Proposal for Cloud Application: Client Track

Prepared by Gretchen Suarez

University of Florida

December 3, 2018
Client Track Proposal

Table of Contents

Executive summary………………………………………………………………………………………………………………………… i

Introduction…………………………………………………………………………………………………………………………………… 1

Recommendation…………………………………………………………………………………………………………………………… 1

Implementation plan……………………………………………………………………………………………………………………… 4

Evaluation plan………………………………………………………………………………………………………………………………. 4

References……………………………………………………………………………………………………………………………………… 6

Table of Figures

Figure 1………………………………………………………………………………………………………………………………………… 2

Figure 2…………………………………………………………………………………………………………………………………………. 3
 Executive Summary

This report recommends the implementation of Client Track, an online client file documenting
application used by professionals. Of all the apps researched, this app is more useful for the field of
social work as it does most of the labor for them, such as creating documents and storing them. This
application stores client information, tracks their activities and outcomes, store case notes, and many
other functions. Client Track will save time and manual labor and will also reduce stress on behalf of
social workers and their clients, a professional that has good mental health and stability will be more
helpful to clients. This application is easy to use with various functions, and moderately priced. With
Client Track social workers can maintain client information and documentation and keep track of their
activity. This is helpful to every social worker, no matter what specific field they are in. The app is sold by
a specific website and it can be downloaded onto any PC that has Microsoft and it requires a license that
is easy to obtain since the website sells it as well. The implementing process will take approximately a
year and a half to ensure that this app is executed properly and works successfully. The process will
include programming PC’s, selecting social workers for a test trail, the trial, revising any problems,
second trial, and then advertising and launching this application. At the end of the trial survey will be
taken evaluating the app to determine whether or not it will be successful.

i
 Introduction

Social workers are constantly taking notes and filling out documents and keeping track of all of it while
most of them are on the go. We are in the technological age where everything we supposedly need is on
our phones or computers, but that is not necessarily true for social workers who have trouble using
technology to their advantage. There are many services available such as Microsoft Office, and emails.
however, using all these services increase the risk of security since it is all saved into the cloud that
anyone can access if they know what they are doing. The Client Track app will help store all of their
client’s information, notes, reports, and events on their desktop.

Online storage of client records makes for easy management and retrieval for researchers, companies,
and other people that may need to share information. Communities online involved in the field of social
work allows them to share resources, practices, and possibly client information in case of referrals
(Barsky, 2017). Keeping track of health and wellness outcomes in current times can help professionals
be more aware if any big problems begin to show up and act quickly and responsibly to ensure the
clients health and wellbeing (Larkin, 2017). It has been known that it is more difficult to keep track of
data stored on paper rather than a computer. Client Track can help professionals in the social work field
keep track of the data (notes, emergency information, etc.) and schedule events and meetings to further
help their clients.

In my research I found that social workers depend on electronic devices and services in order to help
their clients by recording information about their clients, or researching new practices and resources
using cloud computing. Social workers use different applications to store the information such as Google
Doc, Microsoft Office, and other database applications to store this. They use applications for data
management for electronic health records, electronic medical records, and data management in
general. There’re also multiple applications based in cloud computing for clients themselves in case they
discover new information about themselves, such as a symptom or a memory that could help the social
worker and in turn help the client. Also, there are applications that could help a social worker who might
be out of their depth in a specific area, such as suicide prevention. There are various apps useful for
both social workers and clients based in cloud computing, however these apps are uncommon and are
far and few in between when it comes to doing numerous things useful for the field of social work. It is
why Client Track is such a great application because it is extremely useful for professionals in the field.

Recommendation

Some information presented in this section has come directly from an unpublished report submitted to
the supervisor on October 29, 2018.

I am recommending that Client Track be implemented in the field of Social work. Out of all the
applications researched and evaluated Client Track was the one that stood out the most. Given that
there are already application used for sharing files or chatting with other professionals or clients, such as
email or chats, the apps that offer those are not necessarily needed. It is most beneficial given its
evaluation of the following criteria.

1
Functionality

Client Track stores everything needed for a clients file, such as information and emergency contacts,
case notes, service programs and activities, case notes, and family member information. It generates up
to 22 types of reports.

