Buyer’s Guide for Nonprofits: What to Look For In A Case Management Software
Nonprofit organizations can now use online and mobile resources more than ever thanks to increased technological breakthroughs.
To assist them on a daily basis, any nonprofit or humanitarian organization needs a dependable case management system. While some nonprofits only require a straightforward method to maintain secure and accurate records, others require something stronger and more cutting-edge that caters to their particular requirements.
That’s where case management software comes in. Any nonprofit must devote time, energy, and resources in order to explore effective case management software solutions. You must therefore make sure you do your homework and choose the best technology for your company.
It can be easy to base vendor selections on a cursory glance at a website or an “oh, this is how we’ve always done it” approach because the nonprofit sector doesn’t evolve so quickly.
However, there are surprisingly countless solutions available when looking for new nonprofit case management software that can leave you spoilt for choice. We’ll explain everything you need in such software in this article to enable you to make an informed choice.
What is nonprofit case management software?
The goal of social work case management software systems is to improve the nonprofit’s programs, service delivery workflows, and client management procedures in terms of efficiency, effectiveness, and transparency.
Most case management software systems come with a generic structure out of the box because nonprofit programs and services differ for each organization. The general framework is then altered to fit the practises, procedures, and workflows of your company.
Such software enables nonprofit organizations to better efficiently measure and manage their activities in order to increase the effectiveness of those initiatives. It’s a cutting-edge technology made to automate the difficult procedures and eligibility control involved in nonprofit case administration.
The organization’s effective organizational, planning, referral, assessment, coordination, and other tools are automated and made simpler by the case management solution. Through its platform, such software also empowers society at a macro level, benefitting individuals, families, and communities.
You can use the solution to store a variety of client data, including email addresses, phone numbers, mailing addresses, and other contact details. Additionally, you can monitor demographic information, such as a person’s age, location, gender, and other identifiers.
As a result, software’s capacity to assist nonprofits in carrying out the tasks they must do effectively in order to further their goals is its true significance.
The work of nonprofit organizations is too important to be left to clumsy or unreliable systems. With the right specialized solution, staff can accomplish a lot more, including reducing manual work, maintaining accurate records in real-time, acquiring and stewarding donors for retention, segmenting audiences for targeted outreach, engaging and developing close relationships with supporters, and raising more money for the cause.
With the nonprofit case management systems, you may access the full client history and archives with just a few taps and clicks. Beyond the fundamentals we have outlined, the more sophisticated case management platforms provide features.
Why do nonprofit organizations use case management solutions?
The majority of case management solutions are very adaptable and made to meet the unique needs of your organization. Nonprofit organizations typically use them to:
- Tackle too much paperwork
Numerous inefficiencies might result from using too much paper or data systems. Your organization’s ability to handle data and produce reports from that data is limited when managing program and service delivery on paper. Additionally, having too many systems can result in erroneous results or data gaps. - Report gaps and missing data
Too many paper forms, paper-based processes, and many data systems are typically the root causes of reporting gaps and missing data. To proactively maintain crucial data clean, the majority of contemporary case management software systems may be modified with data quality reports, data entry procedures, rules and logic, and triggers. - Meet donor requirements and ensure compliance
One of the main factors driving nonprofit companies to invest in new case management software is funder reporting, data, and compliance requirements. With a single software system that contains program, service, and result data, it is simpler to comply with funder criteria both before and after funding. - Access useful information and resources
Managers require data and information to successfully allocate resources, maintain the organization’s progress toward its goals, and handle difficulties and obstacles before they become serious problems. A case management software solution can close this gap by giving case managers helpful information. Data-driven management is a sign of a healthy firm. - Plan effective program evaluation
You can build up the structures, processes, procedures, protocols, and methodologies required to facilitate a program assessment by implementing a nonprofit case management software system before an evaluation. It could be a good idea to look into new case management software right now if your firm will also soon be doing a program review.
