Independence and connection via a Bubup Wilam-developed mobile application

Client
Bubup Wilam
Industry
Aboriginal Childcare, Education, Health + Wellbeing
Services

Solution Architecture

Web Development

Design

Challenges
• Bubup Wilam needed a solution that provided a “virtual doorway” into their centre which allowed for centralised record keeping, communication and progression against unique measures. 
• No technology existed on the market that would allow the educator and care provider to understand the whole journey of the child.
• Retaining ownership of the application and data was critical, alongside it being an authentic and culturally appropriate solution.
• It needed to be a simple, secure and easy-to-use platform that provided the right information to educators, families and staff, whilst navigating and respecting each child’s data. 
Solution
• Nothing off-the-shelf existed, so Bubup, assisted by Notitia, built their own solution, a fit-for-purpose web platform.
• Notitia’s solution incorporated both current (CRM and clinical) systems and potential future systems as input applications into a centralised view of the child.
• The web platform would provide Bubup Wilam with a simple, elegant application that is flexible to support the holistic care and education provided.
Results
• Bubup Wilam are now able to view all touchpoints with the child; from their first enrolment enquiry, to school-age follow ups.
• Their bespoke web platform solution meets all of their unique needs as a holistic early years education and family wellness provider. 

About Our Client

Bubup Wilam

Bubup Wilam means “Children’s Place” in Woi Wurrung language.

An early years’ service, operating as an Aboriginal Community Controlled Education, Health, and Wellbeing organisation, Bubup Wilam’s vision is to “support children who are proud and have a strong Aboriginal identity as their foundation for lifelong learning, health, and wellbeing”.

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Overarching Challenges + Considerations

Bubup Wilam needed a solution to provide a holistic view of each child, family, and mob.

No technology existed on the market that would allow the educator and care provider to understand the whole journey of the child.

The solution needed to be an online record, resource and communication channel for Bubup Wilam educators, administrators, health practitioners and families.

It would capture and communicate day-to-day activities and long-term progress towards the goals within their unique curriculum framework.

While Bubup Wilam had data in a standard CRM and standard Clinical Practice Management System, because they provide more than the services of a preschool and doctor's clinic, it was apparent that a unique solution was required - one that would meet their overarching needs as a holistic early years education and family wellness provider. 

Goals and Considerations

● Bubup Wilam’s very unique education curriculum, meant that off-the-shelf products would not be “fit for purpose”

● Reduce use of paper products

● Future-proof in the case of future COVID restrictions and maintain close communication with families, even with physical distancing limitations

● The solution would replace manual and resource-heavy child and activity recording and information flow between stakeholders. It would be quick and easy for staff and families to access, navigate, input and access information about each child

● Embrace indigenous data sovereignty: Aboriginal organisations, not multinational cloud providers - should own their own data

● Legislative requirements to hold data for 25 years and remain available for audit purposes

Technical requirements

● A centralised location to track all interactions with a child

● Defined security rules that ensure confidentiality and access is only provided to specific users

● Read from industry-standard Customer Relationship Management (CRM), clinical practice management software and other off-the-shelf systems

● Customisable so that only the relevant functions are displayed to the relevant user

● Software as a Service (SaaS) with Australian hosting

Notitia’s Approach + Investigation

Notitia examined Bubup Wilam’s unique business challenges and worked alongside them to provide a long-term strategy and solution that addressed their specific needs. 

Market Analysis

Through a market scan, Notitia confirmed that no ‘off the shelf’ solutions would meet the technical requirements.

Notitia explored the option to customise existing CRMs that could potentially provide the functionality that Bubup Wilam required. We concluded that this would come at significant implementation and ongoing cost which would not provide any additional benefit.

Solution: A fit-for-purpose web platform

The web platform would provide Bubup Wilam with a simple, elegant application that is flexible to support the holistic care and education provided. 

Web Platform Requirements

● Reduce heavy administration load, make it quick, easy to use and streamlined to eliminate “siloed” information flow and one-way communication between stakeholders

● Visually lay out individual information about each child (and their family). Communicate and record their activities and points of interest, based on their unique framework and measures

● Allow for restrictions based on administration levels and individual carer access for each child

 ● Pull data, such as attendance records, from any CRM and any clinical practice management system
 
● Act as a record for legislative audit requirements

A CRM for the patient, the family, and the mob

Notitia’s solution incorporated both current (CRM and clinical) systems and potential future systems as input applications into a centralised view of the child. This allowed Bubup Wilam to view all touchpoints with the child; from their first enrolment enquiry, to following-up their progress at school.

Longitudinal view of the child

All interactions will be stored against the child’s record. Attendance, early years learning plans, conversations with social workers and therapists, dietary requirements and more, will be shown as a longitudinal view of the child.  

Family + mob holistic view

Children are linked to their family and children’s learning plans and goals are created and updated collaboratively with family. This provides context and a holistic view of each child for Bubup Wilam employees and health practitioners.

Language groups and mobs are linked as part of a growing pool of wording, pronunciation and spelling, that is reflective of the family identities.  

A scalable and customisable solution

The entire aesthetic of the solution will be customisable so that the application can evolve over time.The key to a solution that can develop in pace with Bubup Wilam’s long-term goals and needs:

● The web platform product will be hosted securely in Australia.

● Designed to be modular, with no dependency on specific source systems. This will give Bubup Wilam the ability to pick and choose source systems that are most suited to their needs.

● Functionality will be able to be turned on and turned off as modules.

● The entire aesthetic of the solution will be customisable so that the application can evolve over time.

Solution Architecture + Web Development

What

● Custom Designed + Built Front-End Portal/Web Application
● Back end application interface
● Ongoing transfer data between CRM SQL database

Portal/Web Application Functionality

● Allows a user to log in with existing organisational credentials
● Replicates data from CRM nightly
● Replicates data from Clinical System nightly
● Stores data in an aaS (as a service) database
● Presents a ‘child view’ on a page with: 
  - Historical view of all interactions as sequence/flow
  - Protected/detail view which allows only specific users access to detailed notes
  - Allows for notes to be saved against the record
  - Allows for events to be created by the user (eg: made phone call, had conversation)
● Presents a view ‘by child’
  - Allows for events to be created by the user such as eating, sleeping, nappy changes, education or development e.g. “played with peers in a group setting”
● Allows for all data to be exported
● Allows for theming of the entire web application.

Functionality available in this app can be summarised as follows:

Early Years

● Where a teacher can communicate to a parent about their child 
● Ability to post both text and images
● A parent can comment on a post but not delete a post
● Feed is similar to “Facebook”

Attendance

Record for each attendance for each child with the following information:
● Time in
● Time out
● Total days/attendances

Health + Wellbeing

● A request for an appointment with a clinician can be submitted here
● Triggers a standard email
● QikKids captures medical information from appointment details submitted 

Early Years

● Where a teacher can communicate to a parent about their child 
● Ability to post both text and images
● A parent can comment on a post but not delete a post
● Feed is similar to “Facebook”