Saas Reporting Software
Saas Reporting Software
Luma is a specialized reporting software to help caseworkers store and read statistical data. The system was designed to support over 60 non-profit organizations that provide a wide range of services to combat homelessness in British Columbia.
Saas Reporting Software
Luma is a specialized reporting software to help caseworkers store and read statistical data. The system was designed to support over 60 non-profit organizations that provide a wide range of services to combat homelessness in British Columbia.
Client
Luma Native Housing Society
Luma Native Housing Society
Role
User Experience Designer
User Experience Designer
Team
Five Person Team
Five Person Team
Year
2022 -2023
Designing a secure, culturally sensitive system to manage anonymized data for vulnerable populations.
Designing a secure, culturally sensitive system to manage anonymized data for vulnerable populations.
The project centered on creating a secure and culturally sensitive system to manage personally identifiable data for vulnerable groups, including women and children at risk and individuals with a distrust of government entities. Ensuring participant safety and promoting system adoption were critical, particularly when working with Indigenous data. A significant challenge was designing anonymous profiles that could still be searched and shared across organizations to enhance collaboration. To address this, I led team discussions informed by Indigenous perspectives on cultural sensitivities. Collaborating closely with the client, I used low-fidelity wireframes and prototypes to brainstorm solutions such as adding fields to intake forms, implementing special IDs, or incorporating flags for caseworker use.
The project centered on creating a secure and culturally sensitive system to manage personally identifiable data for vulnerable groups, including women and children at risk and individuals with a distrust of government entities. Ensuring participant safety and promoting system adoption were critical, particularly when working with Indigenous data. A significant challenge was designing anonymous profiles that could still be searched and shared across organizations to enhance collaboration. To address this, I led team discussions informed by Indigenous perspectives on cultural sensitivities. Collaborating closely with the client, I used low-fidelity wireframes and prototypes to brainstorm solutions such as adding fields to intake forms, implementing special IDs, or incorporating flags for caseworker use.
Streamlining data collection by replacing traditional tools like Excel with a centralized system for onboarding and data collection.
Streamlining data collection by replacing traditional tools like Excel with a centralized system for onboarding and data collection.
By analyzing intake forms from non-profit organizations, I identified essential versus redundant data collection needs. This process was then repeated for other forms required for report generation. The system is currently in the process of replacing traditional data collection tools such as Excel spreadsheets, pen and paper. Non-profit organizations have been successfully onboarded and have completed the necessary training. All new participants are now being added to the system, and efforts are underway to migrate existing participants' data.
By analyzing intake forms from non-profit organizations, I identified essential versus redundant data collection needs. This process was then repeated for other forms required for report generation. The system is currently in the process of replacing traditional data collection tools such as Excel spreadsheets, pen and paper. Non-profit organizations have been successfully onboarded and have completed the necessary training. All new participants are now being added to the system, and efforts are underway to migrate existing participants' data.
Planning
As the sole designer, I defined the project's scope, gathered insights, and developed journey maps and personas, ensuring alignment with development timelines through user testing.
As the sole designer, I defined the project's scope, gathered insights, and developed journey maps and personas, ensuring alignment with development timelines through user testing.
I started by thoroughly understanding the project's scope and challenges, setting the foundation for permissions, information architecture, and UI design. Our team volunteered with non-profits and interviewed caseworkers to gather insights into their current processes and tools. Using this input, I developed journey maps and personas to prioritize edge cases effectively. To maintain momentum, I collaborated closely with frontend developers, discussing timelines for building each story. Recognizing that design would initially progress faster than development, I focused on delivering "quick wins" early on while reserving the slower periods to user-test and refine more complex features.
I started by thoroughly understanding the project's scope and challenges, setting the foundation for permissions, information architecture, and UI design. Our team volunteered with non-profits and interviewed caseworkers to gather insights into their current processes and tools. Using this input, I developed journey maps and personas to prioritize edge cases effectively. To maintain momentum, I collaborated closely with frontend developers, discussing timelines for building each story. Recognizing that design would initially progress faster than development, I focused on delivering "quick wins" early on while reserving the slower periods to user-test and refine more complex features.
