How BronxWorks simplified its approach to finding, buying, and managing technology with AppDirect

Solution

AppDirect Marketplace with procurement guidance from a technology advisor.

Maximizing potential through innovation & heart

At BronxWorks, helping individuals in the community to improve and enhance their lives is paramount. This vision fuels Yonnel Olivo, BronxWorks Director of IT, to equip the agency with top-tier technology that inspires their employees to achieve their goals and do their best work. With 20 years of industry knowledge, Olivo excels in finding innovative solutions to confront challenges and surpass goals. In doing so, he leads his team in staying resourceful and applying best practices in the face of limited resources.

Managing budgets and program requirements

Olivo explains that IT spending fluctuates according to program needs and an increase in overall spending is expected in the coming years. To manage this growth and streamline processes, Olivo recently hired an assistant to help oversee accounts and reduce inefficiencies.

Part of the team’s strategy is to reduce the number of unused software subscriptions. This involves analysis of user data in relation to program requirements, ensuring that software subscriptions are being effectively used and aligned with the organization’s needs. However, to accomplish this, it requires manually cross-referencing user data with program needs.

The IT department is also responsible for managing over 150 distinct contracts, which adds a layer of complexity to technology procurement. Each program operates independently with its own unique requirements, permissions, and restrictions. Olivo explains that contracts often dictate specific purchasing criteria, such as sourcing from government-approved vendors. These guidelines must be followed to ensure compliance and secure funding.

Olivo shared that a lack of visibility into spending causes significant challenges.

"I don’t know what I don’t know,” said Olivo. “There’s situations where I can miss things because I don’t have visibility into what departments need at a given point in time.”

Olivo’s process for discovering new technology is a blend of research, and responsiveness to program-specific needs. Olivo describes this process: “In IT, we’re the firefighters. We're in charge of pretty much everything when it comes to the tech. I try to focus on making sure that the work is getting done, that the agency is productive and that it is functioning as it is intended to be.”

Strategic alignment & support: Becoming a more proactive IT organization

Reflecting on the challenges of running a reactive IT department, Olivo jokes, “Do you see the gray hairs? That’s what being reactive does.”

He described how unexpected issues could quickly turn a good day upside down. Looking to build a more efficient technology procurement process, BronxWorks engaged AppDirect and brought on an external Virtual Chief Information Officer (VCIO), to support IT operations.

The VCIO conducts research and suggests solutions tailored to diverse program needs. By incorporating recommendations from city agencies and partner organizations, they ensure software selections not only comply with regulations, but also align with the overarching mission of BronxWorks.

“We’re not perfect, but we’re trying, we’re getting there.” This shift has not only eased the strain on the IT department but also allowed the organization to better align technology with its mission.

With the ability to anticipate six to 12 months in advance, they can better manage resources, saving both time and money. “It’s been great to plan ahead instead of scrambling at the last minute,” Olivo shared, highlighting how this approach has streamlined processes like managing licenses and executing projects efficiently.

Migrating from on-prem to cloud

He also credits AppDirect's crucial role in transitioning BronxWorks IT from an on-premises model to a fully cloud-based operation.

“AppDirect moved us into another stratosphere,” he shared. Olivo believes working with his VCIO and AppDirect has helped BronxWork modernize their IT infrastructure and made them more resilient and agile. He believes shifting their IT to the cloud has fundamentally reshaped BronxWorks, ensuring they are equipped to continue their mission in a dynamic and adaptable way.

“AppDirect moved us into another stratosphere.”

YONNEL OLIVIO, Director of Information Technology, Bronxworks

Top benefits of partnering with a VCIO & AppDirect

1. Streamlining how BronxWorks finds technolgoy—Collaborating to maximize impact

Olivo has transformed how he navigates technology decisions at BronxWorks with guidance from his VCIO and access to the AppDirect platform. As he explains, the VCIO brings an external perspective that helps him uncover solutions beyond the agency’s familiar operations, acting as a trusted advisor who simplifies complex decisions. And the AppDirect team of Product Sales Specialists (PSS) streamlines the process. Instead of spending hours on research and second-guessing information, Olivo can quickly get clear, actionable advice.

