Principles and Use of

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Principles and Use of Data Collection and
Analysis Template
March 2004
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Purpose

• To share with colleagues a data management tool
  and technique that is intended to assist teams
  with the timely turnaround of raw data into
  reportable information during the course of an
  evaluation or review engagement.

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Performance Measurement

• This briefing package will have met its objective
  if
• Users of this briefing deck gain a general
• understanding of the Data Collection and
  Analysis
• Template and
• Users see the relevance of the tool in supporting
• the timely delivery of a report at the end
  of an
• evaluation or review engagement.

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What is this Tool?
The Data Collection and Analysis Template (DCAT)
is a Data Management Tool/Technique to accomplish
the following objectives
USEABLE INFORMATION
DATA
(Interviews, Briefings, Site Visits, File
Reviews, Focus Groups)
(Findings Conclusions Recommendations)
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What are the Hardware/Software Requirements?

• Software
• Word processing (Electronic Spreadsheet, Data
  Base Management).
• Hardware
• Personal Computer (Laptop for the Field).

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How will the tool be used?
Interview File Review Focus Groups
Extraction of information from template
to accomplish the following
Discussion, Analysis, Data Input

• Tabletop discussion slides
• Briefing note for Office of Primary Interest,
  Senior Officials, etc.
• Formal briefing
• Executive summary of findings, conclusions and
  recommendations
• Full written report

Second Stage Analysis Process
First Stage Analysis Process
ELECTRONIC TEMPLATE
(Word Processed File, Spreadsheet, Data Base)
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DCAT Process
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Sample of Data Collection and Analysis
TemplateEvaluation of Challenger First- Line
Maintenance
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How does this differ from a moretraditional
approach?
Handwritten Interview Notes
Tabular Arithmetic Data
File Information
Survey Results
Normally typed into
Data
Data
Data
WP document
-
information
Gathered
Gathering
Gathered
captured by question (Topic)
by File
Analysis
Electronic and hard copy notes filed
Analysis
for future reference
Analysis
Information Generated
More traditional
approach for
All files for interviewees retrieved
data gathering
Information
and analysis
Data analyzed file-by-file for
Aggregated
common themes
to Higher Level
Resultant information
analyzed and translated to
Analysis
Tabletop discussion slides
Briefing note
Input by Theme
Formal Briefing
Executive summary
Full written report
Data Collection and Analysis Template
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Advantages of DCAT over moreconventional
approaches to turningevaluation/review data into
Information

• Provides discipline to the process
• Provides for timely analysis while the
  data/information is fresh
• Organizes information by review issue
• Enables team members to develop a common
  understanding of the emerging issues as the
  evaluation/review progresses
• Revisiting interview notes is the exception
  rather than the rule
• Facilitates distribution of work
• Briefing preparation
• Report writing
• Tabletop discussions
• Organizes work by issue or topic

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What are some of the challenges posed by DCAT?

• Requires an up-front investment of time this
  investment is small
• Requires team commitment to the tool/technique
• Requires team discipline to ensure it is
  exploited to fullest extent

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Pause for Comments
Discussion
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Performance

• Do the session attendees have a general
  understanding of Data Collection and Analysis
  Template?
• Do attendees see the relevance of the tool to the
  timely delivery of a report at the end of an
  evaluation/review assignment?

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Closing Comments

• I have not yet come across an evaluation/review
  where DCAT could not be used
• Those who are exposed to the DCAT concept
  generally respond positively to it as a useful
  tool
• It is a tool to support the effectiveness of
  high-performance evaluation/review teams