Our Work

Pinellas County

Pinellas County JWB needed a system that would improve their process of administering finances/aid to organizations within Pinellas County that serve the welfare of children and families. MethodFactory created a custom workflow in SharePoint that would allow Pinellas County JWB to standardize and automate their process of allocating funds to various agencies.

View Site: www.jwbpinellas.org

About Pinellas County Juvenile Welfare Board

Established by a statute in 1945, Pinellas County Juvenile Welfare Board (JWB) was created with a mission to provide needed services to children throughout Pinellas County. JWB connects with community partners to improve the lives of Pinellas County children and build better communities. This is done through identifying factors that have a negative impact on youth and meeting those challenges with programs and services that can help children succeed. In addition, JWB advocates for children’s interests wherever needed. JWB does not provide direct services to children, but contracts with agencies and allocates funding to agencies who have specific expertise in the services and programs that are needed. Programs where JWB invests largely include prevention of child abuse and neglect through family support and parent education; subsidized childcare so that parents can go to work and provide for their children while they are prepared to begin school ready to learn to their fullest potential; and violence prevention and mentoring programs that help students stay out of trouble and succeed in school.

Business Challenge

Pinellas County JWB needed a system that would improve their process of administering finances/aid to organizations within Pinellas County that serve the welfare of children and families.  They wanted to provide the dozens of agencies who would apply for assistance secure access to and management of the documents necessary for applying for funds to help their respective causes, like financial statements, 501-3c status, and grant applications. While the intention was always there for JWB to optimize capital and get money out to the people who need it and the agencies who quality, there were times when things would slip through the cracks or the process stalled out due to the numerous detailed steps and the number of people involved. JWB needed a workflow that would take the applicant step by step through the process to make it as efficient as possible, streamlining the documentation and the approval process; shortening the turn-around time for the agencies to receive funding.

Solution

MethodFactory created a custom workflow in SharePoint that would allow Pinellas County JWB to standardize and automate their process of allocating funds to various agencies. MethodFactory created a secure extranet that allows agencies to submit a request to JWB, where a set of 1 to 5 approvers (a.k.a. “Champions”) within JWB will receive email notifications to approve or deny the request. If it is approved, it goes automatically goes onto the next step until completion, if declined, notes can be added about why it wasn’t approved and it gets rerouted. The SharePoint workflow provides Pinellas County with a documented paper trail, periodic reports, compliance and accountability; with the workflow, everyone involved in the process knows what they’re supposed to be doing and when, reducing, if not altogether illuminating derailment, saving time and money.

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