Charitylog and National Organisations

Local Organisations Reporting back to a National

Parent with children

There are charities, such as Home-Start, Age UK and Carers Trust, where although each local organisation is independently governed and operated, they are also affiliated to a national presence.

Quite often, the local organisations are required to follow specified practices and provide data back to the national organisation.

However, we recognise that the local organisations, being independent, are most likely to want (or have to have) their own databases rather than be shoehorned into a single central system where ownership of data and consent issues may be problematic.

Similarly, each organisation may carry out the services of the national entity but is likely to get local funding to provide their own additional services which also need to be recorded and reported on.

The national charity may have specific areas of information they want to collect or are providing funding for a particular service. This may be an outcome measure, an assessment, a coding system or even the processes involved in managing a funded project.

Distributed Processes

Based on our long and extensive experience, we have developed a set of features which allows the local organisations to remain independent whilst also benefitting from nationally designed processes and enabling reporting of specified data back to the central organisation.

These processes can be created in Charitylog as Templates – in other words, the structure of the process can be created independently of the local organisation. At this point there is no identifiable data stored and therefore they can be made available to other organisations.

To do this, we can create a Library of these Templated processes. The local organisations can then view the contents of the Library and decide which they would like to use. They can then simply download the ones they want and start using them. There is even a mechanism which allows them to be changed and then updated locally.

This means that there is no need to set up the processes manually in the individual local databases, which saves time and ensures accuracy.

The library can be private in the sense that only the members of that umbrella organisation can see these items which means that the intellectual property which goes into them remains confidential.

Reporting to the National Organisation

We can also provide a method of reporting statistics back from the local organisation to the national. This takes the form of a web page which gathers the data required at national level. This can be data extracted from the Charitylog database, as well as data outside the scope of Charitylog, such as financial information.

The Home-Start Model

Parents with children

In the case of Home-Start, there is a mixture of data required. Charitylog has provided a web page which can be accessed directly from the Charitylog system, or, in the case of local organisations not using Charitylog, from a URL. This is a specially designed web page which transfers the data from the local system to the national system. It is important to recognise that the national system has no visibility of the local database.

Home-Start also use Charitylog as the central database into which this anonymised data is sent. The central database is configured to have sub-divisions (or branches) to represent each local organisation. This means Home-Start UK can see the responses from a single organisation or can look at groups of local organisations or report on the totals.

Collaboration with Charitylog

Overall, this set of tools provides:

  • Standardisation of processes where required, through the use of Templates and the dedicated Library
  • A means of gathering local data for reporting back to the national organisation
  • Independence for local organisations as far as the database is concerned
  • The same process for reporting for non-Charitylog users
  • Anonymised reporting in the central system and analysis of local data, or subsets of local data.

Read Case Studies for some of the organisations mentioned on this page