TPCA - Volunteer Management System
Client: Texas Prisons Community Advocates (TPCA)
Industry: Non-Profit
Location: Texas, USA
Deliverables: Volunteer Management Process Analysis, Centralized Personnel Database, Process Redesign and Automation.
Project Overview
TPCA is a not-for-profit group based in Texas that is focused on improving conditions for those who are incarcerated in Texas prisons and relies heavily on volunteers.
Clear North AI was engaged in late 2025 to assess the current volunteer management system, which was heavily based in excel and involved mostly manual steps. The goal was to automate as much of the process as possible, to allow the organization to intake more volunteers without requiring more staff to process applications, etc.
Key Services Provided
Data management and systems architecture and redesign.
Volunteer lifecycle management process analysis and redesign.
Build centralized database, build and automate volunteer process in Microsoft Power Platform.
Tooling/tech stack decision and integrations with selected external tools (Zoho, Adobe).
Deliver system documentation, second phase plan, and training materials for staff.
Methodology
System designed specifically for a non-technical org with volunteer tech. staff.
Tech stack and automation decisions included consideration of ongoing costs (token usage).
Architecture designed to support multiple phases of system automation, not just this project.
Worked directly with Volunteer Management staff to deeply understand requirements and gain signoff at regular points throughout the project.
Impact
Freed staff time previously spent on manual work.
Volunteer management lives in centralized location instead of relying on human memory and multiple spreadsheets.
Normalized data allows for reporting and trend analysis over time.
Central database primed for usage in next phase automation of other departments.
