Providing an Online Portal for Document Management
How Aciron does it
A city health department worked as a host agent for its region. It was responsible for helping communities during emergencies. They were looking for technology consulting to create an online portal. The intranet would make information about volunteers, document management, and resources available. In time of need, the communities would have access.
"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 was to create a system that integrated the communities needs and kept each community separate for security purposes. The key requirements included allowing various personnel to access the system and securely maintain contact information, documents, and statistical data.
Aciron worked closely with the client’s stakeholders to identify and document the key needs. It revolved around the system’s security and data capture mechanisms. Overall, the gathering session allowed our consultants to gain a deeper understanding.
We developed a series of process flow diagrams and storyboard mock-ups. With these documents, the client was able to visualize the layout prior to writing any code.
During the requirements sessions, Aciron and the client decided the portal would be broken up into three modules, and they would be developed using a phased approach. By developing the system in phases, the client controlled the budget.
Aciron’s team of consultants then began developing the portal. Our consultants provided regular status updates to deliver complete visibility into the project progress. In the end, we were able to deliver an integrated system that automated the clients' processes.
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. Additionally, the system is web-based. It allows the client to access critical information as long as there is internet.
By using a single, cloud-based platform, the client is able to engage health professionals. In addition, the system has removed inefficiencies. In conclusion, no more databases and spreadsheets.