How Will Victim Services Case Management Software Make a Difference in Your Service Delivery?

Social Solutions Blog

How Will Victim Services Case Management Software Make a Difference in Your Service Delivery?

Documentation is a part of best practices when it comes to domestic violence service delivery. Data is increasingly important in today’s world, and your nonprofit will benefit from collecting and tracking your data. Tracking your clients is a requirement for VOCA, HUD, and ESG CAPER, but going beyond the basics and tracking more data can help you with service delivery in the long run.

Using victim services case management software to track your data is one of the many options available to your nonprofit.  A recent study by NAPCO Research shows that 99% of the nonprofits that use case management software believe it’s solved pain points, such as improving access to the data donors want, better case management, or reduced effort to produce reports.

What problems could case management software help solve for your organization?

Data Safety

When it comes to working in victim services, client safety is of the utmost importance. Securing your data is not only the law, but it also gives your clients peace of mind that no bad actors can access their information. Using victim services case management software gives you more control over data security; only people who are authorized to have access to case information are able to read and edit that data.

Requiring users to log in before accessing and editing case information gives you the opportunity to hold everyone accountable. Carefully consider which members of your staff need to see which information. A therapist, for example, may not need to see the same client data as a case manager. Assign data permissions accordingly to ensure all data is accessible to the right people at the right time while also being handled correctly and safely.

Program Measurement and Improving Outcomes

Knowing that you’re making a difference in the community you serve is important. Measuring the outcomes of your programs is how we all benchmark success. Not only does this prove your worth to donors, it helps you make the right decisions when it comes to service delivery.

Tracking your clients through every part of their time with your organization can help show what you do that’s most successful. Are those domestic violence prevention classes you run to teach skills as popular as you hoped it’d be? Are client roadblocks like access to transportation or childcare hindering attendance to domestic violence prevention classes?

Another part of program measurement highlights your team’s data. When you know who is working with clients, how often, and which services they provide, service delivery can be adjusted easily based on case load per manager. We’ve also heard a few of our users say that this data can be used to identify internal subject matter experts, who then go on to lead team training and share the secrets to their success.

This is why tracking outcomes is important — you’ll have answers to your service delivery questions!

Thoughtful reporting can show more than just the number of clients served, beds filled, or attendance to your programs. Externally, you can show how your organization makes a difference, for one client or many. Internally, your data can help drive improvement and make your team more effective. You can also see if some of the things you’re doing aren’t quite having the impact you’d hoped for, giving your organization to opportunity to shift focus towards something more helpful.


Having the ability to report is critical when it comes to funding in victim services. While improving our programs is a fantastic benefit of case management software, we do still have to meet our funders’ requirements! And we all know how particlar HUD, VOCA, and ESG CAPER can be.

You should be able to help your case managers ensure that they capture the right data all year round, and then be able generate reports in a matter of minutes. When the time arrives to apply for funding from VOCA, HUD, and ESG CAPER, you’ll have an easier time getting the numbers you need for funding in the formats they require.

Being able to generate real-time reports can also help you when it comes to funding outside of VOCA,HUD, and ESG Caper. Maybe there’s a grant you find or perhaps you want to run a funding campaign. Funders love data, and you’ll be able to provide the most up-to-date information about the impact.

Using victim services case management software is one of many options available to your nonprofit, but it can quickly prove to be one of the best options. Not only will it help you easily meet funding requirements, it can help you run your services in daily operations, and help you prepare for the future.

Did you know?

Apricot’s reporting platform allows you to create and share reports securely within the system. Reporting happens in real time so that you can monitor results and be responsive when it matters.

Did you know?

With Apricot, your data is right at your fingertips in a cloud-based solution that gives your organization freedom from paper files, spreadsheets, local hardware, and monthly maintenance downtimes.

Did you know?

Apricot is hosted on a best-in-class Amazon Web Services (AWS) environment so your data is secure, backed up, and compliant. User-based permissions and audit trails further enable secure access to data.

Did you know?

Apricot allows you to easily track volunteers as well as clients. Utilize guest user modules and webforms to further engage your constituents.

Did you know?

Track, report, and assess your organization’s mission! Apricot allows you to track clients, volunteers, services, and more.

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