When a nonprofit is focused on delivering services, IT can’t be a constant fire drill. It has to quietly enable the mission. This Nonprofit IT case study tells the story of how Onset Solutions partnered with Seniors Resource Center in Colorado to rebuild its technology foundation, support a largely mobile workforce, and create a clear, budget-friendly roadmap for ongoing improvements.
A Nonprofit Navigating Change
Seniors Resource Center (SRC) is a Colorado-based nonprofit dedicated to helping older adults stay safe, healthy, and independent at home through in-home assistance, Adult Day Center programs (including dementia support), and caregiver respite services. SRC has 27 office-based users plus 30 field employees delivering client services.
SRC began working with Onset Solutions in December 2020, during a period of major operational change. Like many nonprofits, SRC had relied on “as-needed” support, and when internal familiarity with IT needs shifted, they needed a true managed services partner.
The Challenges And Opportunities
SRC wasn’t dealing with just one IT issue. They had multiple overlapping challenges, all made tougher by COVID-era disruption and a distributed workforce.
1. Deliverability Problems: Emails Were Getting Blocked
For six months, SRC dealt with emails being blacklisted, landing in spam or not arriving at all. This is a serious issue for a nonprofit that depends on communication with partners, donors, and the community.
2. Moving From Legacy Systems To Cloud-Based Tools
SRC was working to consolidate systems across multiple locations and modernize technology. Key projects included:
- Migrating the donor database from Blackbaud to DonorPerfect (cloud)
- Moving fully off on-prem servers and into the cloud
- Removing “odds-and-ends” legacy tools that added cost and complexity
3. Location Closures…And Surprise Bills
As SRC consolidated multiple locations into one, internet services weren’t always canceled correctly, creating unnecessary spending. A particularly painful example included a $40K bill tied to closing an Evergreen location (and related ISP complexity).
4. Supporting A Workforce That Isn’t Sitting At Desks
Most SRC staff are direct service team members. They’re often in the field and do much of their work on phones, not laptops, so they require systems that are mobile-friendly, secure, and simple.
The Solution: Rebuild, Simplify, And Plan Without Overwhelming The Team
Onset Solutions approached SRC’s environment the way a long-term partner should: solve immediate problems, reduce waste, and build a practical roadmap so SRC could modernize in phases.
IT Consulting + Responsive Helpdesk Support
At the foundation, Onset Solutions provided the two essentials SRC needed right away:
- IT consulting to guide decisions and modernize infrastructure.
- Helpdesk support for day-to-day issues (with a team approach, not a single point of failure).
Karen Stran, COO at SRC, called out a key differentiator with Onset Solutions: Onset Solutions’ support model feels like you have a full team behind you and not just one tech who “knows your account.”
Fixing Email Deliverability And Reducing Unnecessary Spend
Onset Solutions identified that SRC was using an unusual email/VPN setup that was both costly and problematic. By evaluating what SRC had and switching to a more sensible configuration, Onset Solutions reduced complexity and addressed the email blacklist issues.
A “Stoplight” Roadmap That Made Modernization Manageable
Instead of pushing a big-bang overhaul, Onset Solutions created a paced plan. What Karen described as a “stoplight system”:
- What’s okay for now?
- What should be addressed soon?
- What needs attention immediately?
This roadmap turned “everything needs to be fixed” into a clear, phased strategy.
Annual Budgeting + Lifecycle Planning
Every year, Onset Solutions and SRC meet around September to plan the next year’s technology needs, so the organization can budget for infrastructure investments and avoid unpleasant surprises. One practical outcome: SRC now replaces roughly one-third of its computers each year, keeping hardware current without a massive one-time hit.
ISP Advocacy And Cost Clean-Up
Onset Solutions also did something many nonprofits deeply appreciate: they advocated with vendors.
When SRC closed locations, Onset Solutions reviewed the Comcast account and discovered SRC was still paying for internet at buildings that were no longer in use. Onset Solutions worked directly with Comcast to correct billing, recover some costs, and reduce ongoing spending. This avoided thousands of unnecessary monthly charges.
Mobile-First Operations And Less Paper
Because many SRC staff work in the field, Onset Solutions helped SRC choose tools and workflows that work well from phones. This reduced paper processes and simplified time tracking and compliance across government and private contracts.
The Results: A Stronger IT Foundation That Supports The Mission
Here’s what changed after Onset Solutions stepped in:
- Email reliability restored, reducing communication risk and frustration.
- Cloud modernization delivered, including moving away from legacy systems and consolidating infrastructure.
- Real cost savings, including correcting ISP billing and avoiding unnecessary recurring charges.
- Ongoing planning and predictability, with annual budgeting support and a computer replacement rhythm that prevents “surprise” emergencies.
- A more efficient, mobile-friendly operation, helping field teams stay productive without juggling “18 different apps.”
This nonprofit IT case study demonstrates that the best IT improvements don’t just add tools, they remove friction. SRC now runs on systems that fit how their team works.
It’s Very Much A Partnership
Karen Stran summed it up best when she said, “It’s very much a partnership… they keep us on track and do it in a way that feels supportive.”
She also emphasized how rare it is to have a provider that blends technical skills with people management. This helps SRC understand decisions, tradeoffs, and next steps (instead of simply handing over a bill).
Why It Matters For Other Nonprofits
If you’re a nonprofit leader, you’ve likely seen some version of this story: legacy tech, too many vendors, limited internal IT coverage, and high stakes when systems break. The difference-maker is a partner who can help you prioritize, modernize at a realistic pace, and stay aligned to mission and budget.
If you’re juggling legacy systems, security concerns, remote staff support, or unpredictable IT costs, Onset Solutions can help. Let’s talk about your goals and build a practical roadmap that improves reliability, strengthens security, and fits your budget, without overwhelming your team.
Contact Onset Solutions today to get started with nonprofit IT support that scales with you.
