The World's Largest Immigration Software Company

INSZoom Blog

Customizing Your INSZoom Case Management System to Improve Efficiency

posted by: Christen Gause date: Dec 02, 2015 Customizing Your Case Management System to Improve Efficiency, How To, Money and time saving tips comments: Comments Off on Customizing Your INSZoom Case Management System to Improve Efficiency
  Efficiency
Are you new to INSZoom or have you been using the system for a while but have not really taken the necessary steps to fully utilize the system? INSZoom is a powerful case management system that when fully utilized can help you to streamline processes, improve efficiency, remove the chance of errors and ensure accountability. This might seem like a tall order but it is possible if the right steps are taken. So, how does when get started with accomplishing so much? You break it into steps and work through each process also known as project management!

Here are the steps that need to be taken to customize INSZoom to meet your firm needs and see a return on your investment (ROI). This is a big project but it is worth the time and effort. THis is the first blog post in our series called Customizing Your Case Management System to Improve Efficiency.

  1. Create a project plan
    1. You might think that you should jump in head first without a project plan. You want to get started, you know what customizations you want to make and you don’t want to waste time on a proper project plan. DO NOT DO THIS! You need to decide what the goal is, what you want to accomplish, who is going to do the work and the time frame that you want to get it done in. If you jump in without planning I am guarantee you that you will end up with a lot of rework which a waste of time and money.
  2. Have a meeting with all stakeholders
    1. I have seen a lot of firms who find their best project manager to manage a project and they appoint them to figure out how the firm can better use INSZoom. This individual might not have any knowledge with immigration but is very “tech savvy” and they are told to look at INSZoom and figure out how “we can better utilize the system”. This is not helpful. If you don’t know the challenges of those doing the immigration work and how to add value to a process you are not helping. During the “kick off” meeting you need to lay out the roles and responsibilities for the project, develop a scope statement that clearly lays out the business need, the problem, the objectives, the benefits of completing the project, and key milestones.
  3. Understand the process that you are trying to improve or replicate
    1. If you are not a case manager, paralegal, attorney or someone who knows the immigration processes well you need to sit next to someone who does and watch them work. See what steps they are taking, see what they are doing and pay special attentions to the steps they are doing repetitively. It might take a few days of observing to see an entire process; immigration matters are not completed in a day.
  4. Decide what steps and/or processes you want to complete using INSZoom
    1. The goal would be to have all steps and processes being completed in INSZoom. Analyze the process from start to finish.
      • case initiation received from client,
      • add foreign national to INSZoom,
      • add dependents,
      • open cases,
      • grant access to the foreign national portal,
      • send welcome email to foreign along with the questionnaire and docs check list,
      • receive data back from foreign national via questionnaire and docs uploaded through the foreign national portal,
      • mark off case steps as completed,
      • populate immigration forms,
      • send forms to foreign national to be signed,
      • submit application to government authorities,
      • case approved – change case to approved or closed and track the expiration date.
  5. Customize the knowledge base
    1. After you determine what steps and processes you want in INSZoom you need to decide what sections of the knowledge base need to be customized.
      • Creation of custom data fields for fields not available in zoom but specific to your firm or your clients.
      • Create questionnaires to capture client data.
      • Create email templates using keywords to easily create routine emails
      • Create letter templates using keywords for support letters.
      • Create petitions for your immigration matters
      • Add case steps & reminders (workflows) to match your immigration process and capture key milestones.
      • Add steps events to the case steps & reminders to automate your process. (This one is my favorite as it enables you to process a case my clicking a button).
      • Link the immigration forms to the petition along with the support letters.
      • Customize the foreign national portal to meet your firm’s needs and those of your clients.
  6. Document your new processes and train your staff
    1. Now that you have customized INSZoom to meet your needs you need to document your processes. Most firms would do this in the form of a training manual. Create a step by step training manual that can be used to teach your current team members how you are going to utilize INSZoom going forward. I suggest a training for each team member and ensure they understand the process going forward. Everyone needs to process cases the same way so that the data captured is accurate and uniform. If your firm will be running reports and providing information to clients you must ensure uniformity and accountability in data collection. Training manuals are invaluable tools that a lot of firms don’t have but should. When a new person is hired a training manual can be used as a reference guide as they learn how to process immigration cases the way your firm requires. This is, after all, what makes you unique from your competitors!
Customizing INSZoom and capturing your firms’ processes will go a long way in taking your firm to the next level. Your firm will be uniform in how you communicate with clients which allows you to set expectations. Clients will learn what to expect with each step of the process. Your team and firm will appear very tech savvy and professional in its delivery of immigration services. The best part is that you will see a return on your investment! Your employees will no longer be doing repetitive tasks, making silly mistakes when copying and pasting email and letter templates, and doing manual data entry. You will be able to process more immigration cases with less overhead which means more profit in your wallet!

This blog is the first in a series of blogs on how to fully utilize INSZoom to improve efficiency. Be sure to watch this space for more blogs on how to:
  • Creation of custom data fields for fields not available in zoom but specific to your firm or your clients.
  • Create questionnaires to capture client data.
  • Create email templates using keywords to easily create routine emails
  • Create letter templates using keywords for support letters.
  • Create petitions for your immigration matters
  • Add case steps & reminders (workflows) to match your immigration process and capture key milestones.
  • Add steps events to the case steps & reminders to automate your process. (This one is my favorite as it enables you to process a case my clicking a button).
  • Link the immigration forms to the petition along with the support letters.
  • Customize the foreign national portal to meet your firm’s needs and those of your clients.
Till next time, Christen Gause

   

Comments are closed.