Administratively, most aspects of running Family Partnerships used to involve paper-intensive processes. Very little was automated, resulting in unnecessary costs, frustrated employees, multiple compliance challenges, trouble taking on new clients and too much focus on non-mission related activity. Executive Director Susan Miller felt it had become necessary to invest in an automation solution that would at least tackle the most pressing of their administrative burdens. She called on Triple Helix to come up with an affordable answer for automating time entry for their caseworkers, documenting progress notes, invoicing and reporting, where the need to have the right information available for CT DDS and financial audits was paramount.
The solution developed was a secure web portal through which employees can enter their time, with logic built in to ensure the hours entered are valid for what the contract allows. Too often, employees had been working and reporting more hours than contracts stipulated, resulting in Family Partnerships not being able to bill for that time. Through accurate recording of time worked and the progress notes for each client, the structure was in place to then automate invoicing and the organizing of case notes to satisfy audit requirements. Also, because of the flexibility inherent in the open source design for this solution, accommodating requirement changes such as a recent new state reporting mandate can be done quickly and inexpensively. It is a system built to be modular and adaptable, allowing organizations like Family Partnerships to pay for exactly what they need now and then add functionality over time.
The result for Family Partnerships has been a transformational improvement in their business operations and an ability to successfully prepare for and maneuver through the audit process. Time entry is simple and accurate. Hours worked that can’t be billed for have been eliminated. Employees love the convenience of entering time and progress notes from any device. Reporting for state purposes is now automated on the back-end, greatly reducing human error and the time required to manually aggregate and prepare the data. Also, integration “hooks” are part of the modular design, meaning that additional functionality can be implemented easily, i.e. seamlessly connecting to ADP’s web-based payroll system.
Family Partnerships of CT is a Windsor, CT-based community service provider that facilitates access to support resources for people with special needs. The organization was established in 2001 to address a service delivery gap between families, state agencies and communities.