Developing Volunteer Management Portal for Emergency Preparedness

The Project

A city health department was looking to create an online portal that would make information about volunteers, document management, and resources readily available. “We originally turned to Aciron to develop a web-based volunteer management system that would help our Medical Reserve Corps (MRC) Coordinators. Based upon our positive experience, we expanded the work with Aciron Consulting to develop a document management system and resources database to meet all of our emergency preparedness needs. The team had a great understanding of public health and was very flexible in working within the confines of our grant limitations and structure. The level of professionalism and the expertise presented to us by Aciron personnel was beyond what we imagined and has led us to firmly believe in Aciron’s capabilities.” – Emergency Preparedness Manager

The Challenge

Aciron needed to create a system that integrated the firm’s needs while keeping each community separate for security purposes. Various personnel needed to access the system and securely maintain contact information, documents, and statistical data. Thus, security was an utmost concern.

First, Aciron conducted a gathering session to identify and document the client’s needs, encouraging open feedback along the way. The session allowed our consultants to gain a deeper understanding of the task at hand and also ensured that we understood exactly what the client was looking for. Next, Aciron developed a series of process flow diagrams and storyboard mock-ups that allowed the client to visualize the proposed layout prior to writing any code.

During the requirements sessions, Aciron and the client decided that the portal would be broken up into three modules, which would be developed using a phased approach. By developing the system in phases, this allowed the client to control the budget accordingly while providing input at each stage of the process. After requirements gathering was complete, Aciron’s team of consultants began developing the portal. Our consultants provided regular status updates along the way to ensure complete visibility into the project progress.

Aciron’s Solution

Ultimately, Aciron developed an online emergency portal that allowed the client to manage volunteers and documents. This online system is accessed by a password-protected portal, and it includes three integrated apps: Volunteer Management: Quickly identify, train, and mobilize health professionals for emergencies. Document Management: Organize, print, and share documents pertaining to the region’s emergencies. Resource Management: Manage region’s assets, contacts, demographics, and emergency information. Above all, the system plays an integral role across the region. The system has enhanced volunteer use and allows the client to access critical information online. By using a single, cloud-based platform, the client is able to engage health professionals in a system that has removed inefficiencies, with there no longer being a need for databases or spreadsheets.

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