Immigration Practice Management for Non-Profits – Why Transparency Matters

Often, when a non-profit or community-based organization is getting organized, the first thing they research is software to manage their immigration case load. When organizations are ready for a system that is more than a “forms software,” there are so many different options on the market. Would non-profit organizations chose a solution with a per-process pricing over a flat-fee only model? Read this real-life inspired scenario to find out:

Meet Mary, Jane and Beth, paralegals at the local non-profit organization. When the Executive Director first considered an immigration practice software, the organization opted for software that charged high per user monthly fees. In order to save money, the Executive Director decided to purchase two user licenses instead of four (one for each of them). One license contained all administrative rights while the second license was shared between Mary, Jane and Beth. …

Increased Transparency

Early February, Mary left the organization. This departure coincided with a client-incident that forced the Executive Director to investigate what happened on that particular case. Jane and Beth claimed that Mary had deleted their notes about specific warnings that had been made to the foreign national. However, because Mary, Jane and Beth had shared one license, the Executive Director had a difficult time figuring out exactly when the case notes were altered and/or deleted, whether or not those notes were ever made, and by whom. The Executive Director was clearly frustrated.

It’s very tempting for non-profit organizations to limit the number of users or to have users “share” a license in order to save money. Although well-intentioned, this practice muddies the transparency into the organization’s daily processes, causing stress and confusion. A per-process (case) based immigration software, on the other hand, helps non-profit organizations focus more on increasing and improving their case load, rather than worrying about the high monthly user-fees. In this scenario, Mary, Jane and Beth could have all had their own user license, in addition to the Executive Director’s license without having to worry about the high cost user fees each month if they were on a process-based pricing model. Mary, Jane and Beth’s activities would each have been properly logged into the system with the comfort of knowing they would be accountable for their own activities. Meanwhile, an Executive Director’s peace of mind knowing that issues could be isolated in the software and individually resolved without having to call an all-office meeting is priceless.