Child & Family Case Management CRM Development
Budget: $750 – $1,500 AUD
RFQ – Development of Child & Family Case Management CRM
Project Title
Development of a Secure Case Management CRM Platform
Project Overview
We are seeking a developer or development team to build a web-based CRM / case management platform designed for organisations supporting vulnerable children and families.
The platform will initially be deployed on our website during a pilot phase, with the intention of evolving into a subscription-based SaaS platform used by multiple agencies.
The CRM will support:
case management workflows
secure client record keeping
collaboration with partner services
reporting and dashboards
task and care plan management
Due to the sensitive nature of the work, security, privacy and auditability are essential.
Developers may propose either:
building a custom CRM from scratch, or
adapting an existing open-source CRM such as SuiteCRM and customising it.
The goal is to develop a functional pilot system that can scale into a multi-agency platform.
Security & Compliance Requirements
The system must include:
secure login and authentication
role-based access control
encrypted data storage
secure document storage
user activity audit logs
HTTPS / SSL security
Preferred alignment with:
ISO 27001 – Information Security
ISO 27701 – Privacy Information Management
Developers should outline how the system will protect sensitive client data.
Multi-Agency Subscription Platform
The platform is intended to support multiple organisations using the same system under subscription.
Each organisation should have:
separate secure data
their own user accounts
ability to apply their own branding (logo / colours)
control over their internal users
The system administrator should be able to:
create new organisations
manage agency subscriptions
manage system-wide settings
Case Management Workflow
The CRM must support the following case lifecycle stages:
Referral
Intake
Assessment and Planning
Plan Review
Step Down
Case Closure
Each stage should support:
case notes
document uploads
tasks and actions
assigned workers
case status tracking
supervisor approvals where required
Client and Case Records
Each client record should include:
personal details
date of birth
contact details
cultural identity fields where relevant
linked family members and relationships
Each case should include:
case stage
assigned worker
case notes
risk indicators
goals and tasks
care plans
document library
case history timeline
Family and Household Structure
The system should allow linking of:
children
parents
carers
other household members
previous interactions/case plans
Referral System
The CRM should support:
online referral form
referral intake queue
ability to accept or reject referrals
referral allocation to staff
tracking of referral sources
External agencies should be able to submit referrals.
Risk Indicators/frerers support goals/family's support goals
Goals, Tasks and Planning
Workers should be able to:
create client goals
break goals into tasks or actions
assign tasks to workers
track completion progress
Tasks should include:
due dates
reminders
calendar integration
Care Plans with Approval Workflow
The system should support structured case care plans.
Features should include:
care plan templates
actions linked to goals
supervisor approval process
scheduled review dates
plan revision history
Alerts should notify users when:
reviews are due
approvals are required
tasks are overdue
Case Support Costs and Budget Tracking
The system should allow:
recording case support costs
simple case budgets
approval workflows for expenditure
reporting on case spending
Document Library
Each client/case should have a secure document library.
Features should include:
file uploads
document categories
version tracking
permission-based access
Microsoft 365/google Integration
Integration with Microsoft 365/google to support:
meeting scheduling
calendar synchronisation
appointment reminders
task scheduling
AI Support Features (Optional)
The system may include AI support to assist case workers with:
drafting case notes
summarising case notes
identifying incomplete documentation
Integration may use tools such as OpenAI APIs or similar services.
User Roles and Permissions
The system must support multiple access levels including:
System Administrator
Manager / Supervisor
Case Manager
External Partner Service
Client Portal (limited access)
Permissions must control:
record viewing
editing records
document access
approvals
report access
Partner Service Portal
Partner organisations should be able to:
submit referrals
upload documents
communicate securely with case workers
view limited case information where appropriate
Alerts and Flags
The system should generate alerts when:
tasks are overdue
case reviews are due
approvals are pending
risk indicators are triggered
Alerts should appear within user dashboards.
Reporting and Dashboard
The CRM must include interactive dashboards.
Case Worker Dashboard
Workers should see:
active assigned cases
upcoming appointments
overdue tasks
care plan reviews due
alerts or risk flags
This helps workers prioritise work.
Manager Dashboard
Managers should be able to view:
active case numbers
referral numbers
cases by stage
staff caseload distribution
overdue reviews or actions
service demand trends
Reports should be exportable to PDF or Excel.
Reporting Capability
Reports should include:
referrals received
case outcomes
service activity levels
worker caseloads
demographics
case expenditure
Technical Preferences
Developers may propose technologies, but preference is for:
scalable web architecture
secure cloud hosting
API-ready design
integration capability
Deliverables
The project should deliver:
Working CRM platform
Administrator dashboard
Installation and deployment
Technical documentation
Pilot support and bug fixing
User manual for staff and administrators
User Manual
The developer must provide a user manual covering:
system overview
creating and managing cases
referral management
care plans and approvals
tasks and alerts
document management
reporting and dashboards
administrator functions
Future Development (Not Required for Pilot)
Possible future enhancements include:
mobile application
advanced analytics
government reporting templates
expanded SaaS subscription platform
Experience Required
Preference for developers with experience in:
CRM systems
case management software
secure data systems
healthcare or social services technology
Final Note for Developers
Developers are encouraged to propose:
the most cost-effective architecture
whether adapting an existing platform such as SuiteCRM would be suitable
an estimated timeline and cost for the pilot system
Project Title
Development of a Secure Case Management CRM Platform
Project Overview
We are seeking a developer or development team to build a web-based CRM / case management platform designed for organisations supporting vulnerable children and families.
