City of Philadelphia Office of Children and Families

CHALLENGE: Coordinating Complex Citywide Programs with Disparate Needs

The City of Philadelphia’s Office of Children and Families oversees one of the largest school systems in the country and funds several major programs, each with distinct operational and reporting requirements. In 2017, the Office identified a critical need for a flexible, scalable data system capable of:

• Supporting high-volume data collection and reporting
• Facilitating collaboration across departments and providers
• Improving the management and delivery of public services

Without an integrated system, program oversight, performance tracking, and compliance processes were time-consuming and disjointed—limiting the City’s ability to scale, evaluate, and optimize services effectively.

SOLUTION: Three Custom Platforms for Integrated Program Oversight

To address these challenges, the Office partnered with Cityspan to develop a series of interconnected, custom-built data management platforms—beginning with the Out-of-School Time (OST) Program, and later expanding to include the Truancy Intervention and Prevention Services (TIPS) Program and the Adult Education Program.

Out-of-School Time (OST) Program

OST connects youth and families with afterschool, weekend, and summer programs across more than 400 locations.

Cityspan’s system:

• Tracks attendance and outcomes for over 50,000 youth annually
• Coordinates data sharing across 7 city departments and local nonprofits
• Facilitates background checks for youth-serving staff
• Supports a public program locator and interactive service map
• Manages volunteer engagement across libraries, parks, and programs

Results:

• Increased accessibility through online search and registration tools
• Data-driven leadership enabled by real-time reporting and cross-agency collaboration
• Program success that influenced other departments to adopt similar systems

Truancy Intervention and Prevention Services (TIPS)

TIPS addresses school attendance issues before they escalate to the child welfare system.

Cityspan’s system:

• Enables school districts to refer students easily
• Coordinates data across school districts, case managers, courts, and nonprofits
• Generates court documentation to support legal compliance
• Secures access to sensitive student records

Results:

• Faster case management with immediate service matching after referral
• Tailored interventions based on real-time student data
• Enhanced data security and user access controls

Adult Education Program

This initiative connects adult learners with education and workforce readiness programs through a network of nonprofit providers.

Cityspan’s system:

• Supports a centralized call center for class inquiries and registration
• Manages assessments and survey results to determine learner needs
• Coordinates enrollment and data sharing across 50+ providers and 200+ locations

Results:

• Expanded learner access through streamlined intake and assessment tools
• Cross-provider collaboration to maximize program offerings
• Reduced administrative burden via automation of waitlists and scheduling

Results: Streamlined Operations and Improved Impact

Cityspan’s custom data platforms have become foundational tools for the City of Philadelphia, transforming how the Office of Children and Families:

• Collaborates with institutional partners and nonprofit providers
• Delivers and tracks services across diverse populations
• Makes data-informed decisions to optimize impact

The success of these platforms has prompted the Office to consider broader adoption of Cityspan systems across additional programs, signaling a long-term commitment to data-driven governance and equitable service delivery.

Interested in building a data system to strengthen your programs?
Contact Cityspan to learn how custom solutions can enhance your social services impact.