Database:

In order to solve The Breathing Associations demographic reporting problem, this
project seeks to develop a sustained excel spreadsheet with all customer data that can be used to
easily perform statistical analysis and graphs.

Advance and Streamline Barriers Eliminated for Customers:

The new data process this project will create will allow for easier, faster, and more
efficient breaking down of barriers for customers, as well as easier reporting to United Way of
the success of this program.

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III. Utilizing an Online Barrier Tool

Benefits of Moving Online:
Moving online has various benefits for The Breathing Association. These include:
Ease & Convenience: By moving online, a large amount of redundant paperwork would be
avoided, as the barrier forms would be filled up the customers themselves. This eliminates the
need for manual input of data.
Better assistance: These online forms would allow better analysis of data, and The Breathing
Association would thus we able to address these problems better and in a timely manner.
Improved reporting: While better analysis of data allows The Breathing Association to serve
patients better, it also allows not only to make better referrals, but also to report these referrals to
the United Way.

Possible Obstacles and Solutions:

The possible obstacles here could be budget constraints and unauthorized use of the computers.
We believe that these obstacles could be tackled with no problem.
In order to make a patient fill out a form, just a basic computer is required which could be placed
in the waiting area, which adds no significant cost.
Moreover, we can insure that there would be no unauthorized use of these computers by just
allowing the form to display and blocking all other websites.
This can be done simply by:
Opening Internet Explorer>tools>Internet Options> Connections Tab> Lan Settings>Use proxy
127.0.0.1
Click Advanced>Add the allowed websites to the exceptions list.

Google Forms vs. Other Programs:

Our decision for an online form was based on various factors, and two of which ranked fairly
close. These were Google Forms and Qualtrics. On further analysis and thinking about them in
terms of the needs of the Breathing Association we concluded that Google Forms was clearly the
better choice. Our factors for this decision were:
1) User interface: The user interface is much more fluid, faster and easier at the back end and
the customer end for Google Forms. The form is customizable and can include all types of
questions. Once filled, exporting to excel can also be done in a simple step.
2) Analysis of data: Google Docs is better here too. With in-depth analysis available on demand,
its default view will give you the basic yes/no answers that are required for us. Qualtrics
provides us with Min/max, averages and standard deviations and other data that is not required
and makes the result complicated and difficult to comprehend.

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3) Cost: We spoke to the sales department of Qualtrics and they said for NPO's and businesses its
250 free forms, after which there is a monthly charge of $10-$30, depending on the number of
forms. Google Forms is free. Thus, here too Google Forms proved to be the better choice.
4) Security: Both Google Forms and Qualtrics operate on US servers, encrypt data and claim to
be completely safe. Moreover, since this would be the only website that would be allowed to
open on the computer, it adds to the security.
Given the limitations, technical, financial and time, I would recommend Google Forms.

Uploading from Excel to SalesForce:

Once this data is collected from Google Forms it can be turned into an excel sheet in one step
from the Google Forms page itself. This can be imported directly into sales force for free without
any difficulty by using Data Loader. Available here: https://dataloader.io/

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STUDENTS CONSULTING FOR NON-PROFIT ORGANIZATIONS | SPRING 2015

IV. Google Forms

Setting Up a Google Form:
In order to make a Google Form, first a Google (Gmail) account must be created. This can be set
up by going to https://accounts.google.com . Once signed in, go to https://drive.google.com .
Residing on this site should be separate files for each form created; one Google Form file that
shows the questions and one Google Spreadsheet (Excel) file that contains its responses. We will
share with you our prototype Barrier Form that we have created, as well as its accompanying
Google Spreadsheet.
However, if you wish to set up a brand new Google Form (i.e. start from scratch), first click
New then More then Google Forms. Once the blank Google Form opens, there are an
array of options:
Edit Questions: this view allows you to edit the questions and change question types or
form information
Change Theme: this view allows you to choose a color/font scheme for the form and it
will also allow you to put your logo on the form
View Responses: this will open an option box where you will choose where you want to
send your responses (ie Excel)
View Live Form: this will allow you to view the form as the person answering the form
Under Form Settings in the main page you have the option to:
allow the person answering the form to see a progress bar of their completion
only allow one response per person
shuffle the question order
When creating the questions you have the option of question type:
add the question title
if the question needs clarification then add that under Help Text
o for example What is your date of birth? Help Text: mm/dd/yyyy
you can choose question type and if youd like the form to skip to a certain question after
a certain answer to the current question
o You can only chose one answer from the following question types: multiple
choice and chose from a list
to add questions click on the Add Item where you can add the question title and choose
the question type (multiple choice, choose from a list, etc)
Under Confirmation Page you have the options to:
write what you want displayed after the customer completes the form, the default is
Your response has been recorded.
allow the customers to see the responses of previous respondents (since this form is
confidential I would recommend leaving this box blank)

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allow respondents to edit their responses after their submission (this would require the
respondents to have a gmail account)

General Information about Google Forms:

All information inputted is saved immediately

If you hover the mouse over the completed questions, on the right you will see three
icons
1. Pencil: allows you to edit the question
2. Pages: allows you to duplicate the question
3. Trash: allows you to delete the question
If you want to rearrange the question order just click and hold on the question you want
to move and place it to the new place
If you make an error like moving a question to a different spot or accidently deleting a
question on the top of the page on the left hand side there are Undo and Redo arrows
to correct any mistakes
Once the form is complete you can have respondents answer the form in-person by
clicking View Live Form or you have the option to email the form out by clicking the
Send Form blue button at the bottom of the Confirmation Page

