Development of a Web-Based Case Management System for Non-Profit Support Organizations

The organization currently manages client and case records using physical, paper-based forms, leading to cumbersome and inefficient manual processes. This approach hampers the ability to quickly retrieve, update, and track records, as well as generate necessary reports for grants and funding compliance. The manual system also results in significant labor overhead and potential errors, impairing service delivery and compliance reporting practices.

A mid-sized non-profit organization dedicated to providing structured support services and permanent housing solutions, relying heavily on grants and donations, requiring efficient record management and reporting tools.

• Automate and digitize intake and case record processes to improve efficiency and accuracy.
• Provide a user-friendly web-based interface accessible via tablets to facilitate data entry and management in the field.
• Develop reporting and analytics tools to streamline quarterly and grant-related reporting requirements.
• Establish role-based access controls, with distinct permissions for case workers and system administrators, enhancing data security and management oversight.
• Deliver a cost-effective, scalable solution that aligns with budget constraints typical of non-profit organizations.

• Digitized intake forms optimized for tablet use, replacing paper-based forms for streamlined data entry.
• Role-based user management with distinct permissions for case workers and system administrators.
• Functionality for case workers to create, update, and manage client records efficiently.
• Administrative controls allowing system-wide oversight and management of all records.
• Reporting modules with data organization tools to generate quarterly and grant-specific reports.
• Analytics dashboards providing insights into case data and service metrics.

• Data export/import mechanisms for grant and funding reports
• Secure authentication and role management systems

• Cost-effective development within limited budget constraints
• Responsive performance to support real-time data entry and retrieval
• High security standards to protect sensitive client data
• Scalable architecture to accommodate organizational growth

The implementation of a digital case management system is expected to significantly enhance operational efficiency by automating manual processes, reducing labor overhead, and minimizing errors. It will improve reporting accuracy and timeliness, enabling better compliance with funding requirements. Additionally, it will facilitate quicker access to client information, supporting improved service delivery and strategic decision-making, ultimately increasing organizational effectiveness within budget constraints.