How it works

The NCAA has recently allowed college athletes to receive compensation for their Name, Image, and Likeness (NIL). With these new regulations, Operation Give Pack (OGP) saw an opportunity to use NIL as a force for good in the local community.

Through OGP, athletes can receive NIL compensation by performing charitable tasks for OGP’s current partner, A Doorway to Hope (ADTH). Athletes can complete these tasks as assigned through the XForms mobile app, on their own time, and receive immediate NIL compensation.

Where XForms Mobile fits in the schematic illustrated above

Operation Give Pack needed a way to verify that the task completed by the student was actually completed by the student…some simple method of proof that the task was indeed completed, before the athlete received their compensation.

That’s where XForms Mobile comes into play. Here’s how:

  • The athlete launches XForms Mobile on their phone while on site performing their charitable task and fills out a very simple form documenting their work.
  • The athlete submits the form, which is then routed to a specific person at A Doorway to Hope (ADTH) for review and approval/rejection.
  • The person at ADTH reviewing the submitted form either approves or rejects the submitted documentation.
    • If approved, a signature is required.
    • If rejected, a rejection reason is required.  Push notification via in-app message as well as text message and email back to the athlete provides them with the rejection reason, and the athlete can correct the form and re-submit.

The student athlete side of the system

The XForms platform is super simple, so training is minimal.  On the athlete side, its a pretty simple form to fill out.  The idea there is that you don’t want to overcomplicate things, and make it as simple as possible for the athlete to submit their documentation.  Here’s a screenshot of the form, illustrating how simple it actually is.

 

Here’s the form being filled out.

 

The charity’s side of the system

Whenever a form gets submitted by a student athlete, the designated person at ADTH is notified by email and (optionally) by text message of a pending submission. They then log into the reporting dashboard web app, navigate to the “Approvals” page, and review the submitted forms.

Here’s a short video of what that looks like.

 

What happens when a submitted form is approved?

On the mobile app side, the form header gets appended with an “approved” tag, like what’s illustrated below.

On the charity side, the approver’s signature and date/time stamp automatically gets appended to the bottom of the form’s PDF, like the example below (pixelated for security reasons).

 

What happens when a submitted form is rejected?

On the mobile app side, the form header gets appended with a “rejected” tag, and the form appears in the “Rejected Forms” screen.

And on the reporting dashboard (ADTH) side, the status column in the “Approvals” screen for that form displays “Rejected”. The PDF will also contain a watermark with the word “Rejected” in large font diagonally across the PDF.

Added benefits of the system

In addition to the core field verification function provided by XForms, there are added benefits for ADTH, including the following:

Simple aggregations to view things quickly

In ADTH’s case, the aggregation blocks group the athletes, tasks, and locations while also providing a total $ value of the charitable contributions and the number of hours recorded by the athletes conducting those charitable tasks.  (Note: these $ and hours metrics were added recently).

 

Export to Excel

ADTH can further dissect the data by downloading all form data to Excel.  Even the form metadata, which includes the geolocation and date/time stamps.

View a map of where the forms were filled out

Further “proof” of charitable task completion is provided via a simple map which displays where the forms were initiated.

 

Interestingly, two ADTH forms were initiated in the Boston area recently, which is nowhere near Raleigh where the ADTH charitable tasks are located.  Hmmn, one of the students must have been on spring break and forgot to submit their forms while on site….should ADTH contact that student and inquire??

 

Adding new tasks and editing existing ones

Adding new charitable tasks is easy….ADTH staff logs into the Designer component of XForms and enters new items into the “Tasks” reference list.  Easy-peasy, and a self-service kind of thing (no need to contact anyone).  In fact, ADTH can easily update the form template themselves, if they so choose.  Or they can contact us and we will happily do it for them.  Either way, all of this stuff is simple to edit and update.

Receiving approved task forms by email….automatically

ADTH can also receive approved submittals by email automatically.  This is through the built-in notification feature, which of course is an optional thing…not everyone wants to be pinged by email all the time.

Beyond the standard stuff

Right out of the box, ADTH can do their core function easily and without much fuss.  When things change, those changes can be made to the system easily and even without having to contact anyone at XForms to do it for them.

But it doesn’t mean that that’s the end of the road for this.  Integrations can be added fairly easily that extend the power of the system beyond what is already there.  For example, if ADTH would want to, the following could be added:

Approval workflow use case

The use case implemented at ADTH is basically an approval workflow use case.

If your organization is looking for a simple approval or verification method for field work it’s people perform, give XForms a look.  It’s easier to do than you might otherwise think.

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