Development of an Integrated Case Management and Workflow Optimization System for Non-Profit Human Services Organization

The organization struggles with fragmented information systems that hinder efficient tracking of client data, staff productivity, and compliance. Its predominantly mobile workforce requires a reliable, secure, and integrated system that supports offsite data entry, seamless communication with state agencies, and migration of legacy data without disrupting ongoing operations or compromising data security.

A mid-sized nonprofit organization providing case management services for vulnerable populations, including individuals with disabilities and veterans, operating with a mobile workforce across multiple locations.

• Implement an integrated, customizable case management system to improve individual care planning and service delivery.
• Enable real-time data sharing and communication with external state systems to ensure compliance and timely reporting.
• Provide robust data migration from legacy systems, including cleaning and merging duplicate records, to ensure continuity.
• Increase staff productivity and operational efficiency, aiming for measurable improvements in service delivery and resource management.
• Reduce organizational deficits significantly within three years and lay foundations for scalable growth through improved efficiency and data-driven decision-making.

• Personalized treatment plan management tailored to individual client needs.
• Advanced report builder enabling users to create custom data reports by selecting relevant fields.
• Time and attendance module for accurate employee timesheet entry, progress tracking, and payroll integration.
• Seamless data migration from existing legacy systems, including data cleaning and duplicate merging.
• Secure management of sensitive data in compliance with privacy standards such as HIPAA.
• Real-time data synchronization with external government/state systems for progress notes, treatment plans, and employee tracking.
• Responsive web interface optimized for mobile devices, ensuring ease of use in the field.

• External government/state systems for seamless transmission of progress notes, plans, and employee time data.
• Payroll systems for automatic time entry and salary processing.
• Legacy data sources for comprehensive data migration and ongoing synchronization.

• HIPAA compliance for all client and employee data.
• High system availability and reliability to support mobile workforce operations.
• Fast response times and performance optimization to ensure usability in field conditions.
• Data security with encryption and access controls to protect sensitive information.
• System scalability to accommodate future growth and increased user base.

The deployment of the integrated case management system is expected to significantly increase organizational efficiency, with a projected 175% improvement in operational productivity within the first year. The organization aims to eliminate deficits within three years, improve client care personalization, and support growth through efficient data management and external system integration, ultimately enhancing client outcomes and staff satisfaction.