Stop Renting Your Operations Software
Transform the Google Workspace you already own into an enterprise-grade operations and compliance engine with $0 in recurring SaaS licensing fees and 100% data sovereignty.
Executive Summary & Value Proposition
Commercial Off-The-Shelf (COTS) software in the human services and vocational rehabilitation sectors typically forces non-profits into expensive, rigid subscriptions ($6,000 to $40,000+ per year). These generic EHR platforms lock client data inside proprietary relational databases, charge steep fees for custom report modifications, and fail to cleanly handle California-specific funding workflows.
BasementOps V3 completely disrupts this model. Built natively on Google Apps Script (V8 Runtime), Google Sheets, and Google Drive, BasementOps is an asynchronous, cloud-native Single-Page Web Application (SPA) that acts as an enterprise operations hub without third-party software overhead.
BasementOps vs. Commercial COTS EHRs
Comparing proprietary Google-native architecture against legacy boxed software (SetWorks, Therap, Foothold).
| Capability / Spec | BasementOps V3 (Custom Architecture) | Commercial COTS EHRs |
|---|---|---|
| Annual Software Licensing | $0.00 / year (Runs natively on your Google Workspace) | $6,000 - $40,000+ / year recurring user licenses |
| Implementation & Setup Fees | $0.00 / Free deployment package through BasementGraphixs MSP | $3,500 - $20,000+ mandatory onboarding & training fees |
| Data Ownership & Sovereignty | 100% Owned by Client (Data lives in client Google Drive & Sheets) | Vendor lock-in; proprietary databases; expensive data export fees |
| California Funding Specialization | Native (Alta Regional Center TDS 531, HA1282, DOR AWE/PVSA/CIE) | Generic Medicaid templates requiring paid custom development addons |
| Compliance Document Assembly | Automated (Generates locked, signed PDFs directly into Drive folders) | Static clinical forms; manual PDF downloads; fragmented filing |
| Field Logging & Staff Adoption | Instant mobile forms dispatching automated email receipts to coaches | Clunky 10-click portals with high employee friction and low adoption |
| Data Privacy & AI Integration | 100% In-House Extractive Summaries & Client-Side PII Redaction ($0 API cost) | Expensive third-party cloud AI add-ons exposing confidential client PII |
Comprehensive 8-Module Architecture
Deep dive into every operational subsystem built for Southside Unlimited.
Operations Command Center
Executive Telemetry, live KPI counters, and automated 14-day compliance scanners.
Executive KPI Telemetry Cards
Real-time counters calculating Total Program Roster, Active POS Auth, DOR State Tracking, and Cancelled Services.
One-Click Drilldown & CSV Export
Clicking any KPI launches a full-screen, searchable tabular modal with 1-click Certified CSV Export.
Program Distribution Analytics
Interactive Chart.js engine visualizing active participant enrollment across funding streams.
14-Day Action Required Compliance Scanner
Automatically monitors upcoming review deadlines, highlighting overdue evaluations within 14 days.
Roster 360 & Person-Centered Master Files
Complete 360-degree digital directory combining administrative metrics with person-centered care.
Bento Box Master Profile
High-density data grid organizing Demographics, Agency Authorizations, Logistics/Transit (Lyft AM/PM), and Service Specs.
One-Page Master Profile Accordion
Sliding vertical drawer housing person-centered support data: Workplace Goals, Support Strategies, and Things to Improve On.
Base64 Photo Avatar Engine
Frontline coaches upload headshots via HTML5 FileReader directly into Base64 strings that sync to Google Drive, bypassing browser CORS.
1-Click Crisis Emergency & Medical Modal
Instant popup giving field coaches emergency contacts, behavioral triggers, and medical protocols during crises.
Daily Notes & Deduplication Engine
Field-level mobile logging built for speed, documentation accuracy, and audit protection.
Dynamic ISP Goal Prompts with [REQ] Locks
Selecting a participant dynamically renders their specific ISP goals and locks submission until required notes are filled.
Billing Deduplication Algorithm
Hashes shifts via compound session key (ParticipantName | ServiceDate | Timestamp) using a runtime Set() filter.
Instant Email Receipts via MailApp
Submitting a daily note triggers MailApp to dispatch a formatted confirmation receipt directly to the coach’s inbox.
Universal Intake & Document OCR
Automated onboarding and paperwork processing for incoming referrals.
