Data the key ingredient in a successful project


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In this session, we will show you how to use data as the main ingredient in your recipe for successful project management. Discover interesting ways to leverage data for assessing community needs, monitoring the health and progress of your project, and evaluating its impact.

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Data the key ingredient in a successful project

  1. 1. Data: The KeyIngredient in aSuccessful ProjectILEAD USA, March 28, 2013
  2. 2. Use data to…• Assess community needs• Manage and continuously improve your project• Evaluate your project’s impact• Market and advocate
  3. 3. Colorado’s BTOP Project
  4. 4. 88 Public Computer Centers
  5. 5. Needs Assessment
  6. 6. Needs AssessmentNeeds assessment “is a systematic processof collecting, organizing, and analyzing dataabout the library and its environment. It isdesigned to assist the administrator inchoosing from alternative patterns ofsatisfying [patrons’] information needs andinterests.” -Grover, Greer, & Agada (2010)
  7. 7. Needs Assessment• Problem statement • How do you know there’s a problem? • What data and other information do you have to support your premise? “If you can quantify the issue, it will strengthen your proposal.” -Jane Martel
  8. 8. Why do it?• To better meet patrons’ needs and interests• To meet reporting requirements
  9. 9. How do we do it?• Original Research -Surveys -Qualitative Techniques (interviews, etc.)• Available Data
  10. 10. Available DataSources
  11. 11. Resources
  12. 12. Census
  13. 13. American Community Survey
  14. 14. Census/ACS Support
  15. 15. State Demographer
  16. 16. Internal Statistics
  17. 17. Project-Related Research
  18. 18. BTOP Needs Assessment• Income• Education level• English language status
  19. 19. Project Management& Evaluation
  20. 20. Data Collection TimelineCollect early and collect often!
  21. 21. What data should be collected?• Inputs• Outputs• Outcomes• SMART objectives: what is measurable?
  22. 22. InputsQuantify the effort expended on a project— resources and time
  23. 23. Examples of Input Measures• Funds/in-kind funds expended• Number of project staff• Staff time• Library hours
  24. 24. BTOP Input Measures• Grant/matching funds• Computer center hours• Staff hours
  25. 25. OutputsQuantifying the levels of services and materials provided
  26. 26. Examples of Output Measures• Circulation• Visits• Number of Programs• Attendees at library programs• Website visits
  27. 27. BTOP Output Measures• Number of classes offered• Hours of class time• Number of class attendees• Number of one-on-one trainings• Number of open access computer users• Hours of open access usage
  28. 28. Outcome MeasuresDocumenting the effect a service has on the participants
  29. 29. Examples of OutcomeMeasures• Created a resume• Improved reading skills• Traced family history• Got a job interview
  30. 30. Examples of BTOP OutcomeMeasures—Computer ClassesAfter taking today’s class, I am better able to…  use a computer.  use the Internet.  create or edit a website.  view and/or share digital photos.  use software (ex: Word, Google Docs, Photoshop, Excel, Quickbooks)
  31. 31. Examples of BTOP OutcomeMeasures—Open Access UsersWhile I was on a computer in the computer center today, I  looked for employment.  used software (ex: Google Docs, Excel, Word, Photoshop).  communicated with someone (ex: email, chat, Facebook).  did schoolwork.
  32. 32. Data Use for ProjectManagement• Who is the customer and what does she need/want?• User profiles—implications for staffing and programming • One-on-one trainings • Class attendee demographics
  33. 33. BTOP Project Evaluation
  34. 34. Power of Story
  35. 35. Tools for CollectingData
  36. 36. Data Map Report Collection Point Data element Quarterly Annual Grant Compliance Report Report Application Officer Website Personnel $ X X Broadband X X X X speed Type of class X X X Equipment $ X X Scheduled X one-to-one tutoring sessions Hours open X X X X per 48-hr weekend
  37. 37. BTOP Reporting Tool
  38. 38. Data Burden
  39. 39. Thank You!Linda Hofschire, Dave Hodgins, @lrs_co
  40. 40. Resources
  41. 41. Needs Assessment Resources• Examples of library needs assessment studies: 2/community-reference-making-libraries-indispensable- new-way• 90216_sm.pdf• Conducting surveys • methods/#Surveys• Survey alternatives (interviews, card sorts, diaries, etc.) • techniques-for-learning-about-your-patrons-calcon- 2011/
  42. 42. Needs Assessment Resources• Needs Assessment Resources libraries/resources-for-community-analysis/• Census• American Community Survey• State Demographer Main/CBON/1251590805419• Internal Statistics: • Public Libraries • School Libraries • Academic Libraries libraries/
  43. 43. Additional Resources• Grover, R.J., Greer, R.C., & Agada, J. (2010). Assessing information needs: Managing transformative library services. Denver, CO: Libraries Unlimited.• Orcutt, D. (Ed.) (2010). Library data: Empowering practice and persuasion. Denver, CO: Libraries Unlimited.