Customizing a Google Form:

The best way to do this is to add the customization after the form is completed, and all
questions/answers have been added. At the top of the page click the View tab then choose the
option Change Theme. A side bar will appear, and you can either customize the current theme
or choose to customize any of the other themes. Choose any theme then click the bar on the
bottom that says Customize Theme. A new set of tabs will appear where you can change the
background color, the fonts, etc. Click on the Header tab then choose Choose Image. A box
will appear, scroll down on the left panel and select Upload then you will have the option to
choose a picture file saved in your computer to display across the top of the form. After youve
selected a file google will display it on the form. If the picture does not stretch across the whole
width of the page then go to the side bar under header and select Fit to width. This will make
the picture larger to fit across the page, and unfortunately there is no way to resize the image, but
it does not impact the form in any way it will just make the page larger length wise.

Replicating a Google Form:

Replicating a Google Form is very easy, and there are multiple ways it can be done.
Also, there are options of what you can/want to replicate.
In order to replicate just a single page of questions to put on the same form so that you
dont have to keep adding the same question types over and over again you will first need to add
an Add-on. At the top menu bar, click on the Add-ons tab then click Get add-ons. A
box will pop up; scroll down, and hover the mouse over the Formfuse app. The Formfuse
square will display blue button on the bottom with a plus sign (+) with the word FREE next to

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it, click on it, and the new add-on will be in the Add-ons menu. After this is completed, you
can use this application to make an exact copy a page of questions, and then you can just rename
any question/answer. Click on the Formfuse link under the Add-ons tab, click Start next
to the arrow. A side-bar will appear, chose Duplicate Pages, then click Next. On the new
page you will have the option to select which page you want to duplicate, how many copies you
want, and where you want the copied page to go. After you make the above selections, click
Duplicate.
Google drive also allows you to replicate the entire Google Form without copying the responses
so that you can keep information from each quarter/year separate, but still send out the same
form without having to create it again. Open the form you want to replicate, go to the File
menu bar, then chose Make a Copy. The default name of the copy is Copy of Name of
Current Form, but you can change the name. For example, you could change it to Barrier
Sheet Quarter 3 etc. The option to Share it with the same people means that whoever you are
sharing the form with currently you also want to share this copied form with them as well. It
does not make a difference whether or not you select this box. Then click OK, and a new tab
will open with a copied form without copying the responses of the original form.

Automatically Created Graphs:

Google Forms has a function that allows you to see a basic summary of the responses of each
question in graph form. In order to do this, click on the Responses tab on the menu bar, then
select Summary of responses. A new page will open showing various types of graphs
summarizing the responses of each question type.

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V. Barrier Form Questions

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VI. Excel Analysis and Further Possibilities

Some key demographics are really helpful to make some relationships. These relationships
allows you to better understand who you are serving. The services like HEAP target the elder.
Based on it, you can use data to see how many elder people live on their own by looking at
customers age and heads of household. Also, you can compare female with heads of household
in order to know the number of single mothers you are servicing. In responding to changing
demand, you can compare customers basic information 5 years ago with current customers to
identify long-term customers. Also, you can have an idea of distribution of services demand by
comparing the number of customers in different service programs.
In order to improve the efficiency of your services, data modification seems an effective way to
make some easy relationships. You has established various types of databases for different
programs but there is little commonality between them. In such a case, its time-consuming to
input or output information into databases. Therefore, establishing a unified databases for
connected service programs seems necessary. For example, a lot of customers actually come over
from HEAP side to the clinic. If a database is shared by these programs, the information of
customers who switch from HEAP to Clinic can be directly transferred and there is no need to
input the information into Clinics database again.
Based on the services you offer, we recognize that income level is an important criteria to decide
whether customers are qualified to get some specific services like HEAP and Clinic. Maybe it
would be better to establish an independent database to record customers income level and these
information can be applied to both HEAP and Clinic programs.
At last, you can find better ways to reach customers. In this part, we are talking about how your
employees will be able to contact the customers sooner to "break down barriers" because all the
information will be in real time. You dont need to wait to meet with some of customers face to
face till all data is manually input, which helps to eliminate the time delay. We recommend that a
database of customers contact information allows you efficiently to communicate with
customers and offer timely and customer-oriented services.

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STUDENTS CONSULTING FOR NON-PROFIT ORGANIZATIONS | SPRING 2015

VII. Appendix
Google Form Prototype: Images
Top of the home page to edit the Google Form

Bottom of the page when editing the Google Form

**Do NOT press Send form until the form is perfect and finalized and no more edits are
expected.
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Live Google Form: Customer viewpoint beginning of survey

Live Google Form: Customer viewpoint end of survey

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Excel data: administrator end

Important Links:
The following list includes links that we think will be helpful to The Breathing Association in its
implementation of this project.
Google Drive:
http://drive.google.com
Prototype Barrier Form: (must be shared with user email for link to work)
https://docs.google.com/forms/d/1SGnmEE92x0b_VoK2BNwRPXmwYGioIQf4M6uXHUOMo
XA/edit?usp=sharing
Prototype Reporting Excel Sheet:
https://docs.google.com/spreadsheets/d/1jmrXyjSCYL8mHXdPtYLF4ci3gk8w9xIje8tUM7BgG
WY/edit#gid=2110912932
Data Loader into SalesForce:
https://dataloader.io/
Video Links for Data Loader Instructions: https://www.youtube.com/playlist?
list=PLnobS_RgN7JZaD_Fq8uh3b2AA8olsj1Qk

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