CORE MODULE 2:

Collecting, Analyzing and

Using Monitoring Data
Night 1: Entering Data into the Global Spreadsheet
Night 2: Descriptive Statistics and Charts

Monitoring HIV/AIDS Programs

A FACILITATOR’S TRAINING GUIDE
A U S A I D R E S O U R C E F O R P R E V E N T I O N , C A R E A N D T R E AT M E N T
In July 2011, FHI became FHI 360.

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by
advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition,
environment, economic development, civil society, gender, youth, research and technology – creating a
unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more
than 60 countries, all 50 U.S. states and all U.S. territories.

Visit us at www.fhi360.org.
Monitoring HIV/AIDS Programs: A Facilitator’s Training
Guide
A USAID Resource for Prevention, Care and Treatment

Core Module 2: Collecting, Analyzing and Using Monitoring

Data

Night 1: Entering Data into the Global Spreadsheet

Night 2: Descriptive Statistics and Charts

September 2004

Family Health International

© 2004 Family Health International (FHI). All rights reserved. This book may be freely reviewed,
quoted, reproduced or translated, in full or in part, provided the source is acknowledged. This
publication was funded by USAID’s Implementing AIDS Prevention and Care (IMPACT) Project, which is
managed by FHI under Cooperative Agreement HRN-A-00-97-00017-00
Table of Contents

Collecting, Analyzing, and Using Monitoring Data

Session Overview and Schedule ........................................................................................1

Welcome and Review ....................................................................................................3

Data Collection ...........................................................................................................4

Tools for Monitoring .....................................................................................................5

Tools for Monitoring (Continued) .....................................................................................8

Maintaining Data Quality................................................................................................9

Data Flow................................................................................................................ 10

Data Analysis ........................................................................................................... 12

Interpreting and Using Monitoring Data for Decision-Making, Advocacy, and Program Improvement .... 13

Wrap-Up ................................................................................................................. 16

Night 1: Entering Data into the Global Spreadsheet

Session Overview and Schedule ...................................................................................... 17

Welcome and Introductions .......................................................................................... 19

Overview and Introduction to Global Spreadsheet and Indicators ............................................. 19

Basic Excel Activities 1: Preventing Duplicate Entries in Cells or Ranges..................................... 20

Basic Excel Activities 2: Preventing Accidental Overtyping in Cells or Ranges............................... 22

Basic Excel Activities 3: Creating a List of Allowed Entries ..................................................... 23

Basic Excel Activities 4: Dealing with Valid Duplicates .......................................................... 25

Basic Excel Activities 5: Out-of-Range Entries .................................................................... 28

Exercises................................................................................................................. 30

Night 2: Descriptive Statistics and Charts

Session Overview and Schedule ...................................................................................... 31

Welcome and Introductions .......................................................................................... 32

Data Entry into Global Spreadsheet................................................................................. 32

Creating Pivot Tables.................................................................................................. 32

Creating Charts: Bar Charts, Pie Charts, and Others ............................................................ 35

Basic Analysis: Frequencies, Means, and Other Tips ............................................................. 38

Exercises................................................................................................................. 38

Appendix ................................................................................................................ 42
CORE MODULE 2:
Collecting, Analyzing, and Using Monitoring Data
This Monitoring and Evaluation series is based on the assumption that Core Module 1 (Introduction to
Monitoring and Evaluation) is always the first module, that it is followed directly by Core Module 2
(Collecting, Analyzing, and Using Monitoring Data), which is followed by one or more of the optional
technical area modules (Modules 4 through 10), and that in all cases the final module is Core Module 3
(Developing a Monitoring and Evaluation Plan). The specified sequence is shown below:
1. Core Module 1: Introduction to Monitoring and Evaluation
2. Core Module 2: Collecting, Analyzing, and Using Monitoring Data
3. Optional Technical Area Modules 4 through 10
4. Core Module 3: Developing a Monitoring and Evaluation Plan

Learning Objectives
The goal of this workshop is to build the skills of participants in data collection, analysis, and use for
monitoring their programs.
At the end of this session, participants will be able to:
• Name the major steps in planning for data collection, analysis, and use
• Map data flow and identify who is responsible for monitoring the quality of data
• Name several tools for data collection program monitoring
• Better understand how to check, analyze, interpret, and present data
• Better understand how to use results for decision-making, advocacy, and program improvement

Session Overview and Schedule

TIME TOPIC TRAINING METHOD

8:30-8:45 15 min A. Welcome and Review Facilitator Presentation

8:45-9:30 45 min B. Data Collection Facilitator Presentation

Group Discussion and Exercises

9:30-10:10 40 min C. Tools for Monitoring Facilitator Presentation,

Group Discussion and Exercises

10:10-10:25 15 min BREAK

10:25-11:00 35 min C. Tools for Monitoring (cont’d) Facilitator Presentation,

Group Discussion and Exercises

11:00-12:00 60 min D. Maintaining Data Quality Facilitator Presentation,

Group Discussion and Exercises

12:00-1:00 60 min LUNCH

1:00-1:45 45 min E. Data Flow Facilitator Presentation,

Group Discussion and Exercises

Core Module 2: 1
Collecting, Analyzing and Using Monitoring Data
Session Overview and Schedule

TIME TOPIC TRAINING METHOD

1:45-2:45 60 min F. Data Analysis Facilitator Presentation,

Group Discussion and Exercises

2:45-3:00 15 min BREAK

3:00-4:00 60 min G. Interpreting and Using Monitoring Data for Facilitator Presentation,
Decision-Making, Advocacy, and Program Group Discussion and Exercises
Improvement

4:00-4:15 15 min H. Wrap-Up Facilitator Presentation,

Q & A Session

Materials
• Flipchart paper and five stands • Handout: Data Collection Tools and Instruments
• Markers • Handout: Group Exercise for Monitoring Tools: Scenario 1
• Pens or pencils • Handout: Group Exercise for Monitoring Tools: Scenario 2
• Tape or Blue-Tac (six total) • Handout: Data Quality Exercise
• Cardboard or poster paper for cards • Handout: Group Exercise for Data Flow
• Handout: Evaluation Form • Handout: Table for Planning Data Analysis, Interpretation, and Use
• Handout: Data Presentation
• Handout: Examples of Line, Bar, and Pie Charts
• Handout: Group Exercise for Data Interpretation and Packaging
Results

Core Module 2: 2
Collecting, Analyzing and Using Monitoring Data
A. Welcome and Review
8:30-8:45 15 min A. Welcome and Review Facilitator Presentation

Overview of Workshop Objectives and Agenda

Thank participants for arriving on time and remind them (in a humorous way) that anyone who arrives
late will be subject to shame and humiliation from the whole group.

1. Explain to participants that the purpose of the module is to briefly review the concepts
introduced in Core Module 1 and to build their capacity to plan for data collection, analysis,
and use, primarily for program monitoring.

2. The rationale behind the day’s workshop is to learn (or to reinforce) how to operationalize the
HIV/AIDS M&E Conceptual Framework for program monitoring by understanding data
collection tools, responsibilities, timeframes, and data flow.

3. Emphasize the importance of monitoring data quality at every step of the monitoring process.

4. Understand the different audiences for monitoring data and methods for presenting data to
those audiences.

We are in the first session of the day. Session 2 is about the data-collection process. Session 3 is about
the different tools for data collection, with an exercise in identifying different tools that can be used
to monitor a specific program. During this time we will also have a 15-minute break. After discussing
data collection tools, Session 4 focuses on data quality. Then we will break for lunch. When we return,
Session 5 will involve mapping the flow of the data, including persons responsible and timeframes. We
will then hold Session 6 on data analysis, which will be followed by another 15-minute break. Session 7,
the last technical session of the day, will be on interpreting and using data. We will then wrap-up the
day and you will have the opportunity to evaluate the workshop.

Today we will try to wrap-up by 4:15 so that you have a little extra time before the computer use
session tonight. Tonight there will be an evening session on using the global spreadsheet and using
Excel, starting at 7:00 p.m.

Brief Review of Conceptual Framework

Building on the conceptual framework discussion in Core Module 1, facilitators will emphasize that
there was a great deal of discussion about the conceptual framework. Have one participant create a
hypothetical program and have participants give an example indicator for that program from each
stage of the conceptual framework. Wrap-up by explaining that, as discussed on Day 1, we are
interested in maximizing monitoring data for program use, not in the national-level evaluation
components. Today will focus on monitoring data and will not include a discussion of evaluation data.

Core Module 2: 3
Collecting, Analyzing and Using Monitoring Data
B. Data Collection
8:45–9:30 45 min B. Data Collection Facilitator Presentation,
Group Discussion and Exercises

Materials
• 5 flipcharts or flipchart paper on wall
• 5 large markers
• Tape

The facilitator could start out by saying something like:

“Data collection is a core component of a monitoring system. After you have identified the
questions you need to answer, you must be able to collect data to answer the questions. Instead of
us telling you about the process of data collection, we need you to tell us. There is a wealth of
experience in this room, and now we are all going to become facilitators for this session. “

Group Exercise on Data Collection

Divide the group into five teams, and give each team one of the following questions about data
collection:

• Why do we collect monitoring data?

• What monitoring data do we collect?
• How do we collect monitoring data (methods and tools)?
• Who collects monitoring data?
• What are some of the challenges in collecting the data, and how do you overcome them?

Facilitator Note: Before the exercise begins, the facilitator should write the above questions on five
sheets of flipchart paper (one question on each sheet) and hang the flipchart papers in different
parts of the room.

Each team will select one facilitator for their question and will spend 10 minutes brainstorming their
answers and writing them on the flipchart. At the end of the 10 minutes, all members of the team
(except for the facilitator) will move to the flipchart to their left. The facilitators will remain where
they are for the next question, explain to the new team what information the original team came up
with, and ask for additional responses. The teams will now spend only 3 minutes at each new station
before moving on to the next station on their left. The teams will repeat the process, moving to a new
station every 3 minutes, until each team has been at all of the stations.

There will not be a group feedback time for this exercise, but after the groups have visited all the
stations, the entire group will be asked if they found any unusual answers at any of the stations or if
there was any common theme at each station that they thought was particularly important.

Core Module 2: 4
Collecting, Analyzing and Using Monitoring Data
C. Tools for Monitoring
9:30-10:10 40 min C. Tools for Monitoring Facilitator Presentation,
Group Discussion and Exercises

Materials
• Flipchart • Handout: Data Collection Tools and Instruments
• Markers

Now let us think about the tools we use for monitoring. Some countries have displayed their different
data collection tools throughout the room. We will have a chance throughout the day to discuss these
tools and share information and ideas.

9:30-9:35 (5 min)

1. Methods for Collecting Data

Facilitator Note: Facilitator will open with a brief overview of the different methods of collecting
data, including descriptions of what is qualitative and what is quantitative data and how the two
methods should compliment each other.

There are various research methods that can be implemented to monitor and evaluate programs. A
common way to distinguish between methods is to classify them as either quantitative or qualitative
methods.

• Quantitative methods are those that generally rely on structured or standardized approaches
to collect and analyze numerical data. Almost any evaluation or research question can be
investigated using quantitative methods, because most phenomena can be measured
numerically. Some common quantitative methods include the population census, population-
based surveys, and standard components of health facility surveys, including the facility
census, provider interviews, provider-client observations, and client exit interviews.

