Nonprofit Case Management System Design
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Project Overview
A nonprofit organization supporting at-risk youth and families across British Columbia faced mounting operational and compliance challenges. With hundreds of active cases annually and rigorous reporting requirements from government funders, their existing tools were no longer sufficient. The organization relied on fragmented spreadsheets and manual processes to track engagements, which led to inconsistent data entry, duplication, and significant administrative overhead. Staff struggled to maintain accurate records of family interactions over time, and reporting cycles were slow and error-prone. These inefficiencies posed risks to funding continuity and limited the organization’s ability to demonstrate impact. To address these issues, the nonprofit sought a centralized, secure, and scalable solution that would streamline case management, improve data quality, and support transparent reporting.
Execution
The solution was built on Microsoft’s Power Platform to ensure scalability, security, and ease of use for frontline staff. A Power Apps Canvas application was developed to provide a tailored interface for managing case records from intake through ongoing support. Microsoft Dataverse served as the structured data backbone, enabling consistent data capture and multi-interaction tracking across family units. Power Automate was integrated to reduce manual effort and enforce standardized workflows. Role-based access controls were implemented to protect sensitive information and ensure compliance with privacy regulations. Embedded dashboards provided real-time visibility into service delivery and simplified reporting for internal stakeholders and external funders.
• Canvas App Development — Designed and deployed a responsive Power Apps Canvas application that allowed staff to log interactions, track case narratives, and capture demographic data in a structured format.
• Data Model & Dataverse Integration — Built a scalable data model within Microsoft Dataverse to support longitudinal tracking of family engagements and ensure data consistency across cases.
• Secure Role-Based Access — Implemented granular access controls using role-based security to protect sensitive case information while maintaining accessibility for authorized users.
• Automated Workflows — Leveraged Power Automate to streamline intake and reporting processes, reducing manual data entry and minimizing errors.
• Reporting & Dashboards — Developed embedded dashboards and reporting tools to provide real-time insights into service delivery and simplify compliance with annual government reporting requirements.
Results
The implementation of the new case management system delivered measurable improvements in operational efficiency, data integrity, and reporting accuracy. By transitioning from manual tracking to a centralized digital platform, the organization significantly reduced administrative burden and improved staff productivity. The structured data model and automated workflows minimized duplication and errors, while secure access controls ensured compliance with privacy standards. Enhanced reporting capabilities enabled the organization to meet funder requirements with greater confidence and speed, and provided leadership with actionable insights into service reach and outcomes across the province.
• Replaced fragmented tracking tools with a centralized, secure system tailored to nonprofit case management.
• Improved data quality and consistency through structured entry and automated validation.
• Reduced reporting time and effort, enabling timely and accurate submissions to government funders.
• Increased visibility into service delivery, supporting strategic planning and continuous improvement.