School Program Tracker Spreadsheet Replacement

Background and Motivation

iSPACE manages its data across several tools, including the Shopify Website (with forms/donations, etc.), QuickBooks, Neon CRM, Spreadsheets (via Microsoft Office), Connect by Care.com (for camp and self-select program registrations), and Monday.com. However, most of its program-related data (excluding summer camps) is stored in a large, complex spreadsheet primarily maintained by multiple users. This workflow involves repetitive data entry across systems, increasing the risk of errors and duplication. Furthermore, the data needed for reporting often requires immense manipulation to get the numbers needed, and the spreadsheet format makes it difficult to readily see the necessary information when consulting for program bookings or determining what programs are happening when (no calendar view, for example).

Project Description

iSPACE seeks assistance determining the best approach to migrating program data from spreadsheets into database solutions and creating a smooth workflow with easy reporting capabilities. This project will evaluate existing tools for integration capabilities and identify new solutions, if necessary, emphasizing optimizing workflows for processes such as invoicing and project management. Depending on the solution, iSPACE may need additional assistance in implementation. We anticipate three phases: 1) Assessment of the issue and possible solutions, 2) review of any additional $ and value of possible solutions and choosing the best option, and 3) implementation.

Intended Impact

This issue has been a pain point for several years and has become increasingly cumbersome as the spreadsheet has become "broken" in places. Charts and summary data can no longer be trusted, and data manipulation to generate even simple reports has become onerous. As an organization with a very small administrative staff, this additional time spent battling the issues has become unreasonable and costly.

If we can implement a trustworthy workflow system that takes the intake request form through to invoicing while providing all of the necessary "chunks" of data for reporting and understanding our impact, iSPACE can focus on more mission-driven endeavors such as new innovative programming, outreach to underserved communities, and effective grant and individual donor impact communications.

Internal Stakeholders

Sue Hare - CEO Beth Taylor - Deputy Director Haley Laudermilk - Office Manager Amy Pitzer - Program Prep and Staffing

Internal People Available During the Project

Sue Hare - CEO Beth Taylor - Deputy Director Haley Laudermilk - Office Manager Amy Pitzer - Program Prep and Staffing

Project tasks