Wellbi is an online platform used by non-profit organisations around the world to manage the data of children and adults they serve. This includes beneficiary profiles, program related data such as attendance registers & process/intervention notes and assessments quantifying the wellbeing of beneficiaries being served.

Through tracking more than 140 different data points on each beneficiary and displaying these data points in easily understood dashboards, Wellbi helps organisation staff understand their program impact and better allocate limited resources (time & money) based on data-driven decisions.

Key Features

Beneficiary profile

a. Safe storage through encryption and implementing “protection of private information” best practice.
b. Able to capture basic profile information, custom profile information, documents such as birth certificates, school reports, etc.
c. View entire history of services rendered to beneficiary. d. Easily filter, sort and export beneficiary lists.
Program related data

a. Attendance registers captured through mobile phone app.
b. Process/intervention notes with voice note recordings and photos taken directly in the mobile phone app.
Wellbeing assessments

a. Based on the Child Status Index, Wellbi quantifies beneficiary wellbeing according to 8 different wellbeing domains, making it easy to flag areas of need as well as indicate impact.
b. An automated system prompts the user to complete questionnaires, taking the thinking out of impact measurement.
Staff performance tracking

a. Managers can track user activity on Wellbi, making it easier to see how many interventions, program attendance or assessments were captured by each user within certain time frames.

8 Wellbeing Domains Measured

Click on the buttons to learn more about each domain

Different wellbeing assessments, based on the Child Status Index (CSI Index) have been developed. This framework is recognised internationally and is used as a general standard in the OVC-care sphere. PEPFAR, UNICEF and other organizations use this framework in their programme development and measuring and evaluation activities.

The CSI-framework has 6 domains, but Wellbi has an added 2 wellbeing domains. The 8 wellbeing domains are divided into subdomains, and for each subdomain several datapoints or questions have been developed in Wellbi.

Pricing

Number of BeneficiariesCost per Beneficiary p/m (ZAR)Cost per Beneficiary p/m (1USD=ZAR12)
First 500R 4.00$ 0.33
Next 500 (501-1000)R 2.00$ 0.16
Next 1500 (1001-2500)R 1.00$ 0.08
Next 2500 (2501-5000)R 0.50$ 0.04
5001+CustomCustom
Once-off onboarding feeR2,500 per organization$200 per organization
FeaturesCosting
UsersUnlimited
Beneficiary profilesIncluded in monthly beneficiary cost.
AttendanceIncluded in monthly beneficiary cost.
NotesIncluded in monthly beneficiary cost.
Storage
First 10G free, thereafter charged per Gig.
Donor ManagementR500 / $40 per month

User Experiences

FAQ's

Data is information, facts that can be analysed or used in an effort to gain knowledge or make decisions. If we want to improve, if we want to achieve greater success, then data management is necessary.

Wellbi puts data at your fingertips. How many new admissions did we have since the beginning of this year? How many individuals between the ages of 12 and 18 do we work with? How many meals did we provide to our beneficiaries during the past month? All these questions can easily be answered on Wellbi with the press of a button.

The best decisions are informed decisions, decisions made based on factual information. This is how Wellbi will improve your organization’s planning and decision making, because being able to make data-driven decisions is immensely beneficial.

How do we know what we are doing has the desired effect? In other words, how do we know we are providing a good service? We measure what we are currently doing by a specific standard and then we improve from there. This is how Wellbi will enable your organization to render better service, by indicating the effectiveness of your organization’s current programs in term of your beneficiaries’ wellbeing.  

Wellbi has been developed as a paperless system. Everything that used to be kept on file can now be stored on Wellbi. Attendance registers captured on paper by hand… Wellbi offers digital auto-generated attendance registers to be easily captured on a mobile phone. Notes created in the field and later retyped into a computer can now be captured on the go with a mobile app and even saved as a voice note. This is just to mention a few…  

Wellbi is data management made easy. If no time have been spent in the past to capture data, then some administration time will be required. If your organization have been capturing data by hand, then Wellbi will probably reduce your daily administration activities.

The reason Wellbi was developed was to enable organizations to measure the impact of their programs on their beneficiaries. Do you want to improve the wellbeing of your beneficiaries? What is it worth to know your organizations current impact on your beneficiaries? Just having the basic information of a beneficiary at the press of a button might also be worth it, you decide.

A dedicated Client Coach from Wellbi will provide training for your organization’s Wellbi users. We recommend starting with a basic administrator’s introduction to identify the different user roles within your organization that would require training.

