Fractional Data Lead: Streamlining program data tracking

Client: Multi-service organization in Brooklyn

Key project goal: Join the team as a Fractional Data Lead to learn the data management system (Bonterra) and identify improvements in the data workflows to ease admin burden.

Project duration: 1 year

Arensa Consulting joined the organization’s division director staff for one year to assist with database management and workflow improvement after the sudden departure of a data staff member.

As a Fractional Data Lead, Arensa Consulting learned the Bonterra system and got to know 30+ program directors to deliver the following deliverables:

• Conducted a full data audit on the Bonterra system and the teams’ usage of the system to inform leadership of areas of improvement. Documented all data flowing into the system and out via used reports.

• Developed a one-year improvement plan for all programs to target the biggest data quality, data accountability, and reporting gaps.

• Identified multiple forms collecting similar information and streamlined data collection across programs by creating a universal enrollment form and universal case/progress note for aggregated reporting.

• Automated universal reporting for # of people served per fiscal year based on inputs across 50+ programs.

• Created and led user trainings on the new forms, reports, and dashboards to increase usage and reporting self-service by staff members.

Project Result: Instead of reactively filling “data pot holes”, the leadership at this multi-service organization began receiving proactive reports on enrollments and client outcomes. These reports meaningfully cut down on administrative burden and allowed for leadership to be more strategic when coordinating resources and support to various programs.