The war in Ukraine has caused millions to flee. Takecarebnba platform that connects refugees with host families, received 20,000+ applications from host families in a very short time. To process these applications administratively, Takecarebnb had to prepare an application for a VOG certificate, among other things. Because volunteers had their hands full with other tasks, RPA was applied to automate this process.
Department:
Screening
Applications:
MyJustis, CRM
Results:
20,000 VOG statements requested
Takecarebnb: matching refugees with host families
Takecarebnb is a nonprofit organization founded in 2020. The platform aims to help people fleeing conflict or natural disasters find temporary shelter. In the period following the outbreak of war in Ukraine, Takecarebnb has been busy helping more than 10,000 refugees from Ukraine find a safe place to stay.
The labor-intensive process of screening, matching and handling takes an enormous amount of time for Takecarebnb’s staff and volunteers. Automating part of the process with RPA allowed them to focus on other tasks.
Reason for applying RPA
Since Russia’s invasion of Ukraine, many people have left the country in search of safe haven. This is also how refugees ended up in the Netherlands, and platform Takecarebnb, in cooperation with the Red Cross, is trying to provide everyone with a place to stay. Over a period of several months, more than 30,000 people signed up as host families. Takecarebnb volunteers had to screen, match and handle all these applications in a short period of time.
After applications are screened, a Certificate of Good Conduct (also known as VOG) must be obtained for each potential host family. By entering personal information online at the Ministry of Justice and Security website, a VOG application can be submitted. Now entering this data quickly takes 3 to 4 minutes. With just over tens of thousands of applications, that equates to about 500 to about 1,000 labor hours to manually enter all the data. This volunteer time could be better spent.
Approach RPA process
A volunteer struck up a conversation with one of our RPA Developers and talked about the time-consuming process during this time of crisis. Thanks to his experience within the RPA field, he was able to quickly make the link between the administrative workload at Takecarebnb and the application of Robotic Process Automation. By applying this technique, much of the administrative work can be taken over.
Through a previous assignment for a client, Tacstone Technology was already familiar with the VOG application process. Thus, the process could be developed and deployed in a few hours to work within Takecarebnb as the “digital volunteer.
Case study: Applying for VOG
Meanwhile, the platform Takecarebnb has been working with Robotic Process Automation to apply for VOG certificates for some time. Through the software robots have now applied for 20,000+ VOGs. By handling these applications quickly and error-free, volunteers have more time to screen applications and the automated process ensures fewer errors in the steps afterward.
Watch the video!
Free UiPath license for nonprofit institutions
At Tacstone Technology, we are glad we were able to lend a hand in this crisis situation. With the help of our partner UiPath, we were able to offer Takecarebnb a free RPA license. We would love to help more non-profit organizations automate their processes to achieve their goals faster and easier.
Also working at a non-profit institution and interested in applying RPA? Then get in touch.
