System that will be built to assist non-profit organizations who provide basic human needs assistance and supportive programs to people in our community. My organization typically provide supportive services, food, personal care items, diapers, clothes and training courses, temporary housing, permeant housing, employment assistance, follow up services, medical services , special female services, and limited financial assistance. Follow up services are to track each person eight month after the completion of the program, with phone call, site visits, and site visits. The financial assistance is typically items such as rent assistance to prevent an eviction, utility payment to avoid a shutoff, gasoline money and payment for prescriptions.
The system tracks the clients and services provided to the clients. Various reports are produced. The system also provides for recording information on Volunteers and the hours they provide, donors and the donations they make.
Some Key Things
* Oriented to free services. provision for recording any payments for services or donations.
* Register, enroll or record pre-approval of people for programs or services.
* Record client visits or contact (through recording services they may receive and/or the optional entry of notes which can be entered by date.)
System needs to be designed to allow reporting of demographic statistics for services provided. The following data is maintained for each individual in the household: social security, date of birth, sex, race and whether or not the individual is disabled. The system also records the zip code of the household.
Information about clients includes information on the applicant, other members of the household, education & employment status for the applicant and spouse and total household income and expenses. Each time assistance is provided, the system records the service provided, the amount and for whom the service was provided (entire household or a specific individual). The statistics recorded may represent the entire household, in the case of food or rent assistance, or a specific individual in the household in the case of clothing or a prescription. This allows detailed, accurate statistical and demographic reporting of services provided
Referrals to other agencies should be recorded. In the event that assistance could not be provided, the reason why the agency was “unable to serve” can be recorded, using standardized descriptions (for statistical reporting) or the provision to select “Other” and then record a specialized comment unique to the circumstances.
Referrals should be match by distance of zip code.
Generalized, Table-Driven Logic
Wherever possible, the system was built to be generalized. Much of this is done by control tables. There are tables which define: programs and services, race, age groups, relationship definitions, Zip codes in the service area, marital status, highest education level attained, what kind of ID verification is provided and referral options for other agencies. Interactive forms are provided for easy review and editing of these tables. This should allow the system to be customized for each agency while maintaining a common set of Access programs and logic. It should allow for more consistent date entry by allowing these types of data to be selected from drop down list boxes. In the screen examples which follow, fields which have a “downward arrow at the right, as in this example allow the user to select the proper entry from a predefined list of alternatives.
Donors and Volunteers and Community Service
The system also maintains information on donors and volunteers. Each donation may be recorded separately by date and type of donation. Similarly, hours worked by volunteers pr community service may be recorded weekly. Reporting of volunteer hours and donations is provided both for the agency and for each individual volunteer and donor.
Additional information is attached
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