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How to Win Grants, According to the Experts

In September 2023, Collaborate hosted our first Funding Roundtable, an event focusing on how CACs use data in their fundraising efforts.

Demonstrate the Need Using Data

The Children’s Advocacy Centers of Kentucky uncovered that their CACs were only seeing approximately 50% of the families that met the criteria for their services. These numbers quickly got lawmakers’ attention, and more funding followed.

“Funders like to see very specific data. Once we had good data about the universe of cases out there, we were able to ask for more funding.”

Headshot of Caroline Ruschell.

Caroline Ruschell

Chief Executive Officer, Children’s Advocacy Centers of Kentucky

“Our ability to tell our story, in an easy to understand format, is another key to our success,” says Caroline Ruschell, CEO of the Children’s Advocacy Centers of Kentucky.

Do it with Collaborate

Collaborate’s Dynamic Reports allow for reporting on every field in the database, from client demographics and service delivery, to location-based statistics. Slice and dice the data any way that funders want to see it.

Screenshot of a complex crosstab report in Collaborate showing services by various criteria.

Or, let the Collaborate Concierge service do the heavy lifting for your next annual report, feasibility study, or needs assessment. Our team of data experts will crunch critical numbers to tell your story with data, like drive distances for advocates serving rural communities.

Screenshot of drive distances map for forensic interviewers.

Speak to Funders Using Their Terms

Figure out what funders really care about, and use their language at the crux of your grant applications, says Dawn Meyer, Database and Technology Specialist at Children’s Advocacy Centers of Arkansas.

“Relating data to the provision of direct services, while maintaining consistent service delivery and client confidentiality, were the keywords we used to get VOCA funding for our statewide Collaborate application.”

Headshot of Dawn Meyer.

Dawn Meyer

Database and Technology Specialist, Children’s Advocacy Centers of Arkansas

Do it with Collaborate

Collaborate’s Standard “1-Click” VOCA Report is easy to use, takes the stress out of reporting season, and delivers the precise data that state and federal VOCA administrators want to see - statewide, or on an individual agency basis.

Animated GIF of a VOCA Report in Collaborate.

Use Performance Improvements as Leverage

Funders typically want something in return for the funds you’re requesting. If you can demonstrate better performance, such as faster service delivery, they’ll be more likely to send money your way.

“With Collaborate, we’re able to report on wait times for Forensic Interviews, and we are confident we can obtain additional state funding if we can reduce those wait times.”

Headshot of Thomas Knapp.

Thomas Knapp

Executive Director, South Carolina Network of Children’s Advocacy Centers (SCNCAC)

Do it with Collaborate

Data integrations can save agencies a lot of time, leading to faster service delivery. SCNCAC recently partnered with the South Carolina Department of Social Services (DSS) on an automated referral service for Collaborate, which routes case data to appropriate organizations, based on what counties they serve.

Infographic explaining how a data integration works in Collaborate.

With less back-and-forth between DSS and CACs, the time between first contact and Forensic Interview in South Carolina is falling - and funding is rising.

Focus on Hot Topics

Cybersecurity and protecting client confidentiality are extremely important today for service providers and lawmakers alike. A few years ago, the West Virginia Children’s Advocacy Network (WVCAN) smartly invested in a statewide risk assessment, and leveraged the output to get funding to properly address their needs.

“Our security risk assessment uncovered the need for a private IT contractor, and we secured a grant to fund it statewide.”

Headshot of Kate Flack.

Kate Flack

Chief Executive Officer, West Virginia Children’s Advocacy Network

Do it with Collaborate

Network Ninja (the company behind Collaborate) subsequently underwent its own 3rd party HIPAA risk assessment, which was completed in partnership with WVCAN. Today, Network Ninja is also a SOC 2 compliant vendor, so when you use Collaborate - or fundraise for a new implementation - your funders will rest assured your clients’ sensitive data is protected by the five “trust service principles” laid out by the American Institute of Certified Public Accountants (AICPA).

SOC 2 badge.

SOC 2 Trust Service Principles

  • Security
  • Availability
  • Processing Integrity
  • Confidentiality
  • Privacy

Prove Your Current Impact

The Children’s Advocacy Center of Santa Clara County was able to raise an additional $2.5 million in funding in the past two years. They did it via accurate data collection and reporting in Collaborate, ensuring they’d get credit for all of the services they provide in their community.

“Being able to document everything we do for kids and families, along with additional need to serve the underserved, were the keys for us.”

Headshot of Jennifer Puthoff.

Jennifer Puthoff

Program Manager, Children’s Advocacy Center of Santa Clara County

Do it with Collaborate

Get visual with Reports in Collaborate, including pie charts, line charts, and bar charts. Impressive visuals can take data to the next level, such as using a pie chart to illustrate how quickly you’re delivering services to your clients.

Screenshot of a pie chart report in Collaborate showing time elapsed between service.

Thanks very much to our esteemed presenters for sharing such actionable information with the Collaborate community. The annual Funding Roundtable is exclusively for Collaborate customers, so book a demo today and take the first step toward joining the movement.

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Your Cases, Your Clients, Your Workflow

Collaborate software running on a MacBook, iPad, and iPhone.

Collaborate is customizable case management software for non-profits and social services agencies.

  • Track Case information, from Intake, providing Services, setting Goals, to recording Outcomes.
  • Efficiently access Case history, medical exams, test results, custom Reports, and more.
  • Tap a single, secure, HIPAA-compliant, easy-to-use, web-based platform for all your Case management needs.

