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The Need for Accountability in Spending
A recent state audit1 has revealed a significant gap in California’s ability to track how billions of dollars allocated for addressing homelessness are being spent. According to the report, a lack of centralized oversight and accountability has hindered the state’s efforts to make measurable progress in combating homelessness. With an estimated 171,000 people experiencing homelessness in California, this failure raises critical concerns about whether funds are leading to meaningful outcomes and the lack of a qualified database to track and manage data effectively. This isn’t a story specific to California. It’s more and more common in both state and local government and even local nonprofits.
The Challenge of Measuring Impact
According to the Los Angeles Times2, California has invested over $20 billion in homelessness programs since 2018, yet the audit found that state agencies could not provide a clear picture of how effectively these funds are being used. The report cited fragmented data collection, inconsistent reporting among local governments, and a lack of statewide performance metrics as key issues preventing transparency and accountability.
While individual programs may show localized successes, the absence of a unified system to measure results means the state cannot accurately assess what strategies are working and which are falling short. Without clear benchmarks, it becomes difficult to determine if funds are being allocated efficiently or if adjustments are needed to maximize impact.
Why Accountability Matters
For organizations dedicated to human services, such as CaseWorthy, the importance of data-informed decision-making cannot be overstated. Proper tracking and reporting mechanisms enable service providers to measure success, identify gaps, and ensure that funding translates into real-world improvements for those in need.
When billions of dollars are at stake, transparency is not just a fiscal responsibility—it is a moral obligation to ensure that the most vulnerable populations receive the support they desperately need and can trust they’re receiving the best support available. Policymakers, service providers, and technology partners must work together to implement better tracking systems and outcome-based reporting that holds programs accountable while optimizing results.
The Role of Technology in Addressing the Issue
Modern case management solutions can play a pivotal role in bridging the accountability gap. With integrated systems that track service delivery, outcomes, and financial expenditures, organizations can generate real-time insights into program effectiveness. Platforms like CaseWorthy enable agencies to streamline data collection, improve interagency collaboration, and produce transparent reporting that aligns with funding requirements. Far too often government agencies are using antiquated databases on old technology that are not suited to meet today’s demand for services and for informed and results-based reporting analysis.
A technology-driven approach can help state and local governments track how funds are allocated, measure service effectiveness, and make data-backed decisions to refine human services programs. By leveraging these tools, nonprofits and government agencies can create a more accountable, results-oriented approach to tackling the needs of our vulnerable populations and provide care for the whole person.
Moving Forward: A Call to Action
The findings of the audit should serve as a wake-up call for policymakers and service providers alike. If California, and others just like it, are to make meaningful progress in reducing homelessness and other issues, they must invest in systems that prioritize accountability and transparency and not continue to use the tools and processes they’ve been comfortable with. Establishing standardized reporting requirements, improving interagency coordination, and leveraging data-driven technologies will be essential steps in ensuring that every dollar spent leads to tangible outcomes.
As organizations in the human services sector continue their critical work, it is imperative that we advocate for responsible funding management and the adoption of best practices in data tracking. Only through accountability can we hope to turn the tide ensure that resources are being used to create lasting change. It’s critical that human services agencies consistently ensure the accuracy of the information in their data systems and use that data to inform decisions and evaluate their programs’ successes.
Ensuring Data Accuracy: Best Practices for Case Management Systems
The first step in having the ability to evaluate your programs’ successes is evaluating your existing database and determining if it can adequately support your current size and caseload and if it can support your organizational metrics. Switching to a new, current, and future-focused case management database is an exciting step towards better data organization, improved reporting, and streamlined client services. However, the success of your system heavily depends on starting with clean data—and keeping it that way. Here are the best practices to ensure you begin on the right foot and maintain data integrity over time.
Define and Set Clear Performance Metrics
Nonprofits can determine and set performance metrics by aligning their goals with measurable outcomes that reflect their impact. It’s important to start by identifying the mission-driven goals of your organization and then following by identifying the associated key performance indicators (KPIs). KPIs should be specific and measurable. Common categories include:
- Output Metrics: Number of people served, meals provided, housing placements.
