So you've learned the Results-Based Accountability framework. The next step is to build systems of accountability within the organization? This short course offers the "brass tacks" in building a data collection, presentation and analysis assembly-line with your staff. Michael Moser, from the Vermont State Data Center and Shelagh Cooley from Common Good Vermont provide examples, tools and concrete next steps that you can implement immediately. Watch the video here: http://www.cctv.org/watch-tv/programs/make-data-work-you#
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Making Data Work For You - The Data Assemblyline
1. Making Data Work for You
The Data Assembly Line 5/1/14
Lauren-Glenn Davitian, host
Shelagh Cooley, Common Good Vermont
Michael Moser, Vermont State Data Center
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2. Logistics
Watch on your computer.
Interaction – We want to hear from you!
Comments and Questions – Chat Box
Slides and Recording Afterwards.
Satisfaction Survey.
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3. The Data Assembly Line
Setting the Stage
Data Audit
Data Collection
Data Management
Data Analysis
Data Utilization
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4. Setting the Stage
Why is data important?
What results do you seek?
Who is your audience?
How will they use the information?
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6. QuickTime™ and a
decompressor
are needed to see this picture.
“I can honestly say that not a day goes by when we don’t
use those evaluations in one way or another.”
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8. PERFORMANCE MEASURES
Foodshelf
# Clients Served
lbs. of Food Provided
% Nutritious Food
% Clients Satisfied
with food choice
Staff-Client Ratio
# Clients not
returning
-after 6 months
- after 1 year
% of Clients not
returning
-after 6 months
- after 1 year
QUANTITY (#) QUALITY (%)
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14. Data Source Tracking Sheet
Fremework Evaluation
Question
Data Source Indicator
Food How much food do
we serve?
Inventoroy # pounds of food/day
Clients How many clients do
we serve
Registration Forms #clients/month
Satisfaction How satisfied are
clients with the food
they receive?
Satisfaction Survey % of very satisfied
clients/month
Quality of Food How nutritious is the
food?
Receipts to Clients % of Food
distributed that is
nutritious
Food Security How many clients
are food secure after
6 months? 1 year?
# Clients Receiving
less than 5 lbs of
food per month
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29. PERFORMANCE MEASURES
Foodshelf
# Clients Served
lbs. of Food Provided
% Nutritious Food
% Clients Satisfied
with food choice
Staff-Client Ratio
# Clients not
returning
-after 6 months
- after 1 year
% of Clients not
returning
-after 6 months
- after 1 year
QUANTITY (#) QUALITY (%)
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49. Rules to Live By
Continue to adapt & improve measures
Learn from others
Be willing to invest if the information has
value to you.
Keep it Simple.
Be realistic & practical
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51. PERFORMANCE MEASURES
HOW MUCH ARE
WE DOING?
HOW WELL ARE
WE DOING IT?
HOW WELL ARE
WE DOING IT?
HOW WELL ARE
WE DOING IT?
QUANTITY (#) QUALITY (%)
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52. PERFORMANCE MEASURES
Afterschool
# Youth served
# Hours of Programming
(academic vs. non-
academic)
# of Enrichment activities
% High Quality
Interaction
% Youth Satisfaction
% Parent Satisfaction
Staff-youth Ratio
# Youth Honor Roll
# Youth 90% School
Attendance
# Youth leading
activities
% Youth Honor Roll
% Youth with 90%
School Attendance
% Youth leading
activities
QUANTITY (#) QUALITY (%)
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53. PERFORMANCE MEASURES
Mental Health
# Clients Served Size of Waiting list
Average time to next
appointment
# of Clients in school
or working
# of Clients into
institutional care
# of Clients to less
restrictive care
% of Clients in school
or working
% of Clients into
institutional care
% of Clients to less
restrictive care
QUANTITY (#) QUALITY (%)
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55. Resources
Idealware http://www.idealware.org/ Helping Nonprofits Make
Smart Software Decisions
Youtube Video: How to Add a Trend Line in Excel:
https://www.youtube.com/watch?v=svFSKnmAlKQ
An Introduction to Regression Analysis: Alan O. Skyes:
http://www.law.uchicago.edu/files/files/20.Sykes_.Regression.pd
f
CGVT Know More, Do More with Data Visualization
http://blog.commongoodvt.org/2013/10/video-storytelling-with-
data/
CGVT Surveys and Spreadsheets
https://www.cctv.org/watch-tv/programs/making-data-work-you-
survey-spreadsheets
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56. References
Trying Hard is Not Good Enough, Mark Friedman
http://resultsleadership.org/product/trying-hard-is-not-good-
enough-by-mark-friedman/
Essentials of Utilization-Focused Evaluation (Sage, 2012) by
Michael Quinn Patton
Edward Tufte, Data Visualization:
http://www.edwardtufte.com/tufte/index
American Evaluation Association – Tools, Tips, Trainings
http://www.eval.org/
Also, check out courses offered at area colleges.
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Notas do Editor
The Agenda for Today.
How do you know you are making a difference, if you don’t measure the change?
What change do you want to see? How will you know when you get there?
Planning the Data Process – involve stakeholders - Be sure to Involve stakeholders in the process.
Example: Include staff, executive director, executive board, clients and the public in planning the data process.
Ask these important questions:
Who are the end-users? (program staff, executive board, funders, etc)
What is the end-use? (direct policy, allocate resources, seek funding, annual report)
Is the data relevant to them!!!
How do you know you are making a difference, if you don’t measure the change?
What change do you want to see? How will you know when you get there?
Planning the Data Process – involve stakeholders - Be sure to Involve stakeholders in the process.
Example: Include staff, executive director, executive board, clients and the public in planning the data process.
