Data Management Basics for Advocates Phyllis Cappuccio and Karen Hudkins - End Hunger Connecticut Inc. PTC-End Hunger CT!
Does the thought of data make you feel like this? PTC-End Hunger CT!
Topics for discussion : <ul><li>What is data? </li></ul><ul><li>What are its applications to non-profits? </li></ul><ul><li>How can I find good data? </li></ul><ul><li>How can I mine or analyze data? </li></ul><ul><li>Tips for creating simple databases relevant to your organization </li></ul>PTC-End Hunger CT!
Data is not a four letter word! <ul><li>Data are raw facts requiring organization and analysis to become information. </li></ul>PTC-End Hunger CT! “ Advocacy, education, research, networking - a membership association's value proposition hinges on its ability to provide intelligence to its members. This task is becoming more difficult as associations increasingly find themselves in a marketplace where diminishing dues revenue and decreased "Volunteerism" are commonplace.” Intelligent Solutions: http://whitepapers.techrepublic.com
What are data “types” <ul><li>Data is presented in several forms. </li></ul><ul><li>Micro Data </li></ul><ul><li>Aggregate or Summarized Data </li></ul><ul><li>Time Series Datasets </li></ul><ul><li>Longitudinal Datasets </li></ul>PTC-End Hunger CT!
For example : <ul><li>Name of person in a household </li></ul><ul><li>Number of people in a household </li></ul><ul><li>Number of people in a city </li></ul><ul><li>Numbers of people in a city in 3 year intervals </li></ul><ul><li>Micro data </li></ul><ul><li>Aggregate data </li></ul><ul><li>Aggregate data </li></ul><ul><li>Longitudinal data </li></ul>PTC-End Hunger CT!
Mr. Data <ul><li>Not really data….. </li></ul>PTC-End Hunger CT!
The Case for Data: <ul><li>1.Identify Community Needs </li></ul><ul><li>2.Make the Case for Program Support </li></ul><ul><li>3.Show Program Effectiveness </li></ul>PTC-End Hunger CT!
In other words: <ul><li>Needs Assessment </li></ul><ul><li>Funding Applications </li></ul><ul><li>Membership applications </li></ul><ul><li>Evaluation of Outcomes and Measures </li></ul><ul><li>All necessary to justify allocation of resources and $$$$$ </li></ul>PTC-End Hunger CT!
Good Data=Good Information PTC-End Hunger CT! • Accurate • From a Reliable Source • Recent • Geographically Appropriate • Comparable • Understandable Requirements for “good” data:
Data Use in Needs Assessment PTC-End Hunger CT! To clearly define the need established by the research and data, ask the following: • Who is in need? • What is needed? • Where are the needs based? • How much is needed? • Is the need based on supply/demand or access/distribution?
Best Practices for Data Use PTC-End Hunger CT! • Use the newest data available • Use the data that best describe the needs you are addressing – Only include data that are relevant to the proposal – If you have a lot of data, include only the most compelling Johnson Center www.housingconf.org
Tips for Using Data PTC-End Hunger CT! Avoid: • Data from newspapers, magazines, and TV news programs – sources that are not in the business of distributing reliable data. • Only numbers that represent the geographic area where you work without any comparison data . <ul><li>Good Practices: </li></ul><ul><li>• Data from reputable </li></ul><ul><li>sources such as </li></ul><ul><li>government agencies, </li></ul><ul><li>national associations, and </li></ul><ul><li>peer-reviewed journals </li></ul><ul><li>Comparison data from </li></ul><ul><li>the national level and </li></ul><ul><li>other geographic levels of </li></ul><ul><li>interest to the funder. </li></ul>
PTC-End Hunger CT! According to the December 15th episode of 20/20, 35% of children under the age of 5 who receive a flu shot will have a negative reaction to it. How can we make this statement stronger? In 2002, the Michigan Department of Community Health reported 7.2% (1,350) children under the age of 5 experienced complications due to the flu shot. www.journalprices.com/ Example:
Using Data to Evaluate Success or Failure PTC-End Hunger CT! • What is evaluation? • Why evaluate? • What are the three types of evaluation data? • Where do I collect evaluation data? • How to use evaluation data in your programs and organization and allocate resources
Why is Evaluation Useful ? PTC-End Hunger CT! • It helps demonstrate accountability • It aids decision making on future programming • Shares results/tells a story • Makes a case for additional support • Tests program design and effectiveness • Required by many funders and stakeholders *Johnson Center
Evaluation/Outcomes PTC-End Hunger CT! 1. Determine the purpose of the evaluation 2. Develop good questions 3. Collect data 4. Use the data to improve programs and services
Three Types of Evaluation Data PTC-End Hunger CT! • Outputs – What you did • Outcomes – How well you did it • Impacts – The long term effects of your actions *Johnson Center
Step 1: Determine the Purpose PTC-End Hunger CT! Determine the Purpose: • Accountability • Decision making • Funder requirements • Story telling • Program design
Evaluation Step 2: Ask Good Questions PTC-End Hunger CT! • Tie your questions to your evaluation purpose • Stick to the critical questions • Use tools such as logic models • Decide on a tracking time frame
Evaluation Step 3: Collect Data PTC-End Hunger CT! • Most evaluation data comes from internal records – Program forms (intakes, tests, etc.) – Follow-up contacts • Data from other programs/agencies may be helpful – It’s critical to know how other programs define their data • Community level data may be helpful for benchmarking
Evaluation Step 4: Use the Data PTC-End Hunger CT! • Summarize your results • Share findings • Make decisions and conduct planning based on results • Communicate your plans • Respond to other’s reaction to the findings
Data Sources Great External Data Sources PTC-End Hunger CT!
