Strong data collection and reporting systems are essential for government agencies, foundations, and nonprofits that are monitoring programs, leading policy changes, or piloting initiatives that need early results to demonstrate proof of concept. These organizations rely on data to:
- Understand program performance
- Maximize the impact of their investments
- Respond quickly to emerging needs
- Reveal areas where programs could improve
Designing and maintaining effective data collection tools and processes can be challenging for change leaders who must gather insights across grantees, participating sites, or program partners. Mathematica’s recent experience supporting the Centers for Medicare & Medicaid Services (CMS) illustrates how investing in a more effective data collection system can help organizations produce reliable, practical insights to drive better policy and program design.
Why upgrade your data collection system?
Savvy change leaders aim to design systematic and efficient data collection systems as programs launch, but as time passes, programs can benefit from taking a step back and reevaluating established processes that may not be optimal anymore. When an organization’s data collection and reporting system becomes outdated, siloed, or too complex, opportunities for improved effectiveness and efficiencies can be lost. It takes longer to clean and reconcile data, delaying analyses that could generate timely insights for strategic decisions. Some data that were once valued may no longer be relevant or actionable as a program evolves, introducing inefficiencies when funded entities continue to generate those reports. A modernized data collection and reporting system allows organizations to:
- Ensure consistent, high-quality data across multiple programs and sites
- Reveal promising practices quickly so they can be scaled
- Manage reporting burden on funded entities by streamlining requirements
- Track key outcomes and risks in real time
- Save money by making operations more efficient and improving productivity of teams submitting and receiving data
- Support transparency and accountability with funders, partners, oversight entities, and community members
Case Example: The Medicaid 1115 Demonstration Monitoring System
Mathematica’s work with CMS on Medicaid section 1115 demonstrations is a clear example of why a better data collection system matters. Section 1115 demonstrations give states flexibility to test innovations in Medicaid program design, but because the innovations can vary widely, centralized data sources like the Transformed Medicaid Statistical Information System (T-MSIS) are not effective as the sole source of information for oversight.
Mathematica helped CMS design a structured, user-friendly data collection system that standardized performance measures, reduced reporting burden on states, and improved the quality of the data it collected. Our integrated team of policy experts and data analysts worked with CMS to streamline reporting, focusing on fewer but more impactful policy-specific performance measures that allow CMS to efficiently improve oversight and outcomes.
This data collection and monitoring approach not only allows for faster identification of risks, outcomes, and promising practices; it also lays the groundwork for scaling innovations nationally—demonstrating how the right data system can lead directly to better health outcomes for Medicaid beneficiaries.
The serious mental illness (SMI) cross-state analysis report analyzed data that was reported by states using a structured data collection system. This made it possible for CMS and Mathematica to assess progress across the 1115 SMI demonstrations.
The analysis revealed that states, as intended, successfully integrated Institutions for Mental Diseases into the continuum of care for Medicaid beneficiaries. Critically, this integration did not displace the use of other types of mental health services, including community-based services.
Systematic data collection systems have enabled similar analyses of outcomes across section 1115 demonstrations focused on substance use disorder, which operate in most states.
Partnering on upgraded data collection and reporting systems
An investment in a better data collection and reporting system pays off in improved oversight, increased efficiency, faster learning, and greater impact. Drawing on lessons from the 1115 demonstrations and the multidisciplinary expertise of our integrated teams, Mathematica turns raw data into meaningful insights—helping our partners fuel innovation and better outcomes for the communities they serve. We collaborate with organizations to design and implement modern data collection systems that:
- Collect both quantitative and qualitative data
- Standardize metrics where possible to enable cross-program comparisons
- Minimize reporting burden through automation and smart-form design
- Allow for real-time analysis and easy dashboard reporting
- Integrate with existing systems to avoid duplicate data entry
- Protect sensitive information through strong data security protocols
- Adapt as programs evolve, ensuring long-term relevance
Contact us to learn how Mathematica can help you assess your current system and design structured data collection and monitoring solutions that are tailored to your organization’s needs and capabilities.
