Clean, intelligent automation
Bufetat developed a bespoke case management system called BiRK and integrated the K2 platform to initiate and automate key processes. In total, BiRK incorporates around 35 different K2 processes, which apply to a variety of child welfare circumstances.
This pivotal new system is now used daily by everyone who works with children in the agency, including more than 5,600 caseworkers. Every month, around 7,500 new documents are received and scanned by Bufetat. K2 automatically assigns each of these incoming documents to a caseworker and stipulates a number of tasks based on pre-defined processes. Caseworkers then review the documents, decide what actions are required and initiate new K2-based workflows to manage subsequent actions.
“K2 workflows support the entire case management process, from the moment a new incoming document is scanned, until an outcome is decided,” said Magne Teigen, senior IT advisor at Bufetat.
K2 ensures that all incoming documents are actioned in line with government procedures, so the organization can be positive that all of its caseworkers have a consistent approach to handling very high volumes of work. In just one year, more than 356,000 K2-based workflows were initiated.
In addition, Bufetat’s senior managers gain greater visibility and control with K2. They can see the status of different cases, monitor how many tasks are allocated to each caseworker and redirect tasks to different employees, if necessary. K2 workflows also improve financial control, making it easier for managers to verify invoices from providers of childcare and child services before accounts are settled.
Bufetat is so proud of its K2 processes and BiRK case management system that it has shared its knowledge with a partner organization called FYLKESNEMNDA – the judicial committee of Norway that makes decisions about complex child welfare and custody issues. FYLKESNEMNDA now plans to use Bufetat’s K2 workflow framework as a best practice model in its own development of an internal case management system.