It’s My Data and I Want it Now!

As a data analyst in the school portfolio at BHII, much of my role focuses on turning information into usable insights while also examining how our data workflows can be made more efficient and accessible. One area our team recently identified for improvement is our process for collecting and monitoring fidelity assessment data related to implementation of New Hampshire’s Multi-Tiered System of Support for Behavioral Health and Wellness (MTSS-B) across school districts.

How the process has traditionally worked

Historically, clients have completed our four-module MTSS-B Fidelity Inventory (MFI) using a fillable PDF form and then submitted it to us by uploading the form in a stand-alone, custom-built MFI database. A member of our team, typically an analyst, then manually transferred every item response into a spreadsheet before analysis could begin. The full four-module administration consists of 58 items, and for districts with many schools, this could mean transcribing many hundreds of individual scores per district. All this to generate data visualizations that could be shared back as insights for our clients – but often with a several week delay.

This system worked, but it came with hidden costs. PDFs are familiar and accessible to most, and we were able to deliver results to our clients. But manual data entry is time-consuming, creates opportunities for transcription errors, and delays the feedback schools and districts use to guide improvement. So we asked ourselves: what if we could eliminate the middle steps entirely?

The solution

To streamline our process, we adapted our database application to allow clients to enter their MFI fidelity scores directly into structured fields. Instead of filling out a PDF and waiting for us to process it, they submit their responses through an online form, accessed directly within the custom database we’ve built specifically for their project and which they already access for data entry on a regular basis. Their scores feed immediately into our data workflow, arriving clean, appropriately structured, and ready to analyze. Dashboards and reports reflecting their overall domain scores update automatically, giving teams real-time access to their results across schools, districts, and MFI modules.

This shift benefits the MFI system at every level. For clients, it eliminates the “submit and wait” experience and provides immediate visibility into, and engagement with, their data. For analysts, it significantly reduces time spent on manual entry while improving data quality and consistency. For reporting and data visualization, it means faster turnaround, reduced errors, and stronger infrastructure for tracking trends over time.

The takeaway

Throughout the design process, we keep a simple principle in mind: remove friction for everyone involved while maintaining a user-friendly experience. The client-facing form is straightforward and accessible, while the backend structure supports efficient analysis, monitoring, and long-term data use.

The MFI experience has reminded us to look closely at moments where data change hands or formats. Those transitions are often where delays, errors, and frustration enter a workflow and therefore are prime opportunities for improvement.

If you map your own data processes, you may notice similar handoffs or areas with built-in delays: paper or PDF assessments being keyed into spreadsheets, files arriving by email for manual processing, or multiple systems that store the same information in slightly different ways. Improvements don’t always require complex solutions. Sometimes the biggest gains come from simply connecting steps that were once separate.

Good data collection isn’t just about gathering information. It’s about designing systems that deliver timely, reliable insights to the people who need them, while the work is still actionable.

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Sean McCaffery is an analyst at the Behavioral Health Improvement Institute (BHII) at Keene State College.