Making Data Work For You - The Data Assemblyline

Making Data Work for You

The Data Assembly Line 5/1/14

Lauren-Glenn Davitian, hostShelagh Cooley, Common Good Vermont

Michael Moser, Vermont State Data Center

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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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The Data Assembly Line

Setting the Stage

Data Audit

Data Collection

Data Management

Data Analysis

Data Utilization

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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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Question Cat

Who is YOUR audience?

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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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Example: Foodshelf

Result: Food security for people in the region.

Audience: Board, funders, policy makers, staff

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PERFORMANCE MEASURESFoodshelf

# 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


QUANTITY (#) QUALITY (%)

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Question Cat

Who is YOUR audience?

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Setting the Stage

Data Audit

Data Collection

Data Management

Data Analysis

Data Utilization

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Data Audit - PeopleWhat people do you have?

How are they involved?

Do they have “will” & “skill”?

Is it in their job description?

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Data Audit - Data• What data do you already have?

• What data do you need?

• What data is most useful?

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QuickTime™ and a decompressor

are needed to see this picture.

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Data Source Tracking SheetFremework Evaluation

QuestionData 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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Question Cat

Where do you collect your data from?

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Data Sources

•Calendars: Events, Meals, Clinics

•Internal Databases: Clients

•Attendance Sheets: Youth

•Log Sheets: Services Received

•Surveys: Satisfaction

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Question Cat

Where do you collect your data from?

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Setting the Stage

Data AuditData Audit

Data Collection

Data Management

Data Analysis

Data Utilization

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Data Collection

Data You Already Collect Data Development Agenda

Data Audit

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Data Collection Value of the Performance Measure

System

Buy-in

Standard

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Question Cat

What tools do YOU use to collect dat?

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Data Collection Tools

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Benefits of Using Tools

• Reduce human error, increase consistency.

• Standardizing data reduces time “cleaning data”

• Online (remote access for multiple sites).

• Automatic reports and organized data.

• Automatically backed up.

• It’s EASIER!!!

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Question Cat

What tools do you use to collect data?

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Setting the Stage


Data Collection

Data Management

Data Analysis

Data Utilization

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Data ManagementIs your data secure?

What is your time frame?

Do you have back-ups?

Who is responsible?

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Example of Dashboard

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Data ManagementDon’t mix up your data types.

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PERFORMANCE MEASURESFoodshelf

# Clients Servedlbs. of Food Provided

% Nutritious Food

% Clients Satisfied with food choice

Staff-Client Ratio

# Clients not returning


% of Clients not returning



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Data Management Example

January 1-15

January 16-31

January Average

February 1-15

February 16-28

February Average

2008 258 275 266.5 350 375 362.5

2009 245 272 258.5 324 370 347

2010 242 267 254.5 356 368 362

2011 235 265 250 333 362 347.5

2012 222 260 241 332 360 346

2013 216 262 239 313 345 329

2014 224 252 238 310 370 340

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Data Management ExampleJanuary 1-15

January 16-31

February 1-15

February 16-28

March 1-15

2008 258 275 350 375 297

2009 245 272 324 370 297

2010 242 267 356 368 279

2011 235 265 333 362 234

2012 222 260 332 360 285

2013 216 262 313 345 262

2014 224 252 310 370 155

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Data Management Best Practices1. Training2. Buy-In3. File Naming4. Security Practices5. Code Book

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Stretch Break

Send in Your Questions!

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Setting the Stage


Data Collection

Data Management

Data Analysis

Data Utilization

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Analyzing the Data

Remember, who is your audience?

How often will the data be analyzed?

Time Series vs. Non-Time Series Data

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Example of Survey Monkey

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Trend Lines

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Setting the Stage


Data Collection

Data Management

Data Analysis

Data Utilization

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Data Utilization

Decision Making

Fundraising

Community Building

Education

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Data Utilization

Convene your audience.

What story does the data tell?

Are we achieving the results we want?

What will we do differently?

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Why Visualize Data?

“A picture is worth a thousand words”

Higher Engagement from audience.

Broader audience.

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Examples of Visualization

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Examples of Visualization

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Example of Visualization

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Sources: http://thegrio.com/2013/06/07/hunger-in-america-food-insecurity-disproportionately-affects-african-americans/#s:foodinsecurity2

http://www.vtfoodatlas.com/plan/chapter/4-1-food-security-in-vermont

Percentage

Food Insecurity

Very Low Food

Security1999-2001 9.1 1.82001-2003 8.9 32003-2005 9.5 3.92005-2007 10.2 4.62007-2009 13.6 6.22009-2011 12 5.4

Infographic Example:-Simple-Key information is highlighted-Effective Messaging

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Visualizing Data Tools

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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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Assembly Line Not Automatic

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PERFORMANCE MEASURES

HOW MUCH ARE WE DOING?

HOW WELL ARE WE DOING IT?




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PERFORMANCE MEASURESAfterschool

# 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


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PERFORMANCE MEASURESMental 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


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Upcoming Events

Let’s Talk Shop: Regional Mixers - Brattleboro 6/19

Leadership Vermont Luncheons-Burlington 5/21-Brattleboro 6/20-Barnet 10/1

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ResourcesIdealware 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.pdf

CGVT Know More, Do More with Data Visualization http://blog.commongoodvt.org/2013/10/video-storytelling-with-data/

CGVT Surveys and Spreadsheetshttps://www.cctv.org/watch-tv/programs/making-data-work-you-

survey-spreadsheets

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References

Trying Hard is Not Good Enough, Mark Friedmanhttp://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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Making Data Work For You - The Data Assemblyline

Government & Nonprofit

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