• Qualitative methods are those that generally rely on a variety of semi-structured or open-
ended methods to produce in-depth, descriptive information. Common qualitative methods
include focus group discussions and in-depth interviews.

Quantitative methods and qualitative methods can be used in complementary fashion to investigate
the same phenomenon.

• One might use open-ended, exploratory (qualitative) methods to investigate what issues
are most important and the language to use in a structured questionnaire.
• Alternatively, one might implement a survey and find unusual results that cannot be
explained by the survey, but that might be better explained through open-ended focus
group discussions or in-depth interviews of a subgroup of survey respondents.
• In addition, one might implement qualitative and quantitative methods simultaneously to
gain both numeric and descriptive information about the same topic.

Facilitator Note: Ask the group which method of data collection is generally used to collect
monitoring data. However, tell the group that we are not that interested in the “methods” that we
use for collecting monitoring data, rather we are interested in the specific “tools,” or instruments,
that we can use.

Core Module 2: 5
Collecting, Analyzing and Using Monitoring Data
9:35-9:45 (10 min)

Facilitator briefly introduces the section on data collection tools by reviewing some of the
information below, but not by reading it directly. The most important thing to point out is that tools
(1) are instruments and (2) are structured, or sometimes semi-structured.

2. Data Collection Tools

Whereas a method refers to the scientific design or approach to a monitoring, evaluation, or research
activity, a data collection tool refers to the instrument used to record the information that will be gathered
through a particular method.
Tools are central to quantitative data collection because quantitative methods rely on structured,
standardized instruments such as questionnaires. Tools such as open-ended questionnaires or checklists are
often also used in qualitative data collection as a way to guide a relatively standardized implementation of a
qualitative method.
Tools may be used or administered by program staff or may be self-administered (that is, the program
participant or client fills in the answers on the tool). If tools are to be self-administered, there should be
procedures in place to collect the data from clients who are illiterate. Space, privacy, and confidentiality
issues should be observed.

Facilitator then mentions some of the tools used to collect monitoring data from the first group
exercise.

Facilitator asks participants to mention some of the key elements in planning and designing a good
monitoring tool.

The responses will be recorded on a flipchart. Responses could include the following:

• Plan the design of new tools in a participatory fashion; that is, include the staff who will use the
tools in the design of the tools.
• Tools should always be as simple and as clear as possible.
• Tools should be concise and collect only the information that is necessary and will be used.
• Tools should be pre-tested to ensure that they are user-friendly for the person who will administer
the tool or for a program participant/client if the tool will be self-administered.
• Explain to program staff the reasons for collecting data, so that they understand the need for data
collection and are able to communicate the importance of the activity to program
participants/clients.
• Program staff should be well trained to use data collection tools or to explain and review self-
administered data collection tools. Role-play exercises may help to build the communication skills of
staff to improve challenging areas of data collection.

9:45-10:10 (25 min)

Group Exercise on Tools for Monitoring

This exercise is designed to reinforce the nature of different types of tools and how different tools can
be used for the same program. There are two hypothetical program scenarios. Participants will be
broken into 6 groups, and one scenario topic will be given to 3 groups, so more than 1 group will be
working on the same scenario. After brainstorming in a group for 25 minutes, we will take a 15-minute
break and reconvene for a group discussion.

Core Module 2: 6
Collecting, Analyzing and Using Monitoring Data
 Group Exercise for Monitoring Tools: Scenario 1 Handout
You have 20 minutes for this brainstorming exercise. The idea is not to make an exact or all-inclusive list,
but rather to share ideas.

Hypothetical Program Scenario 1:

In a hypothetical country, FHI supports voluntary counseling and testing (VCT) services for all adults, but with
particular focus on young adults, in four districts. Each of these four districts has an urban center, but the
majority of the population lives in rural and semi-rural villages. There are 8 VCT centers, 2 in each district. In
each district, 1 VCT center lies in the urban center, and is operated by the Ministry of Health’s district hospital.
In addition, in each district, 1 VCT center is operated by the Mission Hospital that serves a relatively remote,
rural portion of each district.

Exercise:
In your small group, brainstorm about all the tools that might be used to monitor VCT services provided to young
adults age 15 to 29. This exercise is not intended to elicit “right” or “wrong” answers, but rather to encourage
you to explore various ways to approach the same question. Please remember, your program can implement
only one 1-page regular monitoring form, so the data you collect must be concise and a priority for the
program.

For each method:

9 Describe what you are going to monitor
9 Describe the tool(s) you would use and why the data from it might be appropriate to answer this
question
9 Consider the strengths and the weaknesses of this approach
9 Discuss how and how often data might be collected
9 Discuss who might be responsible for collecting

Group Exercise for Monitoring Tools: Scenario 2 Handout

You have 20 minutes for this brainstorming exercise. The idea is not to make an exact or all-inclusive list,
but rather to share ideas.

Hypothetical Program Scenario 2:

In a hypothetical country, FHI provides capacity-building and support to 5 implementing agencies (IAs)
conducting behavior change communication (BCC) activities. All of the IAs have large, comprehensive youth
programs in 4 districts, with BCC components covering peer education activities, mass media, and materials
development.

Exercise:
In your small group, select one component of FHI’s BCC activities and brainstorm about all the tools that might
be used to monitor it. This exercise is not intended to elicit “right” or “wrong” answers, but rather to
encourage you to explore various ways to approach the same question. Please remember, your program can
implement only one 1-page regular monitoring form, so the data you collect must be concise and a priority for
the program.

For each method:

9 Describe what you are going to monitor
9 Describe the tool(s) you would use and why the data from it might be appropriate to answer this
question
9 Consider the strengths and the weaknesses of this approach
9 Discuss how and how often data might be collected
9 Discuss who might be responsible for collecting

10:10-10:25 15 min BREAK

Core Module 2: 7
Collecting, Analyzing and Using Monitoring Data
C. Tools for Monitoring (cont’d)
10:25-11:00 35 min C. Tools for Monitoring (cont’d) Facilitator Presentation,
Group Discussion and Exercises

Materials
• Flipchart
• Markers

10:25-10:55 (20 min)

Group Discussion on Monitoring Tools

One group with each of the scenarios will explain their scenario to the whole group. The three groups
with the same scenario will lead a discussion based on the following questions.

Facilitators will summarize the findings on the flipchart.

Questions for Discussion:

What were the most appropriate tools for collecting this information?
What were the strengths and weaknesses? What would you be able to tell about your program afterward?
How often would you collect this information?
Who might be responsible for collecting and analyzing the information?

10:55-11:00 (5 min)

Summary on Monitoring Tools

In summarizing, the Facilitator should make sure that the following key points have been covered:

Facilitator Note: It is worth noting that similar tools may be known by different names; this exercise is
designed to share with participants information about the different types of forms, but be flexible about
what the tools might be called.

Some common monitoring and evaluation tools include: sign-in (registration) logs; registration (enrollment,
intake) forms; checklists; program activity forms; logs and tally sheets; patient charts; and structured
questionnaires.
Sign-in or registration logs. Every client who enters the facility is required to “sign in.” Note: If the clinic
provides services that may be associated with stigma (e.g., VCT or STI services), measures should be taken to
maintain the confidentiality of the information on the log.
Other types of logs may be developed as a way to track program activities daily. Examples of such forms
include laboratory, counseling, or other activity logs. They are easy to use for recording a set of minimal
data; they are inexpensive and efficient (no need to file), and data are easy to retrieve.
Registration forms may also be known as enrollment forms or intake forms and generally are used to collect
personal (name or ID number) and demographic (e.g., age or sex) information.
Checklists can be used as an aid to observers who are monitoring events, procedures, or services.
Program activity forms vary substantially, but are often designed specifically to collect basic information
(output indicators) about program activities.

Core Module 2: 8
Collecting, Analyzing and Using Monitoring Data
Tally sheets are used to compile raw data from logs on a periodic basis.
Monthly summary forms are also used to compile raw data from other forms on a periodic basis.
Patient records/charts can provide a wealth of information about the content and quality of services.
However, patient charts are not inherently intended to be used as a program monitoring tool. Patient charts
may be incomplete and/or difficult to read.
Open-ended questionnaires are often used in qualitative data collection methods as a way to guide an in-
depth interview or a focus group discussion to seek descriptive information.
Semi-structured questionnaires are often used in quantitative methods as a way to gather information by
asking standardized questions in a structured format.

Are there tools that others have used that we have not discussed?
Are there any questions or comments?

D. Maintaining Data Quality

11:00-12:00 60 min D. Maintaining Data Quality Facilitator Presentation,
Group Discussion and Exercises

Materials
• Large posterpaper (5) • Handout: Data Quality Exercise
• Small pieces of posterpaper (many)
• Blu-Tac or tape
• Different colored markers

The data you collect are meaningful only if they are of the highest possible quality. Data quality must
be monitored at every single step of the process and such monitoring should not depend on only one
person to ensure data quality.

Group Exercise on Data Quality

The Facilitator breaks the participants into five groups and presents each group with a scenario. There
are five similar scenarios, all of which are missing one key element of quality assurance. The groups
can review the scenarios for 10 minutes and identify the point(s) where something went wrong in
maintaining the data quality. Each group than summarizes what step(s) its scenario was missing and
posts it on large paper on the wall next to their scenario. The group lists what components could have
been in place to make sure that this problem did not occur. These answers will be posted on smaller
pieces of paper that are cut up and available for participants. After brainstorming answers to their own
questions, all groups will be encouraged to walk around to look at other groups’ scenarios for 15
minutes, and to add more possible solutions.

The Facilitator than asks participants to discuss some of the commonalities and differences of the
different scenarios.

Summary of Data Quality

Recall that attention to data quality was incorporated into the group exercises earlier in the day. Data
quality is important because the quality of the data determines the usefulness of the results.

There are many ways to ensure data quality. Most of these measures rely on good planning and
supervision. Following are some ways that programs might ensure good data quality:

Core Module 2: 9
Collecting, Analyzing and Using Monitoring Data
 • Developing clear goals, objectives, indicators, and research questions
• Planning for data collection and analysis
• Pre-testing methods/tools
• Training staff in monitoring and evaluation, data collection
• Creating ownership and belief in data collection among responsible staff
• Incorporating data quality checks at all stages
• Are forms complete?
• Are answers clearly written?
• Are answers consistent?
• Are figures tallied correctly?
• Checking data quality regularly
• Taking steps to address identified errors
• Documenting any changes and improving the data collection system as necessary

After information has been collected from the field, it is usually entered into a computer. At this
stage, more quality checks are necessary because there are some common sources of error that arise
during data entry. Following are some common sources of error:

• Transposition—An example is when 39 is entered as 93. Transposition errors are usually caused
by typing mistakes.

• Copying errors—One example is when 1 is entered as 7; another is when the number 0 is

entered as the letter O.

• Coding errors—Putting in the wrong code. For example, an interview subject circled 1 = Yes,
but the coder copied 2 (which = No) during coding.

• Routing errors—Routing errors result when a person filling out a form places the number in the
wrong part or wrong order.

• Consistency errors—Consistency errors occur when two or more responses on the same
questionnaire are contradictory. For example, if the birth date and age are inconsistent.

• Range errors—Range errors occur when a number lies outside the range of probable or possible
values.

