Youth Development Programme
A Youth Development Programme with a growing volunteer-based programme for adolescent youth wanted to develop a camp management system that could efficiently accept and streamline the application process for their yearly programmes. Being an international organization with a unique application process (including applicants from over 37 countries), the non-profit organization wanted to work with a creative digital team that could ensure these specialized requirements would be met. The end goal was to design and build an online platform that would be user-friendly and responsive, ultimately simplifying and modernizing the application process.
Fully Understanding The Process
Creative Faze began by consulting with the organization’s core team of program facilitators who were in charge of overseeing the application process. It was imperative to understand the details of each step within the application process from all perspectives – from the program facilitator to the applicant and applicant’s parents/guardian – in order to fully know the requirements and how to effectively design a simplified online process that would meet all the different roles.
Camp Management System Design & Development
The result was a customized camp management web application that facilitates an user-friendly online application process. With a clean and modern user interface, the program application is organized into sections, guiding the applicant through a step by step process that is both intuitive and manageable. From the perspective of the program facilitators, the ability to track applications in real-time with easy reporting translates into a streamlined and efficient method of executing the application process from start to finish.
The customized application included:
- Multiple User Roles: The platform accommodates a diverse ecosystem of users, including program facilitators, applicants, parents/guardians, volunteers, teachers, and reviewers/interviewers. Each role plays a unique part in the application journey, requiring Creative Faze to map out specific user flows and permissions tailored to their responsibilities. This ensures that each user interacts with the system in a way that’s relevant, secure, and efficient.
- Multi-Camp Management: Applicants benefit from a clean, intuitive application journey, complete with modern visuals and user-friendly forms. They can easily upload and submit required documents, while the system automatically triggers notifications to associated stakeholders—such as parents or teachers—prompting them to complete their respective portions of the application without delay.
- Streamlined Application Process for Applicants: From the applicant’s perspective, the application process includes intuitive navigation through an online application designed with modern aesthetics, as well as the ability to easily upload and submit supporting documents. Their application automatically triggers a notification to the parent / guardian and teacher, if relevant, and sends the applicable application portion to them that requires their attention.
- Optimized Approval Workflow for Facilitators: Program facilitators enjoy a structured workflow that includes tools to score applicants, create shortlists, assign reviewers and interviewers, and ultimately approve candidates. Every action is logged and presented in a logical sequence, allowing facilitators to make decisions quickly and confidently with organized, accessible data at every step.
- Advanced Search and Filtering: Given the volume of data flowing through the system, the ability to quickly access key information was critical. Creative Faze implemented powerful search and filter capabilities across multiple sections, enabling users to locate records, track progress, and analyze trends without unnecessary delays.
- Custom Dashboard: A thoughtfully designed dashboard presents a snapshot of essential application metrics at a glance. Clear navigation and layout allow users to dive deeper into reports, monitor statuses, or take action—all from a single, easy-to-use interface.
- Real-Time Tracking: Facilitators are equipped with real-time updates, ensuring they always have the most current data. This level of visibility supports agile decision-making and provides peace of mind throughout each application cycle.
- Dynamic Report Generation: Facilitators can generate detailed, on-demand reports that deliver insights into every phase of the application process. Whether it’s tracking applicant progress, reviewing interviewer input, or analyzing role-specific activity, the reporting system puts meaningful data at their fingertips—making oversight and planning faster, easier, and more effective.
Multi-Device User Experience
Recognizing that smart phones and tablets would probably be the most used device for the majority of their audience, it was important to the organization that the web application looks and behaves consistently across mobile devices. Our expert mobile designers created and implemented a responsive multi-platform experience to ensure the online application process remained consistent across desktop computers, tablets and smart phones. The site detects whether a user is visiting from a desktop, phone or tablet, and adapts its presentation accordingly – all while providing a smooth and consistent user experience across various devices.
AI Scoring Integration to Boost Fairness and Efficiency
To enhance scalability and reduce manual workload, Creative Faze integrated the OpenAI API, leveraging ChatGPT to automate application scoring within the platform. The AI now generates scores based on predefined criteria, providing a consistent benchmark for comparison against human-reviewed results. Previously, each application was scored by up to eight reviewers, with final scores averaged manually. This pilot initiative is designed to evaluate the reliability of AI in matching human judgment, with the goal of reducing or eliminating the need for multiple manual reviewers. The anticipated result: saving time and resources while maintaining fairness and accuracy.
We continue to collaborate with the organization to evolve the platform, harnessing innovative technologies like AI to drive greater efficiency, insight, and impact. Building on measurable results already achieved, including a 75% reduction in administrative processing time and a 35% increase in completed applications, we aim to unlock even greater operational and user experience gains.
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