Insight 1
Intake can happen anywhere even on the street as caseworkers try to go to participants rather than wait for them to come to them.
Insight 2
Intake can take anywhere from 15 mins to 1 hour. Not including time they have to wait in line or time it took them to transit to the NGO.
Insight 3
Participants maybe required to complete multiple intakes within one organization depending on the number of supports they need.
Design Iteration
Mid project, a new color palette was introduced. I managed this by prioritizing tasks and collaborating with the developer, adapting designs to the new primary color, red.
Mid project, a new color palette was introduced. I managed this by prioritizing tasks and collaborating with the developer, adapting designs to the new primary color, red.
At the project's outset, I enjoyed full creative freedom to brand the product. However, midway through, the stakeholders introduced a new color palette, necessitating the creation of a new brand guide and a complete redesign of all wireframes. I effectively managed this challenge by establishing a prioritization matrix for our backlog and collaborating closely with the developer to implement necessary changes directly on the product. Previously, our design utilized bold colors, but with the new primary color (red), I had to adjust the designs, as red could not be employed in the same manner as blue.
At the project's outset, I enjoyed full creative freedom to brand the product. However, midway through, the stakeholders introduced a new color palette, necessitating the creation of a new brand guide and a complete redesign of all wireframes. I effectively managed this challenge by establishing a prioritization matrix for our backlog and collaborating closely with the developer to implement necessary changes directly on the product. Previously, our design utilized bold colors, but with the new primary color (red), I had to adjust the designs, as red could not be employed in the same manner as blue.
Security & Privacy
Participants needing extra security could opt to restrict their profile visibility to the intake organization.
Participants needing extra security could opt to restrict their profile visibility to the intake organization.
We realized early on that some participants would need additional protections like women and children fleeing domestic violence. We iterated on the intake form three times before settling on adding a declaration for participants that needed extra protections. These profiles could only be viewed by the caseworker who performed the intake and a select few in the organization.
We realized early on that some participants would need additional protections like women and children fleeing domestic violence. We iterated on the intake form three times before settling on adding a declaration for participants that needed extra protections. These profiles could only be viewed by the caseworker who performed the intake and a select few in the organization.
User Profiles
Digitalizing user files so information is easy to access, update and share.
Digitalizing user files so information is easy to access, update and share.
These profiles are currently accessible to all organizations unless special privacy measures are in place. In non-profit work, participants rarely need only one type of support, meaning they often work with multiple organizations and maintain separate files with each. This creates a significant burden for participants, who may already be facing challenges, and for caseworkers operating in demanding environments. Maintaining these files manually can be time-consuming and inefficient. By digitizing user profiles, our system allows them to be shared and updated as needed, enabling participants to have their files accessed at any NGO, saving both groups considerable time and effort.
These profiles are currently accessible to all organizations unless special privacy measures are in place. In non-profit work, participants rarely need only one type of support, meaning they often work with multiple organizations and maintain separate files with each. This creates a significant burden for participants, who may already be facing challenges, and for caseworkers operating in demanding environments. Maintaining these files manually can be time-consuming and inefficient. By digitizing user profiles, our system allows them to be shared and updated as needed, enabling participants to have their files accessed at any NGO, saving both groups considerable time and effort.
Data Input & Report Generation
Caseworkers can update data year-round and generate custom reports with a single click.
Caseworkers can update data year-round and generate custom reports with a single click.
Before implementing our solution, caseworkers at Luma Native Housing (our client) relied on shared Excel files for end-of-year reporting. With over 10 caseworkers involved, multiple versions of the file were created, edited, and circulated, causing inconsistencies and confusion. Luma’s designated employee had to manually review each version, provide feedback, and manage a lengthy back-and-forth process to ensure accuracy. Our system streamlines this process by pulling data directly from profiles, reducing redundant data collection, and improving efficiency. Important fields are clearly marked, data formats are established by the client to prevent errors, and adequate spaces are provided for additional notes and considerations.