Questions to ask yourself before exploring case management solution options
Nonprofits of all sizes and shapes have understood for years that you need to locate the best nonprofit software solution if you want to maximize your efforts.
However, choosing which tools to invest in can be a significant challenge behind the scenes given the wide variety of nonprofit software available that all aims to solve various aspects of your operations.
Here are a few queries you should consider asking yourself and seek answers to before buying case management software for your nonprofit:
1. Why do you need the case management software?
Prior to looking at choices, be very clear about your needs. Are you looking to replace a manual method with case management software? Or does the current software no longer satisfy the requirements of your company? Or perhaps you foresee future expansion that will impact your case management requirements.
2. In what ways will you be using the software?
Knowing how you plan to use the product in detail is important. Which members of your team will use the software? Will the new solution alter the way your organization now operates? Does it integrate with your current CRM or accounting program?
3. What is your budget?
Prior to beginning the process of integrating case management software into your systems, determine your budget. Don’t forget to factor in both one-time and recurring costs, such as license fees (upfront and yearly) and staff time (installation and maintenance).
4. What are the features you’re looking for?
Next, list and order the features you want your case management software to have. Keep in mind that no two case management strategies are alike. Although their capabilities and services can be comparable, each solution will have its own unique technology, support system, and features.
5. What are the features you should be looking for?
The utility of a case management solution eventually comes down to the features that it offers. While there is a long list of features that today’s advanced case management software solutions offer, listed below are the very basic, must-have features that your nonprofit can’t do without.
- Configurability
Numerous firms want a flexible, adaptable framework. Although off-the-shelf solutions have a place, frequently they are deficient in the comprehensive features needed to manage a nonprofit organization and all of its programs and services. Customization options for case management software are of significant value. - Security
Security is crucial when working with sensitive and private data, such as customer information stored in human services software. The top-notch security and HIPAA and PIDEDA compliance will be features of the best case management software for charities. Therefore, the case management software your company decides to utilize must have excellent security and adhere to your country’s privacy laws. - Analytics & Reporting
Data is crucial for demonstrating the influence of your organization. You can understand your participants, improve your program, show results, get more financing, and so much more with its assistance. However, gathering data by itself is insufficient. You must be able to use that information to show how you are improving things and moving closer to your objectives and mission. - Scalability
Technology is a field where there is no such thing as a one-size-fits-all solution. A nonprofit organization may have a single focus or a number of strategic goals, and its size may range from one to thousands of employees. Purchasing a one-size-fits-all solution that prevents you from customizing the technology to meet your needs could prove to be a costly error. - History Tracking
Human services case management software is essential for nonprofit companies since it allows you to trace your client’s history. Tracking their history with case management software for nonprofits helps ensure that no information is lost over time and with staff turnover if you have clients who are actively involved with your organization over an extended period of time. - Online Access
Your ability to access your case management software for NGOs from any location and on any device is crucial in the modern world. Even before the COVID-19 pandemic destroyed the traditional workplace, we already lived in a remote access environment. You may access your clients’ records from any location with the best case management software that offers internet access. - Customer Support
It can be simple to overlook this when selecting case management software for nonprofits, but the best case management software provides outstanding customer assistance at no additional cost to ensure your nonprofit can utilize the software efficiently and fulfil your objective. Customer service for your human services must be available to your workers.
Finding the right case management software for your nonprofit
Always keep in mind that nonprofit case management solutions should make your work simpler and more productive. It’s an investment that ought to advance your mission of serving humanity. If your existing system isn’t capable of achieving that, it may be time to review your technology and make an investment in one that is.
There will be obstacles and difficulties when the new system first starts, so be ready for them. All of this should be balanced with realistic expectations of what the software system can be for your business and how it can help you save time, enhance service processes, and boost your social work program’s overall effectiveness. Successfully execute your cases with PlanStreet Case Management Software and stay on top of every activity.