FAQ

What does B2W do?

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 B2W is a fully integrated Case Management System. It allows staff to deliver the Employment Program of BC from one centralized location. It has the capacity to keystroke data to ICM reducing the need for duplicate data entry as well as export capability to send staff deliverables directly to accounting systems.

Check out our features page for more information on what B2W can do for you or contact us for a presentation! 

I already have a system that is provided to me free of charge, why would I purchase B2W?

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 B2W is designed with a focus on delivering the best service to Clients. Through this, it simplifies the steps that are required for staff to complete the administrative components of their jobs allowing them to focus on Client needs. Not only that, but B2W allows you quick access to all your Client information in a format that is meaningful to you! 

Will B2W save my staff any time?

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 Yes. B2W has a lot of processes built behind the scenes reducing the number of steps it takes for staff to complete tasks. In addition, it is user friendly in that the construct of how actions are completed is carried throughout the system. Once the staff get used to one component, they can easily apply other components of the system depending on the Client need. In addition, the bring-forward system automatically sets reminders for staff reducing the requirement for setting up a manual system for tracking Client progress for follow-up. 

How are Case Managers’ notes documented in B2W and then entered into ICM?

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 We have several keystroke modules, one of which enters all Client notes to ICM on a daily basis. Your Case Managers will only need to work within their B2W Client records and the keystroke program will handle the rest. 

How long does it take for changes to ICM to get integrated into the system?

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 We generally don’t integrate changes that happen in ICM to B2W, unless there is an evident glaring gap in B2W.

Historically, when there have been contract changes (such as the March 4th changes and the July 1st contract changes) we assess the impact of the changes on B2W and develop and implement design as necessary. Our go live dates for those contract changes in B2W were respectively March 4th and July 2nd. With these contract changes, the process worked such that B2W was re-designed independent of how ICM would eventually work, and then it goes into testing prior to the contract change date. After we go live, if there is anything identified in B2W as a gap due to the changes, it gets priority to get fixed. 

Are all staff arm’s length from ICM or do some work in both systems and if yes, who still works in ICM?

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 Only ICM Admin staff is required to have access to ICM for entering Client data. Case Managers and other direct service staff do not need access to ICM. This could vary by organization such as if you wanted your Case Managers to remain on ICM for the purpose of something like Service Requests. 

How do Ministry QA recommendations get incorporated on an ongoing basis?

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 QA reviews don’t generally affect the B2W systems design. The review could lead to training staff how to more effectively use components B2W so that QA recommendations can be met and seamlessly transitioned to ICM. 

How is data reconciled between B2W and ICM to ensure that there are no omissions/errors?

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 We have a reconciliation process where reports are extracted from CFMS. A module from the keystroke program matches the Clients in the reports based on various data and runs a match billing process. This creates differential reports that show us what was reconciled, what is showing bigger in B2W than ICM and what is showing bigger in CFMS than B2W. Staff can then investigate the lists and resolves any issues. 

How much does it cost?

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 B2W is conveniently priced based on Employment Program of BC contract size, making it affordable for any Service Provider. Contact our Sales Representative for specific details. 

If we are interested in purchasing, how long would it take for us to be up and running?

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 This can vary based on a number of factors, but generally the process would take 2-4 weeks. This will depend on the speed at which we get the data to populate the database with. 

Is there a limit on the number of sites or users?  Us and subcontractors?

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 No. Your purchase cost is for your individual service catchment so you can have an unlimited number of users. Your users can include your direct service delivery staff, your specific service providers who you might refer Clients to for Specialized Assessments, Self-Employment Services and Placement Services as well as your contract partner’s management who may want access to see their staffs Client progress. This is all included with the purchase. 

How do I get started with B2W?

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 We have an action plan that we will go through with you that includes everything from initializing the database (what will your URL be, etc.) to training staff to planning your go live date. Once you have entered into an agreement with us, we will lead you through the process and provide you with points of contact for each step. 

 If I purchase B2W, what will happen with all my historical Client data?

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 Your current and historical Client data can be captured from what information you have in ICM and can be populated into B2W. This can include Client data from any period of time you choose as well as financial data. There may always be a risk that you have some data in there that can’t be accommodated through this process in which case it could be loaded to B2W from a spreadsheet. The alternate solution would be to have you fill out all your Client data into spreadsheets and we could populate it that way. 

What type of technical assistance is available if the system is down?

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 Should we host B2W for you, we have a secured data centre that has been golden to us so far. Several types of issues could arise such as problems with your internet provider that we couldn’t control or the system actually goes down. If this were to happen, we would make it high priority to get it up and running again.

Under the hosted model, all data transfers between our servers and your browser are fully encrypted and totally secure, ensuring that confidential information stays confidential. 

What do we do if there are technical problems?

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 We have a B2W Support line/email for you to contact if there are problems with the software. The sale of B2W comes with 12 free technical support calls per year however; with start-up there will be a lot of questions so we allow for a grace period while you go through the transition to the new system. 

What version of Windows is required?

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 Windows XP or higher is required.  Windows XP users must access the site with Chrome; all later versions of Windows can use IE 8, 9, or 10. 

How would staff be trained if we purchase?

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 We request that you choose 1 or 2 persons who will be your experts on the system. We will train those key people along with a Manager and/or Coordinator if you choose. They can then train your staff and be the point persons for questions. As you go through your go live process, staff can filter questions to the experts and we can assist the experts with responses. This will help to build their knowledge so that you have an expert go to person in house. 

Typically, how many hours initial training does it take for Case Managers to become proficient?

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 Two to three half days of training is typically sufficient for Case Managers training. Alternately you could provide the training in full day sessions. We generally find that once a person gets the knack of doing a few things, it is fairly intuitive and repetitive and the Case Managers biggest challenges tend to be with understanding the policy which can tend to block them in B2W if the Client isn’t meeting certain criteria’s.

For some individuals, it can be a lot of new processes to retain especially if hands on training with specific Client examples cannot be done. There are training manuals available for your staff to reference in addition to training.