What’s new

New Case Management Dashlets

In this update, we're thrilled to unveil new case management dashlets designed to significantly improve how caseworkers and managers handle cases.

• Real-time Insights: Quickly grasp the status of your cases and case managers at a glance, enhancing your ability to respond promptly and effectively. Whether it's monitoring case progress or assessing workload distribution, these insights are accessible in real-time, ensuring that you're always informed.

• Data-driven Decision Making: Empower your team with actionable data that can significantly improve your program and case oversight. Through detailed analytics and customizable reports, stakeholders can make informed decisions that align with strategic goals and client needs.

• Operational Agility: Enhance your team's ability to act swiftly. By presenting critical data visually, caseworkers and managers can immediately identify areas requiring attention or action. This direct access to essential information reduces delays, facilitating a more agile response to both routine and urgent case developments.

• Trend Identification: Easily identify patterns and anomalies within your case data, enabling proactive management and strategy adjustments. This feature is crucial for anticipating shifts in case dynamics and allocating resources more effectively, ensuring that your team is always ahead of the curve.
  

Now, let's delve into more details regarding this updated feature:

Active Cases per Program

This new dashlet provides a visual representation of case statuses across various programs, utilizing pie charts to display the distribution of active, closed, and total cases for each program. It offers a clear, immediate understanding of the workload and outcomes, which is essential for effective case management. 

Here's how this benefits your team:

• Immediate Visual Insights: Quickly assess the volume and status of cases in each program. The pie charts offer an at-a-glance understanding of the distribution between active and closed cases, enabling you to gauge program workload and success rates effortlessly.

• Enhanced Case Management Efficiency: By visualizing case statuses, caseworkers and managers can prioritize resources and attention more effectively, focusing on programs with higher active case loads or identifying those with excellent closure rates for best practices.

• Strategic Planning Support: Understanding the proportion of active to closed cases aids in strategic decision-making. It provides valuable insights into program performance, helping to identify areas for improvement or investment.

• Streamlined Reporting and Communication: This dashlet simplifies the reporting process, making it easier to communicate program status and progress to stakeholders. With data visually represented, sharing insights becomes more impactful and engaging.
  

To configure your Cases Per Program Dashlet, click on the gear icon.

 

Here you can:

• Choose which Programs to display

•  Click and drag Program Names to arrange them in your preferred order.

• Determine which of your statuses are active, as opposed to closed or completed cases.

• Show Program Totals.

• Only show cases that have been assigned to you.*

• Select which cases to show by intake date range.
  

(*Requires your Sumac User Account to be attached to a Case Manager Contact Record)

Case Manager Caseload Dashlet

This dashlet offers a focused view on individual case manager workloads, presenting the number of active cases per manager or visualizing their caseloads through a dynamic progress bar.

The Caseloads Dashlet can display the number of active cases assigned to each manager

Or use a progress bar to illustrate their caseload relative to your predefined thresholds:

This visualization aids in monitoring caseload distribution and ensures balanced caseload assignments. Here’s a detailed look at some of its advantages:

• Proactive Workload Management: This dashlet allows for real-time monitoring of case manager caseloads, ensuring that no individual is overwhelmed with cases. By visually identifying who is nearing or exceeding their capacity, managers can make informed decisions to redistribute cases and prevent burnout.

• Optimized Resource Allocation: Understanding each case manager's capacity enables more effective resource allocation. Managers can assign cases based on current caseloads, ensuring a balanced distribution that maximizes efficiency and fosters a supportive work environment.

• Enhanced Team Performance: By preventing overload and promoting a balanced distribution of cases, this dashlet helps maintain high levels of team morale and performance. Managers can quickly identify and address workload disparities, leading to more satisfied case workers and improved case handling.

• Goal Setting and Performance Tracking: The progress bars serve as a visual benchmark for performance and capacity planning. They not only help in setting realistic caseload limits but also in tracking progress towards these goals, facilitating a culture of continuous improvement.

• Improved Service Delivery: Balanced caseloads mean that each case receives the attention it deserves, improving overall service delivery and client satisfaction. This dashlet helps ensure that every case manager can devote the necessary time and resources to their cases, leading to better outcomes for clients.
  

To configure your Caseloads Dashlet Preferences, click on the gear icon.

Here you can:

1. Choose which Case Manager to display
2. Click and drag Case Manager Names to arrange them in your preferred order.
3. Choose to only show the Case Manager’s First Name in the Dashlet
4. Determine which of your statuses are active, as opposed to closed or completed cases

You can activate the progress bar view in your Caseload Dashlet by setting your Case Manager Capacity Limit.

Active Cases by Stage

• Enhanced Case Management: Simplify tracking and managing of active cases with clear, visual data.

• Strategic Insight: Gain actionable insights for informed decision-making and better resource allocation.

• Progress Tracking: Monitor the movement of cases through stages to identify trends and areas for improvement.

• Operational Efficiency: Quickly identify bottlenecks or disparities to streamline operations and improve service delivery.

To configure your Active Cases By Stage Dashlet Preferences, click on the gear icon.

 Here you can:

1. Choose which Stage to display
   
2. Click and drag Stages to arrange them in your preferred order.
   
3. Determine which of your statuses are active, as opposed to closed or completed cases.
   
4. Only show cases that have been assigned to you.*
   

(*Requires your Sumac User Account to be attached to a Case Manager Contact Record)

Active Cases by Age

The "Active Cases by Age" feature provides a segmented view of active cases based on their age, categorized as less than 7 days, less than a month, less than 12 months, and more than a year. This visualization enables precise monitoring of case timelines, offering insights into the longevity and timely resolution of cases within your system.

• Timeliness Insight: Understand the distribution of case ages to prioritize actions and ensure timely case resolutions.

