From Spreadsheet Overload to Strategic Clarity

Educational Institution

Areas of Expertise:

App Development

Business Process Automation

Industries:

Technology Used:

CHALLENGE

For years, one of the largest community colleges in the nation relied on a single Excel spreadsheet to evaluate its 200+ academic programs. It supported a data-driven process, designed to highlight which programs were excelling and which needed improvement.

But over time, it became a source of frustration.

Each year, 100+ faculty members, department heads, and administrators collaborated using a shared file that was emailed back and forth. Updates got lost. Data errors piled up. Version control was a mess.

The result? Struggling programs went unnoticed until it was too late. High-performing programs didn’t receive the funding they needed to grow. For example, a tutoring program’s request for extra staff may not reach decision-makers, leaving students without vital help. Meanwhile, an advanced course with surging enrollment may lose out on more sections and budget. Out-of-date spreadsheets hide true demand.

The college knew it had to change. But replacing an ingrained, decades-old system felt overwhelming.

How do you fix a broken process when it’s the only one you’ve ever known?

Implementation Details

Change is hard — especially when it disrupts something that’s been in place for years. Faculty and administrators were understandably hesitant.

But as we worked alongside the college’s leadership, something became clear: this wasn’t just about replacing a spreadsheet. It was about reimagining the way faculty and administrators worked with their data — so they could make informed decisions faster, with less frustration and more confidence.

Together with the community college, we built a custom web application designed for clarity, accuracy, and ease of use. Instead of emailing spreadsheets back and forth, faculty and administrators now have a centralized, secure platform for program reviews — one that works in real time, with clean, reliable data at their fingertips.

WHAT CHANGED?

No More Email Chains: Instead of juggling multiple versions of a spreadsheet, faculty and administrators now access a single source of truth — always up to date, always accurate.
Instant Insights, Smarter Decisions: Algorithms flag struggling programs, offering data-driven recommendations while keeping stakeholders in control of final decisions.
Data at a Glance: A simple, visual dashboard replaces endless rows of numbers, making it easier to track trends and take action.
Automated Accuracy: CSV imports eliminate manual data entry errors — reducing mismatched numbers and saving hours of work.
Stronger Security & Accountability: Role-based permissions ensure only the right people have editing access — preventing accidental changes and unauthorized modifications.
Seamless Transition: The platform integrates with the college’s existing systems, including Entra user authentication, so faculty and administrators can log in with the same credentials they already use.

At first, some faculty and administrators were skeptical. But when they saw how effortlessly they could track program performance, the skepticism turned into relief.

THE TECH DRIVING CHANGE

To ensure reliability, security, and long-term flexibility, we built the new system on a modern, cloud-native architecture designed to grow with the college’s needs. Every piece of the technology stack was chosen to streamline workflows, improve decision-making, and scale effortlessly as adoption increased.

Fast & Scalable: Scaf™ (Six Feet Up’s project bootstrap tool) enabled rapid project setup with built-in CI/CD, monitoring, and AWS deployment, saving time and resources. AWS & Kubernetes will ensure seamless scalability as adoption grows.
Optimized Data & Performance: Python, Django and Next.js power a fast, responsive frontend and a robust backend. GraphQL API and Strawberry GraphQL enable real-time data retrieval, eliminating bottlenecks and performance slowdowns.
Better Decision-Making: shadcn/ui delivers intuitive dashboards and data visualizations, making insights easy to interpret and act on.
Reliable & Secure: A CloudNativePG Database Cluster ensures high availability and data integrity, while role-based access protects sensitive information.
Seamless Deployment & Updates: Automated CI/CD with ArgoCD & Terraform provides continuous updates with zero downtime, so tech leaders never have to worry about system reliability.

Instead of replacing a spreadsheet with another rigid tool, we built a dynamic, flexible system that adapted to how faculty and administrators worked. With every evaluation cycle, they aren’t just filling out forms — they are actively shaping the future of their programs.

RESULTS

The new system transformed how programs are reviewed — ensuring every student has access to the best possible education. No more lost emails, outdated spreadsheets, or wasted time. With real-time data, faculty and administrators make faster and smarter decisions that put students first.

An Immediate Impact:

Faster Program Reviews: Real-time collaboration cuts review time in half.
Accurate, Reliable Data: Automation minimizes errors, ensuring trusted insights.
Stronger Engagement: Less admin work means more focus on strengthening programs.
Enhanced Security: Role-based access prevents unauthorized changes.

With better insights, leadership can identify challenges early, expand successful programs, and create stronger academic opportunities for students.

Is It Time to Fix Your Broken Systems?

If outdated systems are slowing your team down, Six Feet Up can help you move beyond spreadsheets and make data work for you. Let’s build something better, together.