A few days ago I wrote about potential holes in non-profit record-keeping systems, specifically the problem of tracking program outcomes or client outcomes. Today I started looking around and with a quick Google search I quickly found a discussion of just this problem at TechSoup. Several people commented on the article, and gave examples of the systems they use. A quick click and I found myself at Track Records Software. This package, Track Records CM (client manager?) was designed for a service provider who provides counseling and training and assistive technology for clients recovering from brain injuries.
This is an unreview, I didn’t actually run the software. Instead I walked through the online screencasts which give a pretty good idea of what the package can do. Some impressions:
- This is a web-based system. The screens and reports are pretty much plain-vanilla html-type forms. Reports are basic html tables.
- The system is client-centered.
- Staff members have a password and can be restricted to seeing “their” clients.
- You can “attach” another staff member’s name to the client record. This allows the staff person to access that particular client record.
- You can make unrestricted log entries with a date and staff person who worked with that client.
- Monthly reports are available which is pulled for all transations per months.
- You can track goals and instructional data, and keep case notes.
- You can schedule a client, and record whether they kept the appointment or not
- You can schedule recurring appointments (“every week, Thursday at 10:00AM”).
- There is a “document repository” which allows you to upload documents created or scanned from outside the system. These are held in a secure database which is subject to the same restrictions as the client records.
- They mentioned donations and pledge tracking, however, this wasn’t demonstrated in the online screencast.
- There is a “lending library” function which allows you track materials on loan to clients.
- In keeping with the “outcomes” theme, there are fields and reports which track the placing of clients in job programs.
- On-screen reports have embedded links to allow drilling down for more detail.
- There is a very nice client record report which shows a summary of all activity related to the client on a single screen.
Things I’d like to know…
- What is the back-end database, and what are the hardware requirements?
- What is the cost of the system?
- Is the source code available, or is it possible to make modifications, add fields, etc? There is a simple and more complicated query/report writer available within the system already which may be sufficient for end-users.
- Is the system currently being enhanced?
The same vendor also has a payroll/staffing package.