Designing the Data Collection Process

3.3 Make data collection accessible and convenient for collectors

Usefulness of records for data collection depends not only on planning but on their completeness, consistency and accuracy.

Simplify the collection process

• ensure as much consistency as possible,
• provide sufficient time and staff to allow timely, on-site recording of data, observations etc.

Use trained collectors

The old computer adage of ‘garbage in, garbage out’ applies equally to data collection and evaluation.

• provide training for special skills, e.g., interviewing techniques, facilitating focus groups,
• or hire experienced volunteers/personnel

Ask for regular feedback

A welcoming atmosphere, time to chat with parents after the program, approachable, multi-cultural, multi-lingual volunteers and staff, a suggestion box, telephone ‘progress’ chats, inclusive programming, outings and get-togethers with parents are all methods used by some programs to include parents and make it easier to include them in program evaluation.

• what is working well
• what procedures need to be modified to ensure good data collection.

Monitor data collection

• check regularly that data is being collected in the form requested
• make timely adjustments if difficulties or gaps are apparent

External data sources

• What data would be helpful?
• to evaluate broader program objectives or
• to add to or confirm data from internal sources, e.g., family, classroom, neighbourhood characteristics
  
• Assess the factors mentioned previously (usefulness, ease of collection, cost, sensitivity and credibility)
• Regarding ease of collection, consider convenience for informants as well as data collectors
• timing of interviews, surveys, data pick-up, venues, permission from parents and authorization of superiors, other authorities (principal, social agencies.) Agencies that depend on teachers to complete questionnaires find data collection more difficult if the timing coincides with periods when teachers are busy with exams and marking.
• police or other municipal bodies may have useful data to use as baselines for neighbourhood profiles but it may be time-consuming to find the right channels and obtain access.