Beneficiary Tracking

Persona

Role: Developer at a social services non-profit serving 2,000+ beneficiaries across multiple programs.

Case managers track beneficiary information in filing cabinets and spreadsheets. Service delivery is logged in daily reports that are never aggregated, and outcome data is compiled manually at grant reporting time. The organization needs a digital system to track beneficiaries from enrollment through service delivery to measurable outcomes.

Business Problem

Funders increasingly require evidence of impact, but the organization cannot answer basic questions: How many beneficiaries were served last quarter? What services did a specific beneficiary receive? Are outcomes improving over time? Without structured data, grant reports are based on estimates rather than actual counts, and case managers have no visibility into a beneficiary's complete service history. This scenario builds a beneficiary tracking workflow that captures enrollment, logs every service interaction, and measures outcomes against defined targets.

Four-Step Application

This scenario works best as a four-step, human-in-the-loop application. The existing object model already gives this scenario a strong delivery backbone through Beneficiary, Service, and Outcome.

Mission metric focus: greater mission reach, stronger stewardship, and better reporting quality.
Human + AI pattern: Each step combines structured workflow data with chat assistance, background generation, document understanding, and accessible interaction patterns when they improve the experience.

Step 1. Capture demand and context

Goal: Make it easy for the user to start the Beneficiary Tracking journey with complete, trusted context.
Required data: Beneficiary context such as name, demographics, needs, and enrollmentDate.
AI support: Use chat to guide intake, generate clearer prompts, create accessible summaries, and assist with voice or vision-led capture when a form alone is not the best experience. EAI can support structured intake, chat workflows, and document-centred capture today; richer native multimodal capture may still need workflow extensions or connected services.
Business impact: Improve completion rate, reduce first-touch effort, and raise customer or staff confidence in the UX from the very first interaction.
EAI delivery: Model the intake as tenant-isolated object types and resources, then use actions, chat workflows, and document indexing or classification to keep the initial record complete and usable.

Step 2. Prepare the decision

Goal: Turn the captured context into the next best action for Beneficiary Tracking without forcing the human reviewer to assemble the case manually.
Required data: Beneficiary state and history; Service fields such as type, provider, date, and outcome.
AI support: Run background summarisation, extraction, classification, recommendation drafting, and answer generation so a reviewer sees a prepared case instead of raw fragments. EAI delivers the structured records and AI workflow hooks for this today; specialised scoring engines, external rules, or advanced reasoning controls may still need integration work.
Business impact: Reduce cycle time, improve quality and consistency, and protect the mission-critical metric before the case moves into execution.
EAI delivery: Link records across the scenario, persist decision state as resources, and use workflow actions plus chat assistance to keep humans in control while AI prepares the work.

Step 3. Execute and collaborate

Goal: Coordinate the actual work, handoffs, approvals, and user updates needed to deliver the service or outcome.
Required data: Service execution state; Outcome fields such as metric, baseline, current, and target.
AI support: Draft replies, produce work packets, monitor exceptions in the background, and surface the next action for each operator. EAI can orchestrate tenant-isolated records, actions, chats, and document workflows today; deeper system-to-system automation may require additional connectors or workflow capability.
Business impact: Increase operator productivity, reduce rework across handoffs, and improve service consistency across the application journey.
EAI delivery: Use linked object types, actions, resource updates, and workflow-triggered AI assistance so the team can execute in one model instead of splitting work across disconnected tools.

Step 4. Resolve, explain, and improve

Goal: Close the loop with a clear outcome, an understandable explanation, and feedback that improves the next case.
Required data: final status, outcome, audit history, and follow-up signals across Beneficiary, Service, and Outcome.
AI support: Generate outcome summaries, customer-friendly answers, compliance-ready notes, management insights, and accessible follow-up content. EAI can store outcome records and support answer generation today, while richer proactive agents, advanced analytics, or channel-specific accessibility features may need additional product capability.
Business impact: Increase trust, quality, and measurable business value through greater mission reach, stronger stewardship, and better reporting quality.
EAI delivery: Keep the full audit trail in structured resources, use AI workflows to explain outcomes, and feed the resulting signals into future product, service, and operational improvement work.

EAI Platform Support By Step

EAI provides the safe service boundary for Beneficiary Tracking through Object Types, tenant-scoped resources, document processing, chat workflows, and CLI verification. For this scenario, the main records are Beneficiary, Service, and Outcome.

