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Finding Meaning in the Numbers: Tools for Data Analysis & Dashboards

Finding Meaning in the Numbers: Tools for Data Analysis & Dashboards






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  • Getting to know audience:-size of organization?-have you personally been involved in a website redesign before?-do you own a tablet or smartphone?Note: we’re assuming you know something about redesigning websites in general. All that stuff still applies. We’ll be focusing on the mobile aspects today.
  • Let’s sum things up – what are the reasons we don’t measure?
  • Roca is a nonprofit in Massachusetts, founded in 1988, focused on high risk youth Initially they weren’t measuring, so didn’t really know what the impact of their program was.The measures they did have available – new arrests and job stability – showed that program was not really resulting in change.Also, youth that stayed longer than 28 months in the program had worse results overall.Developed a theory of change that involved 5 Stages of Changed. Remodeled their program based on this, accompanied by indicators.Implemented a new data system (Efforts to Outcomes) which they customized to their program, making sure that only data relevant to program is collected.System allows for tracking each interaction with youth, and recording where they are in the stagesChanged program to 2 years plus 2 years of follow up, and refined target audience to highest risk men 17-24 years old (criminal record, no high school credentials, no employment history) plus young mothersOf Roca’s 2011 graduates, 90 percent sustained employment and/or engaged in education; 86 percent had no new arrests after leaving the program; and 81 percent of the young mother population reported no new pregnancies. Have since opened up a new site.Strong relationships within the community and data sharing with partner organizations (in particular, local police department) a big component of success.Another success factor is training for all staff and ongoing professional development in data entry and using database.
  • Highly recommend doing this workbook on your own in more depth. We are just going to skim the surface of it.Don’t expect your data journey to happen overnight. This is not a “go back and put in place tomorrow” kind of thing. Set your expectations – it will probably happen over months, if not years (both because you need to build the culture, and the tools) and that’s ok.What we’ll look at next are some steps you can start taking to looking at data in one area of your organization. This will help you build skills around looking at data, and hopefully be the first step at a bigger look at the impact, theory of change and results that your organization is creating.
  • You don’t have to do everything at once, or in the right order. Once you get started then you’ll start asking more questions, which will help give you direction.ALWAYS LINK BACK TO IMPACT!!
  • There are lots of aspects of your organization to measure. To start out, pick one so you can focus your efforts and it will be less overwhelming.Here are some examples.Note that there is some value to just diving into existing data and playing around. But you don’t need to attend a workshop on that, so we’ll talk about the more structured approach here.Now define a particular action question within that area. It’s notgoing to be easy—your action question must be specific enough tobe measurable and to help you decide how to move forward, but alsoimportant enough to really matter to your organization. Let’s start bybrainstorming.What are some tactical questions you’d ideally like to be able toanswer in this area that would help your organization improve?
  • I’ll use my own organization as an example. Our friendly mascot Katsumoto will come along with us.The first step is to ask the question. The equivalent to most charities would be to look at fundraising, or a specific program.
  • The workbook goes into a lot more depth on all of these
  • The next step is to collect dataYou probably already track a lot of data but don’t use it. This is the case for most nonprofitsOf course whether you have the RIGHT data, and whether it’s shared with the RIGHT people, is another question
  • Other related pieces:-theory of change-data sharing-collecting the right data-training & professional development related to collecting & using data
  • Need some kind of report or dashboard where you can gather data and present it in a way that you can have a meaningful discussion about it.We’ll be talking about this more soon.
  • The best way to make progress is to force yourself to look at your metrics regularly
  • The next part of the presentation will focus on the “sharing data” or “displaying data” step.
  • There are ways to reduce the manual aspect with Excel e.g. automatic import from other files
  • Old school NTEN, that is!
  • Do a live demo
  • Note that many tools are quite expensive – we will focus on ones that are low cost, but if you have thousands of dollars or more to spend then there are certainly lots of options!These features also apply to all types of dashboards in some way, but this is the area where you’d most likely be evaluating multiple tools which is why we’re discussing it here.
  • Live demo?