What to do when mistakes or inconsistencies are found. First, determine the source of the error. If
the error arises from a data coding or entry error, it can be resolved in the office. If the entry is
unclear, missing, or otherwise suspicious, it may be necessary to contact field staff for correction or
verification. Once the source of the error is identified, the data should be corrected, if possible.

12:00-1:00 60 min LUNCH

E. Data Flow
1:00-1:45 45 min E. Data Flow Facilitator Presentation,
Group Discussion and Exercises

Materials
• Flipchart and paper • Handout: Group Exercise for Data Flow
• Markers

Core Module 2: 10
Collecting, Analyzing and Using Monitoring Data
1:00-1:10 (10 min)

Introduction to Data Flow

Facilitate a group discussion on what the participants think data flow is and what are the most
important components. Write the components that are mentioned on a piece of flipchart paper for
future reference.

1:10-1:30 (20 min)

Group Exercise on Data Flow

Facilitator should give participants the following directions:

This exercise will build on one component of the planning process that we just discussed—namely,
mapping the data collection process or the flow of data and results.
In small groups, graphically map (using flipchart paper and color markers) the data collection system
(or the data flow) of a hypothetical program. Consider responsibilities, frequency of data collection,
and quality of data at every stage. After these maps have been developed and you have considered the
discussion topics, we will reconvene and each group will present its map to the larger group. You may
choose any way to present your map to the whole group.

Group Exercise for Data Flow Handout

Hypothetical Program Scenario:

In a hypothetical country, FHI supports voluntary counseling and testing (VCT) services for all adults,
but with particular focus on young adults, in four districts. Each of these four districts has an urban
center, but the majority of the population lives in rural and semi-rural villages. There are 8 VCT
centers, 2 in each district. In each district, 1 VCT center lies in the urban center, and is operated by
the Ministry of Health’s district hospital. In addition, in each district, 1 VCT center is operated by the
Mission Hospital that serves a relatively remote, rural portion of each district.

Exercise:
Graphically map the data collection and reporting system (the flow of data and results). Feel free to
use any kind of graphical figures, illustrations, or approaches that you find useful to describe and
communicate the data collection and reporting system.

Please work quickly, you have only 5 minutes to answer the questions and 10 minutes to draw
your map.

In mapping the flow of data and results, please consider the following issues:

• Who will be responsible for data collection?

• Who will be responsible for supervision of data collection?
• Who will be responsible for ensuring data quality at each stage?
• How are data quality checked at every stage?
• How often are data collected, compiled, sent, analyzed?
• How are data sent (raw, summary)?
• What tools/forms are used, if any?
• What resources (staff, office supplies, computers, transportation) are needed at each stage?
• Who will analyze the data? How often will analysis occur? How often will the results be
compiled into reports?
• To whom and how often will the results be disseminated?

Core Module 2: 11
Collecting, Analyzing and Using Monitoring Data
Circulate around the room while the groups are discussing to ensure that everyone is clear on the
exercise and provide guidance as necessary.

After allowing 15 minutes for the groups to discuss and draw their data flow map, call time and bring
the group together again.

1:30-1:45 (15 min)

Group Presentations
Call time for the whole group with a 1-minute warning; then when time is up ask everyone to put down
their preparation materials and to post their maps on the walls throughout the room.

Select two maps that present data flow in different ways and ask the whole group to comment on the
two selected maps.

F. Data Analysis
1:45-2:45 60 min F. Data Analysis Facilitator Presentation,
Group Discussion and Exercises

Materials
• Handout: Table for Planning Data Analysis, Interpretation, and Use
• Handout: Data Presentation
• Handout: Examples of Line, Bar, and Pie Charts

Introduction to Data Analysis

Request that the group discuss why data are analyzed.

The purpose of data analysis is:

• To check whether we are achieving program objectives
• To summarize data and generate new objectives
• Others

Analysis does not mean using a complicated computer analysis package. It means taking the data that
you collect and looking at it in comparison to the questions that you need to answer. For example, if
what you need to know is if your program is on track, you would look at your program targets and
compare them to the actual program performance. This is analysis. We will later take this one step
further and talk about interpretation (e.g., through analysis you find that your program achieved only
10% of its target; now you have to figure out why).

The Facilitator should write the following two questions on a flipchart:

1. What question do you want to answer by the analysis?
2. What analysis technique should be used.

Give the group an example question and let them brainstorm about their analysis technique for 10
minutes. Below are several examples.

Core Module 2: 12
Collecting, Analyzing and Using Monitoring Data
 Focus of Analysis Analysis Technique Questions to be Answered
Description of • Compare actual performance • Is the program on track?
program against targets • Did we meet our targets? Why or why not?
performance • Compare current performance to • How does this period’s performance compare
prior year to last period? What happened that we did
• Analyze trends in performance not expect? Are new targets needed?
• (All the above techniques can also
be by types of services delivered)
Diversity of target • Comparison between sites or groups • Are we adequately reaching all the required
groups/sites target groups/sites?
Conformity of • Component Analysis: • Is the program performing functions as it was
program to its • Training expected to or is not performing them as
design well as it is supposed to? For example, is the
• Referral system
referral system working properly by referring
• Services clients to appropriate services in good time?

Planning for Data Analysis

Pass out to all participants Handout: Table for Planning Data Analysis, Interpretation, and Use and
Handout: Data Presentation. Facilitators should walk the groups through an example and then allow
them to fill in the table using SMART objectives that were presented in Core Module 1. Point out what
needs to happen at each stage, and make sure that you tell participants that it is not necessary to wait
until the end to do analysis.
2:45-3:00 15 min BREAK

G. Interpreting and Using Monitoring Data for Decision-Making,

Advocacy, and Program Improvement
3:00-4:00 60 min G. Interpreting and Using Monitoring Data for Facilitator Presentation,
Decision-Making, Advocacy, and Program Group Discussion and Exercises
Improvement

Materials
• Handout: Group Exercise for Data Interpretation and Packaging Results

Introduction to Interpreting and Using Monitoring Data

There is no point in collecting data unless they are used to improve HIV/AIDS programs to benefit the
people from whom they were collected. There are different ways to interpret and use results to make
decisions, modify and/or improve programming, and advocate to different audiences.

3:00-3:15 (15 min)

Data Interpretation
Different results can be modified in different ways. Give some examples of different findings from a
monitoring system and ask participants to interpret the findings. Ask them who is their audience, and
how would they verify their answers?

Data Use and Presentation

Lead the large group in discussing the key components in data use and presentation. Refer to the
examples that were just “interpreted.”

• How might results of program monitoring and evaluation be used? Possible answers include
the following:

Core Module 2: 13
Collecting, Analyzing and Using Monitoring Data
 • To highlight successful strategies or program components for replication, scale-up, and so
on
• To determine whether program targets are reached (or not)
• To determine whether target populations are reached (or not)
• To identify weaknesses of a program that need to be improved or phased out
• To advocate for increased funding or program expansion

• What are audiences that you might tailor your findings to? Possible answers include the
following:
• Affected populations
• Community leaders
• Program management
• Media
• Funders
• Politicians, policymakers, and other government officials

• What does packaging mean and why is it important?

• Packaging entails selecting the right product and presentation strategy for the right
audience

• What might be some things you consider when deciding how to appropriately present findings
to a particular audience? Possible answers include the following:
• Do you want or need their input?
• What makes them tick?
• What language do they speak?
• What is their attention span?
• Who is the best messenger?
• How can you relate your data to their concerns?
• Other?

3:15-3:45 (30 min)

Group Exercise on Data Interpretation and Use

The Facilitator will lead the group in continuing to fill out the table that was started in the Data
Analysis session; now we will add information to the Interpretation and Audience columns.

The objective of this exercise is for participants to work out ways to present information about the
same results to different audiences. As with other group exercises, there are no “right” or “wrong”
answers.

• Distribute Handout: Group Exercise for Data Interpretation and Packaging Results and break the
participants into six groups. Instruct the groups to review and discuss the materials for about
10 minutes.

• Two groups will work together to role-play four different scenarios of different ways to
interpret and use monitoring data. Each group will act as the audience for two scenarios and
the presenters for two scenarios.

Core Module 2: 14
Collecting, Analyzing and Using Monitoring Data
 Group Exercise for Data Interpretation and Packaging Results Handout
In a hypothetical country, FHI supports two implementing agencies to provide a comprehensive
intervention for high-risk men, including STI diagnosis and management, condom distribution, and a
BCC campaign with peer educators. Monitoring data for selected program indicators are reported
below for Implementing Agencies 1 and 2 in 2001 and 2002. Each group should review the data and
select no more than two key messages for their audience. Each group will then decide who will
present the data, what is the appropriate language for the presentation, and then present their data
and results to the entire group for no more than 5 minutes.

Review the table and charts and consider how you might present these findings to various audiences.
You might want to consider the following questions:

• What is your goal?

• Who is your audience?
• Do you want or need their input?
• What makes them tick?
• What language do they speak?
• What is their attention span?
• Who is the best messenger?
• How can you relate your data to their concerns?
• What are the three points that are most important to convey?
• What methods and materials might you use to convey your information/message?
• What questions do you expect they might ask?

What this means in effect is that after assigning participants to groups, the facilitator will distribute
the following data sets to groups (each group will work with data of either implementing agency 1 or 2)

Implementing Agency 1
Indicator 2001 2002
Number of condoms distributed 100,000 250,000
Proportion of condoms distributed through social marketing 15% 25%
Number of peer educators trained 40 60
Proportion of peer educators participating in intervention for 6 or more
months 50% 35%
Number of high-risk men reached by peer educators 200 250

Implementing Agency 2
Indicator 2001 2002
Number of condoms distributed 80,000 100,000
Proportion of condoms distributed through social marketing 50% 60%
Number of peer educators trained 35 45
Proportion of peer educators participating in intervention for 6 or more
months 85% 75%
Number of high-risk men reached by peer educators 800 1,200

Facilitator Note: Mention that other data could also be used here.

Core Module 2: 15
Collecting, Analyzing and Using Monitoring Data
Audiences
Potential audiences include the following:

1. Donor: The donor is generally pleased with its program and is considering whether to increase
funding for the program. Convince the donor that the program should be expanded to
additional target areas.
2. Country Director: A Country Director would like to receive information about why certain
decisions were made to change components of one program.
3. Implementing Agency: The Ministry of Health would like to get an update on the achievements
of the organization
4. Peer Educators: The peer educators involved would like to see if they are making a difference
in the program.

3:45-4:00 (15 min)

Summarize Activities
To summarize, encourage participants to discuss methods (especially innovative ways) they have used
to monitor data in their own countries and how it compared to this scenario.

H. Wrap-Up
4:00-4:15 15 min H. Wrap-Up Facilitator Presentation,
Q & A Session

Materials
• Evaluation Form

Ask participants to describe two major lessons they learned during the workshop.

Write each of the lessons mentioned on a flipchart (or ask a participant to do so).

Distribute the workshop Evaluation Form to participants and ask them to fill it out and submit it before
leaving the classroom.

