Introduction to

Introduction to Basic Statistics Concepts

Basic Statistics
and Data Management

Concepts
and Data
Management
Jazel Ann R. Raper
Resource Person
PSRTI
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 MODULE OUTLINE
Introduction to Basic Statistics Concepts

▪ Statistics
and Data Management

▪ Importance of Statistics
▪ Population vs Sample
▪ Steps in a Statistical Inquiry
▪ Variable, Observation, Data
▪ Classification of Variables
▪ Levels of Measurement
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 MODULE OUTLINE
Introduction to Basic Statistics Concepts

▪ Data Collection Methods

and Data Management

▪ Defining Data Management

▪ Strategies in Data Management

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 Introduction to Basic Statistics Concepts

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Basic Concepts in Statistics.

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Introduction to Basic Statistics Concepts

“STATISTICS is the science

of collecting,
collecting organizing,
organizing
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presenting,
presenting analyzing,
analyzing
and interpreting numerical data
to assist in making more
effective decisions.”

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 Introduction to Basic Statistics Concepts

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figures.
STATISTICS
is a set of numerical

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 Other Examples of Statistics
Introduction to Basic Statistics Concepts
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Monthly salaries
Population count of the different agencies
of government employees

Number of establishments Weight of newborn babies No. of teachers in K12 in Public Schools
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within the city
 Introduction to Basic Statistics Concepts

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IN DAY TO DAY LIFE

IMPORTANCE OF STATISTICS

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 Statistics is a useful aid
in decision making
Introduction to Basic Statistics Concepts

▪ Describe the general characteristics of the

individuals in the different barangays
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▪ Compare incomes and expenses of the different

municipalities in the province

▪ Explain the surge of dengue cases in a certain

municipality

▪ Forecast the population of the province in 2025

▪ Describe and Predict the factors that affect the

production of palay

▪ Study cause-and-effect of drugs among the youth

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 Statistics provide information
Introduction to Basic Statistics Concepts

Data
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Data

Data Processing Information

Data

Data

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 Example:

₱
Introduction to Basic Statistics Concepts
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Average peso dollar exchange rate

Average monthly interest

Student Enrollment rates of loans

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 Actual Application of Statistics in Decision Making
Among families, the proportion of poor
Introduction to Basic Statistics Concepts

families in the first semester of 2023

was estimated at 16.4%, which is
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equivalent to around four million, five

SDG
hundred and ten thousand families.
Meanwhile, the subsistence incidence
among families was recorded at 5.9%, or
around 1.62 million food poor families in
the first semester of 2023. (PSA, 2023)

DSWD and other government agencies

can create more programs to feed the
poor or provide cash transfers to aid
them.
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 POPULATION VS SAMPLE
Introduction to Basic Statistics Concepts
and Data Management

Population Sample
A population is a collection of all the A sample is a part (or subset) of the
elements under consideration in any population from which information is
statistical study collected

Example: All government employees Example: A subset of government

in the province employees in the province

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 STEPS IN A STATISTICAL INQUIRY
1 2 3
Introduction to Basic Statistics Concepts

Identify the Problem and

Plan the Study Collect the Data
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State the Hypothesis

6 5 4
Analyze and
Present the Results Interpret the Explore the Data
Results
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 Introduction to Basic Statistics Concepts

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Areas of Statistics

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 Descriptive Statistics
Methods concerned with Example:
Introduction to Basic Statistics Concepts

collecting, describing, and

analyzing a set of data
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without drawing conclusions Four Out of Ten Persons Were

(or inferences) about a large Never Married (2020 Census
group of Population and Housing)

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 Inferential Statistics
Methods concerned with the analysis of a subset of data leading to predictions or
inferences about the entire set of data.
Introduction to Basic Statistics Concepts
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Sample
Selection

Population Sample

Inferences and
Generalizations

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 Example on Inferential Statistics
A new milk formulation designed to improve infant brain development
Introduction to Basic Statistics Concepts

was tested on randomly selected infants.

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Sampling

Inferences

Based on the results, it was concluded that the new milk formulation is
effective in improving brain development of infants.