“The difference now is a 100% switch. I pick up the phone, explain what I need, and the AppDirect team provides the options or gets back to me with the answers quickly.”

This collaboration not only saves time but also ensures that BronxWorks adopts the right solutions with confidence. 

“That’s a game-changer. Overnight I can make a decision whereas in the past it would take me weeks to figure out a solution. In my field, I have to make sure that when I make a decision, it’s the right one. Now I have a team with an elevated understanding and proven method, I can trust their judgement; I know the solution works and has been vetted. I feel more confident– I feel less scared. It’s night and day.”

Why not go straight to the technology vendor? Olivo was quick to highlight speed as the main differentiator. “Going through my VCIO and AppDirect, I can get sound knowledgeable advice and it speeds up my productivity. Speed is essential in my industry.”

2. Simplified technology buying

BronxWorks has also gained access to the AppDirect Marketplace and Catalog, thanks to their VCIO's partnership with AppDirect. The AppDirect Marketplace is a single destination to buy, sell, and manage all technology on one platform. The catalog features thousands and thousands of solutions across all technology areas—from connectivity, mobility, and cloud infrastructure to security, energy, SaaS, and more.

Olivo can use it to quickly manage Microsoft licenses, onboard new users, and source software.

“The fact that I actually have my own portal where I can go in, know exactly what I need, and research technology on my own in just a few minutes has been incredibly helpful.”

YONNEL OLIVIO, Director of Information Technology, Bronxworks

The Marketplace eliminates unnecessary delays and simplifies decision-making, allowing the team to focus on their mission. Whenever possible, Olivo prioritizes using the AppDirect platform, noting how much easier it has made his day-to-day operations.

“It’s made my life a whole lot easier, and I take advantage of it as much as I possibly can,” he added, underscoring the value of having such a streamlined and reliable resource.

3. Efficient management: Streamlining user onboarding & ‘making every dollar count’

Olivo acknowledges the exceptional dedication and support he has received from the AppDirect team throughout the technology purchasing process. Just recently, a senior executive needed access to new software applications while Olivio was focused on other high priority items. When faced with an urgent need to onboard a high-priority user, Olivo was able to delegate to his Account Manager to handle the process seamlessly. “She was able to take care of it quickly, providing access to the applications, and it made me look good,” Olivo shared, highlighting the efficiency and support he receives from the partnership.

Similarly, he believes AppDirect Product Support Specialists, such as his Microsoft specialist, provide valuable guidance and feedback. “He’s the best; he educates us in a fun way to give you the perspective of what you need, he's so knowledgeable as well.”

As a nonprofit, BronxWorks faces the dual challenge of balancing limited resources with the high cost of technology. Olivo highlights how his AppDirect PSS has been invaluable in navigating these constraints. “Microsoft’s offerings change often. The fact that my sales specialist is there takes that worry off my plate. I don’t have to spend time searching for answers or second-guessing if I’m getting the right information.” He believes this level of support ensures the organization can confidently access the technology they need without compromising their mission.

With cost savings, the team can reinvest back into the organization to support its core mission of creating a positive impact in the community. “Some programs have more funding than others, so when software costs need to be shared across the board, it can strain those with tighter budgets. Being able to save helps ease that burden and benefits everyone.”

Automating billing and payments

AppDirect has also streamlined software subscription management for BronxWorks, enabling Olivo to focus on technology while other teams handle billing and payments seamlessly. By setting up workflows and permissions, tasks like invoice management are directed to the accounts payable team, ensuring they manage payments without requiring Olivo’s involvement. This division of responsibilities allows for efficient operations and reduces the burden on IT, as Olivo no longer has to oversee multiple aspects of subscription management himself. “I don’t have to worry about 10 things at once, which I used to have to do on my own,” he shared.

Olivo highlighted that the AppDirect platform’s ability to summarize and provide on-demand reporting directly from the portal has greatly improved their ability to track ROI on technology spend. This functionality has given him and his team better insight into how their investments are benefiting the organization, which he views as a significant advantage.

“AppDirect’s willingness to help and availability when needed is great. The team is highly attentive to my organization and provides excellent support, which is crucial for resolving any technical issues."