Five Essentials of System Administration Services

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How do you know your system administration service is up-to-par? It requires taking a look at how the service functions on a micro and macro level. Consider our five essential keys to a successful system administration service.

Why You Need System Administration as a Service

For agencies and social service organizations across the country, functional system administration services are essential. When serving vulnerable populations, data access and confidentiality are more important than ever. Having a responsive, powerful system can make all the difference in better using resources to help more people in need.

Unfortunately, not all health and human service organizations have system administration systems and case management platforms that meet their needs. Understanding exactly what is possible with these services is the first step in upgrading your own system to improve program functionality.

What is System Administration as a Service?

Administration services are platforms that help organizations complete important (but sometimes menial) tasks, such as data entry. For health and human services, these tasks can carry even more importance. With limited resources for vulnerable peoples, system administration services can be the missing key to utilizing programs and increasing service outreach.

For social programs, some of these tasks include intake surveys, mid-program assessments, and outcome reports for stakeholders. It doesn’t end there, however–these services often rely on government funding, and as such need to meet specific requirements and ensure compliance with all relevant rules. 

More often than not, when these management tasks are left to open-source spreadsheets and document drafts, human error causes mishaps that take away important time and money. System administration services, such as case management platforms, are designed to eliminate this risk and streamline performance.

Five Essentials of System Administration Services

Chances are, if you are a health and human service organization, you have worked with a system administration service before. But how do you know you are using a good one?

Like all products, system administration services are not created equal. When deciding whether to implement the service into your program or to upgrade to a higher functioning platform, it is important to know exactly what the best have to offer. We suggest considering five key parts of a successful service: compliance navigation, implementation, ongoing data quality, knowledge base, and operational continuity.

  1. Compliance Navigation
    How easy is it to navigate the platform? When you have questions or get stuck, is the coordination team easy to reach? The best system administration services have a platform that is intuitive and a team ready to guide you every step of the way. When it comes to regulation compliance, this key feature is even more critical–it could mean the difference between getting a grant or being left without the funding you and your program need.
  1. Implementation
    Basic system administration services do not allow for customizable workflows or program-specific data collection. When considering if it is time to upgrade your current platform, consider whether implementation is generic or individualized. Tailored trainings and regular contact from the provider are good signs of a strong implementation process.

  2. Ongoing Data Quality
    System administration services are nothing if not about data. If the service does not provide quality data, it is a good indicator that the platform has cut corners or cannot offer the reliability your program needs. A good rule of thumb is ensuring that data quality errors occur less than 5% of the time. The most successful platforms will also provide internal information on which users are excelling and which need additional help or encouragement.
  1. Knowledge Base
    If you have a question for your administration service provider, the answer should never be “I don’t know” and instead “let me find out for you”. These case management platforms are designed to store and analyze everything your program could need–if there are limitations to the reports you can generate or the knowledge you can access, then you might not be operating with the most ideal system.

  2. Operational Continuity
    Perhaps more than anything, operational continuity is essential to top-tier system administration services. From the moment you sign-on to the service until the day you terminate your contract, industry-leading platforms will be by your side. Keep your eye out for regular updates and accessible quality assurance. 

The Future of These Services

If these five characteristics seem like a hard list to check-off, have no fear: our platform ClientTrack™ has over twenty years experience in meeting all of these criteria (and more!). For social service programs that are interested in working smarter–not harder–there is no better system administration service to use. Feel free to reach out today for more information or to schedule a demo.


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