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Case Management Software for Nonprofits

Information & Referral Database for Nonprofits

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Case Management Software for Nonprofits

*** This software is provided FREE to 501(c)(3) organizations ***

Case Management Software for Nonprofits

Client & Services Tracking System for 501(c)(3)

Food Pantry and Emergency Services Software

MS Access 2003 database and interactive system to track clients and services provided (e.g. case management) in a basic human needs, non-profit, 501(c)(3) organization distributing food, clothing and limited financial assistance - Rx, rent to avoid eviction, gasoline card, utilities to avoid shutoff.  Tracks client information, including others in the household, services provided by individual service & date & quantity/$ amount provided.  Tracks "unable to serve" and the reason why.  Allows entry of client family income and expense details.  Extensive reporting.

Includes modules for tracking donations of funds and items.  Maintains information on donors and volunteers.  Allows weekly entry of volunteer hours and miles driven.

Much of the system is table driven allowing customization of programs, services within programs and other parameters via tables.

Can handle multiple users on a LAN with full concurrent access via record locking.

Built using Access 2003 but runs on  Access 2000 or later.

Initially installed November 2004.  As of March, 2008, installed in 86 nonprofit agencies.

System comes with Access source code, 51 page Users Guide and Technical Documentation.  Step by Step Installation document also provided.

The demo system and documentation you can download below are from the February 2005 version of the software.  Since then it has been  continuously updated.  Key new features include:

bulletUnlimited, chronological notes by client.  Each note can be up to 2000 characters
bulletUser defined fields:
bullet10 alphanumeric fields, allowing up to 255 characters to be entered.
bullet20 checkbox fields.
bulletAd-hoc reporting subsystem.  Allows access to selected predefined queries.  User can define the fields to include and selection criteria.  Specifications can be named and saved for future use.
bulletCustom selection criteria for key reports.  Allows the user to define custom selection criteria for standard reports.  Definitions can also be saved for reuse.
bulletAbility to enter formal family action plans to improve family self sufficiency.  Includes various reports.
bulletOptional tab to record church affiliation information
bulletBuilt-in reports increased from 9 to 32
bulletExport reports and queries to Excel or Word with two mouse clicks

 

For a document containing much more detailed description,  

  SEE BELOW

To download a demonstration version for Access 2003, limited to 10 clients, and in MDE format click BELOW    (This MDE will not run under Access 2002)

NEW Download Version 1.36 - updated thru 5-28-2006 - with all new features noted above       Download-Access2003-NEW Version

                   Download-Access2002-NEW Version

New system description for version 1.36

        View PDF

         View/download DOC file

To download a demonstration version for Access 2000, limited to 10 clients, and in MDE format click on download-Access2000

 You can contact the author at:

             BobAlston9   AT   yahoo   DOT   com

 

Information & Referral Software for Nonprofits

A common function of many nonprofits is to provide an information and referral function.  Some provide publications that they can mail to requesters.  Some can make referrals to services the agency themselves offers.  Often, the agency serves as a clearing house to refer callers to reputable 3rd parties who provide a particular service.

Most of these agencies need to record and track statistics on the information they provide and referrals they make.  They must show this to funders to explain the nature of the referral service they provide - to justify its funding.

I built a database for tracking such with Microsoft Access 2003.  It provides an interactive way of recording the calls, the information requested and referrals made.  For publication requests and internal  referrals, the system provides for a listing or automated emails to the proper individuals responsible for fulfilling the information request / handling the referral.  It can also send emails, if authorized by the caller, to 3rd parties who have agreed to accept referrals via email.

The system tracks demographic information on callers (and care recipients if different) and information about publications provided and referrals made.  Various daily, monthly and annual reports are produced.

The system also has a capability of having a positive confirmation that each requested publication was mailed and each internal referral was handled.  Management follow-up reports are provided.

Much of the system is table driven so it is easy to setup you publications, internal referrals and external referrals.  The email capability can be established by publication name or referral program.  It works with Microsoft Outlook email.

February, 2008:  The software was updated to provide for an extensive database of third party referral resources.  This can work well for referral to medical resources by specialty and subspecialty as well as to other types of resources.  The call taker can enter various search criteria to search the database of resources.

This software is provided free to 501(c)(3) organizations.  You can obtain information about this system from the author at:  

bobalston9     AT    yahoo    DOT    com

 

  Computer H/W & S/W Donation Tracking Software

MS Access 2003 database for tracking donations of computers and software to a United Way and the redistribution of them to non-profit 501(c)(3) organizations.

This application was initially developed to run in Access 2003 under Windows.  Later, the data entry was converted to a web application.

    Contact the author at:

         BobAlston9   AT   yahoo  DOT   com