  • Integrates with lots of other accounts, like Google Analytics, Mailchimp, etc.You can link it to a Google Spreadsheet to display data, as long as your data is in columns
  • This is a very simple example. It’s basically a web page, so easy to create and update. It’s really more like the PowerPoint example we saw before than the other dashboard we’ll look at.
  • More complex example. Developed in Drupal? (confirm)
  • Resources:http://conviosummit2011.com/?wpfb_dl=480 (make sure this is the right link, it is a report)

Finding Meaning in the Numbers: Tools for Data Analysis & Dashboards Finding Meaning in the Numbers: Tools for Data Analysis & Dashboards Presentation Transcript

  • Is my org eligible? a) Does your business number end in RR0001? b) Do you have a Letters Patent from Industry Canada? c) Are you incorporated as a not-for-profit corporation with your province? d) Are you a library? You may be eligible to get donations of… DONATIONS PROGRAM
  • Microsoft’s donations & discounts are now open to faith-based nonprofits & charities, including: GOOD NEWS: MICROSOFT DONATIONS! More info: https://www.techsoupcanada.ca/en/community/blog/microsoft- expands-eligibility-for-faith-based-organizations-and-hospices
  • ABOUT ME • Community Engagement Manager • Online community & resources about nonprofit technology For example… the nonprofit tech self-assesment: https://www.techsoupcanada.ca/en/community/blog/are-your-technology-priorities-in-order-take-the-tech-self- assessment @tierneys @techsoupcanada facebook.com/techsoupcanada techsoupcanada.ca/community/blog youtube.com/techsoupcanada slideshare.net/techsoupcanada
  • AGENDA • Let’s talk about data • The journey to “data-informed” • Data analytics & dashboard tools
  • 5 STAGES OF MEASUREMENT ACCEPTANCE 1. Denial 2. Fear 3. Confusion 4. Delight 5. Data-Informed Source: Beth Kanter, http://www.bethkanter.org/12ntcdataviz/
  • DENIAL My program is an art, not a science… it can’t be measured! Spiritual growth can’t be measured
  • FEAR What if my strategy/program doesn’t show success?
  • CONFUSION I know I should be measuring our program, but I’m not sure how?
  • DELIGHT Hey, check out these cool metrics!!
  • DATA-INFORMED What does the data say?
  • 5 STAGES OF MEASUREMENT ACCEPTANCE 1. Denial 2. Fear 3. Confusion 4. Delight 5. Data-Informed Where is your organization? Further reading – measuring church “success”: http://www.transformingchurch.com/resourcetoolbox/2009/04/transforming_le _10.php http://godsfaintpath.com/measure-success- http://pastors.com/measure-success/
  • WHY SHOULD WE NOT MEASURE? • Can’t measure the real impact • Takes extra time • Complex systems may be required • Don’t have the skills
  • WHY SHOULD WE MEASURE? • Help us make informed decisions -> improve our work • Demonstrate impact to donors & funders • Accountability to board • Increased impact
  • CASE STUDY: ROCA B E F O R E M E A S U R I N G • 3 year program • High risk young men and women • Ineffective in medium- long term • Length of program increased dependency A F T E R M E A S U R I N G • 2 year program + 2 years of follow up • Focus on highest risk men & pregnant young mothers • Theory of change mirrored in programming & data collection • Long term impact
  • STEPS ON THE JOURNEY 1.Define your question 2.Choose metrics 3.Collect data 4.Share data 5.Use data 6.Tweak, learn, improve, repeat
  • 1) DEFINE YOUR QUESTION: WHAT AREA WOULD YOU LIKE TO EXPLORE? • Recruiting clients • Efficiency of a process • A specific program • Annual campaign • Email list-building • Social media outreach What is your action question?
  • TECHSOUP CANADA’S DATA JOURNEY Are our marketing efforts leading to increased donation requests?
  • 2) CHOOSE METRICS: WHAT METRICS SHOULD YOU MEASURE? Consider: • What decisions do you want to be able to make based on the data? • What actions could you/constituents/others take that would affect the action question, and how could you measure it? • What data are you already tracking? • What data could you be tracking?