Before implementing our solution, caseworkers at Luma Native Housing (our client) relied on shared Excel files for end-of-year reporting. With over 10 caseworkers involved, multiple versions of the file were created, edited, and circulated, causing inconsistencies and confusion. Luma’s designated employee had to manually review each version, provide feedback, and manage a lengthy back-and-forth process to ensure accuracy. Our system streamlines this process by pulling data directly from profiles, reducing redundant data collection, and improving efficiency. Important fields are clearly marked, data formats are established by the client to prevent errors, and adequate spaces are provided for additional notes and considerations.
Future
Imagine a future where life-saving services are accessed with unmatched speed and precision.
Imagine a future where life-saving services are accessed with unmatched speed and precision.
Real Time Map
The non-profits provide 24-hour services, including emergency shelter and assistance for participants in urgent need. To streamline access, this map would be publicly accessible, allowing anyone—participants, healthcare professionals, social workers, or concerned individuals—to search a comprehensive inventory for the nearest available shelter. Users could filter results by location, availability, and the time and day of their choosing, ensuring immediate and efficient access to critical resources in times of crisis.
The non-profits provide 24-hour services, including emergency shelter and assistance for participants in urgent need. To streamline access, this map would be publicly accessible, allowing anyone—participants, healthcare professionals, social workers, or concerned individuals—to search a comprehensive inventory for the nearest available shelter. Users could filter results by location, availability, and the time and day of their choosing, ensuring immediate and efficient access to critical resources in times of crisis.
Casenotes
To enhance services for participants, fostering unity between organizations is essential. Encouraging caseworkers to share notes can save participants significant time by reducing the need to repeatedly share their stories. This collaboration also helps build trust in the system, enabling both participants and organizations to track important details that might otherwise be missed in reporting forms. Every participant has a unique and nuanced story; by understanding these nuances, service providers can deliver more accurate and personalized care.
To enhance services for participants, fostering unity between organizations is essential. Encouraging caseworkers to share notes can save participants significant time by reducing the need to repeatedly share their stories. This collaboration also helps build trust in the system, enabling both participants and organizations to track important details that might otherwise be missed in reporting forms. Every participant has a unique and nuanced story; by understanding these nuances, service providers can deliver more accurate and personalized care.
Customized Reporting
Reporting is currently a tiring and time-consuming process, often reserved for a single part of the year when funders require updates. However, reports hold significant value beyond funding—they can provide caseworkers with valuable insights and multiple perspectives on the data they collect. With our system, caseworkers can customize reports to answer critical questions, such as how many participants required reduced support after receiving employment assistance. These tailored insights not only highlight program impact but also guide caseworkers in identifying trends, improving service delivery, and making data-driven decisions throughout the year.
Reporting is currently a tiring and time-consuming process, often reserved for a single part of the year when funders require updates. However, reports hold significant value beyond funding—they can provide caseworkers with valuable insights and multiple perspectives on the data they collect. With our system, caseworkers can customize reports to answer critical questions, such as how many participants required reduced support after receiving employment assistance. These tailored insights not only highlight program impact but also guide caseworkers in identifying trends, improving service delivery, and making data-driven decisions throughout the year.
Get the Conversation Started
Thanks for stopping by! If you’re thinking, “Wow, I need to work with this person,” you’re absolutely right. Let’s make it happen—reach me on LinkedIn or drop me a line. I promise I’m as cool as this footer makes me sound. 😎
Get the Conversation Started
Thanks for stopping by! If you’re thinking, “Wow, I need to work with this person,” you’re absolutely right. Let’s make it happen—reach me on LinkedIn or drop me a line. I promise I’m as cool as this footer makes me sound. 😎
Get the Conversation Started
Thanks for stopping by! If you’re thinking, “Wow, I need to work with this person,” you’re absolutely right. Let’s make it happen—reach me on LinkedIn or drop me a line. I promise I’m as cool as this footer makes me sound. 😎
Get the Conversation Started
Thanks for stopping by! If you’re thinking, “Wow, I need to work with this person,” you’re absolutely right. Let’s make it happen—reach me on LinkedIn or drop me a line. I promise I’m as cool as this footer makes me sound. 😎