We need a serious upgrade to how we manage client cases at DCP. Right now it's a mix of paper forms, sticky notes, and Excel spreadsheets. We're processing about 16,000 people a year with 2 intake coordinators and 5 case managers. The biggest problem is incomplete applications — clients submit forms but don't include all their documents, and then our staff spend hours calling and emailing to track everything down.
D
That's exactly the kind of workflow I can automate. With 16,000 clients a year and a small team, every manual follow-up is a real cost. Let me understand the current process before I design the solution:
1. What's your primary service for financial assistance?
A
Family Resource Day (FRD) — registration + resource distributionB
Emergency Financial Assistance (EFA) — housing, utilities, emergency fundsC
Both FRD and EFA are equally critical✓
EFA is the priority — it has the most complex document requirements2. What happens when documents are missing today?
A
Staff manually call each client — takes hours every weekB
We email clients but they often miss or ignore generic remindersC
Cases just sit in limbo — we lose track and they expire✓
All of the above — it's completely manual and nothing slips get caught3. How should cases move through the pipeline?
A
Linear: New → Review → Approved/DeniedB
Kanban: New → Pending Docs → In Review → Approved → Active → ClosedC
Simple list with status tags — no visual pipeline✓
Kanban is primary, but also want a sortable table view4. What's the document deadline for EFA applications?
A
7 days from submission✓
14 days — after that the case expiresC
30 days — clients have time but often forgetD
No hard deadline — but faster = better for clients in crisis1. D — EFA has 9 required documents and that's where we lose the most time
2. D — all of those are real problems for us
3. D — Kanban for the visual overview, table when I need to sort by deadline or caseworker
4. B — 14 days is our hard deadline, cases expire after that
D
14-day deadlines are tight. That means the automated follow-up timing is critical — we need to hit clients at exactly the right moments. Two more questions:
5. What documents does EFA require? (I'll pre-configure the checklist)
A
Just ID and income verificationB
ID, pay stubs, bank statements, lease/eviction notice, utility bills✓
Full checklist: Photo ID, pay stub (30 days), bank statement (2-3 months), proof of address, lease agreement, eviction notice, utility bill, landlord contact, income verification letterD
It varies by case — we need to customize per application6. What automated follow-ups should fire for missing documents?
A
One reminder at day 7B
Day 7 reminder + day 12 final warningC
Day 0 welcome with checklist, Day 7 reminder, Day 10 urgent, Day 12 final warning, Day 14 expiration notice✓
Same as C, plus supervisor gets CC'd when a case hits day 105. C — we need the full 9-document checklist for EFA
6. D — yes, supervisor escalation at day 10 is important. Cases approaching deadline need extra eyes.
D
Here's the complete plan for cases.dcp.daemo.ai:
Case Pipeline:
• Kanban: New → Pending Docs → In Review → Approved → Active → Closed
• Table view toggle with sort by deadline, caseworker, service type
• Urgency color-coding: Day 10+ = red border, Day 7-9 = amber, safe = normal
Case Detail (5 tabs):
• Overview — full client info from intake form, household members table, stage history timeline
• Documents — 9-item EFA checklist with ✅/❌/⚠️/🔄 status per doc + per-doc "Send Reminder" button
• Budget Worksheet — auto-calculated income/expenses from EFA form, monthly balance with red/green indicator
• Communications — full log of automated emails sent, calls logged, status change notifications
• Notes — caseworker internal notes
Automated Follow-Ups:
• Day 0: Welcome + full document checklist with upload link
• Day 7: Missing doc reminder (personalized per missing doc)
• Day 10: Urgent reminder + supervisor CC
• Day 12: Final warning
• Day 14: Case expiration notice
Forms: FRD + EFA linked from forms directory at dcp.daemo.ai/forms
Dashboard: Pipeline stats, deadline alerts, caseworker workload, activity feed
2:08 PMCase Pipeline:
• Kanban: New → Pending Docs → In Review → Approved → Active → Closed
• Table view toggle with sort by deadline, caseworker, service type
• Urgency color-coding: Day 10+ = red border, Day 7-9 = amber, safe = normal
Case Detail (5 tabs):
• Overview — full client info from intake form, household members table, stage history timeline
• Documents — 9-item EFA checklist with ✅/❌/⚠️/🔄 status per doc + per-doc "Send Reminder" button
• Budget Worksheet — auto-calculated income/expenses from EFA form, monthly balance with red/green indicator
• Communications — full log of automated emails sent, calls logged, status change notifications
• Notes — caseworker internal notes
Automated Follow-Ups:
• Day 0: Welcome + full document checklist with upload link
• Day 7: Missing doc reminder (personalized per missing doc)
• Day 10: Urgent reminder + supervisor CC
• Day 12: Final warning
• Day 14: Case expiration notice
Forms: FRD + EFA linked from forms directory at dcp.daemo.ai/forms
Dashboard: Pipeline stats, deadline alerts, caseworker workload, activity feed
This is exactly what we need. The automated day-10 supervisor escalation is going to save us — right now cases just quietly expire and we don't catch it until it's too late. Build it.
D
Done! Your case management system is live at https://cases.dcp.daemo.ai ✅
15 active cases are loaded with full mock data — Maria Santos, Carlos Mendez, Priya Patel, and 12 more, each with real document checklists, budget worksheets, and communication histories.
The Kanban shows urgency at a glance — 3 cases are already in the red zone (Day 10+). The automations page shows all 6 email triggers with live stats.
3:02 PM15 active cases are loaded with full mock data — Maria Santos, Carlos Mendez, Priya Patel, and 12 more, each with real document checklists, budget worksheets, and communication histories.
The Kanban shows urgency at a glance — 3 cases are already in the red zone (Day 10+). The automations page shows all 6 email triggers with live stats.
