Case Study : Scalable Client Intake for Better Program Data Tracking

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Community Action Partnership San Bernardino County or ‘CAPSBC’ for short, hired DaizyLogik to assist in building out a system that helps them streamline the tracking and reporting on program data collected by each of their affiliated food banks and food distribution centers. CAPSBC had been using Salesforce CRM for a few years to support certain aspects of their business operations such as fundraising and food donations. Moving their food bank programs into Salesforce was the natural step into leveraging the platform to support their mission.

This case study offers insights into how the DaizyLogik team utilized Salesforce with Nonprofit Success Pack and Community Cloud to build a custom intake system that scales to serve multiple programs and their 200+ nonprofits partners.

BACKGROUND

Community Action Partnership is a national, 501(c)3 nonprofit membership organization that provides technical assistance, training, and other resources to Community Action Agencies, nonprofit and public groups funded by the Community Services Block Grant (CSBG), a federal program that allocates funding to states to connect Americans to greater opportunity. Located in every county in the United States, CAP provides the tools and resources to empower individuals, families, and communities to succeed. The San Bernardino location works with the surrounding community in supporting, advocating and empowering residents to achieve self-reliance and economic stability. 

CAPSBC has a lot of responsibility, and with that, comes a lot of challenges, specifically because of the dynamics and size of the area it serves. San Bernardino is the largest geographic county, with some remote rural areas, making it difficult to track its data intake. Until now, the organization was simply using pen and paper for all client records under all five of its programs, which includes: a federal program that serves 12-16,000 families, and a local program that serves approximately 15-16,000 individuals each month. Team members were manually calculating this data each month, a system that was not only at risk for potential error, but was wasting valuable hours that could be utilized for food distribution, the highest requested need. 

CAPSBC had been trying to find solutions for data intake, specifically a cohesive system that could tie everything together. This is where Salesforce CRM and DaizyLogik’s solution came in… 

APPROACH

Using Salesforce with Nonprofit Success Pack and Community Cloud, the DaizyLogik team built a custom client intake system based on DaizyLogik’s Foodbank Helper app. We started with the structures provided by Foodbank Helper and customized both the personal and household data collection as well as the client visit data collection. The client intake form had to meet both the State of California requirements for collecting electronic signatures and ultimately support the internal and external reporting requirements for demographic information about the population served.

DaizyLogik built a custom intake form to allow the collection of demographic data for each client and their household members in one place. The form includes a custom developed signature area that fits seamlessly onto the client intake page. DaizyLogik explored third party signature solutions that integrate with Salesforce, but none of them could be easily embedded in a custom form and would require additional steps for the signature to be collected, so the team decided to use a custom developed solution in order to meet all the requirements and maximum flexibility. CAPSBC is planning to use touch screen devices (Chromebooks) for their on-location intake, which will allow clients to sign directly on the screen. 

DaizyLogik chose these technologies to build out the solution: Salesforce Community Cloud, Nonprofit Success Pack (NPSP), JQuery, and S-Docs (for special EFAP Report generation as requested by the State of California). 

Watch the full CAPSBC Client Intake System demo.

Check back soon to find out how the system is being used by the CAPSBC affiliated partners.

“Nineta Martinov at DaizyLogik is very easy to work with. She adds a great deal of structure to the project and is honest and upfront regarding expectations and what is possible to achieve. Throughout the project she has been mindful of both the timeline and cost in relation to the project deliverables. I’m very satisfied with the outcome of this project and I intend to work with her again on a new project.” – CAPSBC, Ryan McBride