The platform will initially be deployed on our website during a pilot phase, with the intention of evolving into a subscription-based SaaS platform used by multiple agencies.
The CRM will support:
case management workflows
secure client record keeping
collaboration with partner services
reporting and dashboards
task and care plan management
Due to the sensitive nature of the work, security, privacy and auditability are essential.
Developers may propose either:
building a custom CRM from scratch, or
adapting an existing open-source CRM such as SuiteCRM and customising it.
The goal is to develop a functional pilot system that can scale into a multi-agency platform.
Security & Compliance Requirements
The system must include:
secure login and authentication
role-based access control
encrypted data storage
secure document storage
user activity audit logs
HTTPS / SSL security
Preferred alignment with:
ISO 27001 – Information Security
ISO 27701 – Privacy Information Management
Developers should outline how the system will protect sensitive client data.
Multi-Agency Subscription Platform
The platform is intended to support multiple organisations using the same system under subscription.
Each organisation should have:
separate secure data
their own user accounts
ability to apply their own branding (logo / colours)
control over their internal users
The system administrator should be able to:
create new organisations
manage agency subscriptions
manage system-wide settings
Case Management Workflow
The CRM must support the following case lifecycle stages:
Referral
Intake
Assessment and Planning
Plan Review
Step Down
Case Closure
Each stage should support:
case notes
document uploads
tasks and actions
assigned workers
case status tracking
supervisor approvals where required
Client and Case Records
Each client record should include:
personal details
date of birth
contact details
cultural identity fields where relevant
linked family members and relationships
Each case should include:
case stage
assigned worker
case notes
risk indicators
goals and tasks
care plans
document library
case history timeline
Family and Household Structure
The system should allow linking of:
children
parents
carers
other household members
previous interactions/case plans
Referral System
The CRM should support:
online referral form
referral intake queue
ability to accept or reject referrals
referral allocation to staff
tracking of referral sources
External agencies should be able to submit referrals.
Risk Indicators/frerers support goals/family's support goals
Goals, Tasks and Planning
Workers should be able to:
create client goals
break goals into tasks or actions
assign tasks to workers
track completion progress
Tasks should include:
due dates
reminders
calendar integration
Care Plans with Approval Workflow
The system should support structured case care plans.
Features should include:
care plan templates
actions linked to goals
supervisor approval process
scheduled review dates
plan revision history
Alerts should notify users when:
reviews are due
approvals are required
tasks are overdue
Case Support Costs and Budget Tracking
The system should allow:
recording case support costs
simple case budgets
approval workflows for expenditure
reporting on case spending
Document Library
Each client/case should have a secure document library.
Features should include:
file uploads
document categories
version tracking
permission-based access
Microsoft 365/google Integration
Integration with Microsoft 365/google to support:
meeting scheduling
calendar synchronisation
appointment reminders
task scheduling
AI Support Features (Optional)
The system may include AI support to assist case workers with:
drafting case notes
summarising case notes
identifying incomplete documentation
Integration may use tools such as OpenAI APIs or similar services.
User Roles and Permissions
The system must support multiple access levels including:
System Administrator
Manager / Supervisor
Case Manager
External Partner Service
Client Portal (limited access)
Permissions must control:
record viewing
editing records
document access
approvals
report access
Partner Service Portal
Partner organisations should be able to:
submit referrals
upload documents
communicate securely with case workers
view limited case information where appropriate
Alerts and Flags
The system should generate alerts when:
tasks are overdue
case reviews are due
approvals are pending
risk indicators are triggered
Alerts should appear within user dashboards.
Reporting and Dashboard
The CRM must include interactive dashboards.
Case Worker Dashboard
Workers should see:
active assigned cases
upcoming appointments
overdue tasks
care plan reviews due
alerts or risk flags
This helps workers prioritise work.
Manager Dashboard
Managers should be able to view:
active case numbers
referral numbers
cases by stage
staff caseload distribution
overdue reviews or actions
service demand trends
Reports should be exportable to PDF or Excel.
Reporting Capability
Reports should include:
referrals received
case outcomes
service activity levels
worker caseloads
demographics
case expenditure
Technical Preferences
Developers may propose technologies, but preference is for:
scalable web architecture
secure cloud hosting
API-ready design
integration capability
Deliverables
The project should deliver:
Working CRM platform
Administrator dashboard
Installation and deployment
Technical documentation
Pilot support and bug fixing
User manual for staff and administrators
User Manual
The developer must provide a user manual covering:
system overview
creating and managing cases
referral management
care plans and approvals
tasks and alerts
document management
reporting and dashboards
administrator functions
Future Development (Not Required for Pilot)
Possible future enhancements include:
mobile application
advanced analytics
government reporting templates
expanded SaaS subscription platform
Experience Required
Preference for developers with experience in:
CRM systems
case management software
secure data systems
healthcare or social services technology
Final Note for Developers
Developers are encouraged to propose:
the most cost-effective architecture
whether adapting an existing platform such as SuiteCRM would be suitable
an estimated timeline and cost for the pilot system
Related categories:
Cloud Computing
CRM
Web Development
Security
API Development
Software Engineering