CiviCRM Community Forums (archive)

You might want to check CiviCase (which did not make it into the manual) which seems quite well suited to your needs

http://wiki.civicrm.org/confluence/display/CRMDOC/CiviCase+Admin

2.2 was the first release, we expect to have another major release in 2.3

http://wiki.civicrm.org/confluence/display/CRM/CiviCase+-+Phase+2+Scope+of+Work
http://wiki.civicrm.org/confluence/display/CRM/CiviCase+-+Alpha+International+Requirements

lobo

I have just received a comprehensive email outlining the requirements.  Can you have a brief look through and see if civiCRM is the right app.  if not could you recommend another application.

Regards,

John Curwood

CRM Requirements:
One of the primary services we provide is foster care and this is the first service we are establishing in New Zealand.

One of the most difficult parts of foster care is recruiting carers. We currently have about 100 people in various stages of the process; right from making first contact through to completing training. The process of recruiting is coordinated by Support Options Coordinators and we have 3 of those.

We are looking for a simple database that will allow us to track people through the recruiting process and also to follow up with people who made an enquiry but who for whatever reason, did not follow through with a commitment.

We are not looking for a huge degree of sophistication; we would be happy with a simple access database that is able to be modified over time as additional requirements are identified
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2. INITIAL ENQUIRY THROUGH TO INFORMATION SESSION

People make their initial enquiry either in response to our advertising, our website or through word-of-mouth. There is a minimum dataset that we require to be captured at the initial enquiry level. Namely:

1.Date of first Contact
2.How they came to know about us:
a.Newpaper Advert:
i.Name of paper
b.Jobsite Advertising:
i.Name of Website:
1.Advertising category
c.LWBNZ Website
d.Referral from relative in Australia
e.Referral from a person in NZ:
i.Name
f.Referral from a LWBNZ Carer:
i.Name
g.Billboard
h.Website Banner other websites:
i.Name of website

3.Personal Details (person making contact):
a.First name, last name
b.Preferred name
c.Address (standard address field options)
d.Email address
e.Date of birth
f.Sex
g.Ethnicity (would have some standard broad categories; Like Pacific Island and then a step down to a specific like Samoan-would need to be able to handle a mixture like Maori/PI
h.English proficiency:
i.Fluent
ii.Competent
iii.Average
iv.Basic
i.Language spoken at home
j.Principal Carer: yes/no
k.Work status: full-time, part-time, casual, not working
l.Rating scale from 1 to 5 (rating potential as carer prospect)
m.Allocated Support Options Coordinator (SOC)
n.Status:
i.New contact
ii.Booked for Information Session-date
iii.In training
iv.Under assessment
v.Not interested
vi.Not suitable
vii.Pulled out
viii.Inactive but keep on potential list

4.Carer Details (other people in the house who will be involved in the caring)
a.Same details as for above

5.Household details:
a.Number of adults in the house over 18
b.Number of people in the house under 18
c.Ages of the people under 18
d.Number of bedrooms in house
e.Number of spare bedrooms

6.Information Session:
a.Date they attended

7.Contact summary:
a.First contact:
i.Type (email/telephone/face-to-face)
ii.Summary (short description of what was discussed and any relevant information-will need to be a free text box; presumably it will only be a 100 words max)
b.Subsequent contacts:
i.Who initiated contact
ii.Type (as above)
iii.Summary (as above)

8.Reminder prompt:
a.Date
b.Short description (e.g. follow up from previous call in one week)















3. TRAINING AND ASSESSMENT

All carers will have a training and assessment record. Where the carers are a couple they both need to go through training and assessment and they may not necessarily do it at the same time

Shared Stories: Stared Lives Training

1.Module 1:
a.Date carer attended
b.Venue
c.Trainer (might be more than one- could be up to three)
2.Module 2:
a.There are 8 modules and they are all recorded in the same fashion; all carers need to go through the 8 modules

