Enhancing system efficiency and reporting capabilities
Executive Summary
Challenge: Freedom from Torture has identified some limitations with their existing Daylight system for managing client’s data and internal processes. They aimed to assess Daylight’s potential to meet their needs and improve workflow efficiency, reliability, and data management within tight budget constraints.
Approach: We conducted extensive workshops with key stakeholders to gather their requirements, followed by a detailed discovery phase. Additionally, we performed technical audits of the architecture, security, and data, and proposed a phased upgrade strategy to address both immediate and long-term needs.
Result: Our collaboration has provided a phased development approach for system upgrades, enabling our client to make informed decisions about future investments and improve their overall service delivery. The anticipated improvements include streamlined reporting, an enhanced user experience, increased system reliability, and workflow.
Services we used:
Table of Contents
About the client
Freedom from Torture is a UK-based charity dedicated to supporting survivors of torture. They provide specialised care through psychological therapy, legal advice, and welfare services. Established in 1985, it has become a crucial lifeline for many, offering services across five centres in the UK: London, Manchester, Birmingham, Glasgow, and Newcastle.
Freedom from Torture’s comprehensive approach ensures that survivors receive the holistic support they need to rebuild their lives.
Business challenge
Freedom from Torture faced several challenges with their existing Daylight system in fully supporting their unique processes. Reporting often required the use of Excel outside the system, which could lead to scattered information and made it more challenging to gain a quick overview of a client’s situation. Additionally, there was room for improvement in system integration with other Microsoft tools and the user experience to enhance operational efficiencies.
As a non-profit organisation, Freedom from Torture needed a cost-effective solution to modernise their system. Before making any decisions, they aimed to clearly understand their specific requirements and the associated costs to ensure the solution would be effective and budget friendly.
Choosing us was a strategic move because we offer a unique multidisciplinary approach, integrating expertise in security, data, and solution architecture. This ensures a holistic and seamless implementation, perfectly aligning with their operational needs and providing a robust, integrated solution.
Scope of work
To address our client’s challenges, we implemented a comprehensive solution strategy involving multiple phases. Our scope of work included discovery workshops, technical audits, and the creation of a phased improvement plan with an estimation for potential development costs. Our team ensured that every recommendation was aligned with the organisation’s mission and operational goals. We brought together experts from various domains and centred our approach on deep collaboration and tailored solutions.
Key phases and deliverables
Conducted over four days, the workshops covered user perspectives, Freedom from Torture processes, functional (backlog), and non-functional requirements. These sessions were crucial in gathering comprehensive insights from over 30 stakeholders to map out current processes and pain points, forming the basis of our solution recommendations.
This report consolidated all gathered information into a comprehensive document, including workshop summaries, solution recommendations, non-functional requirements, reporting requirements, and a high-level backlog. This provided Freedom from Torture with a clear understanding of their system's current state and future needs.
A thorough technical audit was performed to assess the architecture, security, and data management aspects of the Daylight system. The audit provided detailed recommendations for improvements, ensuring that the system could support Freedom from Torture's unique processes effectively.
We provided a phased development approach for implementing the prioritised functionalities and improvements, including an estimation of time and cost.
Proposed technical solutions
We proposed a two-phase upgrade plan for the Daylight system. Phase 1 focused on maintaining Daylight on-premises while implementing new features either within Daylight or using cloud solutions like Power BI and Low-Code/No-Code platforms. Phase 2 involved migrating Daylight to the cloud to leverage benefits such as scalability, high availability, and remote access, while ensuring compliance with necessary regulations. Furthermore, we included bespoke custom development to tailor the system to Freedom from Torture's specific workflows and processes. Our integrated approach ensures that all aspects of the upgrade, from security to data management, are seamlessly aligned for optimal performance.
To improve performance and security, we recommended decoupling client’s documentation from the Daylight MS SQL Database and implementing a centralised data management system. This would ensure secure storage and easy access to client’s data across all stages of their journey with Freedom from Torture.
Key security enhancements included implementing system monitoring and alerts, adopting SecDevOps practices for continuous security monitoring, and integrating an external Single Sign-On (SSO) system for improved authentication.
To improve workflow and efficiency, we proposed centralising information to streamline operations and monitoring, implementing an appointment booking system, enhancing client notes readability, integrating letters and forms into the system, incorporating a Client Journey Timeline, and many more improvements.
For enhanced reporting, we recommended transitioning to Power BI for dynamic reporting and developing a Client Summary Page.
Our collaboration in numbers
4
workshop days
~30
stakeholders involved
5
core processes described
~400
user stories created
20
reports identified
3
technical audits completed
Main benefits of our partnership
Comprehensive understanding: in-depth analysis of current system limitations and user perspectives, enabling informed decision-making based on comprehensive insights.
High-level development approach: a detailed action plan for improving the system and integrating modern technologies, enhancing user-friendliness, sustainability, and scalability.
Costs and timelines: estimations of potential costs and timelines for implementation, which were critical for our client in determining the next steps.
Cost-effective solutions: identified opportunities for Low-Code/No-Code solutions, which are budget-friendly and efficient, with a phased upgrade strategy to manage budget constraints.
Technical audit recommendations: a comprehensive assessment of the system’s architecture, security, and data management, providing actionable steps to enhance security, user-friendliness, and compliance, resulting in increased reliability and efficiency.