Core Module 2: 16
Collecting, Analyzing and Using Monitoring Data
CORE MODULE 2:
Night 1: Entering Data into the Global Spreadsheet

This Monitoring and Evaluation series is based on the assumption that Core Module 1 (Introduction to
Monitoring and Evaluation) is always the first module, that it is followed directly by Core Module 2
(Collecting, Analyzing, and Using Monitoring Data), which is followed by one or more of the optional
technical area modules (Modules 4 through 10), and that in all cases the final module is Core Module 3
(Developing a Monitoring and Evaluation Plan). The specified sequence is shown below:
5. Core Module 1: Introduction to Monitoring and Evaluation
6. Core Module 2: Collecting, Analyzing, and Using Monitoring Data
7. Optional Technical Area Modules 4 through 10
8. Core Module 3: Developing a Monitoring and Evaluation Plan

Learning Objectives

At the end of this session, participants will be able to:

• Understand the functions and utilities of the global spreadsheet

• Enter data on the activities of implementing partners into the global spreadsheet
• Set validation rules for preventing duplicates
• Set validation rules for preventing accidental overtyping
• Create a list of allowed entries into the spreadsheet (e.g., for: Type of Partner Agency,
Funder, and Target Group)
• Set validation rules for preventing out-of-range entries

Session Overview and Schedule

TIME TOPIC TRAINING METHOD

7:00-7:10 10 min A. Welcome and Introductions Facilitator Presentation

7:10-7:50 40 min B. Overview and Introduction to Global Spreadsheet Facilitator Presentation

and Indicators

7:50-8:00 10 min BREAK

8:00-8:10 10 min C. Basic Excel Activities 1: Facilitator Presentation,

Preventing Duplicate Entries in Cells or Ranges Practical Activities

8:10-8:20 10 min D. Basic Excel Activities 2: Facilitator Presentation,

Preventing Accidental Overtyping in Cells or Ranges Practical Activities

8.20-8:30 10 min E. Basic Excel Activities 3: Facilitator Presentation,

Creating a List of Allowed Entries Practical Activities

8:30-8:40 10 min F. Basic Excel Activities 4: Facilitator Presentation,

Dealing with Valid Duplicates Practical Activities

Core Module 2: 17
Collecting, Analyzing and Using Monitoring Data
 Session Overview and Schedule

TIME TOPIC TRAINING METHOD

8:40-8:50 10 min G. Basic Excel Activities 5: Facilitator Presentation,

Out-of-Range Entries Practical Activities

8:50-9:00 10 min H. Exercises Facilitator Presentation,

Practical Activities

Core Module 2: 18
Collecting, Analyzing and Using Monitoring Data
A. Welcome and Introductions
7:00-7:10 10 min A. Welcome and Introductions Facilitator Presentation

Thank participants for arriving on time. As this module will be delivered after Core Module 1:
Introduction to Monitoring and Evaluation and after Core Module 2: Collecting, Analyzing, and Using
Monitoring Data, participants will have become familiar with each other.

B. Overview and Introduction to Global Spreadsheet and Indicators

7:10-7:50 40 min B. Overview and Introduction to Global Spreadsheet Facilitator Presentation
and Indicators

Review and Short Description of Items in Global Spreadsheet

The use of spreadsheets has already been introduced in Module 1, so participants will continue to
familiarize themselves with the GLOBAL SPREADSHEET by visual inspection and by identifying the
worksheets and cell locations of the various components. A portion of the spreadsheet used for
behavior change communication (BCC) is reproduced below.

7:50-8:00 10 min BREAK

Core Module 2: 19
Collecting, Analyzing and Using Monitoring Data
C. Basic Excel Activities 1: Preventing Duplicate Entries in Cells or
Ranges
8:00-8:10 10 min C. Basic Excel Activities 1: Facilitator Presentation,
Preventing Duplicate Entries in Cells or Ranges Practical Activities

This session is concerned with how to prevent data entry persons from entering numbers or text that
have already been entered into any given column/row or range (i.e., Preventing Duplicates). This is
usually done before data are entered into the spreadsheet.

Let us assume that in Country X each Implementing Partner deals with only ONE target group and is
funded by only ONE donor. In this case, Column A for Implementing Partner can have only one unique
name for each Implementing Partner. Therefore, to prevent duplicate entry into any cell in Column A
(from cell A11 to cell A29, which is the range A11:A29) follow the steps below:

Step 1: Click in Cell A11, hold down the left mouse button, and highlight down to Cell A29. See the
picture below where the cells in the range A11:A29 are highlighted in blue.

Step 2: From the top menu click on Data, then choose Validation. See the picture that follows.

Core Module 2: 20
Collecting, Analyzing and Using Monitoring Data
Step 3: After you click on Validation in Step 2, the following “Data Validation” dialog box should
appear. In the “Allow:” box, select “Custom,” and the “Formula:” box should appear. See picture
below.

Step 4: In the “Formula” box, type the following formula: =COUNTIF($A$11:$A$29,A11)=1

Core Module 2: 21
Collecting, Analyzing and Using Monitoring Data
Step 5: Click the “Input Message” tab and type in a message, which the data entry person will see
when the cursor is in any of the cells within the range being protected from duplicate entries. You can
type in a message such as “Avoid duplicating entries” or some other suitable message in the “Input
Message” box.

Step 6: Click the “Error Alert” tab and type a message in the “Error message” box, which will appear
and alert the data entry person if he/she types in a duplicate entry. Now set the error level to STOP,
INFORMATION, or WARNING in the “Style” box to the left. (STOP: if you type a value that already
exists in the cell range A11:A29, this forces you to enter another value in the field. INFORMATION or
WARNING: if you type a value that already exists in the cell range A11:A29, this informs you that your
entry is a duplicate and gives you a choice to accept or change the duplicate entry). When satisfied
with all the settings, click “OK” to return to the spreadsheet.

Step 7: Try and type the same word or number in any two cells within the range A11:A29.

D. Basic Excel Activities 2: Preventing Accidental Overtyping in Cells

or Ranges
8:10-8:20 10 min D. Basic Excel Activities 2: Facilitator Presentation,
Preventing Accidental Overtyping in Cells or Ranges Practical Activities

We know that certain cells, columns, rows, or ranges of cells contain important data, such as FCO
numbers or formulas for computing totals or other values. To ensure data entry people do not
accidentally overtype the data in these cells, columns, rows, or ranges of cells (e.g., Column C, which
contains the FCO numbers (i.e., cells C11 to C29 in this example), follow the steps below.

Step 1: Note that column C contains the FCO numbers and that you want to protect this column from
accidental overtyping. Select the cell range C11:C29, and then repeat steps 1 to 3 under Preventing
Duplicates above, until you reach the “Data Validation” dialog box. (Note: If any of the selected cell

Core Module 2: 22
Collecting, Analyzing and Using Monitoring Data
contain previous validation instructions, a message will appear asking you to extend/cancel the
previous validation because you are not allowed to have two validation instructions active at the same
time within the same range.)

Step 2: In the “Formula” box type the following formula: =”” (Please use 2 double quotes, not 4
single quotes. Remember, do not put spaces between the quotes.)

Step 3: Click the “Input Message” tab and type in a message that the data entry person will see if they
happen to select the cell (e.g., “Are you sure you want to type in this column?” or “Do you really want
to type inside this cell?”)

Step 4: Click the “Error Alert” tab and type a message the data entry person will see if he/she tries to
type in the cell.

Step 5: Set the error level from the “Style” box to the left. When satisfied with all of your settings,
click “OK.”

Step 6: Try and type in any cell within the range C11:C29 and you will receive the error message you
set.

E. Basic Excel Activities 3: Creating a List of Allowed Entries

8.20-8:30 10 min E. Basic Excel Activities 3: Facilitator Presentation,
Creating a List of Allowed Entries Practical Activities

When we want to restrict entries to specific values for particular cells, columns, rows, or ranges, then
we need to create a list of the allowed entries from which the data entry person can choose. This may
be necessary for Type of Partner, Funder, Target Group, and so on.

The three variables below (Column B, Type of Partner; Column D, Funder; and Column E, Target Group)
are already pre-coded, so they can take only the following numbers (i.e., only the numbers indicated
can be typed into the cells):

Column B: Column D: Column E:

Type of Partner Funder Target Group
1=CBO 1=IMPACT 1=Sex Worker
2=NGO 2=Bi-Lateral 2=MSM
3=FBO 3=DFID 3=Youth
4=CDC 4=General Pop. Adult
5=World Bank 5=Truckers
6=GATES 6=Mobile Populations
7=EGPAF 7=Uniformed Services
8=JICA 8=PLWHA
9=Other

To restrict entries into Column D (Funder) follow the steps on the next page.

Core Module 2: 23
Collecting, Analyzing and Using Monitoring Data
Step 1: Select the range D11: D29 in Column D where data about funders are entered.

Step 2: After you have selected the correct RANGE D11:D29, click on Data at the top menu, then
select Validation, and then navigate to the “Data Validation” dialog box, shown below.

Step 3: In the “Data Validation” dialog box, under the “Settings” tab, in the “Allow:” box, select
“List” and the “Source:” box should appear. Make sure the “In cell drop down” box is checked.

Step 4: In the “Source” box type: =$B$36:$B44

(Note: $B$36:$B$44 refers to the range from Cell B36 to Cell B44 where the information on the types
of Funders are listed in this specific worksheet; so, if this information is kept elsewhere in the
worksheet on which you are working, just remember the cell location/address and type it into the
“Source” box).

Step 5: Click the “Input Message” tab and type in a message that the data entry person will see if they
happen to select the cell (e.g., “Values to be chosen from the displayed list”).

Step 6: Click the “Error Alert” tab and type a message the data entry person will see if they type an
entry in the cell that is not part of the list of allowed entries (e.g., “Please select from the displayed
list”).

Step 7: Set the error level from the “Style” box to the left. When satisfied with the settings, click
“OK”

Step 8: Select any cell within the range D11: D29, and you will see a drop arrow, click the drop arrow
and you will see the list (1 to 9) that you set. If the data entry person tries to type in an entry that is
not part of the list, he/she will receive the error message you set.

Core Module 2: 24
Collecting, Analyzing and Using Monitoring Data
F. Basic Excel Activities 4: Dealing with Valid Duplicates
8:30-8:40 10 min F. Basic Excel Activities 4: Facilitator Presentation,
Dealing with Valid Duplicates Practical Activities

In some situations, one implementing partner may deal with two target groups and may also receive
funds from more than one funder. This means that in our example case, Column A—Implementing
Partner can have duplicates entries (i.e., the same implementing partner can appear in several cells in
the column), so restricting Column A to only one unique name for an implementing partner is not
recommended. This section describes how to allow a data entry person to enter duplicates that will be
highlighted so that he/she can check the validity of the entries. Other columns that can have
duplicates are Type of Partner, Funder, FCO, and Target Group.

It is best for each column to have its own color for highlighting duplicates, instead of one color for all
duplicate occurrences in the worksheet. This aids visual comprehension,

To set up a color scheme for Implementing Partners (range A11:A29), use the following steps:

Step 1: Select the range of cells that you know will contain valid duplicates (e.g., A11:A29).

Step 2: Select “Format” from the top menu, then click on “Conditional Formatting.” The
“Conditional Formatting” dialog box will appear. See picture below.

