SWAN Portal Version 3.0 Launched

In early 2020, SWAN IT Manager John Coutts and SWAN Contracts Administrator Lisa Stum met with a handful of affiliates and County Children and Youth agencies to discuss the SWAN Portal and its alignment with their needs. This marked the beginning of a four-year-long process to develop the SWAN Portal Version 3.0, which launched successfully on September 16, 2024. 

The SWAN Portal is a single record system that serves as the foundation for the services the network provides. It is an immensely important resource that enables the SWAN prime contractor to maintain accurate records for children and families who receive SWAN services. Caseworkers from counties use the portal to register a child for SWAN services, while caseworkers from affiliate agencies use it to process and submit those services. Nearly every task performed by the network flows through the SWAN Portal in some way.

Planning to develop the first era of this system began in 2008. Records used to exist in separate silos—PAE records were separate from SWAN Helpline records, which were separate from referrals, which were separate from invoicing. In 2010, version 1.0 was deployed. Version 2.0 followed in 2012 and had been continuously in use until recently.

By 2020, it was clear that the network was again ready for an update. The underlying technology powering the portal was outdated, and there were numerous opportunities to improve the system's functioning. In partnership with Prelude Services, the prime contractor undertook a comprehensive rebuild of the SWAN Portal.

The first thing that portal users will notice in SWAN Portal Version 3.0 is the significantly upgraded user interface (i.e., the “look and feel”), which is now more attractive and intuitive to navigate. Here are some of the other major changes introduced in this version:

• The ability to upload documents;
• The ability to update Child/Family records without having to submit a form;
• User notifications and dashboard;
• Access to (view only) services list (despite referring county/assigned affiliate);
• Cross-device compatibility and mobile optimization; and
• Compatibility with multiple browsers.

Since August, the SWAN technical assistance team has been working with network partners to train users on using the new system. More than 850 users from county and affiliate agencies have attended trainings. Agencies are welcome to request further training by contacting their SWAN regional technical assistant.   

Now that the system has been launched, the prime contractor will focus on refining and fixing any bugs to ensure it continues to work smoothly. While it may not be the most exciting part of the network, the SWAN Portal is a crucial tool that helps everyone involved in the SWAN program carry out vital work for children and families in Pennsylvania.