“WelfareWise.ai

Transforming European Welfare Narratives into Actionable Insights for Impact”

Revolutionizing social work diagnostics through intelligent automation to enhance decision-making and case management, our innovative solution builds on an earlier experimental agentic prototype and now harnesses more advanced UiPath technologies to streamline workflows and improve client outcomes — using the European welfare system, one of the world’s best, as a case study to deepen understanding of how agentic automation can be effectively deployed.

Danny Lim

Public Sector

Nisarg Kadam

AI Architect

The Challenge with Social Work Notes

Unstructured social work notes, taken during house visits, phone calls etc., are frequently verbose, inconsistent, and fragmented. This complexity causes delays in interpreting critical client information, resulting in slower interventions, increased workloads for social workers, and risks overlooking essential insights that are vital for effective case management.

Agentic Process Automation:

Transforming Social Work Diagnostics

• Leverages UiPath's intelligent Robotic Process Automation (RPA) platform for robust task automation.

• Employs agentic agents capable of perceiving, reasoning, acting, and learning dynamically.

• Transforms unstructured social work notes into actionable insights for faster decision-making and strategic planning.

• Boosts efficiency, accuracy, and accelerates case processing.

Our solution:

• Utilizes the following features from UiPath lab: Maestro, Agents, Orchestrator, Actions, Integration Service, Context Grounding, Studio Web and Apps.

Disclaimer:

• Our solution, both in this submission and in earlier prototypes, analyses only sanitized or masked data containing no sensitive information about our clients. Where needed, fictitious data was generated using ChatGPT, following structured guidelines to ensure the dummy data remains realistic and viable for demonstration purposes.

• Collaborates via Human-in-the-Loop Collaboration. Human experts play a crucial role in reviewing and verifying automated outputs. This collaboration ensures ethical oversight, quality assurance, and builds trust. Their approvals and override decisions feed back into the system to refine accuracy and increase transparency.

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Robots & Agents in Action

• Email Intake Robot: Monitors inboxes for new family cases, extracts file links, and triggers automated processing.
• Family Orchestrator Agent: Validates data, checks for duplicates, and splits case information into six key social domains for assessment.
• Domain Assessment Agent: Reviews each domain’s data to identify strengths, risks, goals, and tasks, transforming unstructured notes into actionable insights.
• Save & Consolidate Robots: Archive domain results and upload the final, unified family report for planning and audit.
• Final Consolidation & Summary Agents: Combine all domain findings, generate a clear summary, and calculate the family’s overall support score and recommendations.
• Human-in-the-Loop Review: Allows social workers to review, validate, or adjust the AI-generated summary before sending.
• Send Final Email Robot: Delivers the approved case summary to stakeholders and updates records to prevent duplication.

Layered Architecture Overview

Our solution is structured into five integrated layers:

• Perception: Extracts and processes data from diverse social work notes.

• Reasoning: Analyzes context using social work frameworks to assess client needs.

• Action: Automates tasks and updates case statuses promptly.

• Feedback: Incorporates human input to continuously refine system performance.

• Memory: Maintains historical case data and agent knowledge for longitudinal insights.

Agentic Orchestration Flow in UiPath Maestro

Revolutionizing solution�Introducing the multi agent tier-5 solution: UiPath Agent Builder��

WelfareWise.ai automates and streamlines social work case assessments, transforming unstructured notes into actionable insights—enabling faster, more consistent, and scalable support for families.

Process:

Automated, consistent case assessments

Faster decision-making, reduced manual work

WelfareWise.ai: Intelligent Automation for Social Work Diagnostics

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Family Interview Notes

Scalable support for thousands of families

Applicant’s email analysis

Creates chunks of data in domains to do make it easy for assessment.

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Creates a high-level summary and computes an overall family score.

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Combines all domain outputs into a single comprehensive report.

Audit-ready and fully compliant records

Consolidator

AI Agent

Orchestration AI Agent

Email Reader Robot

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Data Collection

Agent

Agentic Memory

Using agent memory retrain the agent to understand cases which were scored less.

Potential solution:

Human Assistant

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GenAI-powered process to summarize or document the transaction for compliance and audit.

GenAI Activities

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Ensures that all steps are logged and no duplicate processing occurs.

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Decision communication

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Final Consolidation

Family Case Summary

Family Case Evaluation

Decision making

Agent Memory

Communication Robot

Checker Agent

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Family Health Assessment Agent

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Family Housing Assessment Agent

Family Income Assessment Agent

Family Education Assessment Agent

Family Functioning Assessment Agent

Family Finance Assessment Agent

Assessment AI Agent

Collector AI Agent

Expected Impact of WelfareWise.ai

(European Context)

• Massive Time Savings: Cuts case processing time from 1 hour to under 5 minutes—saving up to 100,000 work hours/year for a typical EU country.
• Significant ROI: Frees up the equivalent of 45–50 full-time staff (worth €3.6M/year), enabling agencies to do more with the same resources.
• Quality & Compliance: Ensures consistent, rule-based case assessment and audit-ready logs—meeting strict EU welfare standards.
• Better Service & Faster Help: Families receive support in hours, not weeks; social workers focus on people, not paperwork.
• Scalable & Adaptable: Easily reconfigurable for any national framework, language, or policy—future-proofing your welfare agency.

Outputs & Global Impact

• Automated Excel trackers, narrative reports, and email summaries streamline documentation.

• Interactive dashboards provide real-time monitoring and empower decision support.

• Flexible architecture adapts across global welfare systems, increasing accessibility and scalability.

• Structured prompt chaining enhances transparency and auditability of automation.

• Projected benefits include streamlined workflows, error reductions, and improved client outcomes worldwide.