The primary goal of Clara White Mission is to help people in need by providing meals, and shelter to the less fortunate of the city of Jacksonville. The Clara White Mission relies on volunteer workforce to accomplish its goals. Staff members used paper forms to maintain volunteer records; this included the registration for events, the creation of events and volunteer accounts, as well as generating an automatic report needed by the administration for their monthly funding. Thus the goal of this project was to deliver a volunteer management system for the Clara White Mission employees and volunteers to automate their volunteer tasks. The CodeCraft Software team automated the most time-consuming aspects of these procedures by creating a web application system that tracks volunteers, total hours, demographics, and monthly events. We developed the web system solution in ASP.NET using the MVC methodology with a Microsoft SQL Server Database. The team delivered the solution in Microsoft’s Azure hosting platform, which provides a cost-free solution using Microsoft’s Not-For-Profit crediting system.

Features:

•     Service reminder notification
•     Calculation of volunteer hours
•     Cancellation of/to volunteers
•     Registration of individuals or groups
•     Mailing list
•     Volunteer profile
•     Availability update
•     Notification of events

Episcopal Children’s Services (ECS) Head Start is a comprehensive preschool program for children and their families who are age and income eligible, including children with disabilities or special needs. Each ECS location uses roughly 15 different paper forms to keep track of monthly in-kind contributions. At the end of every month, Family Advocates at ECS have to spend roughly three days per person manually entering the volunteer information from paper forms into Excel spreadsheets. If any information is found missing during this period, it can cause a delay in filing required monthly financial reports. FAST Integrated Solutions team developed a web-based volunteer tracking system will help the Episcopal Children's Center to track their volunteer hours electronically. The system tracks parent, family, and community volunteer hours for our Head Start and Early Head Start programs. The system allows volunteers and parents to track the hours they have volunteered, as well as the activity performed, at a specific center each month. The employees will then be able to run reports of these hours and export them to an excel sheet to send to their executives.

Features:

•     The software aids in capturing specific information, such as Name, Time in, Time Out, Phone number, Service Rendered, location, and other fields to be identified.
•     The software calculates per individual the monetary value of the service rendered. For example, the hourly rate for a garden volunteer will differ from the hourly rate of kitchen staff.
•     The software generates reports detailing the total number of volunteers, hours served, and a calculated value of hours multiplied by the monetary value of the service rendered for each category.

Hope Therapy, Inc. is an equine assisted activities and therapy program. Hope Therapy relies heavily on volunteers and donors. Establishing and growing positive relationships with these wonderful individuals is crucial to the success of the program. Hope Therapy staff uses handwritten registration forms to log all of the volunteer information and then store it in a filing system. This manual procedure has proven to be inefficient in a number of ways. Generating reports of any kind is very time consuming, and the possibility of errors is high. Hope Therapy is in dire need of an information management system to track all of their donors and volunteers information and activities. The donor/volunteer management system helps in organizing donor and volunteer information as well as track/generate data. Each donor and volunteer will have a profile containing their contact information, and activity with the program. This system also includes a search feature to look up volunteer information. We also have a mailing list implemented so with a click of the button they can email everyone on the list. We developed the web application using MVC with C#, HTML, and Javascript in the Visual Studio; and hosted on Azure.

Features:

•     Create and manage individual donor profiles
•     Create and manage individual volunteer profiles
•     Mailing list and e-mail list generator for specific groups (example: those who donated in 2015)
•     Track when donations are made by each donor
•     Track volunteer hours including check-in and check-out timings
•     Capability to generate reports based on volunteer and donor information gathered

ElderSource Institute was formed in 2015 as the educational and training arm of our parent company, ElderSource. ElderSource is an Aging and Disability Resource Center with a robust database of support and services available to older adults in our community. To provide resources for the LGBT Elder community, ElderSource Institute has been working with various senior care organizations (assisted living, skilled nursing, home healthcare, doctor offices, etc.) to become LGBT Elder Friendly. Eldersource has specific criteria for businesses to qualify as LGBT Elder Friendly. A web-based system was developed to store LGBT friendly business information and access their information easily by call center staffs for referral purposes. The web-based system includes the ability to track business LGBT friendly status, report queries about business, manage business information, and search for businesses that provide specific services. This system supports Eldersource institute mission as well as a significant need in the community.

