Multi-site/program implementation of Bonterra Impact Management (Apricot) [Case Study]
This post is a summary of the linked case study about Brooklyn Community Services’ (BCS) implementation of Bonterra Impact Management (fka Apricot by Social Solutions Global, Inc.). Sidekick Solutions was the contractor for initial implementation and configuration at BCS.
With over 40 programs operating out of 26 locations, BCS helps participants overcome obstacles toward self-determination. BCS strengthens communities by fostering the educational success of children, the leadership development of youth, the employment and housing stability of adults, the advancement of individuals living with disabilities, and the empowerment of seniors and families.
Due to diverse funding streams, distributed program locations, and recent mergers with other local nonprofits, BCS has grappled with streamlining internal communications, data aggregation, and cross-departmental workflows. The lack of a singular case management database made it difficult to connect participants to additional beneficial services within BCS. There was a need to bring all of the various sites and departments together through closed-loop internal referrals. Moreover, third-party funders required data collection in proprietary databases. The case management system would need flexible reporting and integration capabilities.
BCS selected Bonterra Impact Management (fka Apricot). The implementation of Bonterra Impact Management focused on a common data model across intake, referrals, and program enrollment to integrate BCS’s various programs and service locations.
Sidekick Solutions was the contractor responsible for initial implementation and configuration of the Bonterra Impact Management (fka Apricot) platform. Initial implementation included requirements discovery, design, configuration, user acceptance testing, and deployment services in collaboration with the BCS system administrators and program delivery stakeholders.
Sidekick Solutions used the full suite of customization tools in the Bonterra Impact Management (Apricot 360) platform, including back-end SQL functionality and conditional rules to integrate multiple programs and site/locations into a common data model. Designing a common data model in the platform ensures that the Bonterra Impact Management instance has a unifying schema across 40 programs, 20 sites, and 6 departments; rather than a single database siloed into multiple, separate databases.
The common data model uses integrated forms and business workflows tying all services together, including universal data elements (UDEs) for:
- Participant Profile [T1]
- Enrollment and Exit [T2]
- Service Activity [T2]
- Individual Service Plan [T2]
- Assessment [T2]
- Goals/Milestones [T2]
- Attendance Log [T2]
- Employment/Internship Placement [T2]
- Incoming/Outgoing Payment [T2]
- Class Sub-Enrollment [T2]
- Residency Log [T2]
- Maintenance Communication Log [T2]
- Document Upload [T2]
- Associated Contacts (Emerg. and Next of Kin) [T2]
- Events [T1]
- Classes [T1]
With a common data model, the solution incorporates dynamic dashboard filtering for multi-program and site monitoring of program progress, follow-up tasks, and alerts. BCS dashboards surface essential information to the home screen when a user accesses the main user interface.
- Common data model makes the process for adding new programs and retiring old programs efficient and repeatable; re-implementation is not needed when funding requirements change
- Service logs across programs are centrally located so that programs can cross-reference the scope of service a participant receives
- Agency-wide incident reports are better organized, consistent, and readily available for review by a relevant committee each quarter
- Case managers are able to monitor real-time progress toward goals and milestones per participant and per program
- Site-based permissions settings in Bonterra Impact Management (fka Apricot software) ensures participant information is kept secure and only accessible to relevant program staff members and administrators
- Development staff members are able to quickly pull program- or division-specific reports of participant demographic information required for grant applications
- Integration with external databases now simplify data collection and reporting processes, including conversion of services delivered into billable units in an exportable document formatted for submission to a third-party billing agency