The Ben Kinsella Trust, a charity dedicated to combating knife crime through front line work in schools, faced a significant challenge in processing over 8,000 handwritten data collection forms each year. The insights from these paper forms are invaluable in demonstrating the effectiveness of the work the Trust does, and underpin a key deliverable created for the schools they work with. However the manual data entry process was time-consuming, tedious, and diverted valuable staff and volunteer time away from their core mission of community outreach and education.
Ben Kinsella
AI & data automation to speed up insight into knife crime prevention
Client
Service areas
The Challenge
The Solution
Our process began with clearly defining the problem and understanding the specific needs and goals of the Ben Kinsella Trust. Suru performed a thorough analysis of their existing data collection process, including the types of forms used, the volume of data collected, and the challenges faced by staff and volunteers. This in-depth discernment allowed us to go beyond a list of requirements and to propose solutions that would deliver real value and achieve the Trust's strategic objectives.
With a deep understanding of the problem, we began to design a tailored solution that would address the Trust's unique needs and explored the range of technologies that could be used in the solution, carefully considering how they could be integrated into the Trust's existing workflows.
The resulting solution design was an integrated, end-to-end AI-powered solution that streamlined the Trust's feedback form processing pipeline. This involved several key components:
We helped select appropriate hardware that could batch-scan entire sets of paper forms and write to cloud-based file storage.
We used a cloud-based document intelligence service to read the content from handwritten forms, eliminating manual transcription. We advised on subtle changes to the data collection forms which radically improved accuracy.
We employed an LLM (large language model) to contextualise and correct OCR outputs, improving the quality of handwritten text recognition.
We created an easy-to-use browser-based application for staff and volunteers to rapidly record their service delivery activities and auto-tag scanned files to be analysed and ingested.
We set up a cost-effective data warehousing solution and integrated it into the data processing pipelines and the Trust’s business intelligence tool, Looker Studio.
The forms were scanned and uploaded into a web-based application which managed the AI-driven data processing pipeline. Data was extracted and integrated into tools for report generation. These reports were then delivered to the participating schools, providing rapid feedback and insights to key stakeholders.
The Results
The AI-driven, paper-to-insight system yielded impressive results for the Ben Kinsella Trust:
The solution saves approximately 300 hours annually, allowing staff and volunteers to focus on more impactful activities.
The streamlined data workflows and automated processes enabled the Trust to generate reports and analyse data much faster, gaining timely insights from their workshops and initiatives, facilitating prompt feedback to schools and other partners.
By automating monotonous tasks, staff and volunteers were able to engage in more meaningful work, leading to increased job satisfaction.
Rather than simply buying in an expensive all-in-one product, our solution kept operational costs extremely low by combining cost-effective cloud components into a unique, tailored solution built on Azure.
Key Takeaways
In a time of widespread excitement about AI it’s easy for charities to get drawn into the hype and risk wasting a lot of time and and money on “AI”-branded tools — often solutions in search of a problem — which don’t solve real problems or provide a real return on investment.
This project demonstrates how well thought-out AI solutions can bring tangible value to charities. By streamlining operations and automating tasks this AI-backed solution frees up resources, allowing organisations like the Ben Kinsella Trust to focus more effectively on their core mission.
The project's success stemmed from a comprehensive technology strategy, understanding where technology like AI drives value — and where it does not — in turning paper into insight.
This wasn't a proof of concept or a pilot project; it was about delivering tangible outcomes by creating a live service. The AI solution automated a labour intensive task saving over 300 hours annually, empowering staff to focus on the Ben Kinsella Trust's core mission.
The project demystifies AI, demonstrating its potential not as a futuristic concept, but as a practical tool that can be seamlessly integrated into daily operations. It's a demonstration of how AI can help develop processes in which the systems work for you, not the other way around.
The project showcases how "AI-driven automation" can enhance engagement with funders and stakeholders. By turning paper-based feedback into measurable results, the Ben Kinsella Trust can attract greater support for their critical mission.
Conclusion
The Ben Kinsella Trust project shows how considered use of AI in the right context can move beyond the hype and deliver real-world benefits without costing the earth. By embracing an end-to-end, AI-backed solution, the Ben Kinsella Trust has not only optimised its operations but also positioned itself at the forefront of innovation in the non-profit sector, serving as a model for other organisations seeking to leverage AI for positive social impact.