Audience

This app is made primarily for professionals to use in the field however, it is helpful to clients as there
are activity reports in the app to be filled out by the client to help them. Social workers can print out
these forms and once they are filled out they can add it their files.

Navigation/Usability

Client Track is very easy for professionals to use and it only requires a license that can be obtained by
the same website where the application can be bought. It is fairly easy to navigate as it uses Microsoft
spreadsheets.

2
Advantages/Opportunities

An advantage in this app is that it generates numerous types of reports and can store multiple files at
once. Social workers can cover all their steps when helping a client. Also, the forms for tracking activities
and recording outcomes provide good opportunities for the social worker as this alleviates the pressure
on the client since they wouldn’t have to do it themselves and it helps the social worker keep track of
their clients progress and help them do a better job. Another advantage is that the license required to
buy the app allows installation on a work computer and personal computer with no additional cost.

Disadvantages/Constraints

A disadvantage in the app is that it is only available for PC’s with Microsoft since it uses Excel and other
Microsoft spreadsheets. Most PC’s in a workplace have Microsoft installed however, personal devices
require an extra cost for Microsoft. A constraint in Client Track is the limit of the files that can be stored
at once.

Cost

The cost of Client Track depends on the version that is needed. Each version offers new advancements
in the app such as reminders for workers, and full information on family members. Version 8, which
does not include reminders and has a smaller limit of files that can be stored at once, is a one time fee
$149. Version 9, the most recent and best one, is a one time fee of $279 with an option to buy version 9
that is modifiable, meaning an expert can modify the software if preferred for a fee of $299.

Furthermore, Client Track should be implemented into the field as it will reduce the manual labor of
Social workers as well as stress which will help them be more productive in the long term and in turn will
help their clients.

3
 Implementation Plan

Within 18 months, Client Track shall be implemented into the workplace. To ensure that the app is
executed properly and that Social workers will be satisfied with this app, it will be implemented slowly
so everything can be done successfully. The steps of the implementation plan are as follows:

Step 1: Application Implication

Client Track will be programmed onto every computer in the workplace. This will take approximately 4
months to ensure that it is compatible and running successfully before downloading it onto any
anyone’s personal computers or laptops.

Step 2: Selecting professionals for the test trial

Social workers will be selected to test the app in the field. Those that have the most or a moderate size
of clients will be chosen to see if the application can hold up with their workload. This will take
approximately 3 months, so the workers can test the app to its full capability.

Step 3: Trial

The selected social workers will use Client Track to store information on their clients file. Then it will be
compared to regular sortation of files to point out the benefits of storing everything online.
Management will also be observing to take notice of the social workers changes in workload, and any
clientele behavioral changes. This will take approximately six months to give social workers time to get
used to the application and use it to their advantage.

Step 4: Revise any problems

After the trial is complete, the workers will notify any problems encountered and the application will be
revised, if possible. This will take approximately 3 months to ensure that the problems are indeed fixed
and is ready to be launched.

Step 5: Advertising and launching

Advertisements will be increased throughout the workplace and other agencies that would be
interested in the product. Meetings and seminars will be held to provide information on Client Track and
to show workers how it the app works.

Evaluation Plan

During step 3 of the implementation plan, management will take a survey to evaluate the success of the
app. Social workers that were selected for the trial will also submit the same evaluation during step 4.
Management will report their findings from simply observing anything and social workers will report
their experience with the app and how it helped them, or if there was anything they found frustrating
due to the app. The evaluation survey will be a rating based on the criteria already chosen and any
additional feedback. It will be similar to the following:

4
Evaluation survey

Please rate the following items based on a 1-10 scale, with 1 being the lowest and 10 being the highest.

Functionality:

Navigation/usability:

Accuracy:

Dependability:

What do you like best about using Client Track?

What do you like least about using Client Track?

How could Client Track improve?

Would you use Client Track again?

After the survey is completed then any changes necessary will be made and then it will be launched.

5
 References

Barsky, A. E. (2017). Social work practice and technology: Ethical issues and policy responses. Journal of
Technology in Human Services. (Vol 35). 1. 8-19. Doi: 10.1080/15228835.2017.1277906

Larkin, M. (2017). The value proposition: Embracing technology for client wellness and business success.
Journal on Active Aging (vol 16.) 4.

Client Track (n.d.) Retrieved November 16, 2018. www.socialworksoftware.com