Howto guide Action area 1 B 2 Collecting

How-to guide - Action area 1 B. 2 Collecting Data Social Performance Management HUB

Data collection Introduction In Planning Step 1: “Complete indicator Mapping” you should have completed Step 6 of the Workbook which outlines the ‘End to End process’ from data collection to reporting. This process answers the following key questions with regards to data collection: 1. How will you collect data? 2. How often will data be collected? 3. Who will collect data? This How to guide will cover: • The importance of collecting data • Some key ideas when collecting data • How to improve the efficiency, accuracy and consistency of data collection 2

Data collection Why collect data? Data collection is important to: • • • Improve efficiency and operations Improve service to clients Learn more about your organisation Understand your target market Understand show your social impact Data is essential to effective decision making, without it organisations do not have the information required to make informed decisions that enable them to grow sustainably. However: • Data collection uses time and resources. We need to ensure that this process integrates efficiency with accuracy and consistency of data. 3

Data collection Key ideas when collecting data • • • Ensure staff are bought-in to the idea and process of collecting data (staff buy in covered in more detail in 1 B. 1) Ensure that data collection tools such as surveys are relevant - surveys should be kept as short as possible and questions should reflect only the information that is needed for decision making Try to achieve some results early. Even if these are small and before you have an established process, it is possible to produce useful information in the early stages (this could be reporting). This is a good way to encourage staff to get involved. Ensure that sufficient resources are available particularly in the initial stages, data collection can be a costly exercise and resource intensive. A good system is likely to be cost effective in the long run. This process should evolve over time. 4

Data collection Improving efficiency of data collection process Some examples of ways to improve the efficiency of data collection include: • Incorporating data collection into current operations. Where possible Social Performance Data should be collected during regular client touch points including the loan application process, savings account applications, during business/loan utilisation checks, loan disbursement etc. • Avoid duplicating the collection of data • Use of effective technology such as MIS and electronic data capture. 5

Data collection Electronic Data collection Benefits: • Enables the collection of high quality data at a low cost • Improves data quality and the speed of data collection, analysis and reporting processes • Data can be collected without the need for internet connectivity, and uploaded directly into the MIS system – reducing the need for data entry staff • Ability to share data with multiple stakeholders quickly and easily • Integration with industry standard software to analyse, visualise, and use data • Reduces the use and wastage of paper – environmentally friendly • Enables the collection and output of other data types e. g. geopoint, video, pictures, audio Typically data collection in MFIs is conducted through paper based surveying, which is labour intensive, and more vulnerable to data loss or damage. Opportunity International Australia has been implementing Mobile Enterprise Open Sky (MEOS) with its African partners to enable data capture through Android smart phones and tablets. 6

Data collection Electronic Data collection Before considering Electronic Data Collection it is important to ensure that you have: Sufficient resources • Although electronic data collection is potentially cheaper in the long run, initial costs (phone and tablet costs) can be expensive, although technology is increasingly cheaper. Staff buy-in • It is important (as with any data collection process) that you have staff buy-in and use sufficient resources to train staff such that they feel confident and are capable of using the technology. Integration with existing technology and systems • Electronic data collection should be integrated into operations and link with MIS effectively to ensure that data capture is efficient and contributes to increasing operational efficiency Back-up infrastructure and processes • Replacement devices should be available as they can be at risk of damage, malfunction, loss, theft 7

Data collection Ensuring accuracy and consistency of data collection As discussed in 1 B. 1 staff training is essential to the accuracy and consistency of data collection. Staff need to be motivated and understand the importance and value of collecting data – this comes from buy-in and having the right incentives to do the extra work. Staff need to know how to use the tools for data collection so as to avoid bias. More specifically they need to know how to ask questions correctly to avoid inaccurate responses. Technology such as Electronic data capture can also improve the accuracy and consistency of data collection 8