SayPro Gathering, Collating and Storing Information

When preparing for data gathering, do not forget to:

• Consider carefully how to select interviewers and facilitators.
• Consider how to distribute the tasks of collection and analysis among different people and what is needed to limit errors.
• Ensure that those using the methods are comfortable with them.
• Ensure clarity of language.
• Prepare the practicalities of each method, such as materials needed.

Avoid error by considering possible causes of sampling errors and non-sampling errors. Non-sampling errors are particularly critical. These can occur due to interviewer bias, inadequacy of methods, processing errors and non-response bias (see 6.3.1).Check your data from time to time. Spot checks are important at the beginning of any project – if you are using existing data sets – by looking at where data come from, who has collected information and the methods and standards they used. Also check data collection when using a new method or when working with new fieldworkers, new implementing partners, new staff, etc.. Data can be suspicious if you notice overly precise data (like perfect matches between targets and actual realised activities), sudden large changes in data, and data gaps.For each bit of information, define how it will be recorded. Practise with the people doing the recording before setting out to collect data.The step of collating (or aggregating) information often gets lost in the gap between data collection and analysis. It requires some attention as it can greatly facilitate analysis if undertaken well and can introduce error if done poorly. Collation is needed when you are scaling up your information from a smaller unit of analysis to a larger one or when information has been collected from different sources with different methods. The collation of qualitative data requires special care and analytical skills.Qualitative and quantitative data analysis are both critical for making use of M&E data but are also quite distinct processes. The Guide focuses on aspects of qualitative data analysis as statistical procedures fall outside its scope. Refer to Section 8 for many ideas on how to encourage reflective meetings and analytical reporting in addition to the ideas in 6.4.2.When deciding how to organise the storage of M&E information, consider these four questions:

1. What information needs to be stored?
2. Who needs access to the information and when?
3. What type of information needs to be stored – hard copies or data that can be computerised and accessed centrally?
4. Regularly assess what information you need to keep and what can be discarded.

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