CaseWorthy reduced double entry and greatly improved efficiencies for the end users entering applications. Not only that, but recipients of the LIHEAP benefits received their checks within seven business days instead of fourteen business days.
— Tawnya Clark, CSBG Programs Manager for CAPAI
The Challenge
Like many human services agencies, CAPAI struggled to efficiently manage program data coming in from community action partners (CAPs) across the state. Everything lived in separate databases, which often meant double data entry for staff. For LIHEAP benefits, employees had to enter the client information into the existing system and then re-enter that same information in the Department of Health and Welfare database to submit and process payments. In addition, reporting was cumbersome since it required pulling data from multiple databases, manually entering it in an Excel spreadsheet, and removing duplicates to get accurate numbers. The entire process was time-consuming, not to mention ripe for human error.
About Community Action Partnership Association of Idaho
Community Action Partnership Association of Idaho (CAPAI) is a private, non-profit association dedicated to fighting poverty in Idaho. Established in 1969, CAPAI consists of eight Community Action Partners (CAPs) across the state that offer a range of programs and services.
Programs Offered
- Community Services Block Grant (CSBG)
- Low Income Home Energy Assistance Program (LIHEAP)
- Low Income Repair Assistance Program (LIRAP)
- The Emergency Food Assistance Program
- Weatherization Assistance Program
How We Helped
- Shrunk time spent on CSGB reports from 2 Weeks to 2 Days
- Processed over 35,000 LIHEAP Payments in 4 Months
Program Tracking Drives Efficiency
CAPAI partnered with CaseWorthy to implement a case management solution that collects, tracks, and reports on data from multiple programs, including Community Services Block Grant (CSBG), LIHEAP and LIRAP, and the Emergency Food Assistance Program. All data is housed in one, secure database, offering case workers at agencies across Idaho a more complete and accurate view of the people who need their help and the services being provided.
Integrated Systems Speed LIHEAP Payment Process
Because CaseWorthy is integrated with the Department of Health and Welfare database, payment processing for LIHEAP is now much more efficient. Linking the two systems has streamlined the entire process and saved valuable time. “CaseWorthy reduced double entry and greatly improved efficiencies for the end users entering applications,” says Tawnya Clark, CSBG Programs Manager for CAPAI. “Not only that, but recipients of LIHEAP benefits received their checks within seven business days instead of fourteen business days.”
Universal Intake Powers a Whole Family Approach
Thanks to a central database, CAPAI and partner agencies now have the ability to securely share important information with each other to better coordinate efforts. CaseWorthy and CAPAI have designed a universal intake workflow which enables CAPAI to efficiently capture and store not only basic demographic data, but also program-specific information. Having this valuable information readily accessible enables CAPAI and participating agencies to offer a combination of services that address the multiple factors that contribute to poverty.
“A family might come in and say I need a food box,” Tawnya explains. “But if you sit down with them, they really need a food box, a bus pass, a GED class, childcare. They need a whole suite of services to exit poverty.”
Built-in referrals allow case workers to send emails to staff at different agencies about enrolling individuals for the services they’re eligible for, whether that’s helping them get a bus pass or get into an education or an employment program.
One manager said she used to spend two full weeks on the CSBG annual reports. Now, with CaseWorthy, the
report is down to two business days or less because she basically just has to push a button and fill in the blanks. I heard similar feedback from other managers that it’s just a game changer.
— Tawnya Clark, CSBG Programs Manager for CAPAI
