1. Every report starts over
If staff rebuild the same report each month, document the repeatable steps and agree on a consistent source before choosing new tools.
2. The same metric has different answers
Define who is counted, which dates apply, and how duplicates are handled. Shared definitions are the starting point for trustworthy reporting.
3. Participant history is hard to connect
Map identifiers and source systems. A dependable structure helps connect participation over time without erasing important differences between programs.
4. One person holds the process together
Write down the reporting logic, responsibilities, and quality checks. Make the work understandable to someone beyond its original author.
5. Activity counts stand in for outcomes
Clarify the change your program aims to support. Then identify meaningful indicators and a feasible way to collect and interpret them.
Spreadsheets can remain useful. The next step may be better definitions and workflows, a consolidated dataset, or a reporting model. Let the need guide the tool.