WIP were finding that sharing client information across their multiple and ever-changing services was becoming increasingly more time consuming, so they looked into implementing In-Form.
Time-consuming methods
Before In-Form, WIP were using multiple methods and systems – often just Excel and simple databases – to log their data. There was no central system to bring all their projects and services from across the UK together.
Sofia Gullberg, Impact, Evaluation & Learning Manager at WIP said: “We realised there was an increasing need for us to gather organisation-wide data so that we could more easily report on all the work we do as an organisation.
“Even basic reporting such as the number of clients supported over the last year was a time-consuming exercise as it meant speaking to multiple people across the organisation, all of whom used their own project-specific recording system.”
Time-saving
In-Form centralises WIP’s client data and streamlines tasks like accessing past timelines, cloning records and using dashboards.
Flexibility and ownership
WIP can customise In-Form for its various projects, build dashboards, and manage reporting internally, giving staff greater control over their data.
Enhanced reporting and impact
In-Form helps WIP meet diverse commissioning requirements, track client outcomes, and support funding bids with clear, visualised evidence of impact.
Making the decision
WIP knew that “with a central case management system, [they] could have a central record of all information, instantly accessible whenever [they] needed it.”
They spoke to a partner organisation who recommended In-Form.
“Our partner had investigated different systems but had found In-Form by far the best value compared to other CRMs, a crucial factor to us as a charity.
“Another thing they stressed was how user-friendly and easy it was for reporting, saving them valuable management time.”
Having a system that saves everyone time
Data recording can be an arduous task for front-line staff, but staff appreciate time-saving devices such as being able to access past timelines and clone records from repeat referrals. Other things staff often ask for are list views and dashboards as these enable them to keep on top of their casework.
“Staff appreciate time-saving devices such as being able to access past timelines and clone records from repeat referrals.”
Sofia Gullberg, Impact, Evaluation & Learning Manager at WIP
Ownership and autonomy
WIP find they also have the ability to adapt In-Form to get the best from their system.
“One thing which sets In-Form apart from many other systems is the ability to continuously tailor and adapt it to suit your differing project needs. If you have the capacity and desire to evolve your system, then In-Form is very adaptable, and the support team can guide and help you.
“As someone overseeing our data, monitoring and evaluation, my experience of using In-Form has been brilliant. I have used it for six years, but I am still constantly learning new things.”
It’s also possible for WIP’s admins to make small changes to their In-Form Enterprise system, with their teams getting the help of the In-Form support team.
“The Homeless Link support team is incredible to work with.
“As a data person, there are things you can do yourself, should you wish, such as playing around with reporting, building dashboards or being a delegated admin, enabling you to deal with simple user needs internally.
“It is rare to have such a high level of ownership of a database and be able to make it work for you – both in terms of assessments and tools used by frontline staff and in terms of the reporting you need for commissioners and other stakeholders.
“But, if, conversely, your organisation doesn’t have much internal capacity around data and impact work, then I think In-Form would still work equally well for you as you could use more of the out-of-the box functionality and rely on the support desk for any queries you may have.”
Reporting and demonstrating impact
WIP have a variety of commissioning bodies for their work which all come with their different reporting requirements. In-Form allows them to meet these needs.
“One major benefit to programme managers is the ability to set up dashboards for use in staff supervision and client case reviews. Through the dashboards, managers can have an up-to-date overview of client caseloads, including any outstanding records which need updating.
“Another major benefit is having reporting structures set up and ready for each quarterly report, with data refreshing automatically.
“The reporting possibilities of In-Form are extensive, and you can draw out and present your data in an almost endless number of ways.
“With many other CRMs you just don’t have that level of ownership or ability to manipulate the reporting in ways you find the most useful, or to get instant visuals accompanying your reports.”
Future plans
WIP work in the community, in prisons, and with women who’ve recently been released to offer trauma-informed support to women who face multiple, overlapping barriers.Their projects and services are always adapting so In-Form goes with them on the journey too.
“We will continue to use In-Form in whatever way works for us as an organisation – we are constantly evolving with projects coming and going, reporting requirements changing and users giving feedback on the system. All of this means ongoing tweaks and adaptions as needed – some of which are unknown at this stage!”
In-Form will continue to develop with WIP as they work to provide women with support and advocacy relating to domestic and sexual abuse, mental health, substance misuse, debt, education, training, and employment.
“In-Form is useful not just for the present but can hopefully also help us secure funding to continue running our services and support our clients in the future.”
“One key function of In-Form is our ability to use past and current datasets to make new funding bids. We can demonstrate the need for our work through reporting on client needs and demographics; we can give examples of our interventions through reporting on actions and sessions, and we can demonstrate outcomes and impact through our various feedback forms and assessments.”
Sofia Gullberg, Impact, Evaluation & Learning Manager at WIP
