Data management
A good data management system helps track activities, measure progress, and find ways to improve efficiency. It also ensures that up-to-date reports can be shared with partners and funders.
Most data management systems are spreadsheet-based. At Flipflopi, we use Google Sheets, which allows different people to access the data. Managing access levels (Editor, Commenter, Viewer) is important to control who can make changes.
How the Flipflopi did it...
How we collect and manage data
- At first, we entered data manually into Google Sheets, but this led to errors.
- We now use Google Forms to collect data, which automatically updates the Google Sheets system.
Our data management system
We have three main Google Sheets:
- Collection and material recovery – Tracks plastic collection and sorting.
- Production of recycled plastic products – Records raw plastic outputs (e.g. plastic lumber, sheets).
- Manufacturing and sales – Monitors upcycled product production (e.g. boats, furniture, accessories) and sales.
Details of the plastic collection and material recovery database
The database has several sheets, including:
Collectors sheet – Each row represents one person or community group collecting plastic. It includes:
- Basic details (name, gender, age, contact, location).
- Collection patterns (how often they deliver plastic, last delivery date, total amounts collected).
This system helps us track the number of collectors involved, including a breakdown by gender; and monitor collection frequency and total amounts contributed over time.
Screenshot of the Collector sheet of our Data Management System
Collections sheet – this sheet records each plastic collection event. Each row represents one collection, including:
- Date of collection
- Person or group involved
- Amounts collected (sorted by plastic type)
- Payment made (if applicable)
This helps track who is collecting plastic, how much plastic is being collected, and how payments are distributed.
Screenshot of the Collection sheet of our Data Management System
Processing sheets – these sheets track the different stages of plastic processing, with data recorded by plastic type and colour. The key sheets include:
- Sorting – records how much plastic is sorted by type and colour
- Crushing – tracks the amount of plastic crushed for further processing
- Bailing – logs plastic that has been compacted into bales
- Agglomeration – records plastic that has been melted or densified for reuse
These sheets help monitor efficiency, ensure quality control, and track material flow through the recycling process.
Screenshot of the Collection sheet of our Data Management System
Best viewed on laptop or desktop computer
Processing sheets – these sheets track the different stages of plastic processing, with data recorded by plastic type and colour. The key sheets include:
- Sorting – records how much plastic is sorted by type and colour
- Crushing – tracks the amount of plastic crushed for further processing
- Bailing – logs plastic that has been compacted into bales
- Agglomeration – records plastic that has been melted or densified for reuse
These sheets help monitor efficiency, ensure quality control, and track material flow through the recycling process.
Screenshots of the Summary sheet of our Data Management System
