Collaboration (Sharing Information)

Collaborations and partnerships are an increasing way of working within the third sector, enabling larger and smaller organisations to work together to access a stream of funding that might not be available to an organisation working alone. Similarly funders and commissioners may want a closer working relationship with the third sector provider(s).

Collaboration covers a range of aspects in Charitylog:

Passing referrals securely from one organisation using Charitylog to another

Many third sector organisations need to pass referrals to and from other partner organisations within their area as clients often need support from a range of different services.

The recently introduced GDPR consent criteria can also present a challenge for many organisations that need to share personal data.

Using Charitylog, it is possible to refer a client directly from your database to another organisation that also uses Charitylog. The second organisation receives automatic notification of an incoming referral and either matches it to the client record already in their database or adds it as a new client. Once they are satisfied that this is a correct referral it can be imported into their Charitylog database.

As the receiving organisation is delivering its interventions the information is passed back to the sending (referring) organisation's database and appears in the client's history, thus 'closing the loop'. It's important to note that this is achieved by sending data between databases, not by allowing the second organisation access to the sender's database.

All of this activity takes place 'in the cloud' on our UK based data centre, behind the firewall, giving a very high level of security.

Embedded web referral pages

You can have the traditional 'Contact Us' type page for self referrals. These use a Charitylog page embedded in your website and allow people to type in and submit their details, enquiries etc.

This can be extended to all kinds of other functions, such as volunteers offering themselves, GP's having dedicated pages to enter patient details as a form of social prescribing, Local authorities passing on referrals and so on.

These pages are set up to look like part of your website but are actually Charitylog pages, running with Charitylog security although there is no visible Charitylog branding.

Incoming referrals are gathered and imported in the same way as described above.

Partnership working often between larger and smaller organisations

There is an increasing number of examples of large and small charities working together on a single funding stream.

Charitylog can be scaled and configured to meet the demands and budget of the various local organisations working together in a collaborative hub, enabling some organisations to run a simplified, lower cost version of Charitylog (Charitylog Local), whilst lead organisations may expand the system to use more of the functionality available in the full system. This option includes the facility to refer between organisations as outlined above.

An alternative to this is to have a single centrally managed system with the partners set up as 'branches' within it. This means that a user at one of the partnership branches only sees their own clients and projects, but the main administrators of the system can report across one, a selection, or all branches.

Reporting for collaborative partnerships

When organisations work together in a collaborative project, one of the challenges is reporting back to the funders and commissioners, especially if each organisation has its own database.

Charitylog has developed a Collaborative Reporting system to deal with this – the reporting system allows you to report activity across a number of databases, to produce a single set of results and KPI's. These can also be displayed in dashboards and in the near future, can be made available on web pages so commissioners have a 'live' view of how the project is running.

We see collaborative reporting as a major step forward in the Charitylog system, saving a lot of wasted time creating and amalgamating reports and also encouraging consistency.

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