The Tom Coughlin Jay Fund

About The Tom Coughlin Jay Fund

The Tom Coughlin Jay Fund is a non-profit organization established in 1996 to help families tackle childhood cancer. Their goal is to BE THERE for parents facing the unthinkable by paying household bills, creating a financial game plan, and making a child’s life brighter. The organization recognizes these families’ immense emotional and financial burdens and strives to provide security and stability during their difficult journey. Through various support initiatives, the Jay Fund ensures that parents can focus on their child’s health without the added stress of financial uncertainty.

Objectives

The Jay Fund needed an automated solution to streamline its bill payment process, reduce manual effort, and enhance record-keeping efficiency. Its previous system was paper-heavy and time-consuming, making it challenging to assist families promptly.

Client Goals

• Automate the bill payment process to reduce human effort.
• Improve efficiency and turnaround time for financial assistance.
• Ensure seamless collaboration between Social Workers and Families.
• Enhance user experience and accessibility of financial support services.

Challenges Faced

The existing bill pay process required extensive paperwork and manual effort, leading to delays and inefficiencies in processing payments. Organizing records for bookkeeping also proved time-consuming, affecting the Jay Fund’s ability to provide timely financial support.

Solution

Oyova’s web development team created a comprehensive portal for The Jay Fund that enhances efficiency and ease of use.

• Portal Development: Created a user-friendly platform that allows Social Workers and Families to collaborate on requests, track real-time progress, and securely access essential documents.
• Process Automation: Reduced manual intervention by integrating automated workflows, enabling faster validation of requests, automatic data entry, and instant notifications for approval updates.
• Website Integration: Seamlessly integrated the portal with the Jay Fund’s website, providing a cohesive digital experience that enhances accessibility and usability.

Development Process

Oyova followed a strategic approach to optimize The Jay Fund’s financial assistance processes.

• Planning: Worked closely with the client to analyze the inefficiencies of the existing system and define automation goals. This phase involved understanding user pain points, evaluating technical limitations, and outlining a strategy to enhance efficiency.
• Design: Developed a clean, intuitive interface to simplify interactions for Social Workers and Families. Focused on user experience enhancements, accessibility, and ease of navigation to facilitate a seamless workflow.
• Development: Implemented automation tools for data collection, processing, and record-keeping to streamline payment approvals and integrated secure authentication methods and database optimizations to improve data accuracy and security.
• Testing & Launch: Conducted thorough quality assurance checks to ensure seamless functionality before deploying the portal. Performed rigorous user testing, debugging, and performance assessments to guarantee a smooth transition and reliable system operation.

Results

Implementing the new system led to remarkable improvements in efficiency and user experience.

Key Metrics

• Automated workflows reduced manual workload and improved processing speed.
• Enhanced collaboration tools resulted in faster decision-making and approval times.
• Integrated record-keeping features improved organization and accuracy in bookkeeping.

For how small their office is, they produce a great deal of work that is impeccable!

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