Many agencies use easy-to-navigate Excel spreadsheets to enter data. The completed file is sent to an evaluator and imported into a statistical file format (e.g. SPSS) for analysis. Here are some common data entry errors and how to fix them:

• Entering words instead of numbers – Numerical data is best; text fields cannot be used in most statistical analyses. Convert text to numeric values. For example, data collection sites can be coded like this: park =1, store =2, agency=3, etc.
• Mishandling skipped questions. Do not type the word “blank” when someone failed to answer a question. If the survey has a blank, leave that cell blank, too.
• Entering more than one value in a cell – Each cell in your Excel file should contain only ONE number. It should not look like this: 1,2,6. If the question asked respondents to “check all that apply”, then every response option must be its own variable.
• Guessing what a respondent meant. When respondents are having trouble choosing just one response, they often circle more than one answer. Do not enter more than one value (see above) and do not randomly choose one of their answers. Because you can’t discern which option they truly wanted, this data is lost. Leave the cell blank.

Yes! A data collection protocol describes the procedures for collecting and recording data. It management and administrative details (e.g. who does what and when). It outlines systematic procedures to ensure that high-quality data is collected by all data collectors. A typical data collection protocol addresses these issues:

• Purpose of the survey / field observation
• How the sample (e.g. subjects, observation sites) will be selected
• Data collection schedule
• What to bring (e.g. clipboards, incentives, pens, consent forms)
• Potential challenges and solutions
• Impartiality, privacy and safety
• When and how to submit data once its collected

Well-written and well-conceived program objectives guide your evaluation plan; they indicate what will be measured to track program impact. SMART objectives are Specific, Measurable, Achievable, Realistic and Time-phased.

Specific: Who? (Target population / Persons doing the activity) What? (Action / Activity)
Measurable: How much change is expected
Achievable: Can be realistically accomplished given current resources and constraints
Realistic: Addresses the scope of the problem and proposes reasonable programmatic solution
Time-phased: Provides a timeline indicating when the objective will be met

Example

Not SMART: All students will attend the new class on nutrition and physical activity and will pass the quiz at the end of class.

SMART: Over the next 18 months, 80% of overweight and obese students at My Middle School will participate in the new 2-hour class on improving nutrition and increasing physical activity, and 80% will record scores of 80% or higher on the quiz at the end of the class.

Both focus groups and key informant interviews are used to gather opinions on a specific topic. The information learned guides future action. Each evaluation method has its advantages and disadvantages.

A focus group is a small-group discussion guided by a trained leader. It is used to discuss complex ideas in-depth. Key advantages of focus groups: The group format stimulates discussion, generates new ideas, and promotes exploration of unknowns. Key disadvantages: Focus groups require an experienced and skilled facilitator; it may be difficult to recruit and schedule appropriate participants.

A key informant interview is an in-depth interview that collects information from individual experts. Key advantages of key informant interviews: Can be conducted by staff in-person or by telephone; meetings build relationships between staff and community leaders. Disadvantages include: Requires careful selection of subjects to gather input from the most knowledgeable people; requires meeting with many people in order to produce results that can be generalized.

• Keep the survey short
• Put questions in a logical order
• Pre-test the survey
• Send Tues – Thurs if via email
• Send reminders
• Offer an incentive

USE CLEAR AND SIMPLE WORDS:

• Bad: What is the frequency of your automotive travel to your parent’s residence in the last 30 days?
• Good: In the last 30 days, how often did your visit your parent’s home by car?
• Better: How many times in the last 30 days have you driven to your parent’s home?

ASK ONE QUESTION AT A TIME:

• Bad: Are you happy with our products and customer service?
• Good: How satisfied are you with our products?
• Better: How satisfied are you with the quality of our customer service?