Step 3: In the box directly below “Condition 1,” select “Formula Is.” The following menu should
appear:

Step 4: In the box to the right of the “Formula Is” box, type the following formula:
=COUNTIF($A$11:$A$29, A11)>1

Core Module 2: 25
Collecting, Analyzing and Using Monitoring Data
(This will highlight all the duplicates within range A11:A29 (i.e., all entries that occur more than
once).

Step 5: While still in the “Conditional Formatting” dialog box, click the “Format” button on the right
and then select the format you want to use to highlight duplicate entries in the column. You can also
change the background color on the “Patterns” tab to a bright color. In our example, we selected the
bright green color to highlight duplicates. See picture below.

Step 6: When data are entered, any duplicates will be colored green. This makes them easy to find,
and then you can decide whether or not they are valid entries.

When validating data, do not set the message style as “STOP” as we did in the first example or you will
not be able to enter duplicates even if you do the conditional formatting.

Color Coding Highlighting

Now we know how to highlight duplicates. But Excel allows you to use different colors to highlight
entries that appear three (i.e., triplicates), four, or more times.

In this section, we will follow the above steps for duplicates again, but will have a different color to
highlight triplicates or data that appear even more than three times.

Step 1: Block the range A11:A29.

Step 2: Select the “Conditional Formatting” option from the main menu.

Step 3: In the “Conditional Formatting” dialog box, select “Formula Is” from the box directly below
“Condition 1.”

Core Module 2: 26
Collecting, Analyzing and Using Monitoring Data
Step 4: In the blank box immediately to the right of “Formula Is,” type the following formula:
=COUNTIF($A$11:$A$29,A11)>3

(This will highlight all entries that occur more than three times within the cells in the range A11: A29.)

Step 5: Click the “Format” button and select the format you want to use on all entries that occur more
than three times by changing the background color on the “Patterns” tab. If you are satisfied with the
color, click “OK.” This should take you back to the “Conditional Formatting” dialog box.

Step 6: Do not click the “OK” button in the “Conditional Formatting” dialog box yet. Click the
“Add>>” button. Repeat steps 3, 4, and 5 above to set the format for triplicates. The formula for
triplicates is: =COUNTIF($A$11:$A$29,A11)=3

Step 7: Do not click the “OK” button in the “Conditional Formatting” dialog box yet. Click the
“Add>>” button. Repeat steps 3, 4, and 5 above to set a format for duplicates. The formula for
duplicates is: =COUNTIF($A$11:$A$29,A11)=2

Step 8: You should end up with the following picture. Now you click the “OK” button in the
“Conditional Formatting” dialog box.

All entries that occur twice will appear in one color, all entries that occur three times will appear in
another color, and all entries that occur more than three times will appear in yet another color.

Core Module 2: 27
Collecting, Analyzing and Using Monitoring Data
G. Basic Excel Activities 5: Out-of-Range Entries
8:40-8:50 10 min G. Basic Excel Activities 5: Facilitator Presentation,
Out-of-Range Entries Practical Activities

The following procedure will help us set minimum and maximum values by modifying the “Creating List
of Allowed Entries” procedure to prevent any out-of-range entry. This helps limit the errors that occur
when entering the input and output data for each implementing partner. You can still use the above
procedures for color highlighting while entering both input and output data.

Step 1: Using a hardcopy of the data to be entered, identify the minimum and the maximum values for
each variable. For example, for “# of trainings” note the minimum number of trainings and the
maximum number of trainings. For example, minimum = 20 and maximum = 40. In the GLOBAL
SPREADSHEET Excel spreadsheet, data on “# of trainings” is entered in Column F. Because we know
that there were never less than 20 trainings and never more than 40 trainings, we want to format
Column F to allow values only between 20 and 40.

Step 2: Select the range where data on “# of trainings” will be entered (i.e., cell F11 to cell F29,
range F11:F29).

Step 3: After you have selected the correct range, click on “Data” at the top menu, then select
“Validation.” This will bring up the “Data Validation” dialog box (see picture below).

Step 4: From the “Allow:” box, select “Whole number,” and then in the “Data:” box, select
“between.” The “Minimum:” and “Maximum:” boxes will be active. In the “Minimum:” box, type in
=20 (the minimum value as identified from the data set). In the “Maximum:” box, type in =40 (the
maximum value as identified from the data set). See the example that follows.

Core Module 2: 28
Collecting, Analyzing and Using Monitoring Data
Step 5: Click the “Input Message” tab and type in a message that the data entry person will see if they
happen to select the cell (e.g., “Entries must be within a specified range”).

Step 6: Click the “Error Alert” tab and type a message that the data entry person will see if they type
an entry in the cell that is not between the values of 20 and 40 (e.g., “Check to ensure that your entry
is correct”).

Step 7: Set the error level from the “Style” box to the left. When satisfied with the settings, click
“OK.”

Step 8: If the data entry person tries to enter data in cells F11 to F29 that is not between the values of
20 and 40, he/she will receive the error message you set.

Core Module 2: 29
Collecting, Analyzing and Using Monitoring Data
H. Exercises
8:50-9:00 10 min H. Exercises Facilitator Presentation,
Practical Activities

1. Each participant should fill in a hard copy of the spreadsheet up to “Total number of people
reached one-on-one” using the Behavior Change Communication form.

2. In the Excel spreadsheet, each participant should set validation rules allowing only specified entries
for: Type of Partner, Funder, and Target Group.

3. In the Excel spreadsheet, each participant should set validation rules allowing only specified entries
for “# of peer sex workers (SW) trained.”

Tips:

Depending on what you want to do, carefully select the type of error message you want. When you
select STOP for an error message during the validation process, it will prevent the computer from
accepting anything that you try to type in. However, if you select WARNING or INFORMATION, the
computer will give you the choice of either keeping what you have typed or changing it.

For the section on overtyping, after the validation, each time you enter data the error message you
entered will pop up. Do not be concerned; this is a normal occurrence.

Core Module 2: 30
Collecting, Analyzing and Using Monitoring Data
CORE MODULE 2:
Night 2: Descriptive Statistics and Charts

This Monitoring and Evaluation series is based on the assumption that Core Module 1 (Introduction to
Monitoring and Evaluation) is always the first module, that it is followed directly by Core Module 2
(Collecting, Analyzing, and Using Monitoring Data), which is followed by one or more of the optional
technical area modules (Modules 4 through 10), and that in all cases the final module is Core Module 3
(Developing a Monitoring and Evaluation Plan). The specified sequence is shown below:
9. Core Module 1: Introduction to Monitoring and Evaluation
10. Core Module 2: Collecting, Analyzing, and Using Monitoring Data
11. Optional Technical Area Modules 4 through 10
12. Core Module 3: Developing a Monitoring and Evaluation Plan

Learning Objectives

At the end of this session, participants will be able to:

• Create simple charts from the GLOBAL SPREADSHEET file

• Calculate the mean for some indicators from the GLOBAL SPREADSHEET file

Session Overview and Schedule

TIME TOPIC TRAINING METHOD

7:00-7:10 10 min A. Welcome and Introductions Facilitator Presentation

7:10-7:40 30 min B. Data Entry into Global Spreadsheet Facilitator Presentation,

Practical Activities

7:40-8.00 20 min C. Creating Pivot Tables Facilitator Presentation,

Practical Activities

8:00-8:10 10 min BREAK

8:10-8:30 20 min D. Creating Charts: Bar Charts, Pie Charts, and Others Facilitator Presentation,
Practical Activities

8.30-8.50 20 min E. Basic Analysis: Frequencies, Means, Other Tips Facilitator Presentation,
Practical Activities

8:50-9:00 10 min F. Exercises Facilitator Presentation,

Practical Activities

Core Module 2: 31
Collecting, Analyzing and Using Monitoring Data
A. Welcome and Introductions
7:00-7:10 10 min A. Welcome and Introductions Facilitator Presentation

Thank participants for arriving on time. This is the second computer night, so participants will have
become familiar with the procedures and with each other.

B. Data Entry into Global Spreadsheet

7:10-7:40 30 min B. Data Entry into Global Spreadsheet Facilitator Presentation,
Practical Activities

Participants should enter data into the Global Spreadsheet from a printed hardcopy of the “Quarterly
PIRFs test example.XLS” that is already filled in by the mock data system up to Column P entitled Key
Indicators: Total Number of People reached one-on-one [sum of J11-M11].

After entering data into the Global Spreadsheet, participants will proceed through the steps in the
following section, which show how to construct pivot tables (a pivot table is an interactive table that
you can use to quickly summarize large amounts of data). Information from the pivot table can then be
used to develop the three basic types of charts: bar charts, pie charts, and line charts.

C. Creating Pivot Tables

7:40-8.00 20 min C. Creating Pivot Tables Facilitator Presentation,
Practical Activities

To create a pivot table, use the following steps.

Step 1: Select the part of the Global Spreadsheet that contains the data to be analyzed. In this
example, select the range A11:AN29. Note that this does not include the row that contains the row
total.

Step 2: Go to the menu and click on “Data.” Then click “PivotTable and PivotChart” to get to the
window shown in the picture below.

Core Module 2: 32
Collecting, Analyzing and Using Monitoring Data
Step 3: Make sure that “Microsoft Excel list or database” and “Pivot Table” are selected.

Step 4: If you click the “Next >” button, you will see the following window, “Where is the data you
want to use?” The entire worksheet will be displayed in the range. However, edit this to ensure that
the range field contains $A$10:$AN$29. This is the range of this particular Excel spreadsheet,
excluding the row containing the totals. (Note: if you did not do Step 1 properly, then the range field
will not be filled.)

Step 5: Click the “Next >” button again to display the dialog box shown below. Make sure “Existing
worksheet” is selected. (This will put the resulting table in an existing worksheet).

Core Module 2: 33
Collecting, Analyzing and Using Monitoring Data
Step 6: Click the “Layout” button to get to the following window. Study the window, and note that the
layout table is on the left and the list of fields is on the right.

This is where you tell the computer how to construct the table. In our example, we want the type of
partner to be in the ROW and the total number of people reached (by each of the partners) in the
COLUMN. You can select more than one field to be in the rows and more than one field to be in the
column. To pick a data field, locate the field on the right side of the window, click and drag the
required field to the place where you want it (column or row) on the left side. (Note that the title of
the fields may not appear in full; however, moving the cursor over any truncated title will cause the
title to be displayed in full.)

When you finish, click the “OK” button and you will return to the previous window. Then click
“Finish” and you will see the window below, which contains the results.

Step 7: In the picture above, the data we are interested in is contained in a small table at the top of
the spreadsheet and a Pivot Table window at the bottom.

Core Module 2: 34
Collecting, Analyzing and Using Monitoring Data
 8:00-8:10 10 min BREAK

D. Creating Charts: Bar Charts, Pie Charts, and Others

8:10-8:30 20 min D. Creating Charts: Bar Charts, Pie Charts, and Others Facilitator Presentation,
Practical Activities

Bar Charts
To draw charts, click on the chart button (see arrow in picture above) in the Pivot Table window.
When you click on it, you will get the bar chart (as a default) shown below. You can now try making
other charts, such as pie charts, horizontal bar charts, or others.

Example of Bar Chart

Total

Sum of Total number of people reached one-on-one (sum of J11 - M11)

4500

4000

3500

3000

2500
Total
2000

1500

1000

500

0
1 2 3

Type of Partner (CBO - 1, NGO - 2, FBO - 3)

Drawing Other Types of Charts

Once you construct a pivot table, you can produce a bar chart using the same data. You can also
produce other types of charts (e.g., pie and horizontal bar charts) using this data.