Downloadable Tool PTC-End Hunger CT! Ties together multiple databases Allows for charts/graphics to be created and extracted Allows tabulation and extraction from multiple databases You can publish your data to Data Ferrett
PTC-End Hunger CT! INSIDE TheDataWeb: DataFerrett Home What is DataFerrett TheDataWeb Home What is TheDataWeb TheDataWeb Browser Datasets Available TheDataWeb Services TheDataWeb Publisher & Server Setup FAQ TheDataWeb HelpDesk: Toll Free: 866-437-0171 DataFerrettTeam Email: email@example.com Use our Online Form for Comments, Questions, or Errors Types of Data Available in DataFerrett There are many interpretations to what the types of data are or should be and the DataFerrett Team has strived to portray and deliver to the user our best interpretation possible. Data types may also be interpreted as kinds of datasets / focus. Demographics, poverty, income, geography, health insurance, etc., are generally included in every dataset to one degree or another. GET & LEARN: DownloadDataFerrett DataFerrett Users' Guide MicrodataTutorial LongitudinalTutorial AggregateData Tutorial DataSetTopics
PTC-End Hunger CT! TheDataWeb, DataFerrett, and HotReports TheDataWeb is a network of online data libraries that is accessed through DataFerrett. TheDataWeb topics currently include economic data and data on health, income and unemployment, population, family dynamics, vital statistics, and more. You have access to these types of data and selected variables that also can be downloaded in several formats (ASCII, SAS, SPSS, Excel, .csv, and Access). You can publish your data to TheDataWeb and, in turn, provide data to other users.
Select Datasets PTC-End Hunger CT! American Community Survey (ACS) American Housing Survey (AHS) Behavioral Risk Factor Surveillance System (BRFSS) Consumer Expenditure Survey (CES) County Business Patterns (CBP) Current Population Survey (CPS) Decennial Census of Population and Housing – Historical Census Data – Public Use Microdata Samples (PUMS)
More Datasets PTC-End Hunger CT! Harvard-MIT Data Center Collection Home Mortgage Disclosure Act (HMDA) Local Employment Dynamics (LED) National Ambulatory Medical Care Survey (NAMCS) National Center for Health Statistics Mortality (MORT) National Health and Nutrition Examination Survey (HANES) National Health Interview Survey (NHIS) National Hospital Ambulatory Medical Care Survey
PTC-End Hunger CT! (NHAMCS) National Survey of Fishing, Hunting, and Wildlife (FHWAR) Small Area Income and Poverty Estimates (SAIPE) Social Security Administration (SSA) Survey of Income and Program Participation (SIPP) Survey of Program Dynamics (SPD) For more information: [email_address] www.thedataweb.org 1-866-437-017 U.S. Department of Commerce Economics and Statistics Administration U.S. CENSUS BUREAU
External Data Sources PTC-End Hunger CT! Other Potential External Data Source Ideas: • County/City Planning Office • Assessor’s Office • United Way 211 • Utility Assistance Providers • Literature/Best Practices • Other Service Providers
Best Data Use: PTC-End Hunger CT! • Funders, Board Members, and other stakeholders need data that shows: -Where do we best allocate resources - Give them the big picture of where and how big the problems are • Use statistics that are: – Clear – Comparative – Factual – Well documented – Geographically specific
Data Mining PTC-End Hunger CT! Analyze Data and Determine Priorities Look for patterns, trends, and themes in the data Questions to consider: • Which factors of the problem can be feasibly influenced by the organization? • Which needs can best be met by the available funds, staff, equipment and facilities available to the organization? • Which needs fall within the organization’s mission, capabilities, resources and staff competencies?