Ask these important questions:
Who are the end-users? (program staff, executive board, funders, etc)
What is the end-use? (direct policy, allocate resources, seek funding, annual report)
Is the data relevant to them!!!
You want the information to be USEFUL!!!!
What format will you be using this data? In a report that nobody reads?
More important questions
What data will be most relevant to our program evaluation?
What data is missing? Does that data exist somewhere else (another agency, government, etc)? Any data missing goes on your DATA DEVELOPMENT AGENDA.
Remember- Who is your audience?
Include your stakeholders in this process.
If you could know three things about the work you do that you don’t know, what would they be?
Checking back in…What did people say?
The Agenda for Today.
What people do you have?
- Who are your team members?
How are they involved?
- What are their responsiblities currently and how will they change going forward?
Do they have “will” & “skill”?
- Get buy-in (helps to include them from the beginning) and also recognize when you need to avoid nay-sayers
Is it in their job description?
- is “data” explicit to their job? Is should be!
More important questions
What data will be most relevant to our program evaluation?
What data is missing? Does that data exist somewhere else (another agency, government, etc)? Any data missing goes on your DATA DEVELOPMENT AGENDA.
Remember- Who is your audience?
Include your stakeholders in this process.
If you could know three things about the work you do that you don’t know, what would they be?
Sometimes it’s a balance between funders needs and programming needs. Hopefully, with conversations and time, these needs can be aligned but it can be a balancing act.
We recognize that you are being pulled in multiple directions.
One place where all the indicators are kept track of either in excel or google docs.
MealsHow many meals do we serve?Kitchen Calendar#meals/month
ClinicsHow many clinics do we do?Mobile Van Calendar#clinics/month
How many patients see a doctor?Doctor Log Sheet#patients/month
Case ManagementHow many clients receive case management?Internal DatabaseTotal # clients
List the sources of data - where does your data come from?
Other examples of Data Sources
List the sources of data - where does your data come from?
Next we will talk about Data Collection.
From the data audit you will get clear about what data you already collect and how versus what you would like to collectj--- the data on your Data Development Agenda
Not All Performance Measures are Created Equal
What is the simplest way to collect the data? Low/cost or no-cost. Do you have data source that could also collect the information you want?
Make sure you have buy-in.
Collect consistent and standardized data. - Electronic data collection tools can be very efficient and reduce errors.- Standardize
What don’t you know about your work that would help make a bigger impact?
Idealware - great resource to help nonprofits choose tools
NTEN- Nonprofit Technology Network
Techsoup
Here are some of the advantages of using structured survey applications as input tools.
Check-in- Do you have a data development agenda? What’s on it?
Next we will talk about Data Collection.
What should you backup: The simple answer is, “everything.” Or at least, everything that’s critical, valuable, irreplaceable, or important to your organization.
The Dashboard can be an effective way to reduce frustration and confusion. The dashboard is an inventory of your data sources with the website link, the username, password, and any notes about what the website is used for.
This is especially useful is there is staff turnover or staff at multiple sites.
Don’t mix up your data types.
Here’s the same table with out the averages. You can put those in another tab on your excel spreadsheet.
Look at what other people are doing. Go to a training at American Evaluation Association or Burlington College online
Get buy-in from your stakeholders
File naming- spreadsheets of data with no context. (include: Project, Data Source, Your Name, Final or Edits, Date)
Personally identifiable information- you need to have someway to keep that data secure
If you have lots of data passing hands, it can be great to have “code book” or a place to describe what each indicator means, where it comes from and if there are different values for them.
Next we will talk about Data Collection.
Do you have the skill set to accomplish this?
Does the person analyzing know what the end-users want to know? Is average number of clients per month more useful than total number clients or do they need both?
Create a Schedule ( second staff meeting of every month we will look at the data).
Pre/Post
Comparative
Trend
Qualitative Analysis
Tools for analysis
Excel
SPSS
Whyi using survey tools can save you a lot of time!
A lot of tools like lime survey, survey monkey, google analytics have a built-in reporting function. Look at what they have already, you can save yourself a lot of headache if what they offer is sufficient for your needs.
Does the data make sense? – Have more than one person look at the results.
Next we will talk about Data Collection.
Here are some reasons that you will use data in your work.
For Decision making---
Who will be using the data?-
What process will be driven by the data?
Data Visualization/Presentation is important.
Graphs with narrative and quotes is more powerful than just numbers alone. Give then numbers context.
Keep it simple!
On Facebook, videos are shared 12x more than links and text posts combined. Photos are liked 2x more than text updates.
Tips for Visualizing Data:
Above all else show data
Maximize the data-ink ratio
Erase non-data-ink
Erase redundant data-ink
Revise and edit
Tips for Visualizing Data:
Above all else show data
Maximize the data-ink ratio
Erase non-data-ink
Erase redundant data-ink
Revise and edit
Comparing these to methods of visualization. Each are ok. Consider your audience. Do you want to share the table on facebook? Maybe the table is ok for internal work. I would recommend make a bar chart out of these numbers. Then if you want to share publicly you can visualize the data like above.
Think of creating graphics as showing the world what you do and why you do it, in a compelling, interesting and easy-to-share way!
If you want to know more about visualization, then you can watch Lauren Glenn’s show.
There is no one way to measure or evaluate a program or organization. There is no “Gold Standard”. You will continue to adapt your evaluation to meet your needs. There is a distinction between research and evaluation and that comes from the rigor of the methods. For evaluation, you need to decide what is important to you and how you will be using the data.
-ADD START TODAY!
All of this takes communication.
Leadership needs to be invested and willing to invest and above all this is not an automatic process, there are people that need to be include and involved.