Project Background & Details
Goals
To create a platform that acts as a portal for digital nominations from CMS, CFD and CMPD for the Winter Holiday Gift program operated by CMPD Explorers. Including the able to share information with project partners (Link 107.9, Fox46, Salvation Army). Additionally, to create an electronic registration system for volunteer options which would include delivery volunteers, toy drive, toy drop box.
Background and strategic fit
This will be a tool used by CMPD, CFD, CMS and Partners to aggregate the referrals, check on status, update information and more effectively run the gift program. Volunteers to sign up, get information and select shifts to work.
Project Scope
Establish website and database to accept nominations. Create user login ability to check status and update information on nomination form. Including, reporting functionality, Volunteer sign up and User/Partner update and notifications.
Additionally, create paper document for counselors to print and send home with nominated child for parental information and signature. This will be housed within the website and available for pdf print out.
Security Requirements
Due to security concerns about potentially sensitive information. Hosting will be hosted through Azure and administered by Code for Charlotte, specified data fields will be encrypted and SSL certificate provided.
User classes and characteristics
Nominator
This group is CMS counselors, CFD, CMPD officers to nominate a child or family to participate in the program. The main functionality needed is account creation, child nomination, ability to verify status of nomination and update information.
These users would be served in Phase 1.
Partners
This group is Salvation Army, Link 107.5 and other partners that come online. Salvation Army receives a report outlined below in the reporting section.
These users are served in the reporting functionality.
olunteers
Contact info, email (reminder), phone number, shift selection (0900-1200/1300-1600). Organization Coordinator (how many).
Administration
This group is the CMPD officers and division leads that administer the program. This group main functionality needed is approve users, approve nominations, sort to divisions, coordinate gift delivery and volunteers, and generate reporting for partners.
Operating Environment
Creation of paper nomination form and website.
Program Parameters
Age Requirements
CMPD program (includes ages 0-14 years).
Delivery
Community Coordinators verify Saturday delivery with family. Deliver is made to child’s home by CMPD and volunteers on day scheduled by Community Coordinators. This is done on the Division level.
Phase .5
Purpose
Creation of paper nomination form that goes home with child for parents to fill out.
Intended Audience
This will be a tool used by CMS and families wishing to participate in the program.
Phase Scope
This phase is completely on paper and only intended to provide an appropriately branded nomination form for the Winter Gift Program.
Delivery Date
This phase was delivered on October 31, 2015. (Document #1 & Document #2)
Phase 1
Purpose
To create a website that acts as a portal for digital nominations from CMS, CFD and CMPD for the Winter Holiday Gift program.
Intended Audience
This will be a tool used by CMPD, CFD, CMS to enter nominations, check on status and update information.
Phase Scope
User Features: Create user login ability, establish website form and database to accept nominations. Within user login - ability to verify status and update information on nomination form.
Admin Features: Ability to approve users, approve or reject nominations.
User Features
Nominator
This class would need to get the following notifications:
User account is approved
Nomination is approved or not approved
Reminder to update information before deadline
Feature 1: User sign in
Purpose: To allow all users to set up account. Inside account they can verify their own status, submit applications, update information and follow-up that presents have been delivered.
User Account Form Fields:
Name
Title/Rank
Phone
Email Address
User Type (drop down with options)
CMPD
If selected, ask:
Division/Unit
Division Address
Division Phone Number
CFD
If selected, ask:
Fire Station
Station Address
Station Phone Number
CMS
If selected, ask:
School Name
School Address
School Phone Number
Partner
If selected, ask:
Agency Name
Agency Address
Agency Phone Number
Recipient
Feature 2: Application Form
Purpose: To move this process from paper applications to digital applications. This form will be the outward facing application that is filled out by anyone in the nominator user group.
*Required Fields
Form Fields:
Head of household
*Name (separate field for first, middle, last)
*DOB
Race
Gender
*Last Four of Social Security Number
Email Address
Phone Numbers (Separate field for Home, Cell, Work)
Home Address (Street, City, Zip code)
Work Address (Street, City, Zip Code)
*Preferred method of notification/reminders (email, mail, text)
Add Child Button
*First name
*Gender
*Age
*Does the child request a bicycle? (yes/no)
If yes, What size bicycle
If yes, What style do you prefer (mountain/bmx)
*Does the child receive free or reduced lunch? (yes/no/unknown)
If no, please tell us more about the specific circumstance for the referral
*Reason for referring child and/or family?
