Case study · Care and social services providers
Social enterprise (Caritas), Department for Integration Support for Children and Young Adults with Disabilities
Starting point
The documentation, scheduling and administration of the integration support workers were largely carried out manually using paper and Excel spreadsheets. This situation was time-consuming and administratively burdensome, and no longer complied with current data protection requirements (GDPR). Furthermore, there was a lack of efficient coordination of cover for staff on sick leave or holiday, as well as a lack of structured monitoring of the service records that are essential for settling accounts with the authorities.
Approach & solution
As an IT project manager and client consultant, I began by analysing the complex, manual processes in collaboration with the stakeholders (administration, coordinators, integration support staff) and developed a bespoke solution concept. Building on this, I led the design and technical implementation of a web-based, role-specific platform using the Laravel PHP framework: a role-based access model (admin, site admin, coordinators, administration, integration support staff), workflows for scheduling, documentation and time tracking, as well as advice on IT security through the introduction of two-factor authentication.
Outcome
The introduction of the web application (“I-Hilfe”) has led to a significant increase in efficiency and time savings: staff now spend considerably less time on administrative tasks and can focus more on their core social work duties. The coordination of cover arrangements is now transparent and can be carried out promptly. Furthermore, legal certainty has been established, as the strict data protection requirements for documentation and communication are fully met by the role-based system and two-factor authentication (2FA). The project laid the foundations for further automation measures, such as digital signatures from parents or guardians and single sign-on (SSO) integration.
Our specific contribution
Business Process Analysis & Solution Concept
Analysis of manual processes in collaboration with the administration, coordinators and integration support workers; a bespoke digitalisation strategy.
Role-based access model
Separate roles for admins, site admins, coordinators, administrative staff and integration support staff to ensure data protection.
Workflow design
Scheduling, documentation and time tracking on a web-based platform (Laravel).
IT Security & Outlook
Introduction of two-factor authentication and identification of further potential (SSO integration, digital interfaces with public authorities).
A 30-minute conversation, free of charge.
A 30-minute consultation, free of charge. We’ll take a look at your processes and give you our honest opinion on whether automation is worthwhile.