Step 1: Construct a pivot table as before. This time, select “Implementing Partners” for the Row and
“Total number of people trained as peer educators” for the Data item.

Step 2: Click on the Chart button to get a bar chart.

Step 3: Click on the Chart button again to get the screen below.

Core Module 2: 35
Collecting, Analyzing and Using Monitoring Data
In the Chart type column, pick the Pie chart option (to draw a pie chart from the column chart) and
then pick any subtype (as displayed). Then click on “Finish.” (To explore the range of other chart
options, click on the “Next >”button. You will be asked to provide a legend, titles, data label options
for the pie chart, whether you want the pie chart in a new or an existing worksheet, and other items.)

The bar chart below was drawn from the same pivot table used to produce the pie chart above.

Core Module 2: 36
Collecting, Analyzing and Using Monitoring Data
Tips:
1. At times you may want to change the data field displayed in a chart. For example, you may
want a graph of Type of Partner (on the X-axis) by Total Number of People Reached One-on-
One from an existing graph that shows Implementing Partner (on the X-axis) by the Total
Number of People Trained as Peer Educators. To change the data field displayed in a chart:

a. First, go to the pivot table displayed in the graph.

b. Select and drag your choice for the X axis from the fields displayed in the pivot table
(i.e., type of partner) to the X-axis where the implementing partner is written on the
graph. The computer will ask if you want to replace the contents of the destination
cells. Answer “Yes.” The two field names will be displayed side by side.
c. Right click the mouse on the field name that you want to change. You will be given
some options; select the “remove field” option. This will remove the field that you
want to replace.
d. To change the other variable, return to the pivot table, select the new field, drag it
beside the field you want it to replace, and the new field will again appear beside the
field on the X-axis. Right click one new field beside the X-axis field; this will give you
the name of the fields that you want to replace and the one you just brought from the
pivot table. Deselect the one that you do not want anymore.

2. To get rid of variables in any field, click on the arrow next to the field and deselect the
unwanted variable. Click “OK”.

3. Click different buttons and see what you can do.

4. You can also double-click on the bar to change the color.

5. If you lose your pivot table, go to the menu bar, click on “View,” then on “Toolbars,” and
select “Pivot Table.” The pivot table should pop up.

6. If you have a major problem, just restart the process from the beginning.

Core Module 2: 37
Collecting, Analyzing and Using Monitoring Data
E. Basic Analysis: Frequencies, Means, and Other Tips
8.30-8.50 20 min E. Basic Analysis: Frequencies, Means, Other Tips Facilitator Presentation,
Practical Activities

Mean—The mean is an index of central tendency that statisticians use to indicate the point on a scale
of measure where the population is centered. The mean is the average of the scores in the population.
Numerically, it equals the sum of the scores divided by the number of scores. The mean is the one
value that, if substituted for every score in a population, would yield the same sum as the original
scores, and hence it would yield the same mean.

Median—The median is an index of central tendency that statisticians use to indicate the point on a
scale of measure where the population is centered. The median of a population is the point that
divides the distribution of scores in half. Numerically, half of the scores in a population will have
values that are equal to or larger than the median and half will have values that are equal to or smaller
than the median.

Mode—The mode is a measure of central tendency that statisticians use to indicate the point (or
points) on a scale of measure where the population is centered. It is the score in the population that
occurs most frequently. Please note that the mode is not the frequency of the most numerous score. It
is the value of that score itself.

Minimum—Lowest value/number

Maximum—Highest value/number

F. Exercises
8:50-9:00 10 min F. Exercises Facilitator Presentation,
Practical Activities

Graphing the Mean

Exercise 1:

Question 1: Using pivot tables, calculate the mean number of people reached per peer educator
trained (assuming that all of those trained as peer educators were active) by each implementing
partner.

Question 2: Draw a bar chart showing the mean number of people reached per peer educator by
type of implementing partner.

Answer for Question 1:

This is given by the total number of people reached by each implementing partner divided by the total
number of peer educators trained by each Implementing partner.

Tips:
Step 1: Set up a pivot table to show the total number of people reached one-on-one by each
implementing partner.

Core Module 2: 38
Collecting, Analyzing and Using Monitoring Data
 Sum of total number of people reached one-on-one
(sum of J11 - M11)
Implementing Partner Total
Children Life 3194
Global Health 1671
Youth Voice 1363
Grand Total 6228

Step 2: Set up another pivot table* (see below) on the same worksheet to show the total number of
people trained as peer educators by each implementing partner.

Sum of total number of people trained as peer

educators (sum of E11 - H11)
Implementing Partner Total
Children Life 232
Global Health 111
Youth Voice 124
Grand Total 467

*Set up another pivot table on the same sheet containing a previous pivot table.

1. Note the name of the sheet where the previous pivot table was displayed (Sheet4, Sheet3,
and so on).

2. Set up the pivot table as before. (Note: The range should contain the worksheet that
contains the data to be analyzed. Remember to adjust the range to exclude the row that
contains the total, as before.) However, after the screen below is displayed, you will be
asked if you want your new report to be based on the same data as your existing report.
Answer “No.”

3. You will then be asked where you want to put the new pivot table. Choose “Existing
worksheet,” as shown in the picture that follows.

Core Module 2: 39
Collecting, Analyzing and Using Monitoring Data
 4. Place the cursor in the box below “Existing worksheet,” then click on the tab for the
sheet where the previous pivot table is located (Excel will automatically put the name of
the sheet in the box described above). This will display the previous pivot table.

5. Click in the cell where the new Pivot Table should be located (Excel will again
automatically put the cell address after the name of the sheet described in Step 4 above).

6. You can then go ahead to describe the layout for the table.

7. Click “OK” when you are through, as before.

Step 3: Copy the total column of the second table (total number of peer educators trained by each
implementing partner) and paste it beside the total column of the first table. This should give you the
following table.

Sum of Total number of people reached

one-on-one (sum of J11 - M11)
Implementing Partner Total 1 Total 2
Children Life 3194 232
Global Health 1671 111
Youth Voice 1363 124
Grand Total 6228 467

Now, calculate the mean number of people reached by each peer educator trained. In the column to
the right of the Total 2 column, type “Mean number of people reached by one trained peer
educator.” Immediately below this cell enter the formula =A1/A2.

Where:

A1=Cell address of the cell containing 3194 (i.e., B2, or any other)
A2=Cell address of the cell containing 232 (i.e., B2, or any other)

Copy this formula into each cell where you want the mean to be computed.

Mean number of
Implementing people reached by one
Partner Total 1 Total 2 trained peer educator
Children life 3194 232 13.76724
Global Health 1671 111 15.05405
Youth Voice 1363 124 10.99194
Grand Total 6228 467 13.33619

Core Module 2: 40
Collecting, Analyzing and Using Monitoring Data
Creating a Bar Chart

To create a bar chart, follow the steps below.

Step 1: Copy out the section of the table containing the data that you want to plot, starting from the
row containing the text “Implementing Partner” (i.e., do not include the row on top that contains
“Sum total number of people reached…”). Paste the data into a lower part of the worksheet.

Step 2: Select the cell containing the text “Implementing Partner” and the cells below it that contain
the data to be plotted.

Step 3: Hold down the “Control” (Ctrl) button on the keyboard, and using the mouse, click once on the
cell containing the header for the calculated mean values. Release the control button, and select the
rest of the cells containing the mean values for each implementing partner.

Step 4: Click the “Chart” button and draw the chart following the instructions. This will generate the
chart below.

Mean number of people reached by one trained peer

educator

16
14
12
10
8
6
4
2
0
Children life Global Health Youth Voice

Exercise 2:
Following the same steps as above, do the same exercise using “type of partner” and “mean number of
youth reached by each trained peer educator.”

Core Module 2: 41
Collecting, Analyzing and Using Monitoring Data
 Appendix

Core Module 2:
Collecting, Analyzing, and Using Monitoring Data

Data Collection Tools and Instruments (Handout) ..................................................................1

Group Exercise for Monitoring Tools: Scenario 1 (Handout).......................................................3
Group Exercise for Monitoring Tools: Scenario 2 (Handout).......................................................4
Table for Planning Data Analysis, Interpretation, and Use (Handout)...........................................5
Data Presentation (Handout)...........................................................................................6
Graphical Presentation of Data (Handout) ...........................................................................8
Examples of Line, Bar, and Pie Charts (Handout)...................................................................9
Group Exercise for Data Flow (Handout) ........................................................................... 10
Data Quality Exercise (Handout)..................................................................................... 11
Group Exercise for Data Interpretation and Packaging Results (Handout).................................... 17

Core Module 2: 42
Collecting, Analyzing and Using Monitoring Data
 Handout

Data Collection Tools and Instruments

Some common monitoring and evaluation tools include: sign-in (registration) logs; registration
(enrollment, intake) forms; checklists; program activity forms; logs and tally sheets; patient charts;
and structured questionnaires. (Note that similar tools may be known by different names. This exercise
shares different types of forms with participants, but be flexible about what these tools might be
called.)

• Sign-in or registration logs are kept by many types of programs and facilities. Every client who
enters the facility is required to “sign in.” The information collected in these logs varies
substantially. A log may have only enough space for state, name, time-in, and time-out, or it
may require a longer list of demographic, personal, or service-related information (e.g., age,
residence, marital status, or reason for attending). Note: If the clinic provides services that
may be stigmatized (like VCT or STI services), measures should be taken to maintain the
confidentiality of the information in the log.

• Other types of logs may be developed as a way to track program activities daily. Examples of
these include laboratory, counseling, or other activity logs. Information is usually written on
one line, following appropriate column instructions. Logs have several favorable features. They
are easy for recording a set of minimal data; they are inexpensive and efficient (no need to
file); and data are easy to retrieve. Logs are best used when program staff do not expect
multiple or complex interactions with individuals.

• Registration forms (also known as enrollment forms or intake forms) generally are used to
collect personal (name or ID number) and demographic (e.g., age or sex) information. These
forms may look like a checklist or short questionnaire, and they may be self-administered or be
completed (during an interview) by program staff.

• Checklists can be used as an aid to observers who are monitoring events, procedures, or
services. A checklist might help to check the consistency of a process on the basis of an ideal or
widely accepted way to implement that process. For example, an observer may check whether
a healthcare provider follows STI diagnosis and treatment procedures as detailed in a
flowchart. Following are some suggestions for the development of a checklist:

• Review the steps of the process or elements of the performance that you want to
observe.
• Select the critical steps of the process.
• Make a list of questions to check if the steps are performed. These should be
"closed" questions that can only be answered by "yes" or "no."
• Perform the observations, filling out the checklist either during or immediately
after the observation.
• Program activity forms vary substantially, but are often designed specifically to collect basic
information (output indicators) about program activities, such as the number of people
reached, the number of events/activities conducted, or the number of materials developed or
distributed.

• Tally sheets are tools used to compile raw data from logs on a periodic basis. Row headings
guide the categories to be tallied, and information can be quickly and easily transferred from
logs.

