Software solution for social institution

We are looking for a software solution for a social institution that cares for homeless children and their mothers in Munich. The administration of the institution runs on an outdated Access solution that urgently needs a “facelift”. Ideally a completely new solution.

Objective of the software project

Renewal of the existing administration software through improved functionality, flexibility and reporting options.

Initial situation

The administration of our social institution currently runs on an in-house software package based on Access. The solution is around 10 years old and only partially meets today's requirements.

Requirements for new property management software

The screenshots above give an impression of the core requirements of the system. Essentially, it is about recording the residents (approx. 30 women and approx. 60 children) and the approx. 30 apartments. Ideally, the new system should be based on new technologies so that general functions such as:

• Print
• Export to Excel
• Reporting

are available “out of the box”.

In addition, greater user-friendliness is expected so that even inexperienced users can operate the software at least in its basic functionalities and, above all, cannot change anything fundamental.

Furthermore, new functionalities as well as developed stand-alone solutions are to be included in the system:

• Statistics on residents. E.g. percentage of foreigners, age structure, length of stay, etc.
• Flexible adaptation of selection menus so that, for example, new partner institutions or new municipal facilities can be adapted independently and then selected via Dropbox.
• Independent management of database fields (change, delete, add)
• Absence management / simple time recording for a “coming and going” overview
• Various additional lists (further database fields) for the house management
• Reports should always be created from the system. Today, data is sometimes maintained redundantly in several places (also in Excel)
• Finances: the system should have basic functionalities such as accounting
• Access authorizations per user group

With regard to legacy data, an automated transfer from the existing Access system would be desirable.

The software should be used at one workstation.

Note from SoftGuide:

We have not found a suitable standard solution or one that corresponds to the old system in our database. We are therefore considering taking a similar solution, e.g. residential home or nursing home software, as a basis and adapting it.

Depending on the flexibility of the requirements, an individually customizable address management system may also be conceivable. If individual functions are required, the old system should be revised. Nevertheless, we continue to research special solutions for social institutions and inform the company looking for them.