Plan your data collection including who, when and how

Introduction

There are two types of data that can be used for your evaluation:

• Qualitative data is non-numerical data that is observed and described. It can be sourced by conducting interviews or focus groups at the start and end of your initiative. This helps you ascertain how people felt about your initiative as they progressed through it.
• Quantitative data is numerical data that is measured, counted or compared. It allows you to monitor how key numerical metrics have changed because of your initiative. This data is usually sourced via surveys or analysing routinely collected data such as from electronic health records.
• For more details, see ‘Analysing data from start to finish’.

Step 1

Starting with the list of metrics you compiled at the end of Stage Two, consider where you will source your data from. This data may be routinely collected by your organisation (eg data on patient appointments) or you may need to set up a new data tool to collect it. You may want to compile all the information you know and need for each of your metrics using one of the two templates suggested in Step 4.

• NWL Guide to Data Sources – Start by looking at this guide for examples of where you could get quantitative health data in NW London (as well as at a national level) and how to access it.

You might also want to check this webpage to think about what qualitative data you might want to collect. If you think you need to set up a new data collection form (eg design your own survey), check activity 3.2 for more guidance.

Step 2

Consider how frequently you will need to collect data for your evaluation. Ideally, you will have – as a minimum – two periods of data collection: Before starting your initiative and at the end of your initiative. This will allow you to compare how the relevant outcomes for patients and/or staff have changed since you started.

If you are running a retrospective evaluation where all data is collected at the end of your pilot or initiative, it might still be possible to look at data from two different time periods if you are using routinely collected data.

• Fill in the information on data frequency in one of the two templates shared in Step 4.

Step 3

Engage clinicians, managers and/or analysts to gather their perspectives on what and how much data is required – this is especially important if you are not sure what data exists or where to get it from.

• Check pages 17-18 of the Making Data Count (Getting Started) guide for tips on how to engage with these stakeholders.

Step 4

Once you know what data needs to be collected and where from, summarise all the information on your metrics, data sources and frequency of data collection using one of the templates below.

• Check out pages 37-38 of this Measurement for Improvement Guidance for a measurement checklist that you can use as a template for each of your metrics.
• Alternatively, see page three of this document for a simpler template of how to organise information on your metrics. While the example featured in this document was used to evaluate a volunteer initiative, you can build a similar table for your own evaluation.

Step 5

Get an understanding of what other activities might be involved in collecting and analysing your data.

• Consult the Better Evaluation guidance on data management for other elements you might want to include in your data collection plan such as data cleaning and standardising.

Step 6

Consider how to recruit participants for focus groups or interviews (if needed – see the next activity) and how to sample them to ensure they represent your target population.

• The Better Evaluation webpage profiles different types of sampling techniques while this resource on collecting group data has template letters for recruiting participants. Also consider reaching out to local patient engagement and involvement groups for advice.