Features:

•     Ability to capture and store information on the LGBT Elder Friendly Businesses such as Business name, Contact information, Services offered by the business, Criteria met, Payment information, and Renewal date
•     Ability to change, add, delete information as well as competency criteria (flexible fields)
•     Reporting capabilities for following items: Payment renewal report, Delinquent report, and Active Report
•     Login feature for security
•     Administrative capability parameters (Dashboard views)

Hope Haven’s mission is to ensure that children and families realize their full potential by providing specialized services and individualized educational opportunities. Hope Haven’s unique lending program assists in maximizing the potential in children and adults with disabilities through an extensive resource library of assistive technologies. The Florida Alliance for Assistive Services and Technology (FAAST) Northeast Regional Demonstration Center is located at Hope Haven. The mission of FAAST is to enhance the quality of life for Floridians with disabilities, regardless of age, by promoting the awareness of, access to, and advocacy for assistive technology. Hope Haven FAAST maintains an inventory of assistive technology devices that may be borrowed for up to 30 days. We created a web-based inventory system to manage assistive technology device information, stock levels, and process lending requests. The system provides a user-friendly interface for staff to input data that can be utilized to run reports and accurately track inventory items and provide continuous updates on the latest Assistive Technology Devices. The system allows Hope Haven to efficiently serve their clients while offering them continuous updates in the world of Assistive Technology to ensure that children and families realize their full potential by providing them with knowledge of all that technology has to offer to improve their quality of life.

Features:

•     Ability to manage inventory of assistive technology devices
•     Public page that displays information about devices and stock levels
•     Generate monthly reporting on items borrowed, due, and returned
•     Display weekly video demonstrations of devices
•     Ability to scan and tag Items
•     Accurately track items that are loaned out and returned
•     Ability for customers to reserve an item in system for future use
•     Ability to send alerts and return due reminder emails to customers

Daniel Kids provides much-needed mental health and social services for Northeast Florida children. We developed a web application in which therapists and case managers of the many different programs offered could fill out CANS assessment scores. CANS, which stands for Child Adolescent Strengths and Needs, is an assessment provided by Florida’s Mental Health Department. Every child takes upon entrance into any one of Daniel’s programs and every three months after; the same CANS assessment is taken quarterly. The primary objective of this project was to convert paper form based process into an electronic CANS recording system. We also developed a dashboard for the therapists and case managers visualize the patients’ scores improving/declining over time. The application also allows for the creation of accounts for the therapists and case managers, the creation of patients through these accounts and the security provided by the necessary privilege assigned with each role. The web application system was created in Visual Studio 2015 with an ASP.NET MVC framework through C#, consists of a login/sign in page, patient creation page, assessment creation page, graphical view page and contact page.

Features:

•     Tracking of high-risk behavioral and emotional domains.
•     Conversion from paper format to electronic entry of client data.
•     Intuitive, simple, and easy to use data entry form for inputting CANS data by therapists.
•     Track when the first entry is made and when an entry was modified.
•     Confidential access to all client data by supervisors/program managers.
•     Ability to prepare aggregated client outcome reports (by therapist, program, treatment modality, etc.) for the purpose of evaluation and quality improvement.
•     Ability to print out certain reports and completed CANS form.

Five Star Center is primarily a residential center for homeless veterans that houses 20–30 residents at any given time. The Center maintains continuously updated information on both Five STAR resident veterans and nonresident veterans who participate in their Outreach program. The Five Star Veteran Center was using paper applications, paper interviews, and then documents results from the paper into various Excel spreadsheets. The major issues with this methodology include redundant data in spreadsheets, the need to update data in multiple places, different acronyms or notations created by various employees, and the inability to search. The facility leverages volunteers for many tasks, including data entry, so up until now, delegated access to Excel spreadsheets has maintained HIPAA compliance. Thus primary goals of this project were to create a web portal with delegated access to different sections; create a user role system that can managed by the Systems Administrator; implement an application, mental health counseling, and residency form that conforms to a new business process; and generate reports from the data available. We created a web application system meets above-stated goals and created a new standardized business process while maintained HIPAA compliance and being volunteer friendly.

Features:

•     Restricted access by user permissions (for HIPPA-protected information)
•     Manage client (resident and nonresident) information: demographics for each client, diagnoses (numeric designators), and tabulate various parameters such as hours of counseling (individual and group)
•     Generate reports (Quarterly, Semi-annual, Annual, and on demand): roster of residents by room number, report of detailed information on each resident, list of residents and nonresidents and their mental health information (diagnosis), and hours of counseling (cumulative and by participant).