  • • # of clicks on a product in email • # of donation requests of that product • Better: # of donation requests of that product from people who received the email TECHSOUP CANADA METRICS
  • … but are you using it? 3) COLLECT DATA: YOU PROBABLY ALREADY HAVE LOTS OF DATA… Source: http://www.nten.org/research/2012-state-of-data
  • THE MANY ASPECTS OF USING DATA Source: http://www.nten.org/research/2012-state-of-data
  • 5) USE DATA: MAKE METRICS A PART OF YOUR LIFE Momsrising holds a weekly staff meeting nicknamed “Metrics Monday.” Each program and campaign staff person reviews their reports in preparation for a group conversation about what actions to reinforce, how refine messages, and other improvements. Says Kristin, “Our dashboards have multiple views – a high level view and the ability to drill down into specific campaigns – this informs our discussion.” Source: http://www.bethkanter.org/momsrising-key-results/
  • 4 APPROACHES TO DASHBOARDS Excel or PowerPoint1 2 3 4 Built-in dashboards (in your database/ CRM/donor management system) Reporting/dashboard/business intelligence tool Custom built dashboards
  • EXCEL & POWERPOINT DASHBOARDS PROS • Familiar tools • No IT expertise needed • Flexible, easy to customize • Helps you experiment CONS • Less powerful than other tools • Usually involves manual effort • No real-time feedback 1
  • EXCEL EXAMPLE: NTEN1 Source: http://www.nten.org/blog/2009/04/16/dashboards-track-your-organizational-progress
  • POWERPOINT EXAMPLE: YEAR UP1 Source: http://www.givewell.org/files/04-3534407/B/Dashboard%20assessment.ppt
  • BUILT-IN DASHBOARDS PROS • Pulls directly from existing data automatically • Often update in real time • No new systems required CONS • Requires a robust dashboard feature in your existing system • System may not include all relevant data 2
  • SALESFORCE2 Case study:
  • GOOGLE ANALYTICS2 More info: http://gettingattention.org/articles/625/evaluation/increase-nonprofit-marketing-impact-google- analytics.html http://googlefornonprofits.blogspot.ca/2013/07/how-to-keep-track-of-multiple-marketing.html
  • DASHBOARD TOOL PROS • Integrate multiple data sources • Not reliant on built- in dashboard functionality • More features available (e.g. compared to a spreadsheet) CONS • A new system to acquire and learn • May require IT assistance, or at least some tech savvy 3
  • DASHBOARD TOOLS Features to consider: • Data sources • Drill-down-ability • Ease of updating • Data analysis capabilities 3 More info: https://www.techsoupcanada.ca/en/community/blog/jane-vs-tierney/dashboard- challenge http://www.dashboardinsight.com/articles/digital-dashboards/fundamentals/7-small-business- dashboard-design-dos-and-donts.aspx
  • ZOHO REPORTS3 More info: https://www.techsoupcanada.ca/en/community/blog/jane-vs-tierney/zoho-reports-
  • CUSTOM DASHBOARDS PROS • Exactly customized for you, maximum flexibility • Integrate multiple data sources CONS • Custom development (IT) required • Need capacity to maintain it 4
  • EXAMPLE: ONE ACRE FUND4 Source: http://www.oneacrefund.org/results/dashboard/
  • EXAMPLE: INDIANAPOLIS MUSEUM OF ART4 Source: http://dashboard.imamuseum.org/
  • GOOD DATA VISUALIZATION PRACTICES Source: http://www.techsoupcanada.ca/community/blog/data-visualization- foundations
  • FURTHER READING • Getting started with Data-Driven Decision making (NTEN workbook) http://www.nten.org/research/2013-data-workbook-download • Jane vs. Tierney: Dashboard Tools for Nonprofits https://www.techsoupcanada.ca/en/community/blog/jane-vs-tierney/dashboard- challenge • Data visualization for dummies: how your nonprofit can tell powerful stories with data http://www.techsoupcanada.ca/community/blog/data-visualization-foundations • Understanding Software for Program Evaluation (report by Idealware) http://www.idealware.org/reports/understanding-software-program-evaluation