Case Study - Automated Verification System streamlines charity grant processing

Overview

Turn2Us, a prominent UK charity focused on helping people in financial need access grants and support, was facing significant challenges with their manual grant application verification process. The existing workflow required extensive manual checks for identity verification and bank account validation, creating bottlenecks that delayed critical financial support reaching those who needed it most.

The charity needed a robust, secure, and efficient automated system that could integrate seamlessly with their existing infrastructure while maintaining the highest standards of data protection and compliance required for handling sensitive financial and personal information.

The Challenge

The manual verification process presented several key challenges:

• Time-intensive verification: Staff spent hours manually verifying applicant identities and bank account details
• Inconsistent accuracy: Human error in manual processes led to verification inconsistencies
• Scalability issues: Growing demand for services required a more efficient verification system
• Security requirements: Need for GDPR compliance and secure handling of sensitive data
• Integration complexity: Required seamless integration with existing BeaconCRM system

Our Solution

We developed the Automated Verification System (AVS), a comprehensive Next.js application with Convex backend that automates the entire verification workflow:

Key System Integrations

BeaconCRM Integration

• Direct integration with Turn2Us's existing CRM system
• Automated data flow between verification results and grant application records
• Seamless workflow initiation from existing staff interfaces

Melissa Identity Verification

• Real-time name and address verification
• Enhanced data quality through address standardization
• Comprehensive identity matching algorithms

GoCardless Bank Account Data API

• Secure bank account ownership verification
• Real-time account validation
• Ensures funds reach the correct recipients

Technical Architecture

Frontend: Next.js (React-based)

• Responsive, secure user interface for staff operations
• Real-time status updates and verification results
• Intuitive workflow management

Backend: Convex Platform

• Modern serverless architecture
• Real-time data synchronization
• Simplified authentication and security management

Authentication & Security

• Convex Auth implementation for secure staff access
• GDPR-compliant data handling
• Role-based access control

Deployment Strategy

• Initial development and testing on Vercel
• Production deployment within Turn2Us's Azure tenancy
• Seamless integration with existing security policies

Implementation Process

Phase 1: Discovery & Integration Planning

• Comprehensive analysis of existing Turn2Us workflows
• API integration mapping and security assessment
• Compliance requirements analysis

Phase 2: Development & Testing

• Iterative development with regular stakeholder feedback
• Extensive testing on Vercel platform
• Integration testing with all third-party APIs

Phase 3: Production Deployment

• Migration to Azure tenancy for enhanced security
• Staff training and workflow optimization
• Go-live support and monitoring

Core Workflow

1. Authentication: Staff member logs in via Convex Auth
2. Initiation: Verification process launched from BeaconCRM
3. Automated Verification:
   • Name and address matching through Melissa
   • Bank account ownership verification via GoCardless
4. Results Processing: Verification results automatically returned to BeaconCRM
5. Decision Support: Enhanced data available for grant application decision-making

What we delivered

Results

Impact

The Automated Verification System has significantly transformed Turn2Us's operational efficiency:

• Faster Support Delivery: Dramatically reduced verification times mean people in need receive support faster
• Improved Accuracy: Automated verification reduces human error and ensures consistent, reliable results
• Enhanced Scalability: The system can handle increased application volumes without proportional staff increases
• Better Resource Allocation: Staff can focus on complex cases and direct client support rather than routine verification tasks
• Maintained Security: Full GDPR compliance and enhanced security through Azure deployment

The success of this project demonstrates how thoughtful technology implementation can amplify a charity's impact, enabling them to help more people more effectively while maintaining the highest standards of security and compliance.