Pine Castle is dedicated to the welfare of adults with significant to profound levels of intellectual, developmental, and other disabilities. We developed web-based attendance and worked hours time tracking system. Pine Castle is required to record daily attendance for individuals attending the adult day training work center. Daily attendance must be recorded as time-in and time-out, and in adherence with State regulations production quantities must be captured by person. The agency’s hours are Monday – Friday, 8:30 – 2:30. Many of the participants arrive late or leave early, and accurate documentation is essential for compliance. There are currently 280 participants, whose time, production and wages need to be tracked and reported. Payments are recorded as a minimum wage for hours worked and a piece rate based on production of units assembled or packaged. Piece rates are a sub-minimum wage and must be properly documented for the Department of Labor. The project enables Pine Castle to be more efficient in tracking attendance and salaries, eliminate redundancies, and provide accurate record keeping in compliance with State and Federal regulations.

Features:

•     Track daily attendance based on time-in and time out and vacation time.
•     Record wages for minimum wage and piece-rate wages (some participants receive both).
•     Calculate Medicaid and billable hours based on activity attendance records.
•     Flag data inconsistencies with rule standards.
•     Secured log in access to the system.
•     Generate reports for quality assurance reviews.
•     Track key data elements (ex. Contract numbers, number of pieces, rates, hours, etc.).
•     Key audit trail of entries made and changes made (what/whom/when) to data entries.
•     Reports that can be exported to Microsoft Excel and/or a *.csv file.

Each year Learning for Life sponsors a weekend Carnival/Camporee for all of the Special Needs children across north Florida, which is held at the St John’s River Base at Camp Echockotee. The event is hosted by and supported by the local Boy Scout and Girl Scout troops North Florida Council. We developed a web-based camp registration system with capabilities to support event registrations for participants as well as volunteers. The Special Needs Camporee Registration system created for Learning for Life provides a web-based platform where users, both participants and volunteers, can register for the event; and Learning for Life administrators can view reports and output data to manage and analyze the event attendance. This event is held annually in October with an attendance upwards of 200 participant / family registrants and 300 volunteers. The goal of the system was to improve efficiency and accuracy in the manual registration, check-in, and reporting processes used by Learning for Life. The application was built on the MVC platform in C #, hosted on Microsoft Azure, accessible on all major browsers and mobile devices.

Features:

•     Ability for camp participants and family members to register for the camporee.
•     Ability for volunteers to register for the camporee.
•     Ability to open and close registration process.
•     Ability to track volunteer activity and payment information.
•     Ability to track participant document submissions and registration process stages.
•     Gather and manage volunteer and participants information.
•     Secured log in access for participants, volunteers, and learning for life staffs.
•     Ability for staff to modify volunteer, participant, and other relevant information.
•     Generate variety of reports with ability to export them into Excel sheets.

The office of Alumni Engagement and Annual Giving (AEAG) at the University of North Florida (UNF) is designed to provide meaningful interactions between alumni and the university. The ability to engage with alumni and to raise funds for the university’s programs and scholarships correlates with accurate data. UNF student data and alumni data are stored and managed in two separate databases. With each graduation, there is lag time between when students graduate and when their data is available to export from Banner into the alumni database, Raiser’s Edge. During this transition time (which can be several months), AEAG has no contact information for these graduates. Because the first few months after graduation is a critical time to engage new graduates, AEAG began collecting graduating senior data through a survey and paper forms. We developed an Alumni Information Management System with the intention of replacing paper and Excel-based system. The system has two sides, the user or alumni side, and the administrator side. Alumni can look up their info, update their info, and check-in at alumni events. Administrators can manage events, communicate to alumni, and import and export alumni data. The final system was hosted on Microsoft Azure that uses a SQL database.

Features:

•     User-friendly interface for graduates to enter their contact information and activity interests.
•     Manage alumni profiles.
•     Manage events information and track who attended it.
•     Manage individuals volunteering for events and activities.
•     Look-up feature to pull individuals up after the data has been entered.
•     Calculate affinity scores of individuals using gathered data.
•     Generate custom reports with capability to export data into CSV.

Clay Behavioral Health Center (CCBHC) provides mental health and substance abuse treatment to the citizens of Clay County Florida. Clay Behavioral Health tracks their funding through CSV reports derived from their database. These CSV files are evaluated using a spreadsheet processor to produce graphs and charts of the information provided. This process took hundreds of hours every quarter and became a problem with presenting accurate information to clients and funders. Our approach was contain a local database filled with information that users can import into through our web application. Users could then query on this information using the provided drop-down lists to sort information to be displayed in each graph. We built this in ASP.NET using MVC architecture, with the help of several services the controller can import and manipulate data to pass it on to the scripts that generate and display the data graphically. The dashboard application also generates appropriate reports and provides relevant graphs/views based on role permissions. The expected benefit of the application is to increase management’s ability to identify trends and to make resource adjustments based on empirical data.