Process step	What EAI provides	Calling pattern
Step 1. Capture demand and context	Tenant-scoped intake resources for Beneficiary context such as name, demographics, needs, and enrollmentDate. Object Type validation, starter forms, optional document intake, and chat-guided capture keep the first record complete.	Define fields in `src/eai.config/object-types.ts`, run `eai types validate` and `eai types seed`, create initial `Beneficiary` records with `useResources('Beneficiary')` or `eai resources create Beneficiary`, and keep browser calls behind `/api/eai/...`.
Step 2. Prepare the decision	Linked resource queries over Beneficiary state and history; Service fields such as type, provider, date, and outcome. Search, schema checks, document classification or RAG indexing, and chat summaries turn raw context into a prepared decision.	Use `useResources('Beneficiary')` list/query/search patterns, verify shape with `eai resources schema`, use `useDocuments().upload/classify/ragIndex`, `eai docs upload`, `eai docs classify`, and `eai docs index` where supporting material exists, and send decision-support prompts through `useChat(workflowId, 'chat')` or `eai chat send`.
Step 3. Execute and collaborate	Resource updates and actions for Service execution state; Outcome fields such as metric, baseline, current, and target. Status changes, assignments, notes, generated work packets, and chat support keep humans in control during execution.	Model actions in the Object Type code, call `client.resources.executeAction(type, id, action)` or the app hook equivalent, update records through the app service layer, and verify with `eai resources get/list/query`.
Step 4. Resolve, explain, and improve	Outcome resources for final status, outcome, audit history, and follow-up signals across Beneficiary, Service, and Outcome. Audit-friendly links, indexed final documents, reporting snapshots, and answer generation make the result explainable and reusable.	Persist outcomes as resources, index final material with `eai docs index` or `useDocuments().ragIndex`, send explanation prompts with `useChat` or `eai chat stream`, and use `eai resources aggregate/search` for reporting checks.

Prompt, Code, And Service Pattern Mapping

The Object Type code example on this page is the implementation contract for the EAI platform services. eai-gofer should read that code as the source of truth for which resource, document, and chat calls belong in the app.

Use this prompt shape when asking eai-gofer or another coding agent to implement the scenario:

Use the EAI App Template. Model Beneficiary Tracking with Object Types for Beneficiary, Service, Outcome. Use useResources for records and actions, useDocuments for uploads/classification/RAG where documents appear, useChat for workflow assistance, and verify with eai types/resources/docs/chat commands. Use eai publicapi only when no named command covers the required platform call.

Scenario artifact	How it maps to EAI service calls
Four-step process	Step 1 becomes resource creation, Step 2 becomes resource query/search plus optional document or chat preparation, Step 3 becomes resource update/action calls, and Step 4 becomes outcome persistence plus explanation/reporting calls.
Object Type definitions	`eai types validate`, `eai types seed`, and `eai resources schema` make the model available and checkable before UI work starts.
Properties and indexes	Fields become `useResources` payloads, filters, list views, and `eai resources create/list/query/search` checks. Indexed fields should support lookup and triage, not duplicate canonical records.
Links between Object Types	Relationships become linked-resource UI, timeline context, and audit trails that app code loads through resource queries rather than separate bespoke stores.
Actions and status fields	Workflow buttons and operator transitions call resource action/update helpers, then verify state with `eai resources get/list/query`.
Document and chat prompts	Prompts should call the platform documents and chat patterns: `useDocuments().upload/classify/ragIndex`, `eai docs upload`, `eai docs classify`, and `eai docs index` for documents, and `useChat`, `eai chat send`, or `eai chat stream` for conversational assistance.

Object Types

Name	Key Properties	Links	Actions
Beneficiary	`name` (text), `demographics` (text), `needs` (text), `enrollmentDate` (date), `status` (select: enrolled, active, graduated, inactive)	one-to-many → Service, one-to-many → Outcome	`activateBeneficiary`
Service	`type` (text), `provider` (text), `date` (date), `outcome` (text), `duration` (number)	many-to-one → Beneficiary	--
Outcome	`metric` (text), `baseline` (number), `current` (number), `target` (number), `measuredDate` (date)	many-to-one → Beneficiary	--

CLI Workflow

Scaffold the project
```
eai init beneficiary-tracking
```
Authenticate and pull environment
```
eai login
eai env pull --include-secrets
```
If you are an external developer, see [Configuration](/docs/configuration) for login and local environment setup.
Define your Object Types

Create the Beneficiary, Service, and Outcome types in src/eai.config/object-types.ts (see code example below).

