While some people see Excel sheets as synonymous with work, they have caused enormous errors due to miscalculations. An example: the famous Reinhart and Rogoff (R&R) book about the history of financial crises was disproven due to an error. However, their work did immense damage to justify the austerity measures that boosted unemployment rates.
Similar stakes are true for your nonprofit or government agencies. When you rely on Excel, Google Sheets, or others to store client data, there are fewer safeguards for manual errors. As your caseloads increase or compliance requirements grow, you need established case management systems. If you stick to Excel sheets, you risk the following.
1. Data Inaccuracy From Human Errors
Studies have shown that 94% of business spreadsheets contain decision-making errors. When applied to Excel case management, this can have a massive impact on client outcomes. If essential information is accidentally omitted, then decision makers will not have the complete picture on how to move forward with programs.
Other critical errors include:
- Formula Errors: Wrong cell references, missing cells in ranges, and broken formulas.
- Formatting Errors: Misuse of merged cells, blank rows, and inconsistent data.
- Copy and Paste Errors: Pasting the incorrect data can overwrite or misalign important information.
- Structural Errors: Layout issues, such as mixing multiple tables or tabs, duplication of inputs, and inconsistent organization.
All of these errors can lead to incorrect data and reporting, preventing case managers from making decisions that drive better results.
2. Security and Privacy Risks
Excel creates case management data risks. Government-funded agencies (or nonprofits that work with them) must follow certain FedRAMP compliance requirements. Excel doesn't follow this compliance. Additionally, it is not a HIPAA-compliant software, which agencies in the healthcare field must use.
Excel doesn't offer strong access controls or encryption, leaving your agency vulnerable to data breaches where your client's sensitive information may be stolen. You risk the progress they have made thus far when they lose trust in you. Plus, reputational damage makes it challenging for your agency to bounce back.
Agencies must prioritize data security; if not, your budget could be obliterated. The financial consequences of non-compliance vary by state. As an example, the Colorado Attorney General can fine up to $2,000 per consumer, with a cap of $500,000.
3. Lack of Audit Trails
Any agency with HUD funding must complete an audit every year. Additionally, the Office of the Inspector General will audit federal, state, and local government agencies to ensure they are spending federal funds properly. Many grant organizations may require an audit where your agency shows how it spent the money.
Excel provides no way to track changes or history. If you are using this tool, you would have to manually save different versions for an audit, which is time-consuming when there are case and grant management tools that do this automatically.
4. Control Version Issues
How many times have you started to work on an Excel sheet, only to realize that the information listed is from two weeks ago? Excel sheets can only be co-authored using online versions, which is another expensive subscription fee to add to your plate. If not, teams have to email each other back and forth, and it's difficult to connect the information to a CRM or case management platform.
PlanStreet offers centralized, real-time updates that every person on a project can use. Clients can even access critical data using the client portal, so they are always up-to-date with the most recent status of their case.
5. Minimal Integrations
An Excel sheet stands alone—you can't easily integrate the information with other providers. When using a case management software, you can pull vital data directly from:
- Stripe, PayPal, Square, and other payment platforms.
- Google Drive, Calendar, Gmail, and other cloud software.
- QuickBooks, Elation Health, and other specialized tools.
6. Limited Reporting and Analytics
Reporting and analytics transform raw data into insights that nonprofits can use to improve decision-making. However, Excel sheets are not readily available to be turned into data. While you can create visual datasets within Excel, it can be cumbersome and limited (particularly if the spreadsheet is not up-to-date).
PlanStreet's case management platform offers robust reporting and analytics, with:
- Customizable dashboards upon login with pre-chosen metrics.
- Simple-KPI tracking
- Compliance-ready reports, so you can handle any audit at any time.
Additionally, PlanStreet does offer an Excel integration. If you really can't let go of your spreadsheets, then you can use PlanStreet to simplify report creation.
7. Time and Resource Drain
Surveys have shown that there is a massive resource drain when toggling between different applications. Every time, at least two seconds are wasted. Staff can spend hours managing spreadsheets and case notes, switching between the Excel sheet, CRM, case management platform, and more. This takes them away from the work they love doing: helping clients.
Robust case management platforms offer all the services social services agencies, workforce development programs, and government departments need under one roof, including:
- Inventory management
- HMIS reports
- Attendance tracker
- Closed-loop referrals
- Grant management
- Invoicing and billing
Using software that can be customized to meet the exact needs of your agency prevents the time wasted when switching between tools.
8. Hidden Costs of Staying on Excel
While Excel may seem like an affordable option on paper, there are hidden costs your agency may not see.
- Excel relies on manual entry and time-consuming updates, wasting time on admin when your staff could be focused on clients.
- Due to slow processes in Excel, your staff will rely more heavily on physical files and supplies.
- Poor compliance controls and nonexistent audit trails mean that your agency may be heavily fined.
- Teams can struggle with remote access, losing time outside their physical office to complete notes and projects.
What Are Better Alternatives to Excel for Nonprofits?
Instead of using Excel, nonprofits should use specialized case management software. These platforms are built for the social services sector and provide critical services specific to the needs of your team and clients.
PlanStreet is one of the best case management platforms on the market. The system is customized to the needs of each specific client and the niche they work in, so that you don't have to pay for tools that you never use.
How Can Case Management Software Replace Spreadsheets?
Case management software replaces spreadsheets by offering centralized records, automation, and data analytics in one location.
Instead of storing data in a spreadsheet, all information is saved in case management software. This includes notes, activities, documents, messages, and more. This reduces the need for multiple Excel files, removing issues like version conflicts.
Additionally, case management software like PlanStreet is created to grow with an agency's needs. As you need more services, they can be added to the platform with no risk of data loss. Plus, it can automate routine tasks that spreadsheets are often used for, including:
- Case intake
- Task assignments
- Deadline reminders
- Audit documentation
Replace Risk With Reward Using PlanStreet
We understand that nonprofits and government agencies run on tight budgets. Excel sheets may seem like an appealing, affordable solution, but the risks are too high. With time-consuming manual data entry, a lack of compliance with FedRAMP and HIPAA, and version control that leads to the wrong decision for your clients, your agency deserves a better solution.
PlanStreet's case management software offers premium tools trusted by major organizations driving change. We offer all the solutions you need in one platform, including:
- Case management
- Grant management
- Client portals
- Invoicing and billing (including for Medicaid and Medicare)
- Volunteer management
- And more!
Say goodbye to spreadsheets for good and schedule a demo with one of our case management experts today.