Features:

•     Track revenue across time periods (fiscal years, quarters, months, weeks) by department, program, staff and funding source.
•     Compare actual revenue to budgeted revenue.
•     Provide numerical and graphical representation of the data.
•     Have the ability to drill down from department to program to the staff level.
•     Have the capacity to import data from agency’s Electronic Health Record System using either comma delimited or fix length files.
•     Provide user authentication.

Jacksonville Refugee Community Services (JRCS) is a collaboration of three non-profit community-based organizations: Jacksonville African Community Organization, Burmese Ethnic-Based Community Organization, and Jacksonville Bhutanese Community. JRCS wanted to transitioning from a paper system to a software solution which helps to track volunteer hours, manipulate programs, schedule events, and organize data. This solution also presents the unique opportunity to export aggregated volunteer data into an easy to use excel spreadsheet to integrate directly into the client’s predefined workflow. Towards that, we built a Volunteer Management System (VMS) which allows them to capture, store, and analyze data from volunteers, donations, programs, events, and send messages. The three JRCS organizations will use the volunteer management system. In addition to hosting volunteer profiles and tracking service hours, the system can also be used to track donations. JRCS organizes volunteers into three groups: general, board, and program volunteers. Some volunteers will use a check-in check-out feature while for others should be able to input their hours. All staff will be able to edit volunteer profiles and service hour logs. The application was developed using JavaScript, SQL, and PHP.

Features:

•     Manage volunteer profiles.
•     Ability for volunteers to check-in and check-out during their activity days to track their volunteer hours.
•     Sort volunteers according to which organization(s) they volunteer with and type of work.
•     Program volunteers will have a login to input their hours.
•     Manage events and activities hosted by JRCS organizations.
•     Ability to record in-kind and cash donations.
•     Create reports about service hours and donations.
•     Staff can create and edit volunteer profiles and service hour logs.

Hope Haven treats children and families with a range of educational, developmental, and mental health concerns. Hope Haven was seeking a solution to their issue of being unable to effectively and efficiently track donor/donation data and generate custom reports based on this data to analyze future donation strategies. Specifically, Hope Haven wanted a web-based application with a dedicated database to handle these tasks. The four significant functionalities of this application are: (1) Accounts – The administrator(s) assigned to this application will have the ability to maintain the accounts of those using this application; (2) Donor – This area of the app allows the user (with appropriate permissions) to create new donors, search for existing donors, edit existing donor info, delete donor no longer needed to be tracked; (3) Donations – This area of the application allows the user (with appropriate permissions) to create, search for, edit, and delete donations; and (4) Reports – This area of the application allows the user (with appropriate permissions) to generate custom reports based on existing data in the system.

Features:

•     Manage donor/constituent information (name, phone numbers, email, mailing address, birthday among others).
•     Ability to link donor profiles (e.g., link one profile to another if the two are spouse/family member).
•     Manage donations/gift history (amount, date, method of giving, appeals, restrictions, any attachments PDF or image of check/credit card transaction slip).
•     Ability to keep track of all interactions/communications with donor.
•     Automate generation of thank you letter using a Word document template for every donation made.
•     Ability to query database for given filter conditions and date range.
•     Ability to export data from the system into Excel sheets.
•     Ability to search donor/donations based on name, zip code, ledger number or check numbers.
•     Ability for finance officer to access and view donation amounts and relevant breakdown information.

The Jewish Community Alliance (JCA) serves people throughout their lifetime via a wide array of programs including preschool, after-school and vacation programs, swim teams, basketball leagues, racquet sports, summer camp programs, educational theatre programs, teens volunteer programs, art exhibits, lectures, classes, and concerts. JCA was in need of software that can transmit program information from program directors to support staff in the finance, administration, communications and facilities departments. When directors set up programs, they need to submit information to the support departments so the classes or programs can be advertised, assign a room, list it on the online registration system and provide the appropriate room set up information. The program was created to give JCA a replacement for their old paper forms with a software that would streamline their workflow process.To address the challenges faced by JCA, our group designed a program planner system in the form of a web application. This system mainly consists of an electronic form and report generation system designed to eliminate the need for paper forms and streamline the workflow process.

Features:

•     Ability for program directors to submit different information on one program at different times, which are linked to one record for each unique program.
•     Different views of the program information for support staffs based on different needs.
•     Ability to lock different sections of the program information as “read only” pending approval or changes made by an administrator.
•     Ability to export program information into a specific Excel format to import to eFinesstri or EMS.
•     Ability for program directors to create a new entry for a repeating program based on a previous submission.
•     Rich text editors for program submission forms including spell check capabilities if possible.
•     Ability to make changes during the process that are then communicated to all.
•     Ability to track and audit who enters information into the form.
•     Secured login access for directors and support staffs.