• Operational Planning: Utilize age-based segmentation to improve workflow planning and resource distribution.

• Efficiency Improvement: Identify trends in case processing times, pinpointing opportunities for streamlining case management.

• Service Optimization: Monitor and reduce the number of long-standing cases to enhance overall service delivery and client satisfaction.

To configure your Active Cases By Age Dashlet Preferences, click on the gear icon.

Here you can:

• Determine which of your statuses are active, as opposed to closed or completed cases.

• Only show cases that have been assigned to you.*
  

(*Requires your Sumac User Account to be attached to a Case Manager Contact Record)

Days in Program Dashlet

The "Days in Program" feature offers a detailed breakdown of the duration clients spend in a program or the time taken to close a case, segmented into categories of less than 7 days, less than a month, less than 12 months, and more than a year.

Benefits of using this feature include:

• Program Efficiency Analysis: Gauge the efficiency of program operations by tracking the duration clients spend in various programs.

• Case Closure Tracking: Monitor the time it takes to close cases, helping to identify bottlenecks and improve resolution times.

• Operational Insights: Use duration data to refine program delivery and enhance client experience by identifying areas for speed improvement.

• Performance Benchmarking: Compare durations against benchmarks or goals to assess performance and implement strategic improvements.

Our new Case Management dashlets uses “Case Plans” from our standard Case Management Builds  to function. 

If you are not set up with this or need assistance, please contact us at satisfaction@societ.com.  We're here to ensure your dashlets work correctly.

Looking for tips on customizing your dashboard? Discover how to add, remove, and rearrange your dashlets by reading this knowledge base  article. 

Rolling Months for Dashlets

You asked, we listened! We've heard your concerns about losing the ability to see monthly data comparisons in some of our dashlets as the new year rolled in. To address this, we've launched an exciting update that will revolutionize your experience.

Introducing the "Rolling Monthly Donation Totals Dashlet" and "Rolling Monthly Retention Rate Dashlet." These enhanced versions are crafted to provide a continuous 12-month overview, allowing you to compare each month with the corresponding month from the previous year, ensuring a seamless transition into the new year.

Rolling Monthly Donations Dashlet

Rolling Monthly Memberships Retention Dashlet

Here's how these updates will enhance your reviews:

• No More Gaps: Bid farewell to the frustration of missing data when transitioning from one year to the next. Our rolling view maintains consistent, month-to-month, year-to-year comparisons.

• Full Year Insights: Gain a comprehensive perspective with a 12-month comparison at your fingertips, offering a holistic view of your trends and patterns over time.

• Data Continuity: Experience smooth transitions between years in your dashlets, ensuring your insights and strategic decisions are always informed by complete and continuous data.

• Year-Over-Year Analysis: Effortlessly assess how this month's performance measures up against the same month last year, aiding in trend identification and informed decision-making.
  

For those who have grown accustomed to the traditional views, the original "Monthly Donation Totals Dashlet" and "Monthly Retention Rate Dashlet" remain available. You have the freedom to stick with these versions if they meet your needs.

Ready to switch to the Rolling Monthly versions? Simply navigate to your dashboard Preferences by clicking on the gear icon at the very top portion of your dashboard.

And selecting and dragging over the Rolling Monthly variations of the Dashlets.

Do you like the new changes? We'd love to hear your thoughts! Please share any feedback or suggestions at product@societ.com

Further History Tab Enhancements

We've introduced further enhancements to the History tab, focusing on what you think matters most. Now, it's even easier to see what you need without extra scrolling or clicking.

The components within the History tab now dynamically adjust! When you collapse a component, the remaining components automatically adjust to utilize the newly freed space.

All components expanded

Only History Area expanded

Only Meetings and Reminders expanded

Here's how these changes make your day-to-day tasks easier:

• Dynamic Space Optimization: When you collapse a section, the space is automatically reallocated, ensuring the most relevant information is always front and center.

• Enhanced Visibility: As sections expand, they reveal more records, providing a more comprehensive overview of your history without the need for manual adjustments or navigating through different areas.

• Customizable Viewing Experience: You can now tailor the History tab to better suit your needs by minimizing sections that are less relevant, focusing on what's most important to you.

• Increased Productivity: Gain more efficient access to a wider overview of your history, with essential information readily available and fewer distractions.
  

Furthermore, Sumac will remember your preferences for expanded or collapsed sections, so when you return to the tab, it will display as you last set it.

And we're not stopping there! We're planning even more features for the History Tab, including adding the option to hide components and closed case records, and the ability to toggle the visibility of case record field labels, just to name a few.

Got ideas or suggestions for making the History tab even better? We'd love to hear from you. Please share your thoughts with us by emailing product@societ.com.

Enhanced Readability Update

Listening closely to your feedback, we've taken action! In response to concerns about our recent color scheme update, we’ve made adjustments to improve text and field label readability.

• The Organization Name displayed in the Sumac Console.

• Headers and subheaders within the left-hand panel of the Sumac Console, as well as throughout each Sumac area.

• The text and headers on dashlets.

• Highlights and text within dropdown menu items.
  

Keep the suggestions and feedback coming. Improving readability is just one of the ways we're listening and adapting to your needs.

Together, we can continuously improve our products and services!

If you have questions or require further assistance, please contact our support team at 877.399.4645 x 1 or email us at support@sumac.com

Extra Fields in Contact Basic Tab

In our latest update, we've further enhanced the flexibility and customization of contact records to align with your organization's specific needs. While creating custom fields has always been a feature of our software, we've now advanced this capability by allowing the integration of custom fields into predefined areas within the Basic tab of a contact record.

For instance, if there's a need to add fields such as "Sex" or "Ethnicity", you can now seamlessly include them in the Personal Information section.