CASE STUDIES
Rossmoor Walnut Creek
Kha Creation updated the digital platform of Rossmoor Walnut Creek, an award-winning retirement community.
THE CHALLENGE
Rossmoor Walnut Creek faced a plethora of digital and operational challenges:
- Their existing website was outdated, slow, and had security issues.
- They had no centralized system for document or financial management across their 23 Homeowners' Associations (called "HOAs", or "Mutuals").
- Rossmoor Walnut Creek needed specialized modules for different community aspects (clubs. board meetings, real estate advertisements, etc..
- Their existing database was in a "read-only" state, filled with faulty and duplicated data, making it unsuitable for third-party applications.
- They required a communication module to send bulletins and newsletters, akin to paid services like MailChimp, but without the recurring costs.
THE APPROACH
Kha Creation took a multi-faceted approach in order to address each challenge. Here's what we accomplished:
- Website Migration and Maintenance: Migrated to a new server and optimized performance using Amazon S3.
- Document Management: Created a centralized Document Management System for the HOAs.
- Financial Document Management: Designed specialized dashboards for managing financial documents.
- Clubs and Organizations: Developed a module to manage various club activities and information.
- Master Database Services (MDS): Cleaned, normalized, and made the existing database compatible with third-party services.
- Communication Module: Developed an in-house solution for sending bulletins and newsletters to residents.
THE OUTCOME
The comprehensive solutions provided by Kha Creation met the diverse needs of the Community and had a transformative impact:
- Website: Faster, secure, and user-friendly, with ongoing maintenance.
- Document Management: Streamlined and secure, improving administrative efficiency.
- Financial Document Management: Financial data is now easily accessible and managed securely.
- Clubs and Organizations: Easily navigable and manageable through a custom template.
- MDS: Enabled Single Sign-On, thereby streamlining resident access to various services.
- Communication Module: Enabled cost-effective and targeted communication with residents.
Situated in Northern California’s beautiful community of Walnut Creek, Rossmoor is a large retirement community spread out over 1.800 acres, offering a variety of home ownership options for active adults 55+. Prices rages from $200,000 to over $1 million. Living styles include co-ops, condos, single-family homes, and congregate living. The community hosts numerous activities and events for its residents, providing opportunities for a rich social life.
Project Details ...
- New Website
- Web Application
- WordPress, Laravel, API Integration
- Maintenance & Support
The Ask
Rossmoor Community Living reached out to Kha Creation with a complex set of requirements to modernize and streamline their digital operations. Their existing website was outdated and plagued with issues ranging from slow load times to security vulnerabilities. They also lacked a centralized system for managing a wide variety of documents and financial records across their multiple Homeowners' Associations, also known as Mutuals. Additionally, they needed specialized modules for handling various community activities like clubs, board meetings, and real estate advertisements.
Rossmoor was in desperate need of cleaning and normalizing their decades-old, read-only database, which was filled with dirty and duplicated data. This was critical to make the database compatible with third-party applications and services. Last but not least, they were looking for a cost-effective communication module that could send out bulletins and newsletters to residents, without incurring the recurring costs associated with platforms like MailChimp or HubSpot.
The overarching ‘ask’ was to create a comprehensive, efficient, and secure digital ecosystem that could address all these facets effectively.
Design Implementation
Initial Meetings and Requirement Understanding
The project kicked off with a series of in-depth meetings between Kha Creation and key stakeholders at Rossmoor Community Living. These meetings were crucial for understanding the complex set of requirements and challenges that Rossmoor was facing. We engaged in dialogue to comprehend not just the technical aspects but also the community's unique needs.
Studying the Target Audience
Understanding the target audience was a pivotal part of the design implementation. Given that Rossmoor Community Living primarily serves a senior community, special attention was given to user experience and accessibility. Surveys and user interviews were conducted to gather insights that would later inform the design decisions.
Tailored Solutions for Sub-Projects
Website Migration and Maintenance:
A sleek, user-friendly design was implemented, keeping in mind the older demographic, to make navigation and accessibility easier.
Document and Financial Management for Mutual: After understanding the administrative bottlenecks, we designed specialized dashboards to streamline document storage and retrieval.
Clubs and Organizations Module:
We designed custom templates that would allow administrators to easily update and manage the various clubs and activities within Rossmoor.
Master Database Services (MDS):
A robust backend was designed to clean and normalize the old data, ensuring compatibility with third-party services.
Communication Module:
Given the target audience's comfort level with digital communication, a straightforward and intuitive interface was designed for sending out bulletins and newsletters.
Each sub-project had its own set of requirements, and the design was tweaked accordingly to offer the most efficient and user-friendly experience. Mock-ups and prototypes were created and reviewed in consultation with Rossmoor representatives to ensure alignment with their needs and expectations.
The final designs were not only visually appealing but also highly functional, meeting the unique demands of each sub-project and the community at large.
Content Management System
Website Migration and Maintenance
The system utilizes a robust Content Management System (CMS) that is easy for administrators to update and manage. It's hosted on a reliable server with automated backup and security features. Amazon S3 is integrated for media storage to offload the server and speed up the site.
Document Management for Mutuals
A secure Document Management System (DMS) was implemented, which allows for easy upload and categorization of various documents. These documents are securely stored in an Amazon S3 bucket and can be accessed through a straightforward admin dashboard.
Financial Document Management
This feature has its own specialized dashboard that is encrypted and secure. It allows for the upload and management of sensitive financial documents, and access is restricted to authorized personnel only.
Clubs and Organizations Module
This module is designed to be dynamic. Administrators can easily create, update, or remove club information through a custom-designed template. Residents can browse through a categorized listing of clubs and activities, making the community experience more engaging.
Master Database Services (MDS)
The MDS is the backbone of the system, designed to normalize and clean up decades-old data. It features APIs that allow for easy communication with third-party services, enabling features like Single Sign-On (SSO) for residents.
Communication Module
This in-house solution replaces traditional email marketing software. Administrators can create and send out newsletters and bulletins right from the dashboard. The system allows for segmented mailing lists, ensuring that residents only receive the information most relevant to them.
Each component of the system is designed not just to function in isolation but to work seamlessly together, creating an integrated, user-friendly digital ecosystem for Rossmoor Community Living. This ensures that whether it's a resident looking to join a club or an administrator needing to upload financial documents, the system has a streamlined solution in place.
The End Result
The end result of Kha Creation's engagement with Rossmoor Community Living was a highly functional, secure, and user-friendly digital ecosystem that addressed a myriad of needs.
Efficiency and Streamlining:
By migrating the website to a more robust platform and creating centralized systems for document and financial management, operational efficiency was greatly enhanced.
Enhanced User Experience:
The website and various modules were redesigned with the end-users—primarily the senior residents—in mind. This resulted in a platform that is not only more visually appealing but also easier to navigate and use.
Security:
The new systems include multiple layers of security features, from encrypted data storage to secure document upload capabilities, ensuring that sensitive information remains confidential.
Cost-Effectiveness:
By replacing third-party services with in-house solutions, Rossmoor is now able to manage its digital operations in a more cost-effective manner.
Community Engagement:
The new modules for clubs and organizations, as well as the communication system for newsletters and bulletins, have made it easier for residents to engage with their community.
Future-Ready:
The clean and normalized Master Database System (MDS) not only solved existing issues but also made the system scalable and ready for future integrations.
Client Satisfaction:
The project was met with positive feedback from both administrators and end-users. Testimonials indicate a high level of satisfaction with the new systems, citing their efficiency, ease of use, and the timely and effective support provided by Kha Creation.
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