Validate the type definitions

eai types validate

Tenant: beneficiary-tracking
✔ Beneficiary — 5 props, 2 links, 1 action
✔ Service — 5 props, 1 link, 0 actions
✔ Outcome — 5 props, 1 link, 0 actions

✔ All Object Types are valid

Seed types to the platform
```
eai types seed
```

Create sample resources

eai resources create Beneficiary --data '{"name": "Maria Santos", "demographics": "Age 34, single parent, two children", "needs": "Job training, childcare assistance", "enrollmentDate": "2025-05-01", "status": "enrolled"}'

Start local development
```
eai dev
```

Code Example

// src/eai.config/object-types.ts
export const objectTypes = {
  'beneficiary-tracking': [
    {
      name: 'Beneficiary',
      displayName: 'Beneficiary',
      description: 'An individual enrolled in the organization programs',
      properties: [
        { name: 'name', type: 'text' as const, required: true, indexed: true },
        { name: 'demographics', type: 'text' as const, required: false },
        { name: 'needs', type: 'text' as const, required: false },
        { name: 'enrollmentDate', type: 'date' as const, required: true, indexed: true },
        { name: 'status', type: 'select' as const, required: true, defaultValue: 'enrolled', options: [
          { label: 'Enrolled', value: 'enrolled' },
          { label: 'Active', value: 'active' },
          { label: 'Graduated', value: 'graduated' },
          { label: 'Inactive', value: 'inactive' },
        ]},
      ],
      linkTypes: [
        { name: 'services', targetObjectType: 'Service', cardinality: 'one-to-many' as const },
        { name: 'outcomes', targetObjectType: 'Outcome', cardinality: 'one-to-many' as const },
      ],
      actions: [
        {
          name: 'activateBeneficiary',
          displayName: 'Activate Beneficiary',
          description: 'Move an enrolled beneficiary to active status after intake assessment',
          requiredRole: 'tenant-user',
          validationRules: { requiredFields: ['name', 'enrollmentDate'], requiredStatus: 'enrolled' },
          sideEffects: [
            { type: 'set_field', field: 'status', value: 'active' },
          ],
        },
      ],
      status: 'published' as const,
    },
    {
      name: 'Service',
      displayName: 'Service',
      description: 'A service delivered to a beneficiary',
      properties: [
        { name: 'type', type: 'text' as const, required: true, indexed: true },
        { name: 'provider', type: 'text' as const, required: true },
        { name: 'date', type: 'date' as const, required: true, indexed: true },
        { name: 'outcome', type: 'text' as const, required: false },
        { name: 'duration', type: 'number' as const, required: false },
      ],
      linkTypes: [
        { name: 'beneficiary', targetObjectType: 'Beneficiary', cardinality: 'many-to-one' as const },
      ],
      actions: [],
      status: 'published' as const,
    },
    {
      name: 'Outcome',
      displayName: 'Outcome',
      description: 'A measurable outcome tracked for a beneficiary',
      properties: [
        { name: 'metric', type: 'text' as const, required: true, indexed: true },
        { name: 'baseline', type: 'number' as const, required: true },
        { name: 'current', type: 'number' as const, required: true },
        { name: 'target', type: 'number' as const, required: true },
        { name: 'measuredDate', type: 'date' as const, required: true, indexed: true },
      ],
      linkTypes: [
        { name: 'beneficiary', targetObjectType: 'Beneficiary', cardinality: 'many-to-one' as const },
      ],
      actions: [],
      status: 'published' as const,
    },
  ],
};

Key Takeaways

Complete beneficiary profiles: Enrollment, demographics, and needs are captured in a single record, giving case managers a holistic view of each individual.
Service history: Every service interaction is logged with date, provider, and duration, enabling accurate counts for grant reporting.
Outcome measurement: Tracking baseline, current, and target values for each metric demonstrates progress and impact to funders with real data.
Enrollment lifecycle: The structured status flow from enrolled through active to graduated tracks each beneficiary's journey through the program.

Persona​

Business Problem​

Four-Step Application​

Step 1. Capture demand and context​

Step 2. Prepare the decision​

Step 3. Execute and collaborate​

Step 4. Resolve, explain, and improve​

EAI Platform Support By Step​

Prompt, Code, And Service Pattern Mapping​

Object Types​

CLI Workflow​

Code Example​

Key Takeaways​