[Case Brief] Non-profit Healthcare - Planned Parenthood of Wisconsin
Managing 22 health center locations across 200 miles
Planned Parenthood of Wisconsin manages 22 healthcare locations across the state with just four facility team members. When third-party management costs, poor communication, and security concerns reached a breaking point, they made a bold move: bring everything in-house with AkitaBox.
The Challenge
Excessive fees from outsourced facility management were draining the budget while service quality declined. Contractors showed up unannounced at healthcare facilities, creating serious security concerns for staff and patients. “Staff always felt uncomfortable because they had vendors showing up and they weren’t aware,” explains the VP of Security and Technology.
Critical facility data lived in shared Excel files where one wrong click could delete entire maintenance histories. With two technicians covering locations up to 3.5 hrs away, they couldn’t afford to arrive unprepared—yet their disorganized documentation system made that a regular occurrence.
The Solution
Taking Control with AkitaBox
In August 2023, Planned Parenthood ditched the middleman and implemented AkitaBox. Their phased approach started simple—using the system for internal work orders while learning the ropes. Once comfortable, they rolled it out to health centers, prioritizing preventive maintenance schedules for pest control, HVAC inspections, and fire extinguisher checks.
The team turned Tuesday morning meetings into efficient planning sessions using real-time data instead of wrestling with multiple spreadsheets. AkitaBox transformed how technicians plan for and document site visits, building on a comprehensive digital facility map and asset inventory/history with every work order.
“This has been such a fantastic tool that I don't know how we managed without it”
Vice President of Security and TechnologyPlanned Parenthood of Wisconsin
The Results
Immediate Financial Impact
- Eliminating third-party markups created instant budget relief.
- Better trip planning reduced costly return visits and emergency supply runs, stretching their maintenance dollars further.
- Accreditation prep that once consumed weeks now takes “just a few days.” They passed their recent review “with flying colors” thanks to comprehensive record-keeping.
- Vendor security is increased – health centers now receive advance notice for all Facilities or vendor visits through AkitaBox two-way communication, giving them “full control of who we’re asking to come to our sites.”
For organizations managing multiple locations with lean teams, Planned Parenthood’s experience proves that sometimes the smartest solution isn’t outsourcing complexity—it’s embracing it with better tools.