Wellbi abides by relevant legislation governing all aspects related to the collection, processing and storage of personal information.

The Protection of Personal Information Act, no. 4, promotes1:

the protection of personal information processed by public and private bodies; to introduce certain conditions so as to establish minimum requirements for the processing of personal information; to provide for the establishment of an Information Regulator to exercise certain powers and to perform certain duties and functions in terms of this Act and the Promotion of Access to Information Act, 2000; to provide for the issuing of codes of conduct; to provide for the rights of persons regarding unsolicited electronic communications and automated decision making; to regulate the flow of personal information across the borders of the Republic; and to provide for matters connected therewith.

Werkmans Attorneys noted2:

The Protection of Personal Information Act, no. 4 of 2013 is intended to promote the right to privacy entrenched in the Constitution of South Africa, while at the same time protecting the flow of information and advancing the right of access to and protection of information.

POPIA establishes the rights and duties that are designed to safeguard personal data in terms of the ACT, the legitimate needs of organisations to collect and use personal data for business and other purposes are balanced against the right of individuals to have their right of privacy, in the form of their personal details, respected.

 

The purpose of POPIA, can by summarized as follows4:

  • To give effect to the constitutional right to privacy, in particular the safeguarding of personal information;
  • To regulate the processing of personal information in harmony with international standards;
  • To prescribe minimum requirements for the lawful processing of personal information;
  • To provide the rights and remedies for the protection against abuses of personal information; and
  • To establish an Information Regulator to promote, enforce and fulfil the rights protected by POPIA.

 

This Act regulates the following5:

  • Collection and procurement of personal information;
  • Lawful processing of personal information;
  • Retention and restriction of records;
  • Security safeguards and compromises;
  • Processing of special personal information;
  • Processing of personal information of children;
  • Establishment of Information Officer and Information Regulator;
  • Rights of data subject regarding direct marketing;
  • Transborder information flow;
  • Information Regulator’s powers and authorities; and
  • Fines and penalties.

 

POPIA applies to6:

  • information that is processed automatically;
  • information recorded on paper; and
  • health records and certain public authority records

 

Wellbi adheres to this framework in the following way:

  1. Wellbi is legally obliged to provide adequate protection for the personal information we hold and to stop unauthorized access and use of personal information. We will, on an on-going basis, continue to review our security controls and related processes to ensure that your personal information remains secure.

Our security policies and procedures cover:

    • Physical security;
    • Computer and network security;
    • Access to personal information;
    • Secure communications;
    • Security in contracting out activities or functions;
    • Retention and disposal of information;
    • Acceptable usage of personal information;
    • Governance and regulatory issues;
    • Monitoring access and usage of private information;
    • Investigating and reacting to security incidents.

 

  1. Wellbi requires user organisations to ensure that data collection and the procurement of personal information is done with the necessary consent from its beneficiaries (data subjects).

 

  1. The Wellbi platforms are accessed with unique usernames and passwords, different levels of access, which is tied to user-specific identifiers. Only users identified as managers will have access to reports, intervention indicators (‘flags’) and intervention notes.

 

References:

 

  1. The Protection of Personal Information Act, no. 4 (Assented to 19 November 2013). Government Gazette, Republic of South Africa.
  2. https://www.werksmans.com/wp-content/uploads/2018/11/popia.pdf (accessed on 11/01/2021).
  3. https://www.michalsons.com/focus-areas/privacy-and-data-protection/protection-of-personal-information-act-popia

(accessed on 11/01/2021).

  1. Protection of Personal Information, Guidelines to the POPI ACT. SEESA(PTY) Ltd, (2020).
  2. Protection of Personal Information, Guidelines to the POPI ACT. SEESA(PTY) Ltd, (2020).
  3. https://www.werksmans.com/wp-content/uploads/2018/11/popia.pdf (accessed on 11/01/2021).

Wellbi has been developed based on international standards to ensure a uniform standard or benchmark by which organizations can measure the wellbeing of their beneficiaries.  Customization options have been intentionally restricted to maintain this uniform standard. That being said, Wellbi still has a lot to offer in terms of customization. From customizable dropdown fields with unlimited options to creating custom note templates to your organization’s exact specifications.

Wellbi is available on two platforms, internet browser and mobile application. Wellbi can be accessed through any internet browser. The good news about the mobile app version is that it can work in offline mode, it does not require an active internet connection. The Mobile app version is currently only available on Android and requires Android version 8.1 or higher to operate.

