Smarter Week

How to automate it

How to automate “collect and clean program and outcomes data”

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

90 min
typically, once a week
60%
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

Software feature

Use phone or tablet sign-ins and forms that feed your system

QR-code sign-ins, intake forms and surveys on a phone or tablet record attendance and data once, straight into your system or a sheet, so nobody types up paper sign-in sheets.

Typically saves about 60% of the time1 h to set up
  1. 1Pick the paper form you retype most (sign-in sheet, intake, survey).
  2. 2Rebuild it in your case system's forms, Microsoft Forms, Google Forms or Jotform.
  3. 3Put a QR code at the door or bring a tablet to sessions.
  4. 4Connect it to your system or a sheet so entries land automatically. Keep client names and identifying details out of general AI tools. Use only tools your organization has approved for client data, with a BAA where HIPAA or 42 CFR Part 2 applies.

Tools: Your case management system (Bonterra Apricot, CaseWorthy, Penelope, Salesforce or similar) · Microsoft Forms or Google Forms · Jotform

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.

Program manager / coordinator

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Other common tasks for Program managers / coordinators