The challenge
A growing volunteer program relied on email exchanges and manual entry to coordinate candidate reviews. Different roles required different evidence, making the application and selection process harder to scale.
OUTSYSTEMS IN ACTION / NONPROFITS
How a nonprofit reduced volunteer application review data entry from an hour to five minutes
Every missing document creates another handoff before a candidate can move forward. Explore how this organization connected application evidence and review steps to reduce administrative effort.
RESULTS REPORTED IN THE SOURCE
1 hour → 5 min
lead reviewer data-entry time per candidate
92%
improvement reported for that specific data-entry task
8
people across HR and information services on the project team
THE BUSINESS CHALLENGE. THE CHANGE. THE RESULT.
The change
An eight-person HR and information-services team extended an existing OutSystems portal with role-specific forms, document requirements and an integrated review workflow. The new end-to-end solution went live after work from October to April.
The outcome
The source reports that the lead reviewer’s data-entry task fell from at least one hour per candidate to five minutes, described as a 92% improvement. This measures a review preparation task, rather than the duration of the entire recruitment cycle.
Source: customer case study published by OutSystems. Brief prepared by Digital Alchimia.
DIGITAL ALCHIMIA’S DELIVERY PERSPECTIVE
What could this approach unlock for your business?
The useful next step is to connect the story to your own operating reality. Here are the questions we would bring into that conversation.
01
Collect role-specific evidence before the review starts.
A generic form often moves missing-information work into the reviewer’s inbox. Define which evidence each volunteer role requires and when the candidate can provide it. OutSystems professionals can help build the application workflow while selection criteria and decisions remain with the organization.
02
Measure administrative effort separately from selection time.
Reducing data entry can release capacity without changing every assessment step. Establish separate measures for incomplete applications, reviewer effort and elapsed decision time. That helps the team see where automation is useful and where a careful human review still determines the next action.
START WITH THE WORK THAT NEEDS TO CHANGE
You bring the business challenge. We help shape the delivery team.
Digital Alchimia provides OutSystems professionals and delivery expertise for application development, modernization and evolution. Whether you need to reinforce an existing team or explore a new initiative, we can discuss the capabilities, responsibilities and next steps that fit your context.
A useful starting brief
✓ The process or customer journey you want to improve
✓ Where work waits, repeats or depends on disconnected systems
✓ The expertise already available in your team
✓ The outcome you want to measure and the timeframe to explore
Turn a promising idea into a useful conversation.
Tell us where your business needs to move faster and where your team needs additional expertise. Let’s explore an OutSystems approach shaped around your requirements.