Welfare Lelystad will work in a data-driven way with a new IT and BI structure

Introduction

About Welfare Lelystad

Connecting and supporting each other is essential. Welfare Lelystad plays a crucial role in this by supporting residents of Lelystad, young and old, with accessible help in their own environment without indication. The motive behind the approach? “Lelystad welfare, one less thing to worry about.” From neighborhood activities to volunteering and collaborations with, among others, GPs and debt counseling, Welfare Lelystad focuses on prevention and self-reliance. By getting there early, we prevent problems from worsening and requiring heavier care: well-being prevents care.

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The challenges

Making impact visible

Welfare Lelystad has been working successfully to prevent heavier care for years, but faces some important challenges. How can services be better registered and how can their impact be made transparent? The current registration processes lack flexibility, which means that they do not match the work of the employees enough. This makes it difficult to capture important data and keep an overview. There is a wish to be digitally accessible and more accessible, so that appropriate help is always within reach. Although Welfare Lelystad has tried to measure the impact of preventive care, this appears to be a major challenge in practice. In order to remain future-proof, the organization has started a study into innovative solutions to improve the registration processes and better measure the impact of welfare work.

To achieve Welfare Lelystad's IT ambitions, the organization has entered into a strategic partnership with Flawless Workflow. The collaboration focuses on achieving a future-proof IT landscape, in which flexibility, accessibility and user-friendliness are key. This led to the start of the project “Insight into Our Work”, which jointly formed the IT vision of Welfare Lelystad. The goal is to optimally support employees with accurate and up-to-date information, so that they can gain valuable insights and make data-driven decisions. This method contributes to the effectiveness of the services and promotes the social well-being of the residents of Lelystad. While Welfare Lelystad continues to focus on its core activities, Flawless Workflow provides support in creating a solid IT base that enables the organization to work more flexibly and efficiently.

“Our IT vision at Welfare Lelystad is to create a flexible, accessible and future-proof IT landscape that is user-friendly and supportive for employees. The resulting data is accurate, complete and up-to-date, so that valuable insights and data-driven decisions contribute to the effectiveness of services and have a positive impact on the social well-being of the residents of Lelystad.”

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Solutions

Implementation of a new registration system

The core of a future-proof IT landscape for Welfare Lelystad lies in the implementation of a new registration system. From the start of the collaboration, regular updates discuss challenges, opportunities and insights, while also looking ahead to the progress of the project. An important part of this process is employee engagement. In cooperation with them, more than 50 work processes were identified during workflow analyses, ranging from youth work and social management to informal care and reception. This not only provides more support, but also helps identify important areas for improvement, which are addressed with both IT solutions and policy changes.

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Structured selection of software vendors

Welfare Lelystad had already started orienting towards a new registration system that matches the different types of work. Flawless Workflow has joined this process to clarify the requirements step by step. Here, we first took a step back and set criteria for functionalities, cooperation with suppliers and costs. This structured process, where we started with a long-list and ultimately ended up on a short-list and final selection, was highly appreciated. Involving employees also played a central role here, leading to a jointly supported choice for the new system.

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IT infrastructure innovation

In addition to the implementation of the registration system, Welzijn Lelystad is looking at the further innovation of the IT infrastructure. Accessibility, future-proofing and data-driven work are the common thread here, in line with the IT vision. The next step is to use Business Intelligence solutions, which collect and analyse data from various systems. This ensures that the organization gets the necessary insight to work more effectively and that Welfare Lelystad's IT vision is supported at all levels.

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AI/BI roadmap and KPI tree

To make data really valuable, together with Welfare Lelystad, we have created a BI roadmap drafted. This explains step by step how data is collected, analyzed and converted into insights that help the organization move forward.

• We have the KPI tree developed: from mission and strategic goals to concrete KPIs and measurement points per service.
• The KPI structure fits seamlessly with the KPI model of Social Work Netherlands, so that performance is also comparable across the sector.
• This structure forms the basis for interactive dashboards, management reports and impact measurements.

With this approach, Welzijn Lelystad not only lays a solid data foundation, but also the basis for future AI applications such as automatic reports, trend recognition and data-driven decision support.

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Results

Measurable impact

• Unambiguous registration: one uniform system under construction, tailored to all types of work.
• Data foundation: laid the basis for a data warehouse and BI dashboards.
• Measurable impact: KPI tree and BI roadmap make performance transparent and comparable.

Thanks to the structured process, a timely decision was made for a new registration system. The cooperation with the supplier has now started, and the first steps in implementation have been taken. The workflow analyses that were carried out earlier provide a solid basis for this implementation. Soon, employees will have the opportunity to provide feedback on the first version of the system, which helps with further optimization.

In addition, steps have been taken to address the identified areas for improvement. An overview of all points that can be addressed via IT solutions is kept to see which components are supported by the new registration system. Managers are now working on the necessary policy changes to further improve work processes. During a workshop on data and reporting, we discussed with the management team how they want to achieve their ambitions for data-driven work. This session caused a lot of enthusiasm and motivates the team to successfully implement the system as well as the wider organizational changes.

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Conclusion and outlook

Data foundation for BI & AI

With the new registration system, a solid data foundation and the AI/BI roadmap, Welzijn Lelystad is taking a big step towards a future where data-driven work comes naturally. In the coming period, the focus will be on:

• Full implementation and adoption of the registration system.
• Setting up the data warehouse and integrating core systems.
• Launch of BI dashboards based on the KPI tree.
• First AI pilots for automatic reports, analysis of trends and identifying risks.

This is how Welfare Lelystad is developing into an organization that not only provides services, but also has continuous insight into their effectiveness and then uses those insights to increase its impact.

Now that the new registration system has been fully implemented, Flawless Workflow and Welfare Lelystad will continue to work closely together to Devising and implementing AI solutions. Think of applications such as automated reports, predictive analyses and smart alerts that help professionals act faster and better.

Linking these innovations to the existing data and BI structure creates a powerful foundation for data-driven work. This is how Welfare Lelystad is taking another step forward towards a digital future, where technology and craftsmanship go hand in hand to further strengthen social well-being in the city.

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