Who's Using Collaborate

Children’s Advocacy Centers of Georgia

Member of the National Children’s Alliance, The Children’s Advocacy Centers of Georgia, Inc. is Georgia’s statewide membership association of 50 local children’s advocacy centers.

CACGA Client Story

  • Dozens of networked Children's Advocacy Centers (CACs), each with own private customizable instance
  • CACs able to search through entire state database of clients, caregivers, and offenders
  • Statewide reporting
  • Mix of Multi-Disciplinary Teams (MDTs) and non-MDT children’s advocacy centers
  • 500+ users, years of case data, tens of thousands of cases, hundreds of thousands of services

South Carolina Coalition Against Domestic Violence and Sexual Assault

SCCADVASA is the statewide partnership of organizations providing services to victims and survivors of domestic violence and sexual assault in South Carolina.

Members include rape crisis centers and women's shelters throughout the state, serving clients 24 hours a day, 7 days a week.

  • Dozens of member organizations, many cross-trained with partner CACs
  • Cross-trained Users can quickly switch between DV/SA and CAC sides
  • Hotline Intakes, with ability to easily change Case type for full Intakes later
  • Optional Modules include Batch Simple Services, Document Queue, and Document Templates

LifeBridge Health's Center for Hope

LifeBridge Health's Center for Hope is a comprehensive violence prevention and intervention agency. Programs include child advocacy, domestic violence, community violence, and elder justice for survivors, caregivers, and communities.

  • Referral Module to manage internal and external Referrals, across Programs
  • "1-Click" VOCA Report to easily meet funding requirements
  • Custom Services for Treatment Plans, Clinical Assessments, and Forensic Interviews

Douglas County, Nebraska

Three human services departments of the Douglas County, Nebraska municipal government run on Collaborate, each with their own tailored software implementation.

DCGA Client Story

  • No need for additional systems or network administrators
  • No software to install
  • Lightning fast, with as much bandwidth, processing power, and storage as you need
  • Access from anywhere, any time

The Spot / Project Ark

The Spot / Project Ark is a cooperative focusing on social justice and health care for at-risk youth.

The Spot / Project Ark Client Story

  • Collaborate facilitates all data management and reporting for SPARK
  • Medical services, mental health counseling, sexual and reproductive health services
  • Work development / workforce coaching services
  • Substance abuse counseling
  • Fully electronic medical records, charting, even immunization records

Substantial Cost Savings

Catholic Charities of the Archdiocese of Miami (CCADM) was established in 1931 to serve impoverished families during the Great Depression. Since then, CCADM has grown to offer a diverse slate of Services in the Miami area, including alcohol & substance abuse treatment, child development, behavioral health, elderly assistance, homelessness, and help for immigrants & refugees.

  • Universal Intake to facilitate a quick implementation
  • Custom workflow allows Clients to have several open Cases at once
  • Reporting for over 40 distinct Service offerings across dozens of sites
  • Optional Modules include Batch Simple Services, Case Review, and Class Management

View Clients

Benefits of Using Collaborate

Cut out the Paper

Let Collaborate do the heavy lifting. Collaborate adjusts to your workflow and processes, not the other way around.

“Prior to Collaborate, we were using paper charts…”

See what The Spot has to say about Collaborate vs. Paper.

  • Use your existing forms, electronically
  • No more boxes of folders, no more spreadsheets
  • Clients can sign documents using smartphones, tablets, or computers
  • Save everything in one place

Fully Customizable

Don’t mess with a good thing - keep your workflows where they work, use our templates where they can be improved upon.

“…it’s like partnering with architects, engineers, and systems designers!”

See how we went above and beyond with Casa de Salud’s customizations.

  • We’ll customize and configure Collaborate for you, good to go at launch
  • Afterward, as requirements change, make configuration changes on your own
  • Grant requirements change frequently, so can Collaborate’s reports
  • Our expert software developers can accommodate your specialized requirements

Fast and Secure

Directly on the Internet backbone, and actively monitored for security, so you’re safe and sound.

Assist America uses Collaborate’s admin capabilities to configure who can access Collaborate from where, and even automatically lock accounts if something suspicious is happening.

  • High-grade encryption
  • Users can be granted access to what they need, only
  • Stable and scalable platform
  • Hourly backups means disaster avoidance
  • HIPAA compliant


Hosted and maintained by us, for you.

Children’s Advocacy Centers of Georgia and SCCADVASA both make use of Collaborate’s cloud-based nature to allow users spread across a large area to access their database securely, using a web browser. Assist America does it worldwide.

  • No need for additional systems or network administrators
  • No software to install
  • Lightning fast, with as much bandwidth, processing power, and storage as you need
  • Access from anywhere, any time

Easy to Use and Understand

Developed and constantly improved upon, since 1998, we take our clients feedback seriously. Easy to use, even for the most technology-averse.

Our userbase is diverse, but most are not organizations that traditionally rely heavily on technology. Take a look at how some of our features work, simple and straightforward.

  • Intuitively designed interface
  • Simple to navigate
  • Dedicated support staff to assist
  • Online support & issue reporting

Substantial Cost Savings

Software is a tool to help you perform better, with less effort. Let it handle the grunt work and tedium, allowing you to focus on your real goals.

“…making for a highly efficient client experience and delivery of services…”

See how Collaborate streamlined The Center’s processes and reduced overhead.

  • Significant reduction in organization communication overhead
  • No annual or "per seat" license fees
  • Increased productivity and lower administrative costs
  • Reports that used to take weeks now take seconds!

Try Collaborate Now

Contact Us for a Demo