How to Choose the Best Case Management Software: A Comprehensive Nonprofit Buyer’s Guide

Nonprofit organizations can now use online and mobile resources more than ever thanks to increased technological breakthroughs.

To assist them daily, any nonprofit or humanitarian organization needs a dependable case management system. While some nonprofits only require a straightforward method to maintain secure and accurate records, others require something stronger and more cutting-edge that caters to their particular requirements.

According to the CPA Journal, effective data management tools, such as case management software, are key to open access to essential data from employees in any location. Additionally, it helps target key donors and better understand how to improve organizational structures.

However, not all case management software matches the needs of every nonprofit organization. Any nonprofit must devote time, energy, and resources to explore effective case management software solutions and choose the best technology for your company.

It can be easy to base vendor selections on a cursory glance at a website or an “oh, this is how we’ve always done it” approach because the nonprofit sector doesn’t evolve so quickly.
However, there are surprisingly countless solutions available when looking for new nonprofit case management software. The market share for case management solutions is expected to rise to 15.37 billion dollars by 2030. To make an informed choice, we’ll explain everything you need in such software.

Also Read:
ROI of Case Management Software for your Nonprofit
7 Ways Case Management Software Makes Organization’s Lives Easier

What is nonprofit case management software?

Nonprofit case management software is a tool used to simplify the case management process. It’s a customizable system that can be used to schedule appointments, draft case notes, plan services, track budgets, and so much more. Additionally, it facilitates local and federal regulations to ensure that nonprofits remain compliant.

Most case management software systems come with a generic structure out of the box because nonprofit programs and services differ for each organization. The general framework is then altered to fit the practices, procedures, and workflows of your company.

Such software enables nonprofit organizations to better efficiently measure and manage their activities to increase the effectiveness of those initiatives. It’s a cutting-edge technology made to automate the difficult procedures and eligibility controls involved in nonprofit case administration.

The organization’s effective organizational, planning, referral, assessment, coordination, and other tools are automated and made simpler by the case management solution. Through its platform, such software also empowers society at a macro level, benefitting individuals, families, and communities.

You can use the solution to store a variety of client data, including:

Email addresses
Phone numbers
Mailing addresses
Demographic information (age, location, gender, etc.)

As a result, software’s capacity to assist nonprofits in carrying out the tasks they must do effectively to further their goals is its true significance.

The work of nonprofit organizations is too important to be left to clumsy or unreliable systems. With the right specialized solution, staff can accomplish a lot more, including reducing manual work, maintaining accurate records in real-time, acquiring and stewarding donors for retention, segmenting audiences for targeted outreach, engaging and developing close relationships with supporters, and raising more money for the cause.

With the nonprofit case management systems, you may access the full client history and archives with just a few taps and clicks. Beyond the fundamentals we have outlined, the more sophisticated case management platforms provide features.

Why do nonprofit organizations use case management solutions?

The majority of case management solutions are very adaptable and made to meet the unique needs of your organization. Nonprofit organizations typically use them to:

Streamline paperwork
Thorough paperwork is critical to the case management process, but physical paper or data systems often create inefficiencies. Too many systems can also result in erroneous results or data gaps. Case management solutions streamline paperwork and allow instant access to make data-driven decisions.
Prevent report gaps and missing data
Excessive paper forms, paper-based processes, and data systems are typically the root causes of reporting gaps and missing data. To proactively maintain crucial data clean, most contemporary case management software systems may be modified with data quality reports, data entry procedures, rules and logic, and triggers.
Meet donor requirements and ensure compliance
One of the main factors driving nonprofit companies to invest in new case management software is funder reporting, data, and compliance requirements. With a single software system that contains program, service, and result data, it is simpler to comply with and track funder criteria both before and after funding.
Access useful information and resources
Data-driven management is a sign of a healthy firm. Managers require data and information to successfully allocate resources, maintain the organization’s progress toward its goals, and handle obstacles before they become serious problems. A case management software solution closes this gap by giving case managers critical information about clients, services, and systems.
Plan effective program evaluation
You can build up the structures, processes, procedures, protocols, and methodologies required to facilitate a program assessment by implementing a nonprofit case management software system before an evaluation. It could be a good idea to look into new case management software right now if your firm will also soon be doing a program review.

5 Items to Consider in Choosing the Best Case Management Software

Nonprofits of all sizes and shapes have understood for years that you need to locate the best nonprofit software solution if you want to maximize your efforts.