*School Information
School Name
Address
Phone Number
Contact person - outside of school phone number
Would you like to enter a wish list? (yes/no)
If yes ask the following questions:
Requesting Clothing? (yes/no)
Shirt Size
Pant Size
Coat Size
Shoe Size
Additional Gift Ideas, $50 and under (yes/no)
If yes, open fields for wishlist to be entered
Bottom of the screen buttons:
Add Another Child Button
Complete Nomination Button
Cancel Nomination Button
Return to Main Menu
Internal Database Fields:
These fields will auto generate when a nomination is entered:
CMPD Case Number
(YYYYMMDD-last4digitofthephoneumberthatcalled911-2 digit number of calls within that minute)
If sent in from CMFD
Use CMFD Case Number Format
Box Number
Division-Response Area-Family#-Child#
Referring Contact Person Information from User Account
Child number shouldn’t repeat. Each Child Number is unique.
Encrypted Fields:
DOB
Last Four of SSN
Email
Home Phone
Home Address
Work Address
Feature 3: Geocode application
Purpose: To easily filter nomination by PD division. This will allow a verification if applicant is already nominated and prevent “double dipping”. This will also allow better follow up by PD division after the holiday.
Admin Features
Administrators
This class would need to get the following functionality:
User account is approval
Nomination approval
Feature 1: Approve Users
Purpose: When a user requests a username it will ping with general email address for the Winter Gift program and then the admin will go into the system and approve application. That will generate an automated response to the user telling them their request has been approved.
Feature 2: Approve Nomination
Purpose: When an users submits a nominee application it will need approval from admin. This will ping the admin general email that a new application has arrived. They will log into the admin account and approve or reject the application.
Support Features
Purpose: Establish base level Service Level Agreement
Feature 1: Password Reset
Add password reset with automated email option to user login page
Feature 2: Written Instructions
Create written instructions with detailed screenshots of what to do and how to enter a nomination form.
Feature 3: Email Support Contact
Establish support@codeforcharlotte.org dedicated to providing support for CMPD project during designated times, according to service agreement.
Feature 4: On Call Pager Duty
Sign agreement with Technical Lead to provide “Pagerduty” services for project during designated operational times.
Mockups
Process Flow
Delivery Date
This phase is scheduled to be delivered on August 22, 2016.
Phase 1.5
Purpose
Feedback & Revisions
Phase 2
Purpose
Add reporting and expand administration features, including packing needs.
Intended Audience
This will expand the usability of the software to administrative and partner functionality.
Phase Scope
Add partner reporting, packing needs, end of year reporting and automated notification.
Reporting Features
Partner Reporting
Format .csv
Salvation Army Report to include:
Head of Household
Family #
Child #
Child First Name
Race
Age of Child
Wishlist
End of Year
Currently this is set to be a full export of data because database will not be a available year round to run reports.
Packing Slip Features
Feature 1: Mailing Label
Notification Features
Purpose: This is to automate notifications.
Reminder to Update Nominee Information
Feature 1: Update Reminder
Purpose: Automate reminder to update the nominee information before packing slips are printed.
Delivery Date
This phase is scheduled to be delivered on October 24, 2016.
Phase 3
Purpose
Add additional notifications, thank you features and volunteer features to round out software features.
Intended Audience
Everyone that touches this program.
Phase Scope
Add notification, thank you and volunteer features.
Notification Features
Feature 1: Notifications
Purpose: To keep families up to date on status and reduce the need to call CMS and CMPD for status. As well as, provide reminder functionality for anything that needs to be completed or updated.
Functionality: Notify families of status and reminders via selected preference
Status - when application is received
Include expected dates of approval/non-approval notification and what to expect from the program.
Status - When approved
Reminder - update address before delivers are scheduled.
Thank You Features
Purpose: To allow the recipient to thank CMPD, CFC and Partners. To also make it easier to publicize the program and relationship building aspect.
Volunteer Features
Purpose: This would allow volunteers to create a user account and sign up and track volunteer shifts and see opportunities to get involved. Automation of reminder notification would also be an option.
Delivery Date
This phase is scheduled to be delivered in 2017.
Other Possible Features
Letters to Family
Template letter for CMS Counselors
Cover letter for paper application form:
Notification that they have been nominated, program rules, outlining website to check status and expectation of the program.
CMS Wish List
Would like a way for the gift recipients to thank the CMPD
What about including thank you letter with the present?
Social media options in user accounts?
Better way to communicate with families than posted mail.
User account was given preferred way to contact (email, mail and text)
Clear up confusion about gift delivery or pick up.
Gifts will be delivered by PD and Volunteers.