Department: Screening
MijnJustis, CRM
20,000 VOG certificates requested
The war in Ukraine has led to millions of people being displaced. Takecarebnb, a platform connecting refugees with host families, received over 20,000 registrations from host families in a very short time due to this crisis. To process these registrations administratively, Takecarebnb had to prepare applications for VOG (Certificate of Good Conduct). Since volunteers were occupied with other tasks, RPA was applied to automate this process.
Takecarebnb: Matching refugees with host families
Takecarebnb is a non-profit organization founded in 2020. The platform aims to provide temporary accommodation to people fleeing conflicts or natural disasters. In the aftermath of the war in Ukraine, Takecarebnb has been busy helping more than 10,000 Ukrainian refugees find a safe place to stay.
The labor-intensive process of screening, matching, and handling takes a significant amount of time for Takecarebnb’s staff and volunteers. By automating part of the process with RPA, they were able to focus on other tasks.
Motivation for RPA implementation
Since the Russian invasion of Ukraine, many people have fled the country in search of safe shelter. Refugees have also arrived in the Netherlands, and the Takecarebnb platform, in collaboration with the Red Cross, aims 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 process all these registrations in a short period.
After the registrations are screened, a Certificate of Good Conduct (VOG) must be applied for each potential host family. By entering personal data online on the website of the Ministry of Justice and Security, a VOG application can be submitted. However, entering this data manually takes about 3 to 4 minutes per application. With over tens of thousands of applications, this amounts to approximately 500 to 1000 work hours to manually input all the data. This time of volunteers could be better spent.
Approach to RPA process
A volunteer engaged in conversation with one of our RPA Developers and discussed the time-consuming process during this crisis. Thanks to his experience in the field of RPA, he quickly identified the connection between the administrative workload at Takecarebnb and the application of Robotic Process Automation. By applying this technology, a significant portion of the administrative work can be automated.
Due to a previous project for a client, Tacstone Technology was already familiar with the VOG application process. This enabled the development of the process within a few hours, allowing it to be deployed within Takecarebnb as the ‘digital volunteer’.
Case Study: VOG Applications
Takecarebnb has been utilizing Robotic Process Automation for some time now to request VOG certificates. Thanks to the software robots, over 20,000 VOG applications have been processed. By handling these requests quickly and accurately, volunteers have more time to screen applications, and the automated process results in fewer errors in subsequent steps.
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Free UiPath License for Non-Profit Organizations
At Tacstone Technology, we are delighted to have been able to lend a hand in this crisis situation. With the assistance of our partner UiPath, we were able to offer Takecarebnb a complimentary RPA license. We are eager to assist more non-profit organizations in automating their processes to achieve their goals more quickly and efficiently.
Are you also employed at a non-profit institution and interested in implementing RPA? Please feel free to reach out to us.
