Evaluation Implementation – 1.04 Set up for Data Management
Before any data is collected, it is essential that the working group have a plan for how the data will be entered, stored, and organized. Missing, lost, and incomplete data are a common pitfall of even the most carefully planned evaluation. The process of preparing to receive data includes addressing the “when”, “how”, and “by whom” of data storage, entry and coding.
This is a good time to revisit the “timeline” section of the evaluation plan to be sure that it includes a schedule for data entry and coding. The working group should discuss and decide upon an initial schedule for these tasks. If data collection is ongoing, it is possible that time for data entry needs to be scheduled every week, or every few weeks. In other cases, data entry will happen at one time. If this is the case and the amount of data is anticipated to be large, appropriate staff should schedule for this time well in advance. Sometimes the “when” of data entry and coding is determined by the timeline for utilization and reporting. If possible, the working group should be sure to consider and prioritize all relevant timelines well in advance. Knowing that the time for these tasks has been set aside may help reduce anxiety about implementation and analysis.
It is essential that the working group and all relevant staff also have a clear understanding about the “who” of data entry and preparation. Will the same person who collects the data enter it into the appropriate software? Will this work be shared among colleagues? If so, how? It may be helpful to answer these questions in writing. If more than one staff or working group member will be entering and/or preparing data, clear instructions and other relevant materials (e.g., a codebook explaining variable names, the meanings of specific response options and their location in the data, or a detailed set of instructions for thematic coding) should be created and reviewed as a group before data collection begins so that any ambiguities and/or questions can be addressed.
Finally, the working group must decide on the details of “how” data will be entered, organized and stored. Often this process includes setting up software, such as a database management program, for data entry. The process of setting up the rows and columns of a spreadsheet may seem simple. However, rushing through this step can cost the group time and effort in the long run. At this point, the working group should revisit their evaluation question to re-familiarize themselves with the variables of interest. These, along with the measures, will help inform the spreadsheet set-up process. In addition, the working group may choose to consult an expert statistician or qualitative analyst who can help answer case-specific questions about coding, and setting up data for analysis. Non-numerical data can also be stored in a spreadsheet such as Excel, which works well for single-coder efforts. However, if the working group intends to analyze large blocks of transcribed text as a team, a software program specifically designed for this kind of work may be more appropriate.