• Monthly summary forms are used to compile raw data from other forms on a periodic basis.
For example, a separate client intake form or program activity form may be completed for
every event or service. The program might either enter this information directly into a

Core Module 2: Appendix: page 1

Collecting, Analyzing, and Using Monitoring Data
 Handout

computer or might compile this information on a monthly summary form to be sent to others
for a higher level of aggregation or for entry into a computer system. Information is always lost
on a monthly summary form, so great care must be taken when developing these forms to
ensure that the necessary information can be aggregated.

• Patient records/charts can provide a wealth of information about the content and quality of
services. However, patient charts are designed primarily to remain at a facility in a patient file
in order to track patient care or progress over time; they are not inherently intended as a
program monitoring tool. Thus, there may be constraints to using patient records or charts for
monitoring program progress and quality. Charts may be incomplete or difficult to read, they
may contain much more information than is desired for program monitoring, and great care
must be taken to ensure a patient’s privacy and confidentiality. Still, periodic chart review
may be an effective method for monitoring and/or evaluating program activities and quality.

• Open-ended questionnaires are often used in qualitative data collection methods as a way to
guide an in-depth interview or a focus group discussion to seek descriptive information. This
list of questions might include stem questions and a list of suggested probes that follow on the
same topic and might be of central interest to the research or evaluation question. The
administration of the questionnaire is relatively flexible and allows the interviewer some
discretion to steer discussions deeper into particular areas as perceived useful.

• Semi-structured questionnaires are often used in quantitative methods as a way to gather

information by asking standardized questions in a structured format. The answers are usually
coded numerically and analyzed with quantitative methods. The administration of this type of
questionnaire is (mostly) structured and, thus, does not allow for interviewer flexibility or
deviation from the wording or order of questions as they are written. There may be select
questions that require the interviewer to write down or enter a respondent’s answer verbatim,
but these are infrequent.

Core Module 2: Appendix: page 2

Collecting, Analyzing, and Using Monitoring Data
 Handout

Group Exercise for Monitoring Tools: Scenario 1

You have 20 minutes for this brainstorming exercise. The idea is not to make an exact or all-
inclusive list, but rather to share ideas.

Hypothetical Program Scenario 1:

In a hypothetical country, FHI supports voluntary counseling and testing (VCT) services for all adults
in four districts with particular focus on young adults. Each of these four districts has an urban
center, but the majority of the population lives in rural and semi-rural villages. There are eight VCT
centers, two in each district. In each district, one VCT center lies in the urban center and is
operated by the Ministry of Health’s district hospital. In addition, in each district, one VCT center is
operated by the Mission Hospital that serves a relatively remote, rural portion of each district.

Exercise:
In your small group, brainstorm all of the tools that might be used to monitor VCT services provided
to young adults ages 15 to 29. This exercise is not intended to elicit “right” or “wrong” answers, but
rather to encourage you to explore various ways to approach the same question. Remember, your
program can implement only one single-page regular monitoring form, so the data you collect must
be concise and a priority for the program.

For each method:

• Describe what you are going to monitor.
• Describe the tool(s) you would use and why the data might be appropriate to answer this
question.
• Consider the strengths and the weaknesses of this approach.
• Discuss how and how often data might be collected.
• Discuss who might be responsible for collecting data.

Core Module 2: Appendix: page 3

Collecting, Analyzing, and Using Monitoring Data
 Handout

Group Exercise for Monitoring Tools: Scenario 2

You have 20 minutes for this brainstorming exercise. The idea is not to make an exact or all-
inclusive list, but rather to share ideas.

Hypothetical Program Scenario 2:

In a hypothetical country, FHI provides capacity-building and support to five implementing agencies
(IAs) conducting behavior change communication (BCC) activities. All of the IAs have large,
comprehensive youth programs in four districts, with BCC components covering peer education
activities, mass media, and materials development.

Exercise:
In your small group, select one component of FHI’s BCC activities and brainstorm all of the tools that
might be used to monitor it. This exercise is not intended to elicit “right” or “wrong” answers, but
rather to encourage you to explore various ways to approach the same question. Remember, your
program can implement only one single-page regular monitoring form, so the data you collect must
be concise and a priority for the program.

For each method:

• Describe what you are going to monitor.
• Describe the tool(s) you would use and why the data might be appropriate to answer this
question.
• Consider the strengths and the weaknesses of this approach.
• Discuss how and how often data might be collected.
• Discuss who might be responsible for collecting data.

Core Module 2: Appendix: page 4

Collecting, Analyzing, and Using Monitoring Data
 Handout

Table for Planning Data Analysis, Interpretation, and Use

Overview of Monitoring and Evaluation System

Program Monitoring Data Collection Analysis Interpretation and
Objectives Questions Indicators Tools Method Audience

Core Module 2: Appendix: page 5

Collecting, Analyzing and Using Monitoring Data
 Handout

Data Presentation
Ask participants to turn to this section in their binders and to follow along with the charts and graphs
as they are discussed.

Four common ways to present data include tables, line charts, bar charts, and pie charts.

Tables
Tables are the most common way to present analyzed data. Use a table when presenting large amounts
of data, such as in Tables 1, 2, and 3 (refer to handout). Table 1 is an example of data from a program
with one site; Table 2 shows data from a program with more than one site. Tables are used to show
and to compare similar things (e.g., number of sites) and to show trends.

Tables 1, 2, and 3 are frequency tables in which the calculated percentages show the magnitude of
each sub-category of the variable out of a constant number (100). They show what would have been
the expected number of clients in each age sub-category if there had been exactly 100 clients.
Percentages are calculated so that the numbers can be compared with the numbers from programs that
have more sites, such as the data shown in Tables 2 and 3.

• Column Percentage: Is calculated from the total of all the sub-categories of age that are
displayed along a column in different rows in relation to only one sub-category of the site. In
Table 2, figures in parentheses are the column percentages calculated out of the total of all
age sub-categories (100) in relation to only one sub-category of the site (site A). For example,
suppose you want to find out age distribution of clients visiting site A. The site category A
shows that of the 100 clients, 22 (22%) are ages 25 to 29, while only 3 (3%) are ages 55 and
above.

• Row Percentage: Is calculated from the total of all the sub-categories of site that are
displayed along a row in different columns in relation to only one age sub-category. For
example, in Table 3 figures in parentheses are the row percentages calculated out of the total
of all site categories (A and B) in relation to only one age sub-category. The data are the same
as in Tables 1 and 2. For example, out of those who are ages 35-39, 61 percent visit site B,
while only 39 percent visit site A. Therefore, the row percentage gives you the variation in
terms of site among those who are ages 35-39. It shows how 43 clients who are ages 35-39
differ from one another in where they go for voluntary counseling and testing services.
Similarly, you can select any other age sub-category to examine its variation in relation to
where its members go for voluntary counseling and testing services.

How you do your percentages will depend upon what type of research question you want to answer. For
example, Table 2 tries to answer the question of profiling the clients using a given site, while Table 3
tries to answer a specific research question like “Where do most teenagers go for their voluntary
counseling and testing services?”

Hints on How to Prepare a Table

• A table must have a title indicating the table’s number and describing the type of data it
contains.
• Usually, background information like age, education, and religion are listed on the Y-axis
(vertical, left side), while other information is listed on the X-axis (horizontal, at top of table).
• If data are taken from another source, the source of the data should be identified at the
bottom of the table.
• Other explanatory notes should be added at the bottom of a table.

Core Module 2: Appendix: page 6

Collecting, Analyzing and Using Monitoring Data
 Handout

Table 1. VCT Clients, by Age (hypothetical data)

Age (years) Number of VCT Clients
< 20 2 (2)
20–24 12 (12)
25–29 22 (22)
30–34 14 (14)
35–39 17 (17)
40–44 10 (10)
45–49 11 (11)
50-54 9 (9)
> 55 3 (3)
Total 100 (100.0)
Note: Figures in parentheses are percentages.

Table 2. VCT Clients, by Age (hypothetical data)

Age (years) Number of VCT Clients at Site A Number of VCT Clients at Site B
< 20 2 (2) 1 (0.6)
20–24 12 (12) 17 (10.9)
25–29 22 (22) 23 (14.7)
30–34 14 (14) 18 (11.5)
35–39 17 (17) 26 (16.7)
40–44 10 (10) 16 (10.3)
45–49 11 (11) 18 (11.5)
50-54 9 (9) 27 (17.3)
> 55 3 (3) 10 (6.4)
Total 100 (100.0) 156 (100.0)
Note: Figures in parentheses are percentages.

Table 3. VCT Clients, by Age (hypothetical data)

Number of VCT Clients at Number of VCT Clients at
Age (years) Site A Site B Total
< 20 2 (66.7) 1 (33.3) 3 (100.0)
20–24 12 (41.1) 17 (58.6) 29 (100.0)
25–29 22 (48.9) 23 (51.1) 45 (100.0)
30–34 14 (43.4) 18 (56.6) 32 (100.0)
35–39 17 (39.5) 26 (60.5) 43 (100.0)
40–44 10 (38.5) 16 (61.5) 26 (100.0)
45–49 11 (37.9) 18 (62.1) 29 (100.0)
50-54 9 (25.0) 27 (75.0) 36 (100.0)
> 55 3 (23.1) 10 (76.9) 13 (100.0)
Total 100 (100.0) 156 (100.0)
Note: Figures in parentheses are percentages.

Core Module 2: Appendix: page 7

Collecting, Analyzing and Using Monitoring Data
 Handout

Graphical Presentation of Data

Graphic data presentation includes line charts, bar charts, and pie charts.

Line Charts
Line charts are used to look at trends over time. It is recommended that you have at least three
data points. The example below has five data points in time.

Bar Charts
Bar charts are used to compare similar items such as sites or gender. They are used primarily for
categorical data. Bar charts can show comparisons between similar times/items/trends.

Guidelines for Preparing Line and Bar Charts

• Give each chart a title explaining X-axis, Y-axis, and where and when the data are from.
• Use horizontal lines.
• Provide a key/legend to explain special shadings or types of lines.
• Keep charts/lines as uncluttered as possible.
• Use line charts to compare data over many points in time.
• Choose the values for the Y-axis so that the results are accurate reflections of the data. For
example, when comparing many sites over time, it is better to present percentages at the
Y-axis instead of just absolute numbers (see example). If you do not start at 0, indicate this
directly on the chart.
• Choose equal intervals on the X-axis when illustrating change. For example, if the base
year is 2000 and the interval should be every two years, then the X-axis should have data
points for 2000, 2002, 2004, 2006.

Pie Charts
Pie charts are used to show components of one whole such as all clients with HIV, what proportion
are youth or children less than 18 years, what proportion are youth age 18 to 24 years, and what
proportion are adults age 25 and above.

Guidelines for Preparing Pie Charts

• Use pie charts to express proportions or percentages.
• Give a pie chart a title as explained above in “Guidelines for Preparing Line and Bar
Charts.”
• Use no more than eight slices.
• If necessary, group the smallest slices together and label them “Other.”
• To emphasize a slice, separate it from the remainder of the pie.
• To emphasize changes over time, use larger pies to show growth and smaller ones to show
shrinkage.