- Outcome Metrics: Percentage of clients maintaining stable housing for a year, employment retention rates, improvement in well-being based on surveys.
- Efficiency Metrics: Cost per client served, staff-to-client ratio, administrative expenses as a percentage of total budget.
- Engagement Metrics: Volunteer retention, donor growth, community outreach impact.
- Financial Metrics: Costs per service, results per funded dollar.
As programs evolve, human services agencies should periodically review and refine their performance metrics to ensure they remain relevant and actionable. Flexibility in adjusting KPIs helps organizations stay aligned with their mission and respond effectively to changing needs.
Clear performance metrics are essential for nonprofits to maintain accountability, measure impact effectively, and operate efficiently. By establishing and tracking these metrics, organizations can optimize their efforts, build trust with funders and stakeholders, and drive meaningful change in the communities they serve.
Plan for Data Migration
Before transitioning to your new case management system, conduct a thorough audit of your existing data. Identify duplicate records, incomplete entries, and outdated information. Work with your database provider to establish clear migration rules and validation processes to prevent bad data from entering your new system, fully understand what it will take to get data out of that database and recognize exactly what data and how much is required to migrate. It may not be necessary to migrate all associated service history from the last twenty years and it also be a better option to start with new, clean data if historical data is not required or necessary.
Standardize Data Entry Guidelines
Set clear data entry standards from the outset. Define required fields, consistent naming conventions, and standard formats for dates, addresses, and phone numbers. Providing users with a well-documented data entry guide helps prevent inconsistencies and improves reporting accuracy.
Take Advantage of Training and Certification
Be involved and engaged in the implementation of your new database. A strong and long-term solution will involve some, but not all implementation of your database. Being engaged with the process and participating in training courses and certifications ensures your system administrator knows what’s included with your database and how you can participate in its evolution and in the illustration of your agency’s impact. Invest in comprehensive training to ensure they understand data entry expectations, best practices, and system capabilities. Offer refresher courses and onboarding sessions for new staff to maintain consistency in data handling.
Implement Role-Based Access Controls
Restrict access based on roles to minimize data entry errors and unauthorized changes. Grant users the appropriate level of access needed for their job responsibilities while ensuring that sensitive data remains secure. If possible, utilize a client self-service portal or on-site kiosk for clients to self-enroll, complete assessments, register for meetings and classes, and follow along with their progress reports.
Leverage Data Validation, Eligibility and Automation
Use built-in validation rules and automation features to catch errors before they are saved. Features like required fields, dropdown lists, and automated workflows help maintain data consistency and reduce manual mistakes.
Establish Regular Data Quality Checks
Schedule routine audits to identify and correct errors, such as duplicate records, missing information, or inaccurate data. Designate a data steward or team responsible for maintaining data integrity over time.
Monitor and Update Data Over Time
Clients’ circumstances change, and outdated data can lead to ineffective case management. Implement a process for regularly updating records, including periodic client check-ins and automated reminders for data review.
Utilize Reporting and Analytics for Data Insights
Leverage reporting tools to identify trends, spot inconsistencies, and measure data accuracy. A strong reporting strategy helps ensure that data quality remains high and enables better decision-making. If possible, leverage a database that includes AI to provided assisted support for your teams.
Encourage a Data-Driven Culture
Promote a culture where staff understands the importance of clean data. When employees see how high-quality data leads to improved client outcomes and organizational efficiency, they are more likely to prioritize accurate data entry.
Continuously Improve Your Data Management Strategy
Data management is an ongoing process. Regularly review policies, solicit user feedback, and adapt to new challenges to ensure your case management database remains a reliable source of truth for your organization.
By following these best practices, your organization can maximize the value of your case management system, improve service delivery, validate and celebrate successes and impact, and ease data-informed decision-making. Clean data is not a one-time project—it’s a commitment that leads to long-term success and your stakeholders will thank you!
Sources
1Homelessness in California. April 09, 2024. 2023-102.. https://information.auditor.ca.gov/reports/2023-102.1/index.html
2 California spent billions on homelessness without tracking if it worked. Mackenzie Mays. April 09, 2024. https://www.latimes.com/california/story/2024-04-09/state-audit-california-fails-to-track-homeless-spending-billions-dollars