Step by Step Assessment

The Step by Step Assessment is carried out by an Assessor and a Co-assessor

1.Life Story
a.Support Options Coordinator (SOC)
b.Date required
c.Date completed
d.Co-assessor
e.Outcome:
i.Acceptable
ii.Not Acceptable
2.Medical Check
a.SOC
b.Date required
c.Date completed
d.Co-assessor
e.Outcome (as above)
3.Personal Referee Checks
a.SOC
b.Date required
c.Co-assessor
d.Referee 1:
i.Date received
ii.Outcome:
1.Acceptable
2.Unacceptable
e.Referee 2 (as above)
4.Police Check:
a.SOC or Administrator set up as SOC
b.Date required
c.Date sent
d.Date received
e.Outcome:
i.Clean
ii.Failed
iii.Has offences
1.This requires a comments box
5.CYF Check:
a.SOC or Administrator set up as SOC
b.Date required
c.Date sent
d.Date received
e.Outcome:
i.Acceptable
ii.Unacceptable
6.Health Check:
a.SOC
b.Date required
c.Date Completed
d.Outcome:
i.Acceptable (add comment box)
ii.Unacceptable (add comment box)
7.Housing Check:
a.SOC
b.Date required
c.Date of check
d.Name of co-assessor
e.Outcome:
i.Acceptable (add comments box)
ii.Unacceptable (add comments box)
8.Information Exchange Session:
a.SOC
b.Date required/planned
c.Date of session
d.Co-assessor
e.STOP (This is a selection field. If the STOP box is selected, there will be a text box to record the issue)
i.Recruitment terminated; applicant informed date
f.SLOW (if this field is selected there will also be a text box and there will be a selection box which will be linked to subsequent parts of the assessment which will be:
i.Interview A
ii.Interview B
iii.Interview C
iv.Interview D
v.Referee Checks
vi.Additional Interview
vii.Other
g.GO (When this box is selected it means a pass and move to the next section)
9.Session with household children:
a.SOC
b.Date required
c.Date of session
d.Co-assessor
e.STOP (As above)
i.Recruitment terminated
f.SLOW (as above)
g.GO (as above)
10.Interview A
a.SOC
b.Date required/planned
c.Date held
d.Co-assessor
e.STOP (as above)
f.SLOW (as above but the options for subsequent follow up does not include Interview A)
g.GO
i.Selecting Go will mean there is a text box to complete. The text box will be populated by the assessor/co-assessor with a note that will form part of the final report showing how the person has demonstrated their readiness to become a foster carer
11.Interview B
a.SOC
b.Date required
c.Date held
d.Co-assessor
e.STOP (As above)
f.SLOW (as above- options do not include Interview A or B)
g.GO
i.Selecting Go means there is a text box to complete. Demonstrates how person showed their ability to work effectively as part of a team
12.Interview C
a.SOC
b.Date planned
c.Date held
d.Co-assessor
e.STOP
f.SLOW (Options do not include A, B or C)
g.GO
i.Text box. Show evidence of positive development of children and young people in foster care
13.Interview D
a.SOC
b.Date planned
c.Date held
d.Co-assessor
e.STOP
f.SLOW (Options do not include A, B, C, D)
g.GO
i.Text box. evidence that the environment is safe and free of abuse
14.Foster Carer Competencies
a.SOC
b.Date provided
c.Date required
d.Date completed satisfactorily
e.Next review date
15.Final Approval
a.Carer Relationship (Single choice):
i.Single Male
ii.Single Female
iii.Heterosexual Couple
iv.Same sex male couple
v.Same sex female couple
b.Cultural Match (multiple choice):
i.NZ Euro
ii.Maori
iii.Pacific
iv.Chinese
v.Other Asian
vi.Indian
vii.Other (detail)
c.Type of home (multiple choice)
i.Urban house
ii.Urban flat
iii.House with secure yard
iv.Rural
v.Farm
vi.Has pets
vii.Has pool
viii.Home accessible
d.Type of Placement (multiple choices)
i.One-off/emergency
ii.Respite
iii.Short term
iv.Medium term
v.Long term
e.Gender of Placement (Multiple choice)
i.Male
ii.Female
f.Number of placements (multiple choice)
i.Single
ii.2
iii.3
iv.4
g.Children with special needs: (multiple choice)
i.Intellectual disability
ii.Physical disability
iii.Autism
iv.Aspergers
v.Sensory disability
vi.Significant medical needs
vii.Mental Health issues
h.Adults (multiple choice)
i.18-25
ii.26-35
iii.36-50
iv.50 plus
i.Level of Care
i.Physical
1.General
2.Intensive 1
3.Intensive 2
4.Intensive 3
ii.Daily care (as above)
iii.Emotional (as above)
iv.Family, Community (as above)
v.Education (as above)
j.Final Recommendation:
i.Yes/No
ii.Narrative to support the recommendation












4. REPORTING AND QUERIES

The purpose of the database is:

Be able to track potential carers as we go through the recruiting process with them:
We need a mechanism for managing and recording contacts and information about what was said
Putting in reminders about forthcoming contacts and follow-ups
Having a method for being able to classify whether people are active or inactive
Being able to produce a report that provides us with the number of potential carers at all stages of the process, by location, by SOC
Being able to track the success of our advertising by being able to produce reports that track carers from various sources
Flags and alerts for SOCs regarding upcoming contacts or calls and items of information that need to be provided from carers but which might be overdue
Tracking where people are up to in the training and assessment process, i.e. which modules have they completed? When are they booked in for other modules?
Recording the results of assessment for future reference
Producing a final training and assessment report that can be signed off and placed in the carers file. The final report would consist of:
Name details (Initial Enquiry Item 3)
Name details of other carers in the household (Initial Enquiry Item 4)
Household details (Initial Enquiry Item 5)
How they came to us (Initial Enquiry Item 2)
Allocated SOC
Information Session date
Training dates for modules 1 to 8
Step by Step:
Life Story Completed
Medical Check completed
Household Check completed
Personal Referee Checks
Police Check
CYF Check
Health Check
Information Exchange Session completed and commentary
Session with Children and commentary
Interview A and commentary
Interview B and commentary
Interview C and commentary
Interview D and commentary
Item 15. A print out of all these points
Final Approval recommendation and narrative