Public website
A modern website with a warm, friendly and familiar aesthetic, and clear paths for LIBU’s stakeholders.
Explore the website
GeostarProposal
Let It Be Us
Project objective
Modernize Let It Be Us and improve key operations so the organization can serve more children and families and connect children with safe, permanent homes.
- Modernize and simplify the website
- Give staff and stakeholders better tools to improve operations and support more placements
Project in Three Parts
Operations App
Tools for families, caseworkers and LIBU staff to manage profiles, cases and referrals.
Explore operationsMatching Module
An extension of the Operations App that opens approved collaboration, suggested matches and referrals across agencies.
Explore the moduleNew website
A modern website with a warm, friendly and familiar aesthetic, and clear paths for each of LIBU’s stakeholders: families, professionals and supporters. Rebuild in WordPress so staff can keep content and guidance current.
- 99% uptime target with minimal downtime. This is a target, not a guarantee; hosting and support terms are to be agreed.
Approach, structure and delivery
Preserve LIBU’s familiar brand while modernizing page layouts and visual hierarchy. Make it easier for families, professionals and supporters to understand their options and find their next step.
Clear audience paths
Three main doors: For Families · For Professionals · Support Our Work
Supporting navigation: About · Resources, with a prominent Donate link.
Built for the team
- Review content, hierarchy and stakeholder needs with LIBU.
- Use reusable WordPress blocks, editable navigation and staff handover.
- Design for performance and visibility in Google and AI search.
Three Homepage Approaches
Style examples. A new modern take on LIB’s familiar look. Open the comparison gallery ↗
Operations App
Open the wireframes ↗Operating model
Foster families
Maintain their own persistent family profile and stay connected to cases they’re interested in.
- Create and maintain their family profile, save progress and update information.
- Inquire about relevant cases and stay connected as conversations progress.
- Upload forms and follow case conversations with LIBU.
Caseworkers
Submit cases and work with LIBU in one place.
- Create emergency or adoptive placement cases and provide required documents.
- Track case status through LIBU review.
- Review families LIBU shares and discuss next steps within the case.
LIBU staff
Coordinate the work across families, caseworkers and agency partners.
- Approve accounts, review cases and manage publication.
- Search family profiles, review inquiries and share selected families with caseworkers.
- Keep documents, internal notes and separate case conversations organized.
Matching Module
Open the wireframes ↗The Operations App, extended across agencies.
Build on LIBU’s existing profiles, cases and referrals. Authorized partner caseworker teams can review suggested matches, understand why they may be a fit, and coordinate referrals across agencies, with LIBU keeping oversight.
Before · LIBU network
Operations App
Foster familiesMaintain their own profiles
Let It Be UsCoordination & oversight
Internal referrals
CaseworkersWork with LIBU
After · Across agencies
Operations App + Matching Module
Agency A
Agency B
Agency C
Let It Be UsCoordination & oversight
Agency D
Agency E
Agency F
Authorized agency connections · Approved sharing
More matching potential · Human-reviewed referrals
Timeline
42 weeks, from discovery to the Matching Module pilot.
Proposed sequencing: launch the website by week 12, pilot the Operations App by week 28, then extend it across approved partner agencies through week 42. Phase dates and acceptance criteria will be confirmed during discovery.
Workstream
Week 1122842
Website
Live website · Included support
Operations App
Pilot feedback & support
Matching Module
Shared foundation established through the Operations App
Matching builds on the Operations App pilot. Partner access, permitted data sharing, matching rules and review responsibilities must be agreed before the module pilot. Payments are tied to acceptance of the milestone deliverables shown above.
Investment
Core Technology Budget
| Website redesign and implementation | $39,000 |
|---|---|
| Operations App design and implementation | $83,000 |
| Matching Module extension | $48,000 |
| Legal and privacy | $7,500 |
| Core technology total | $177,500 |
Optional Technology Add-ons
Document Intake Automation
$15,000
A feature that takes any external form needed from a foster family or case worker (think: drag + drop with forms/files where wet signature is required in the case of a permanent adoption). Fields are extracted, mapped to HubSpot, approved by Let It Be Us and synced with HubSpot. Reduces manual transcription for staff.
Assumptions: Documents are PDFs or Word files (.doc/.docx) and the number of document-types is finite and examples can be provided for AI training. Staff is ok to review and approve extracted information before it is saved to HubSpot.
Knowledge Base and Onboarding videos
$15,000
A knowledge base where case workers, foster families and LIBU staff learn about the product, seeing only information relevant to their own interface and workflows. A series of videos explains how each part of the process works.
Assumptions: Knowledge base content creation and video production are in scope. Let It Be Us handles any additional training, including manual training, events and webinars.
Custom Reporting
$10,000
Produce weekly and monthly reports on new cases created, placements and other tracked outcomes. Gives LIBU staff and leadership a recurring view of activity and results.
Assumptions: Reports are limited to information tracked in the system.
Data Quality and Validity Tools
$15,000
Track expiration dates for required forms or licenses where applicable, flag conflicting information and run an agreed set of document checks. Temporarily pause profiles with expired or invalid required documentation until updated forms are provided and validated under LIBU-defined rules. Helps staff keep supporting information valid.
Assumptions: HubSpot remains the authoritative home for business data. Google Drive is the source for document storage. This assumes that relevant forms or licenses have expiration dates or other validity requirements; LIBU must confirm whether these requirements exist and define the checks and profile pause/reactivation rules.
iPhone + Android App for Recruiters
$45,000
Give recruiters access to the same tools and workflows they use in the web app while on the go, with native mobile notifications to help them stay informed and respond promptly.
Assumptions: Uses the same accounts, permissions and data as the web app. Scope covers existing recruiter workflows on iPhone and Android; native notification triggers will be agreed during scoping.
| Year 1 | Year 2 | Year 3 | Year 4 | Beyond |
|---|---|---|---|---|
$177,500Core technology budgetSelected optional packages are additional. First-year hosting, maintenance and support included for delivered core functionality. | $10,000/yearOngoing supportHosting, maintenance, updates and support. | $10,000/yearOngoing supportHosting, maintenance, updates and support. | $10,000/yearOngoing supportHosting, maintenance, updates and support. | $10,000/yearOngoing supportAnnual support, continuing as needed. |
Core support covers hosting, monitoring, backups, routine updates, bug fixes and support for the delivered website, Operations App and Matching Module. Support response times and operational responsibilities will be confirmed before launch.