However, choosing which tools to invest in can be a significant challenge behind the scenes given the wide variety of nonprofit software available that all aims to solve various aspects of your operations.

Here are a few items to consider before buying case management software for your nonprofit:

1. The Needs of Your Nonprofit

Every nonprofit functions differently. Make a list of the needs that your nonprofit currently has, and where your current systems are lacking. For example, if you rely heavily on grant funding for operations, then you need a robust case management software system that fulfills grant management needs and simplifies cost tracking.

2. The Uses of Case Management Software

Next, you must consider how you plan to implement the software at your nonprofit. Case management software offers tons of customizable features, and consider how these can streamline your everyday workflows. Just a few of the uses of case management software such as PlanStreet include:

Automated task builders to simplify processes
Calendar scheduling and online messaging to ease communication
Client portals with e-signature, invoicing, and payments to streamline accounting

3. Existing Software Solutions

Many different types of software can benefit nonprofits, including CRMs, accounting programs, productivity software, and more. Check with your team on what existing software they use regularly. Look for solutions that can integrate with that software. Always check with your team members before replacing software that they know and use to streamline workflows.

4. Budget Constraints

Before beginning the process of integrating case management software into your systems, determine your budget. Don’t forget to factor in both one-time and recurring costs, such as license fees (upfront and yearly) and staff time (installation and maintenance). Consider SaaS software solutions that offer a simple subscription fee with custom licensing plans that allow you to understand complete costs upfront.

5. Required Features

Next, list and order the features you want your case management software to have. Keep in mind that no two case management strategies are alike. Although their capabilities and services can be comparable, each solution will have its own unique technology, support system, and features.

7 Must-Have Features to Look for In Case Management Software

The utility of a case management solution eventually comes down to the features that it offers. While there is a long list of features that today’s advanced case management software solutions offer, listed below are the very basic, must-have features that your nonprofit can’t do without.

1. Configurability

Numerous firms want a flexible, adaptable framework. Although off-the-shelf solutions have a place, frequently they are deficient in the comprehensive features needed to manage a nonprofit organization and all of its programs and services. Customization options for case management software are of significant value.

2. Security

Security is crucial when working with sensitive and private data, such as customer information stored in human services software. The top-notch security and HIPAA compliance will be features of the best case management software for charities. Therefore, the case management software your company decides to utilize must have excellent security and adhere to your country’s privacy laws.

3. Analytics & Reporting

Data is crucial for demonstrating the influence of your organization. You can understand your participants, improve your program, show results, get more financing, and so much more with robust analytics and reporting. However, gathering data by itself is insufficient. You must be able to use that information to show how you are improving things and moving closer to your objectives and mission.

4. Scalability

Technology is a field where there is no such thing as a one-size-fits-all solution. A nonprofit organization may have a single focus or several strategic goals, and its size may range from one to thousands of employees. Look for software that can scale with your goals and grow as your nonprofit does. Purchasing a one-size-fits-all solution that prevents you from customizing the technology to meet your needs could prove to be a costly error.

5. History Tracking

Human services case management software is essential for nonprofit companies since it allows you to trace your client’s history. Tracking their history with case management software for nonprofits helps ensure that no information is lost over time. This is especially helpful with staff turnover; if you have clients who are actively involved with your organization over an extended period, it will be easier to transition them from one case manager to the next.

6. Online Access

Your ability to access your case management software for NGOs from any location and on any device is crucial. Even before the COVID-19 pandemic destroyed the traditional workplace, we already lived in a remote access environment. You may access your clients’ records from any location with the best case management software that offers internet access.

7. Customer Support

It can be simple to overlook this when selecting case management software for nonprofits, but the best case management software provides outstanding customer assistance at no additional cost to ensure your nonprofit can utilize the software efficiently and fulfill your objective. Customer service for your human services must be available to your workers.

Scale Your Nonprofit With PlanStreet’s Case Management Software

PlanStreet’s nonprofit case management software can be customized based on the needs of your nonprofit to make your work simpler and more productive. Our software automates every step of the case management process, from intake to monitoring and evaluation. We serve a wide range of nonprofit sectors, including:

Our robust analytics and reporting tools streamline decision-making, allowing access to critical data in seconds. With a completely scalable case management software, PlanStreet can create a customized solution based on the bespoke needs of your organization. To learn more about how PlanStreet can save time and money at your nonprofit, schedule a live demo with us today.