The very nature of non-profits requires organisations to do everything with the limited finances available. Organisations must be more mindful of their expenses as they depend vastly on their donors’ generosity. This does not mean that charity organisations limit the number of cases they take. As the majority wants to ensure that the meaningful cause they stand for is achieved at some point in the future, it is usually that passion that keeps an organisation running. While some cases may seem straightforward, others would be quite complex. A case manager may find it hard to manage or keep track of everything, negatively affecting the organisation’s overall performance. This is, in essence, why nonprofits need a case management system. By organising your in-house operations, you can streamline your caseload.
What Is A Case Management System?
A case management system enables organisations to store information in one centralised location. Traditionally case managers had to compile all information on each project and liaise with the organisation’s staff and volunteers to discharge responsibilities whilst supervising. This person, in other words, is the sole individual responsible for ensuring whether a project was completed and reporting on its success to stakeholders. Where the caseload increases, it is humanely hard to stay on track with the status of each project. Whether a specific task was completed by the deadline or whether acknowledgement of a donor’s payment receipt was provided. With a case management system, however, most of the tasks can be automated, optimising an organisation’s world load. Some organisations implement such software individually, or they merge it into a more comprehensive enterprise solution. Which option suits you most will depend on how large and the needs of the organisation
Why Do Nonprofits Need A Case Management System
A case management system does not simply automate several processes. It does so much more, explaining why implementing such a system is a cost-effective and reliable way to optimise tasks at an organisation. Here are three reasons why:
Provide Personal Attention to Each Client
When case managers have a list of tasks that needs to be completed, including tedious tasks that could be easily automated, it is hard to dedicate personal attention to each client. By incorporating a case management system, each client will have a profile automatically created. This would include all information regarding each person letting the case manager directly cater to the interests of the client. With one quick look at the profile, know which causes this person believes in and think of ways the organisation can help in that respect.
Remote Access With Security Enabled
Although the case manager is accountable for all cases taken, they will have several staff members or volunteers to help execute the project. The best thing about implementing a digital solution is that managers no longer have to worry about not making it to work physically to guarantee their team is doing the work requested. Simply log in from home or even connect to a mobile device and track the status of each case pending completion.
Once the manager gets a case, someone else in the team could be made project leader, and by logging in the progress of each case in real-time, deadlines can be met. Having a digital solution also means security may be of concern. That is why most reputed case management system solutions have encrypted the organisation’s data and will provide authorised access to only selected devices. This way, managers will not have to worry about sharing sensitive information. After all, implementing a digital solution is meant to give case managers more control in carrying out everyday tasks.
Remote Access With Security Enabled
Although the case manager is accountable for all cases taken, they will have several staff members or volunteers to help execute the project. The best thing about implementing a digital solution is that managers no longer have to worry about not making it to work physically to guarantee their team is doing the work requested. Simply log in from home or even connect to a mobile device and track the status of each case pending completion.
Once the manager gets a case, someone else in the team could be made project leader, and by logging in the progress of each case in real-time, deadlines can be met. Having a digital solution also means security may be of concern. That is why most reputed case management system solutions have encrypted the organisation’s data and will provide authorised access to only selected devices. This way, managers will not have to worry about sharing sensitive information. After all, implementing a digital solution is meant to give case managers more control in carrying out everyday tasks.
Increase Transparency
A significant component of a non-profit organisation is being accountable to donors and stakeholders. Hence, finance is an aspect which requires careful attention. Avoid the possibility of making mistakes in calculating the financial budget for each project. Track real-time how much is spent and for what purpose, and consider whether anything in the project needs to be changed to meet financial requirements. Send automated reports detailing what the donated sum has been used for after completing every project. These reports can also help managers strategize better in the future and make informed decisions.
What Kind of Case Management System Should You Implement?
The specific features charity organisations prefer to implement in a case management system may vary. However, here are a few essential modules that must be incorporated, other than looking for a solutions provider that offers top-notch security:
Ability To Customise
Since different industries use this software for various purposes, one great way to consider if it will meet a case manager’s requirements in the non-profit sector is considering whether it is a solution that was made with charity organisations in mind. This is because if an organisation adopts a specialised system for a different industry or provides general functions, the advantages such a system will offer would be limited. It would not, for instance, be as efficient and may require the team to train for a certain period for the staff and the system to get used to functions in the non-profit sector. Having said that, implementing a case management system specialising in non-profit organisations is not enough. Case managers should additionally consider whether it meets the organisation’s requirements. No two charity organisations are alike; therefore, organisations must have the flexibility to customise it according to their requirements.
Comprehensive Analytics and Reporting
Utilising the data that non-profits receive is pivotal to an organisation’s success. Through data, case managers will be able to understand their partners, volunteers and donors. Thus, using analytical tools to gain valuable insights helps an organisation devise plans to attract more funding and execute a project successfully. Organisations can also assess their contribution to a worthy cause annually and use it in their case studies to show that they are making a sustainable change that has a real impact.
Customer Support
This may not feel like an essential module. However, the most standardised case management systems provide active customer support for no additional costs in their solutions. This could be as simple as troubleshooting a problem in the software and fixing it instantly or offering training opportunities to onboard staff members. The more features the solutions provider gives an organisation, be it in terms of virtual webinars on essential skills or other ways that can help the non-profit unlock the full potential of their software solution, it indicates the quality of their services.
The Wake-Up Call You Needed
Volunteering or even working in the non-profit sector requires motivation to go on. However, with the increasing workload and the disorganisation of in-house processes, it is hard for the team to strive ahead in achieving their meaningful goals. Implementing case management will be the wake-up call you thought you never needed. With such a system, you can easily streamline, organise and confidently handle your overflowing number of cases. Keep in mind that implementing a case management system should make everything easier. If you feel that you are still lagging behind the mission and vision you serve, it indicates that you have not implemented a suitable system. If that is the case, it is time you incorporate one with the right technological advantages.
