6 Ways Analytics Increase Impact and Improve Outcomes in Social Services

The United States offers robust social services programs, addressing a range of needs such as unaccompanied children, food stamps for low-income families, foster care, adoption, and more. The hard-working individuals who carry out these programs and are often overworked and underpaid. Approximately 70,000 social workers are expected to leave the workforce annually due to common issues such as burnout and occupational transfers.

However, America needs more and more social workers, with the employment of social workers expected to grow by 7% by 2033. To retain more social workers and help them improve outcomes at their organizations, they need better systems. 77% of individuals specializing in data say that data-driven decision-making must be prioritized in their programs. This same idea can be applied to social services organizations using analytics in social services software.

Workforce development software like PlanStreet bridges the gaps between entities involved in workforce development, easing communication and aligning goals between the two sectors. Keep reading to learn how.

In the simplest terms, data-driven decision-making is a process where a social worker chooses the best course of action based on data presented to them. Rather than using gut instinct or guessing the best thing to do, the social worker will look at reporting features to understand what’s been done in the past and how to move forward.

According to the Children’s Bureau, there are three levels of data-driven decision-making in social services:

Level 1, Programs: The simplest form, a social worker uses data to address a single activity or process. For example, a social worker could review how many people remained housed in an area per month and find the correlation.
Level 2, Organizations: This level considers how a social services organization functions as a unit. For example, a state could utilize SACWIS/TACWIS information (if applicable) to see how programs across a large area are succeeding or failing.
Lever 3, Systems: The most complex form of data-driven decision-making considers each system and how they are interconnected. For example, different state agencies could combine forces to suggest policy changes to issues such as mental health or trauma-informed services.

Analytics tools for social services outcomes are software solutions that combine different data sources into one place so case managers can analyze it and make changes that work. Microsoft Power BI is one of the most powerful tools on the market for easing access to data. It’s built into case management software like PlanStreet so teams can create tailored reports in a few clicks.

Custom reports and dynamic dashboards extract information from data. In PlanStreet, all modules, such as cases, intakes, forms, or others, are integrated into Power BI as views with drag-and-drop fields. All the user has to do is click what they want to see, and then the data can be moved with the cursor for optimal visualization on the page. Reports such as these are the basis for data-driven decision-making that improves outcomes.

PlanStreet’s Microsoft Power BI functionality also includes a DataMart for centralized data repository and reporting for data stored across multiple sources in an organization. For example, if a county uses PlanStreet for one program but tracks the others in different systems, PlanStreet can grab the data from other sources. This provides one location for reporting that encompasses all the organization’s data.

Data-driven decisions pave the way for success in social services. By understanding demographics, usage patterns, and more, organizations can better anticipate future needs rather than reacting to suboptimal outcomes. If you’re ready to dive into data-driven decision-making, here are six ways to leverage analytics for better outcomes in social services.

1. Enhance Programs for Better Results

Programs work best if they can meet people’s needs. For example, say your community sets up a program for a vaccine clinic to meet the needs of the unhoused in a rural area. But if people don’t have transportation to get to the event, then they won’t be able to be vaccinated. Data can showcase problems like these while in the research phase for programs so managers can identify issues before they derail the results.

Data enables social services to evaluate and improve their programs by:

Tracking key performance indicators to measure performance over time. This can help organizations understand if they’re meeting their goals and which areas need improvement.
Comparing outcomes across different programs and interventions. Data showcases the most effective approaches, allowing organizations to implement them for increased success rates.
Analyzing user experience data to understand where clients get stuck in the services process.

2. Communicate Better With Other Agencies

Many individuals who need services work with multiple case workers at different social services agencies. Without a streamlined social services software to compare data, it can be difficult for these agencies to make an informed decision. Data sharing and integration help agencies coordinate better because:

Shared data systems allow each organization to access client information. This way, they do not overlap services and obtain a complete view of client needs.
Analyzing data across sectors, such as mental health, physical health, education, and housing, creates a complete picture of community needs, allowing agencies to provide services that serve the specific area best.
Common data standards enable more effective referrals between agencies in the same geographic area. Understanding concentrations of need helps agencies work together to map and plan services better, ensuring every neighborhood is covered.

3. Tailor Support to Best Meet Client Needs

Support can only be given to clients if they can receive it. No two people are the same, but data can showcase what has worked for people with similar issues. Social services software offers service planning features, which are improved with Power BI. Data can be integrated from multiple sources for a holistic view of the individual’s needs and circumstances, allowing social workers to spot gaps in care.

Personalized care plans are improved when analytics track service usage. Social workers can intervene and try a new tactic if a client hasn’t appeared at a planned service.

4. Demonstrate Impact to Secure More Funding

Taxpayer dollars may fund social services, but at the local level, they require grants to secure funding. The Social Services Block Grant allocates federal funds to states and territories that match the statutory goals. The Community Services Block Grant operates similarly, focusing on services that “alleviate the causes and conditions of poverty in under-resourced communities.”

Analytics tools highlight how social services organizations have succeeded in helping communities in the past through easy-to-read formats. These charts can be included with grant applications, proving the value of social services. Specifically, analytics can:

Track outcomes to provide proof of program effectiveness.
Create visual reports that highlight impact in a format anyone can read.
Offer cost-benefit analyses to justify more funding.

With data-driven analysis, social workers can prove how their work is changing lives, which gives them more funding to improve outcomes in their community further.

5. Increase Operational Efficiency Through Continuous Improvement

Social workers don’t want to spend time on paperwork; they want to spend time providing solutions for their clients. Analytics software can be used within an organization to spot workflow bottlenecks and issues before they become problems. A study from IBM showed that organizations implementing advanced analytics can increase operational efficiency by up to 40%.

Improving social service efficiency with data analytics can be done by:

Providing ongoing feedback on program performance.
Identifying best practices to replicate across the organization.
Finding bottlenecks or inefficiencies in service delivery.
Enabling real-time monitoring of caseloads and staff performance.

Streamlining operations gives social workers more time to focus on clients and improving outcomes.

6. More Accurate Outcome Measurement

Human change processes are often non-linear, making them difficult to read in a short time frame. Analytics allows social workers to see data over the years, creating more accurate and comprehensive program measurements.

Many organizations need help creating a systemic process that defines appropriate client outcomes. When cases are tracked in case management software, this data can then be visualized, helping smaller organizations better understand what a positive result looks like long term.

State and federal organizations may set benchmarks they want communities to hit in common service areas such as homelessness and mental health. Analytics help organizations better measure these benchmarks and ensure they meet required goals.

PlanStreet’s social services software features robust tools to manage cases better, track services, and implement change through Power BI. With our robust analytics features, your organization can improve outcomes with data-driven social services through:

Customized user-friendly reporting that can be created in a few clicks.
Highly visual data that’s easy to understand with pie charts, bar charts, matrix reports, doughnut charts, and more.
Simple drag-and-drop interactions that are easy to learn and implement.
Hassle-free financial reports that showcase how your funding is spent to improve outcomes (so you can keep doing the excellent work!).

Help the social workers at your organization create better outcomes for the community with help from PlanStreet. Schedule a demo today, and let us show you how to use our powerful social services software.

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