Businesses utilize data management software to analyze their customers, improving their operations, marketing, and offerings for their clients. When implemented properly, businesses can see up to a 348% return on investment in three years.
In the nonprofit space, case management software plays a similar role. It places the important information where you need it, helping you focus on the case's crucial milestones rather than time-consuming administrative work. Nonprofits may easily access all the information they need by using case management software, which automatically gathers and organizes client interactions into one convenient location.
But there are countless options out there, all with different pricing structures and capabilities. How can you ensure that your team chooses the best option for your organization? And even once you have, how do you know that it's worth the cost?
In this article, we'll dive into the ROI (return on investment) of case management software to help your team select the solution that maximizes your budget and results.
What Is Case Management ROI for Nonprofits?
Case management ROI for nonprofits is the measurable value organizations gain from investing in case management systems or software. This value can be both financial and non-financial. In the business world, ROI is typically calculated in terms of direct financial returns.
However, nonprofits assess ROI through a broader lens that includes:
- Operational efficiency: Following through on your mission while using as few staff as possible.
- Impact measurement: How nonprofits and mission-driven organizations assess the effectiveness of their programs and initiatives to determine if they are achieving their intended outcomes.
- Resource optimization: Managing an organization's available resources to maximize efficiency and minimize waste.
- Improved service delivery: How programs and services are designed and provided to clients to create better outcomes, increase satisfaction, and maximize impact.
To assess your nonprofit's influence, you must have access to and use the full data, insights, and capabilities it provides. The results of your nonprofit can then be told in engaging detail using those data points. Your staff will be freed up to concentrate on what really matters—serving the clients better and addressing their individual needs—by moving beyond spreadsheets and adopting a case management software solution.
5 Benefits of Case Management Solutions That Impact ROI
Surprisingly, lower overhead rates don't always equal more efficiency. Rather, nonprofits need a healthy amount of income to be able to properly implement services, compensate their staff fairly to avoid burnout, and reinvest in their organization's future. One of the best ways to track these three items and boost your ROI is to implement case management software.
Case management software is one of the most effective tools you have at your disposal, but you may not be using it to its full potential. These platforms can automate manual operations, lower human error, assist in maintaining compliance, and do so much more.
Here are the key benefits of a case management solution for your nonprofit:
1. Reduced Human Error, So Nothing Slips Through the Cracks
Everyone makes mistakes—human minds are not computers. But when dealing with manual data entry, paper forms, or other outdated systems, nonprofits miss key details that could deeply influence the operations of their nonprofits. On average, global businesses lose 3.1 trillion annually from human error.
Case management software helps your team avoid human errors through:
- Customizable templates and workflows to help staff follow the correct procedures for intake, case updates, and service delivery, minimizing the chance of omissions or inconsistencies.
- Automated repetitive administrative tasks to significantly lower manual mistakes commonly found with paper-based systems or spreadsheets.
- Real-time communication tools keep teams aligned, reducing miscommunication and ensuring everyone works with the same information.
2. Saved Time So Staff Can Do More (Without Burnout)
Time is money. Case management software like PlanStreet simplifies processes, allowing your staff to do more work each day (without added stress).
Tasks that would often take more time to perform—like scouring a filing cabinet for a misplaced intake form—are automated and made simpler by easy document builders, quick report generation, and robust inventory management. Case management systems centralize all client records and documentation, eliminating the need to search through scattered files or multiple systems, which streamlines workflows and cuts down on wasted time.
3. Lowered Overhead Costs to Maximize Operating Budgets
The average employee costs a company $1200 in printing annually. Case management software helps your nonprofits reduce their overhead costs, lowering expenses required for paper, printing, pens, etc. Software like PlanStreet boosts your ROI through:
- Creating a digital data system, reducing lost time searching through information.
- Lowering repetitive administrative tasks such as data entry, appointment scheduling, and building reports.
- Easing compliance management through automatic updates and built-in security features
- Reducing administrative costs through easier communication and workflow management.
4. Remote Access to Streamline Case Notes
Cloud-based case management software gives teams the opportunity to work remotely. This allows case managers to write detailed case notes from their laptop, tablet, or phone. They can do it immediately when the information is top of mind. Once the notes have been submitted, all team members with access to software like PlanStreet can view them. This helps speed up decision-making and allows all crucial information to be constantly accessible.
5. Customization to Fit Each Nonprofit's Workflows
Your case management should adapt to your nonprofit, not the other way around. PlanStreet features a customizable interface, with case plan boards that can be adjusted depending on each client. Our flexible reporting software allows you to view specific data sets with the visualizations needed for quick understanding. Whether you prefer tables, charts, graphs, or matrices, PlanStreet can do it all.
How Do You Measure the ROI of Case Management Software?
You measure the ROI of case management software by comparing the gain on investment against the cost of investment. Utilize this formula:
ROI = Gain on Investment−Cost of Investment × 100
Cost of Investment
- Cost of investment includes software licensing, installation, customization, training, and staff time for onboarding.
- Gain on investment includes quantifiable benefits such as cost savings, increased donations, operational efficiencies, and additional revenue generated.
Additionally, you'll need to consider the hard and soft benefits. The hard benefits include items that are easy to measure fiscally, such as lower admin costs due to automation or increased funds raised due to the implementation of a CRM. Soft benefits can be just as valuable but harder to determine, including less-stressed employees and more accessible data for decision-making.
Frequently Asked Questions About Case Management Software ROI
How much time is saved by case management software?
While the time can vary, social workers typically report saving one to two hours daily when implementing the right case management software. The time savings come from automated document building, scheduling with a client portal, implementing online templates, and better communication via wider information access.
Will case management software produce better case outcomes?
With user-friendly case management software like PlanStreet, you can quickly find and prioritize cases and gain insightful management information along the way. You can review outcomes through report generation, helping your team connect the dots between which services produce the best results for your clients.
Should a nonprofit use multiple platforms for case management?
Unless there is software you can't live without, you save money with an all-in-one software option. Cheaper solutions frequently entail patching together other apps to fill in the gaps; this quickly adds up. Businesses often do not calculate the total cost of ownership. Consider whether you have a single solution or whether you'll require separate administration, analytics, or other platforms when calculating value. If they are not factored into a comprehensive nonprofit case management platform, these expenses can amount to hundreds of dollars per user every month.
Maximize Your ROI With PlanStreet
Investing in case management software is about making a measurable difference in how effectively your nonprofit operates. With PlanStreet, you receive a comprehensive, customizable platform designed to improve outcomes, increase efficiency, and reduce costs, all while keeping your team focused on what matters most: serving your clients.
PlanStreet was built with the needs of social workers and nonprofits in mind. From automating routine tasks to providing real-time access to case information, PlanStreet helps you reduce errors and lower administrative overhead. Every dollar you invest works harder for your mission.
If you're ready to see how PlanStreet can help your team improve operations, increase impact, and deliver a strong return on investment, schedule a demo today.