Data Entry and Analysis

Check-list
Data Entry
 Make the data entry system as fool proof as
possible - has unique identifiers to link both
household, village and GIS data
 Ensure database allows for merging of data
 Do not change/erase data on questionnaires
 Raw data should always be input as is, changes
can then be made in the database software
(programatically) with documentation
 Check-list (cont’d)

 Often data entry is contracted out.

 Name variables corresponding to the question and section in the
questionnaire – include a dictionary
 Code descriptive answers (to facilitate analysis)
 All fields should be filled (NA or NR)
 Units should be uniform by district
 Totals calculated by formula not from summary column
 Consistency checks – check for missing entries, wrong entries,
sample statistics, patterns (queries should be inbuilt)
 Validity checks – similar questions in different places on the
questionnaire (RCH example)
 Check-list (cont’d)

Data analysis
 Common mistakes in interpreting data
 No analysis!
 No correlations, crosstabs, statistical significance levels or
regressions
 Over generalizing the results
 Mis-reporting statistics
 Using % when the numbers are small
 Attributing causality when it is not demonstrated
Report Writing
 What the report should be …
 Simple, Clear and Relevant
 State limitations (attribution, causality)
 Major findings should be upfront
 Focus on quality rather than quantity
 Technical details in an appendix
 Should always
 include the questionnaire in the appendix
 ask for electronic copy of data
 Request copies of filled out surveys
 Essential if you change consultants at midterm or
want to conduct internal analysis to compare
modes of delivery (data lost example).
 How to manage the common errors
 Phase 1: Design
– Clear objectives and hypotheses – know what you
want to test
– Identify a person in your unit who will manage this
process
– Write a good TOR, remember the baseline
determines the quality of your panel
– You can add questions as project evolves but
cannot change questionnaire – threat to internal
validity
– Identify consultants
• Procurement – focus on quality not the cheapest bid “if you throw
peanuts you’ll attract monkeys”
• Ideally you should have a black-list of organizations
 How to manage the common errors
 Phase 2: Implementation
– Organize an impact evaluation workshop if
necessary
– Randomly verify questionnaires to reduce the
likelihood of false responses (no filling it in a bar)
– Pay reasonable wages to surveyors (if possible)
– Show the client and firm that you care
 How to manage the common errors
 Phase 3: Data entry and analysis
– Double-data entry (2 separate organizations and
verify. Payment based on quality of data entry)
– Select 15 questionnaires at random and check
data entry – person in your unit managing
– Check data quality (consistency and validity
checks)
– Hold an IE workshop to build data analysis
capacity (if necessary)
 How to manage the common errors
 Phase 4: Report writing
– Agree on an outline beforehand
– Dedicate a chapter on indicators you are tracking
– Focus on quality not quantity
– Think “Big Picture”
 Elements of a Baseline Survey
Terms of References
1. Background: Project objectives and components
2. Survey design: Consult a sampling expert!!!
3. Survey instruments
4. Guidance on survey implementation
5. Data processing and analysis
6. Staffing
7. Duration and time schedule
8. Submission of reports and datasets
9. Support to the firm
10. Budget & Payment Schedule
11. Annexes: Draft questionnaires, Results Framework
 Baseline Survey Design:
Typical Tasks for Consultants
• Recommend the methodology for sampling
• Calculate the optimal sample size
• Develop the sample frame and select the
sample
• The final sample and details of the statistical
methodology used to select the sample need
to be cleared by the project
• Construct the sample weights and provide
documentation on the methodology used to
construct the weights
 Survey Instruments: Questionnaires
• Design or refinement and adaptation of the data
collection instruments
• Specify levels of data collection
• Length of questionnaires
• Prepare all support documentation including
coding guides, interviewer and supervisor
manuals and the data entry manual
• Translation and back-translation
• Skip patterns, coding open ended questions
 Guidance on Survey Implementation
• Implementation plan
• Selection and training of field workers: specify
minimum duration of training
• Pilot testing should be explicitly specified in ToR
• Responsibility for all field operations, including
logistical arrangements for data collection and
obtaining household consent lies with
Consultants.
• Ask for field-work progress reports (bi-
weekly/monthly)