Bubup Wilam needed a solution that provided a “virtual doorway” to centralised record keeping. Notitia developed a custom designed and built front-end portal/web application.
“The goal of Bubup Wilam is to become completely autonomous - to be self-determining for our own children and families, to lead by the potential not by a deficit, and to be able to lead our own life. Coming across Notitia was finding someone who was able to do that for us.”
Bubup Wilam means “Children’s Place” in Woi Wurrung language.
An early years’ service, operating as an Aboriginal Community Controlled Education, Health, and Wellbeing organisation, Bubup Wilam’s vision is to “support children who are proud and have a strong Aboriginal identity as their foundation for lifelong learning, health, and wellbeing”.
Bubup Wilam needed a solution that acted as a "virtual doorway" into their center, centralising record-keeping, communication, and tracking children's progress based on their unique curriculum. Existing technology on the market fell short of addressing the holistic needs of educators and care providers, who required a system capable of capturing the entire journey of each child, from enrolment to school-age follow-ups.
It was essential that the solution also respect Indigenous data sovereignty, allowing Bubup Wilam to maintain full ownership of their application and data.In addition to being secure and user-friendly, the platform needed to be accessible to educators, families, and staff while safeguarding sensitive child information. A key priority was reducing administrative burdens by creating a streamlined, easy-to-use system that eliminated fragmented communication and “siloed” information, ensuring seamless interaction between staff, families, and health practitioners.
Key requirements included:
• A clear visual layout for each child's information, including activities and points of interest.
• Permissions and restrictions for accessing data based on roles and administrative levels.
• The ability to pull data, like attendance records, from existing CRM and clinical systems.
• Compliance with legislative audit requirements, ensuring long-term data retention.
• Data sovereignty, ensuring Bubup Wilam maintained ownership of the application and its data.
Notitia began by conducting a market scan, which revealed that no off-the-shelf solutions could meet Bubup Wilam's technical requirements. They also considered customising existing CRM systems to fulfil the functionality needs. However, this option was found to involve significant implementation and ongoing costs without providing any meaningful advantages.
The custom-built web application for Bubup Wilam integrates both front-end and back-end components, designed to seamlessly connect with existing CRM and clinical systems. With nightly data transfers between the CRM and an SQL database, the platform provides real-time updates, offering users a secure login experience through organisational credentials. The application features a comprehensive "child view," displaying a historical sequence of interactions, protected views for sensitive data, and tools for recording key events such as conversations, health updates, and developmental milestones. It also allows staff to log specific daily activities—such as eating, sleeping, and social interactions — providing a holistic overview of each child's progress. Customisable and adaptable, the platform enables data export and supports aesthetic theming, ensuring flexibility as Bubup Wilam’s needs evolve.
It includes the following features:
• A central location to track all interactions with each child, from attendance to individual learning and health plans.
• Security features that ensure only authorised users can access confidential data.
• Modular functionality, allowing flexibility for future updates and integrations.
• Hosted in Australia to meet data sovereignty requirements.
Bubup Wilam now has a bespoke web platform that provides a holistic view of each child’s journey, supporting their vision for culturally appropriate education and wellness services. The platform tracks all touchpoints, from enrolment inquiries to ongoing progress, ensuring efficient, secure communication between staff, families, and health practitioners. It reduces administrative load and paper usage, making it quick and easy for educators and families to access and input information. The solution respects data sovereignty and meets legislative requirements, ensuring that data is stored securely and accessible for long-term audits.
Bubup Wilam’s commitment to excellence in early childhood education and family wellness is evident in their innovative approach. The organisation, led by a dedicated team of nine Aboriginal board members, embodies a philosophy that integrates community identity, cultural respect, and holistic support for children and families. By leveraging technology tailored to their unique needs, Bubup Wilam not only enhances educational outcomes but also fosters a strong sense of belonging among Aboriginal children aged six months to six years and their families. This project is a significant step forward in ensuring that Aboriginal children have access to quality early learning experiences, firmly rooted in their cultural identity and values, while providing a safe and nurturing environment for their development.
The app focuses on essential areas — Early Years, Attendance, and Health & Wellbeing.
These features streamline the care and development process while keeping parents informed.
Below is a breakdown of the app's key functionalities.
Functionalities related to teacher-parent communication about their child:
● Ability to post both text and images
● A parent can comment on a post but not delete a post
● Feed is similar to “Facebook”
Record for each attendance for each child with the following information:
● Time in
● Time out
● Total days/attendances
Focused on managing children health appointments:
● A request for an appointment with a clinician can be submitted here
● Triggers a standard email
● QikKids captures medical information from appointment details submitted