Summary
Graphic presentations can be effective, but it is important to:
• Avoid chart junk
• Use colors creatively
• Use clear data labels
• Use highlighters (text boxes, arrows)

Core Module 2: Appendix: page 8

Collecting, Analyzing and Using Monitoring Data
 Handout

Examples of Line (Figure 1), Bar (Figure 2), and Pie (Figure 3) Charts

Figure 1: Death Rate With and Without

the AIDS Epidemic-Kenya
16
14
Crude Death Rate (per
thousands) 12
10
8
6
4 W ith AIDS
2 W ithout AIDS
0
1985-1990 1990-1995 2000-2005 2005-2010 2010-2015
Data Source: UNAIDS, 1998

Figure 2: % of all HIV/AIDS in Age Group

15-29 Kenya 1997
47%
50%
33%
40%
Percentage

30%

20%

10%

0%
Females 15-29 Males 15-29
Data Source: UNAIDS, 1997

Figure 3: Distribution of HIV Infections by

Age
Youth (18-25) Adults (25-up) Children

4%

26%

70%

Data Source: UNAIDS Country Profile, 1997

Core Module 2: Appendix: page 9

Collecting, Analyzing and Using Monitoring Data
 Handout

Group Exercise for Data Flow

Hypothetical Program Scenario:

In a hypothetical country, FHI supports voluntary counseling and testing (VCT) services for
all adults in four districts, with particular focus on young adults. Each of these four
districts has an urban center, but the majority of the population lives in rural and semi-
rural villages. There are eight VCT centers, two in each district. In each district, one VCT
center lies in the urban center and is operated by the Ministry of Health’s district hospital.
In addition, in each district, one VCT center is operated by the Mission Hospital that serves
a relatively remote, rural portion of each district.

Exercise:
Graphically map the data collection and reporting system (the flow of data and results).
Feel free to use any kind of graphical figures, illustrations, or approaches that you find
useful to describe and communicate the data collection and reporting system.

Work quickly. You have only 5 minutes to answer the questions and 10 minutes to draw
your map.

In mapping the flow of data and results, consider the following issues:

• Who will be responsible for data collection?

• Who will be responsible for supervision of data collection?
• Who will be responsible for ensuring data quality at each stage?
• How are data quality checked at every stage?
• How often are data collected, compiled, sent, and analyzed?
• How are data sent (raw, summary)?
• What tools/forms are used, if any?
• What resources (staff, office supplies, computers, transportation) are needed at
each stage? Who will analyze the data? How often will analysis occur? How often
will the results be compiled into reports?
• To whom and how often will the results be disseminated?

Core Module 2: Appendix: page 10

Collecting, Analyzing and Using Monitoring Data
 Handout

Data Quality Exercise

Master Scenario

An FHI country office is developing a comprehensive VCT program that incorporates pre- and post-
counseling, voluntary testing, promotion of VCT activities to the community, and referral to home-
based and community care structures. You are the M&E Officer responsible for monitoring the quality
of this program, and you have developed a number of tools and methods for doing so.

Before the start-up of the program, staff and beneficiaries sat down for several days and developed
clear goals and objectives for the program as well as measurable indicators and questions that needed
to be answered by the monitoring system.

Staff developed and pre-tested their monitoring tools in the field and adjusted them according to their
findings.

A training was conducted for data collectors and their supervisors and periodic refresher trainings were
budgeted for later in the year to respond to possible changes in the data collection tools.

The staff responsible for collecting the data were thoroughly briefed on the purpose of collecting the
data, and their input into the process was received and used to strengthen the system.

A staff member in the country office was assigned to provide consistent monitoring of data quality
checking and feedback on the results to implementing agencies.

Core Module 2: Appendix: page 11

Collecting, Analyzing and Using Monitoring Data
 Handout

Data Quality Exercise

Scenario 1

An FHI country office is developing a comprehensive VCT program that incorporates pre- and post-
counseling, voluntary testing, promotion of VCT activities to the community, and referral to home-
based and community care structures. You are the M&E Officer responsible for monitoring the quality
of this program, and you have developed a number of tools and methods for doing so.

Staff developed and pre-tested their monitoring tools in the field and adjusted them according to their
findings.

A training was conducted for data collectors and their supervisors and periodic refresher trainings were
budgeted for later in the year to respond to possible changes in the data collection tools.

The staff responsible for collecting the data were thoroughly briefed on the purpose of collecting the
data, and their input into the process was received and used to strengthen the system.

A staff person in the country office was assigned to provide consistent monitoring of data quality
checking and feedback on the results to implementing agencies.

Staff and implementing agencies felt that the materials and supervision of the monitoring was strong;
however, they were not sure what they were supposed to be measuring and what the data they were
collecting were supposed to answer. Staff felt that there was a key element of ensuring data quality
missing in their process. Can you identify what step(s) may have been missing?

Core Module 2: Appendix: page 12

Collecting, Analyzing and Using Monitoring Data
 Handout

Data Quality Exercise

Scenario 2

An FHI country office is developing a comprehensive VCT program that incorporates pre- and post-
counseling, voluntary testing, promotion of VCT activities to the community, and referral to home-
based and community care structures. You are the M&E Officer responsible for monitoring the quality
of this program, and you have developed a number of tools and methods for doing so.

Before the start-up of the program, staff and beneficiaries sat down for several days and developed clear
goals and objectives for the program as well as measurable indicators and questions that needed to be
answered by the monitoring system.

After setting indicators and identifying questions, the program manager developed the monitoring
tools.

A training was conducted for data collectors and their supervisors and periodic refresher trainings were
budgeted for later in the year to respond to possible changes in the data collection tools.

The staff responsible for collecting the data were thoroughly briefed on the purpose of collecting the
data, and their input into the process was received and used to strengthen the system.

A staff person in the country office was assigned to provide consistent monitoring of data quality
checking and feedback on the results to implementing agencies.

Staff and implementing agencies felt that the materials were confusing and did not address the data
collection needs in the field. Staff felt that there was a key element of ensuring data quality missing in
their process. Can you identify what step may have been missing?

Core Module 2: Appendix: page 13

Collecting, Analyzing and Using Monitoring Data
 Handout

Data Quality Exercise

Scenario 3

An FHI country office is developing a comprehensive VCT program that incorporates pre- and post-
counseling, voluntary testing, promotion of VCT activities to the community, and referral to home-
based and community care structures. You are the M&E Officer responsible for monitoring the quality
of this program, and you have developed a number of tools and methods for doing so.

Before the start-up of the program, staff and beneficiaries sat down for several days and developed clear
goals and objectives for the program as well as measurable indicators and questions that needed to be
answered by the monitoring system.

Staff developed and pre-tested their monitoring tools in the field and adjusted them according to their
findings, and gave them to the staff who were responsible for data collection.

The staff responsible for collecting the data were thoroughly briefed on the purpose of collecting the
data, and their input into the process was received and used to strengthen the system.

A staff person in the country office was assigned to provide consistent monitoring of data quality
checking and feedback on the results to implementing agencies.

Although the responsible staff felt that the materials were strong and understood the objectives of the
monitoring system, they were unclear exactly how to use the different tools in the field. Staff felt that
there was a key element of ensuring data quality missing in their process. Can you identify what step
may have been missing?

Core Module 2: Appendix: page 14

Collecting, Analyzing and Using Monitoring Data
 Handout

Data Quality Exercise

Scenario 4

An FHI country office is developing a comprehensive VCT program that incorporates pre- and post-
counseling, voluntary testing, promotion of VCT activities to the community, and referral to home-
based and community care structures. You are the M&E Officer responsible for monitoring the quality
of this program, and you have developed a number of tools and methods for doing so.

Before the start-up of the program, staff and beneficiaries sat down for several days and developed clear
goals and objectives for the program as well as measurable indicators and questions that needed to be
answered by the monitoring system.

Staff developed and pre-tested their monitoring tools in the field and adjusted them according to their
findings.

A training was conducted on how to collect the data and periodic refresher trainings were budgeted for
later in the year to respond to possible changes in the data collection tools.

A staff person in the country office was assigned to provide consistent monitoring of data quality
checking and feedback on the results to implementing agencies.

The responsible staff understood how to use the tools, but were unsure about why they were collecting
monitoring data and what it would be used for. Therefore, they thought that collecting the information
was a waste of time. Staff felt that there was a key element of ensuring data quality missing in their
process. Can you identify what step may have been missing?

Core Module 2: Appendix: page 15

Collecting, Analyzing and Using Monitoring Data
 Handout

Data Quality Exercise

Scenario 5

An FHI country office is developing a comprehensive VCT program that incorporates pre- and post-
counseling, voluntary testing, promotion of VCT activities to the community, and referral to home-
based and community care structures. You are the M&E Officer responsible for monitoring the quality
of this program, and you have developed a number of tools and methods for doing so.

Before the start-up of the program, staff and beneficiaries sat down for several days and developed clear
goals and objectives for the program as well as measurable indicators and questions that needed to be
answered by the monitoring system.

Staff developed and pre-tested their monitoring tools in the field and adjusted them according to their
findings.

A training was conducted for data collectors and their supervisors and periodic refresher trainings were
budgeted for later in the year to respond to possible changes in the data collection tools.

The staff responsible for collecting the data were thoroughly briefed on the purpose of collecting the
data, and their input into the process was received and used to strengthen the system.

Staff and implementing agencies felt that the materials and training were strong. However, they did
not know who they were reporting the information to and did not know who to contact when they had
questions in the field. Because of this, the country office often received incomplete or inconsistent
data from the field. There was a key element of ensuring data quality missing in their process. Can you
identify what step may have been missing?

Core Module 2: Appendix: page 16

Collecting, Analyzing and Using Monitoring Data
 Handout

Group Exercise for Data Interpretation and Packaging Results

In a hypothetical country, FHI supports two implementing agencies to provide a comprehensive

intervention for high-risk men, including STI diagnosis and management, condom distribution, and a
BCC campaign with peer educators. Monitoring data for selected program indicators are reported
below for Implementing Agencies 1 and 2 in 2001 and 2002. Review the data and select no more than
two key messages for the audience. Decide who will present the data and what the appropriate
language for the presentation is. Then present the data and results to the entire group, taking no
more than five minutes.

Review the table and charts and consider how you might present these findings to various audiences.
You might want to consider the following questions:

• What is your goal?

• Who is your audience?
• Do you want or need their input?
• What makes them tick?
• What language do they speak?
• What is their attention span?
• Who is the best messenger?
• How can you relate your data to their concerns?
• What are the three points that are most important to convey?
• What methods and materials might you use to convey your information/message?
• What questions do you expect they might ask?

Implementing Agency 1
Indicator 2001 2002
Number of condoms distributed 100,000 250,000
Proportion of condoms distributed through social marketing 15% 25%
Number of peer educators trained 40 60
Proportion of peer educators participating in intervention for 6 or more
months 50% 35%
Number of high-risk men reached by peer educators 200 250

Implementing Agency 2
Indicator 2001 2002
Number of condoms distributed 80,000 100,000
Proportion of condoms distributed through social marketing 50% 60%
Number of peer educators trained 35 45
Proportion of peer educators participating in intervention for 6 or more
months 85% 75%
Number of high-risk men reached by peer educators 800 1,200

Core Module 2: Appendix: page 17

Collecting, Analyzing and Using Monitoring Data
Family Health International
Institute for HIV/AIDS
2101 Wilson Blvd. • Suite 700
Arlington, VA 22201

Tel: 703-516-9779
Fax: 703-516-9781

www.fhi.org