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Description
The purpose of the project is to digitalize the POINT Milovice z. ú. organization. The organisation was established in 2021 as a new organisation. It was founded by people who were already active in the region in the field of social services. Since 2012, they have been working in the region and have built on their previous experience in this area. We see ourselves as a sovereign organization that responds to the needs of the people of our region by providing social services to them. services. In order to improve the quality of services, we want to implement a new electronic client registration system in the organization, which will connect all centers by communication.
Summary of project results
The Digitization project, which we implemented in the organization POINT Milovice, was aimed at solving several key problems and challenges that affected the efficiency and quality of our social services.
1. Administrative burden and inefficient processes
One of the main problems was the high administrative burden, which limited the time and resources of the workers. Traditional paper systems were time-consuming and often led to errors in records. Digitization aimed to simplify these processes, automate routine tasks and thereby free up more time for direct work with clients.
2. Insufficient communication and cooperation
Another challenge was insufficient communication and cooperation between individual departments and workers. Paper documents and non-unified systems made it difficult to share information and coordinate activities. By implementing a unified electronic record system, we wanted to improve access to information, facilitate data sharing and make cooperation more efficient.
3. Accuracy and availability of data
Working with clients requires accurate and up-to-date information. Paper records were often inaccurate and difficult to access, complicating decision-making and service planning. Digitization was supposed to ensure accuracy and easy availability of data, which is key to quality service provision and individual approach to clients.
4. Compliance with legislative requirements
As part of the provision of social services, it is necessary to comply with legislative requirements and standards. Traditional systems often did not allow effective monitoring and reporting, which led to complications in controls and audits. The electronic record system was supposed to ensure full compatibility with the regional KISSOS system and the system of the Ministry of Internal Affairs and Communications, which facilitates the fulfillment of legislative obligations.
5. Obtaining and interpreting statistics
For effective service management and improvement, it is essential to have relevant statistics and analytical tools available. Paper systems were quite limited in this regard. Digitization should enable easy acquisition and interpretation of statistical outputs, which helps in strategic planning and optimization of services.
6. Reaction to modern trends and technologies
Social services are constantly evolving and it is important to respond to modern trends and technologies. Digitization represented a step towards the modernization of our organization, whereby we wanted to remain competitive and relevant in the provision of social services.
Overall, the Digitization project addressed these key issues and challenges with the aim of improving the efficiency, quality and availability of our services, which benefits not only our employees, but above all our clients.
The Digitization project in the organization POINT Milovice brought about a significant improvement in the provision of social services. Its goal was to modernize our processes and increase work efficiency through the introduction of an electronic record system. The project was able to:
1. Reduce the administrative burden: The automation and digitization of administrative tasks has allowed employees to devote more time to direct work with clients.
2. Improve communication and collaboration: A unified system for client registration improved information sharing and coordination between individual departments.
3. Increase data accuracy and availability: Digitization of records has ensured up-to-date and accurate information that is easily accessible to all workers.
4. Meet legislative requirements: The new system is fully compatible with the regional KISSOS system and the Ministry of Internal Affairs and Communications system, which facilitates compliance with legal standards.
5. Support strategic planning: Thanks to better access to statistical data, we can plan and optimize our services more effectively.
Project activities and outputs
Needs analysis: Cooperation of the POINT Milovice staff team with an IT expert who performed a detailed analysis of the organization''s needs in the area of records of direct work with clients. Identification of key areas for improvement and recommendations of suitable solutions for digitization and increasing work efficiency.
Creation of electronic records of clients: Development and implementation of a unified electronic record system that includes all aspects of working with clients, such as creating contracts, establishing client cards, attendance records and order management.
Training: Implementation of training for all workers, during which they were introduced to the structure of the application, the distribution of electronic records according to individual social services (NZDM, D-club, SAS, field services) and statistics. Workers have acquired the skills needed to use the new system effectively.
Implementation and evaluation of the electronic client registration program: Trial operation of the application, during which data and suggestions to improve the system''s functioning were collected.
Analysis of the collected data and evaluation of the results of the test operation, which led to the optimization and fine-tuning of the system for its full deployment.
The Digitization project was able not only to modernize our internal processes, but also to significantly improve the quality and efficiency of services provided to clients. With this step, we have become a more modern and professional organization, ready to face future challenges in the field of social services.
The Digitization project in the POINT Milovice organization achieved significant results that positively affected both our workers and clients of our social services.
Results for POINT Milovice employees:
Increased work efficiency - thanks to the electronic record system, the administrative burden has been significantly reduced. Workers now spend less time on paperwork and can focus more on working directly with clients.
Better access to information - the system provides easy access to current and accurate information about clients, which improves decision-making processes and service planning.
Education and skills development - training within the project increased the digital literacy of workers and their ability to effectively use new technologies.
Improved communication and collaboration - a unified system facilitates the sharing of information between individual departments, which increases coordination and collaboration within the organization.
Results for clients of POINT Milovice social services:
Increasing the quality of services - thanks to accurate and up-to-date information, employees can provide services that better match the individual needs of clients.
Faster and more efficient support - the electronic system enables a faster response to client requests and needs, which improves their overall satisfaction and support.
Better monitoring and evaluation of services - the system enables detailed monitoring and evaluation of the services provided, which leads to continuous improvement and optimization of care.
Impacts on target groups
POINT Milovice workers - workers now have tools at their disposal that allow them to perform their tasks more efficiently and accurately. This leads to an increase in their job satisfaction and motivation. Training and new skills increase their professionalism and readiness for further challenges in the field of social services.
Clients of POINT Milovice social services - clients benefit from higher quality and efficiency of services. Faster and more targeted support improves their overall experience and satisfaction with the services they receive. Accurate monitoring and evaluation of services ensures that their needs are constantly monitored and taken into account in the planning and delivery of services.