Communications with the Wellbi servers are point-to-point encrypted using the industry standard Secure Sockets Layer (SSL), meaning that no one can intercept data transmissions.

All users are authenticated using OAuth 2.0, and all actions are authorized on a per action basis, restricting who can view or modify which data.

In addition, sensitive information such as confidential notes are encrypted at data level, to ensure that only authorized personnel can access this data (Not even System Administrators can read this information).

Economic

Sub-Domain
Goal with Domain
Description
Income

The household income is enough to cover debt and general expenses.

This domain indicates whether the family is financially stable or unstable and informs financial planning and job creation/training interventions.

Debt

The beneficiary is mostly debt-free and loans/buys on credit responsibly

This domain indicates whether the beneficiary is overwhelmed with debt and in the habit of living from credit.

Spiritual & Community

Sub-Domain
Goal with Domain
Description
Spiritual

Relationship with God is an important part of the beneficiary’s life.

The domain indicates whether a relationship with God and the church community is important to the beneficiary and informs intervention through spiritual programs.

Community (Support Network)

The beneficiary feels a great sense of belonging in the community.

This domain indicates whether the beneficiary feels accepted by the community and can indicate possible gaps in support networks which can be addressed by interventions.

Education & Skills Training

Sub-Domain
Goal with Domain
Description
Performance

The child is progressing well in acquiring knowledge and life skills at home, job training or an age-appropriate productive activity.

This domain indicates whether a child has all he/she needs to attend school, whether the child can concentrate and show age-appropriate responsibility. Deficiencies in this domain inform urgent intervention since it indicates whether the child has a solid foundation to support learning and development.

Progress Report/School Report

The child is enrolled and attends school or skills training or is engaged in appropriate play, learning activity or job.

This domain indicates possible educational difficulties that the child might be experiencing and informs educational interventions.

Psychosocial

Sub-Domain
Goal with Domain
Description
Emotional Health

The beneficiary is happy and content with a generally positive mood and hopeful outlook.

This domain can indicate signs of depression and anxiety as well as suicide risks.

Social Behaviour

The beneficiary is cooperative and enjoys participating in activities with others.

Troublesome social behaviour can indicate that the beneficiary is being abused, bullied, neglected or exploited.

Health

Sub-Domain
Goal with Domain
Description
Wellness

The beneficiary is physically healthy.

This domain indicates whether the beneficiary might have obvious or underlying health problems.

Health Care Services

A beneficiary can access health care services, including medical treatment when ill and preventive care.

This domain indicates the action steps the beneficiary follows during times of health problems.

Protection

Sub-Domain
Goal with Domain
Description
Abuse & Exploitation

The child is safe from any abuse, rejection, or exploitation.

Indicates whether urgent intervention is needed to protect the child from abuse, rejection, neglect and exploitation.

Legal Protection

The beneficiary has access to legal protection services as needed.

This domain indicates whether all legal documentation for this child is in place and can inform intervention on behalf of the child since children without the necessary legal documentation can’t be enrolled for school or be grant beneficiaries.

Shelter & Care

Sub-Domain
Goal with Domain
Description
Shelter

The beneficiary has stable shelter that is adequate, dry and safe.

Since shelter is one of the most basic human needs, this domain indicates whether interventions regarding shelter is needed. (Safe shelter has a direct influence on the child’s concentration and ability to function optimally)

Care

The beneficiary has at least one adult who provides consistent care, attention, and support.

This domain indicates whether beneficiary sees his/her main caretaker as the safe and primary caretaker and can indicate neglect and possible abuse.

Shelter & Care

Sub-Domain
Goal with Domain
Description
Shelter

The beneficiary has stable shelter that is adequate, dry and safe.

Since shelter is one of the most basic human needs, this domain indicates whether interventions regarding shelter is needed. (Safe shelter has a direct influence on the child’s concentration and ability to function optimally)

Care

The beneficiary has at least one adult who provides consistent care, attention, and support.

This domain indicates whether beneficiary sees his/her main caretaker as the safe and primary caretaker and can indicate neglect and possible abuse.

Food & Nutrition

Sub-Domain
Goal with Domain
Description
Food Security

The beneficiary has sufficient food to eat at all times of the year.

Since food security is one of the most basic human needs, this domain indicates whether interventions regarding food security is needed. (Healthy diet has a direct influence on the child’s concentration and ability to function optimally)

Growth & Nutrition

The beneficiary is growing well compared to others of his/her age in the community.

This domain indicates whether a beneficiary might be experiencing nutritional deficiencies and can be an indicator of other health problems.