Smarter Week

How to automate it

How to automate “fill in funder and compliance reports on my caseload”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

120 min
typically, once a month
55%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Track outcomes in one system so reports pull themselves

When attendance, services and outcomes are recorded in one case management or outcomes system, funder and board reports become a saved report you run, not a month-end spreadsheet hunt.

Typically saves about 50% of the time4 h to set up
  1. 1List the numbers every funder asks for (people served, sessions, outcomes, demographics).
  2. 2Make sure each one is a field in your case management or program system, not a side spreadsheet.
  3. 3Build a saved report or dashboard for each funder.
  4. 4Schedule it to run monthly and spend your time on the story, not the counting.

Tools: Your case management system (Bonterra Apricot, CaseWorthy, Penelope, Salesforce or similar) · Salesforce for nonprofits · Airtable · Power BI or Google Data Studio

Fix 2 of 2

Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Social worker / case manager

HourLeak · the 8-minute work audit

How many hours does this cost you?

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Other common tasks for Social workers / case managers