Singaporean Non-Governmental Organisations or NGOs have been struggling to serve Singapore as a part of Singapore’s 5 million citizens with their unique community-wellbeing services. Therefore, the necessity for charity work is rising day by day, and there is a need of handling thousands of cases each day by this handful of NGOs. Is there any way that this process can be simplified through digital technology? Yes! That is where the requirement of an efficient Case Management System enters the scenario.
What exactly is this case management system and what should be the outstanding features of a case management software? Plus, how can it help the NGO sector with its advanced functionalities? Well, we will be diving into the depths of this topic in this article.
What is the Case Management System in the NGO Sector?
All NGOs are known to manage intricate operations that need a lot of paperwork and require multiple steps. There is a lot that has to be done every day for nonprofit organisations. On an average weekday, they have to cope with colossal caseloads, handle mountains of paperwork, and overcome technical obstacles to productive communication. Likewise, as the scope of their services expands, the duties become more difficult to complete and complicated, which hinders productivity and increases the possibility of significant operational mistakes. Nonprofits that refuse to adapt their methods of functioning and hold tight to previous practices face more and more challenges. A case management system provides the ideal answer for all these issues now.
A case management system is simply a piece of software that usually helps organisations to monitor, store, and analyse data in one place. These technology-based tools aid companies in automating repetitive and normal procedures, digitising business processes, and reducing time-consuming data administration to a few clicks and taps.
If put simply, with the use of case management software, certain parties can collaborate on an inquiry, request, or file as it progresses. An organisation can develop a form, designate it to a file, standardise workflows by creating simple transition rules, and monitor the form until the process is finished. However, these solutions could be exactly what is required to preserve the standards of conduct (SOPs) of nonprofit organisations and other charitable groups.
Features of a Competent Case Management System
If you own a charity organisation in Singapore and are looking forward to adopting a case management system for your operations to make the work easy for the workers, it is high time for you to have a thorough knowledge of how to select good software. Let us walk you through the major features of perfect case management software in the section below.
Well-Integrated Database
In a case management data system, the utilisation of cloud databases should offer seamless access for those with permission, promoting easy data exchange and quick information retrieval, the location of the beneficiaries, and the social workers. Real-time updates of the system guarantee correct evaluation of situations at any given time and current evaluations.
Through the implementation of cloud technology, the solution increases collaboration, encourages seamless communication between those involved, and enhances productivity. This dynamic design gives users the tools they need to analyse and handle problems rapidly, encouraging good judgement and effective case management techniques. Overall, the solution that is cloud-based improves the ease, timeliness, and accuracy with which case data is accessible, supporting operational excellence and client fulfilment.
Flexible Management for Case Lifecycles
The flexible case lifecycle management is a fundamental feature of these systems, which were created specifically for NGOs. Organisations can adapt their case management processes using this functionality to suit their unique requirements and operating practices. Using flexible case lifecycle management, NGOs are able to set up and personalise various stages and benchmarks during a case’s existence, ensuring that the solution fulfils their particular organisational needs.
With this adaptability, NGOs can quickly monitor and manage cases from the point of origination to the point of resolution, while also allowing for any alterations or additions that could happen along the route. NGOs could enhance their efficiency, streamline their procedures, and efficiently serve their beneficiaries by customising the case lifecycle management feature to their operations. This will eventually maximise their impact and further their purpose.
Operating through Multiple Platforms
A platform with many channels for communication is a crucial element that case management systems for NGOs should have. This platform enables NGOs to interact with their partners and beneficiaries through a variety of communication methods, including email, phone, chat, and social media. NGOs can effortlessly receive, monitor, and respond to cases and inquiries from several sources through the implementation of a multi-channel platform, ensuring effective and rapid communication.
This feature will be advantageous to both the NGO and its users since it promotes accessibility, stimulates involvement, and improves the overall experience. Also, it makes it possible for productive teamwork and cooperative case management, which eventually aids NGOs in better completing their tasks.
Utilisation of Self-Service Portals
What exactly are these self-service portals? Since it empowers users to take care of issues on their own, it is an essential part of case management systems for NGOs. These websites offer a wealth of helpful content, including articles with instructions, FAQs, forums, and discussion boards. NGOs employ self-service portals to enable their clients to get solutions to their queries immediately.
With the implementation of this cutting-edge technology for NGO investigations, the workers are able to provide the existing donors with accurate information on ongoing projects. Plus, it gives the opportunity for the charities to collect information on the community of individuals who wish to contribute to the betterment of society. Self-service portals are essential for any NGO due to the valuable insights they can provide about potential donors. It has the capacity to assist in streamlining the whole non-profit process which will be beneficial for the volunteers and members and it will reduce the time-consuming information collection on the other hand.
Top 5 Ways Case Management Systems Improve NGO Operations
This case management software not only helps charities to boost the productivity of their missions but it conveniently improves the effectiveness of their operations. In the section below, we will be exploring the top ways that this technology can help your NGO towards its success.
Filtering New Additions
Caseworkers have the opportunity to build detailed profiles for the people they help within the case management system, including different documentation including photos, IDs, and birth certificates. In order to speed up information retrieval and ensure effective case management, these files are automatically identified, categorised, and can be further classified depending on factors like age, gender, and nationality.
Obtaining Approval
Once a case has been registered under the name of a certain project name, there is a procedure to get approval from the relevant authorities. These authorities can be the government organisations such as the social work department, Ministry of Child Welfare, etc. When a non-profit organisation is streamlining its operations through this technology, there is no chance of missing the approval or rejection of a case. The system automatically sends the relevant documents to obtain approval on time.
Checking the Status
An NGO is witnessing thousands of complex investigations daily. It might be difficult for any worker to handle all of them altogether. That is why you need a case management system for that. With the advanced features we mentioned above, workers can generate a checklist to check the status of the cases or documents they have sent to the authorities for approval.
Tightening Privacy
A non-profit centre is a place where you handle and take control of a large amount of extremely sensitive data. These data can be about the different types of victims and vulnerable individuals who wish to receive help from the NGO. It is the responsibility of the organisation to protect its beneficiaries and the personal information of the people who wish to help them. Employing case management software ensures the privacy of the information charities have collected over the years and it fills the existing gaps in safeguarding data.
Prioritising Cases
Caseworkers can compile information about their open and closed cases, giving them the ability to identify priority, take quick action, and provide statistics for reports and grant applications. They are better able to manage their workflows, make educated choices, and keep accurate records for both active and closed cases because of this data collection capacity.
Make Your NGO Missions Stronger with Case Management System
Since you read this article fully, you know that adopting an effective case management system can significantly improve NGO operations. NGOs may streamline their operations and increase the impact of their work by effectively managing cases, optimising procedures, and improving communication. A thorough case management system empowers NGOs to efficiently follow up on and handle cases, modify procedures to fit their particular requirements, and offer seamless support to their clients. What we emphasise here is, you need to pay attention to the full features of the case management system before making a purchase. With a strong case management system, your NGO operations will be strengthened for sure.