Multi-Agency Intake Routing
Provisions new records for Regional Center POS and Department of Rehab (DOR) authorizations seamlessly.
Optical Character Recognition (OCR)
Sweeps uploaded authorization PDFs, extracting 7-digit Client IDs (UCI / NMED) and validity date ranges.
Automated Compliance Seeding
Automatically calculates and registers the participant’s initial 60-day evaluation date (+60 days from authorized start).
Evaluations & Compliance Automation
Continuous regulatory tracking, 5-column Kanban, and digital document assembly.
5-Column Compliance Kanban
Automatically sorts participants into Due 60d, Due 30d, Due 14d, Due 5d, and OVERDUE based on live system clocks.
Digital 10-Factor Performance Rubric
Standardized grading across 10 factors (Dependability, Punctuality, Supervisor Interaction, Task Performance).
Automated PDF Compiler with Drive Vault Sync
Injects Unicode checkboxes, records authenticated digital signatures, compiles locked PDFs to Drive, and advances compliance clocks.
Time Machine DA Verification Bypass
Allows authorized supervisors to verify legacy paper records and dynamically advance compliance clocks by 30, 60, or 90 days.
Workforce Development (JD Pipeline)
Dedicated secondary workspace for employment placement, candidate tracking, and attendance.
6-Stage Progressive Placement Kanban
Tracks job seekers across: Intake & Assessment, Resume & Prep, Applied, Interviewing, Offered & Placed, and Closed.
30-Day Stale Card Alerts
Highlights candidates idle for more than 30 days with glowing warning borders to keep placements moving.
7-Day Rolling Attendance Matrix
Aggregates shift hours into color-coded status badges (Green, Amber, Red) for payroll tracking.
In-House AI Summarizer & PII Redaction
Zero-external-AI utilities built for strict HIPAA, PII, and client confidentiality.
Native Extractive Progress Summarizer
Custom Apps Script engine sweeping shift notes across date ranges to compile accomplishment reports with $0 API fees.
Client-Side PII Redactor
Automatically detects and scrubs participant names, State UCIs, SSNs, phone numbers, and emails on clipboard copy.
Security, Governance & Audit Ledger
Enterprise-grade administration, 5-tier RBAC, and fault-tolerant cloud sync.
5-Tier Role-Based Access Control (RBAC)
Job Coach (Tier 1), Department Assistant (Tier 2), Supervisor/Coordinator (Tier 3), Director (Tier 4), System Admin (Tier 5).
Live Role Security Preview Simulator
Admin tool to spoof and preview UI lockdowns for any security tier in real time.
Immutable UTC System Audit Ledger
Logs every database sync, manual data override, and DA verification with timestamp and user email.
Smart Bookmark Continuation Tokens
Caches continuation tokens in PropertiesService to bypass Apps Script 4.5-minute runtime timeouts on large datasets.
Modular Roadmap: Scripting, Verification & Rollout
BasementOps is built with an agile, extensible architecture. As new automated Google Apps Script routines, OCR algorithms, and webhook pipelines are written, they undergo sandbox verification before seamless production deployment to client tenants.
Automated Regional Center POS Invoicing Batcher
Automated billing compiler transforming verified daily service logs into ready-to-submit regional center electronic claim sheets.
Real-Time SMS Alerting for Transportation Logistics
Twilio / Google Apps Script webhook integration dispatching instant dispatch alerts for Lyft AM/PM route schedule alterations.
Bi-Directional DOR Mileage & Expense Auditor
Automated mileage calculator comparing coach field logs against GPS route thresholds for instant payroll reimbursement verification.
Enterprise Technical Topology
This architecture guarantees that the agency never incurs external server costs, database maintenance contracts, or API overages. All computation and storage leverage existing Google Workspace infrastructure.
Kenny Lewis
“I specialize in bridging complex operational gaps with custom, high-efficiency cloud infrastructure. Combining my daily hands-on experience as a frontline Job Coach with my background as an IT Solutions Architect, I designed BasementOps from the ground up to give Southside Unlimited total data sovereignty, automated compliance, and enterprise power without the recurring bloat of boxed software.”
Need Custom Operations Software for Your Organization?
BasementGraphixs designs, scripts, and deploys high-speed cloud operations engines tailored to your specific workflows and regulatory requirements.