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 Example of Inferential Statistics
Introduction to Basic Statistics Concepts

▪ The efficacy of etoricoxib vs mefenamic acid in the treatment

of primary dysmenorrhoea in a randomized comparative
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trial.

▪ Authors: Nor Azlin et al. (2008)

▪ Conclusions: “Etoricoxib is a better treatment for primary

dysmenorrhea with better pain relief, less menstrual blood
loss and fewer side-effects compared with mefenamic acid.”

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 Introduction to Basic Statistics Concepts

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WHAT IS A VARIABLE?

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 VARIABLE
• A variable is a characteristic or attribute of the elements in a collection
that can assume different values for different elements
Introduction to Basic Statistics Concepts

• Usually denoted by capital letters of the English Alphabet (X, Y, Z)

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• Variable names can also be used to denote a variable (age, income,

children)

Examples of Variables:
X or age = age of pregnant women in the LGU (25 yrs, 34 yrs, 18 yrs, etc.)
Y or income = monthly income of pregnant women P23,400, P42,180, etc.)
Z or children = number of children of pregnant women (3, 5, 0, etc.)

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 Variable
Pregnant
Women Age Income Children
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1 25 15000 3 observations

2 34 23400 5 observations
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3 28 42180 0 observations

4 39 21000 1 observations DATA

5 16 15234 4 observations Collection of
6 22 12768 2 observations observations
7 34 10234 2 observations

8 33 32111 1 observations

9 19 13234 4 observations

10 21 15211 3 observations

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 Classification of Variables
Introduction to Basic Statistics Concepts

Qualitative Variable Quantitative Variable

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have labels or names assigned to is any characteristics that can be

their respective categories. measured or counted.

Also called Categorical Variable Also called Numerical Variable

Examples: Examples:
salary grade level – SG 1, SG 2, etc. weight- 160 lb, 125 lb, 140 lb, etc.
LGU income level – 1st, 2nd, 3rd, etc. no. of personnel per barangay – 5,
type of agency – public, private 10, 8, etc.
estimated monthly income of
households – PhP4,000, PhP 10,500,
PhP18,500, etc.
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 Examples of Variables
Introduction to Basic Statistics Concepts

A study is conducted to determine the socio-demographic characteristics

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and waste management practices of households in a certain barangay.

Some information obtained include sex, highest educational attainment
of head, monthly income (in pesos), household size, type of waste (dried
leaves, recyclables, food scraps, etc.) and type of disposal (compost pits,
dump in open pits, garbage collector, etc.)

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 Levels of Measurement
Nominal Ordinal
Introduction to Basic Statistics Concepts

▪ Numbers or symbols are ▪ Has all the properties of

Nominal
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used to classify
▪ Categories are distinct and ▪ Accounts for order
non-overlapping ▪ No indication of distance
between positions
▪ Categories are of equal
importance Example:
Size of Shirt (Small, Medium,
Example: Large)
Sex (1-Male, 0-Female)

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 Levels of Measurement
Interval Ratio
Introduction to Basic Statistics Concepts

▪ Has all the properties of ▪ Has all the properties of

Ordinal
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Interval
▪ Equal intervals ▪ May be divided or
▪ May be added or multiplied
subtracted ▪ Has an absolute zero
▪ No absolute zero
Example:
Examples: Income, Weight, Height
Temperature, IQ
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 Variable Classification and Levels of
Measurement
NOMINAL
Introduction to Basic Statistics Concepts

Attributes are only named;

weakest
QUALITATIVE
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VARIABLES

ORDINAL
Attributes can be
ordered

INTERVAL
Distance is meaningful

QUANTITATIVE
RATIO
Absolute zero; strongest

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 Exercise: Classification of Variables
Identify the classification of the variables whether it is Qualitative or
Quantitative (From waste management practices example):
Introduction to Basic Statistics Concepts

1. sex QUALITATIVE
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2. highest educational attainment of head QUALITATIVE

3. household size QUANTITATIVE
4. monthly income (in pesos) QUANTITATIVE
5. type of waste (dried leaves, recyclables, food scraps, etc.)
QUALITATIVE
6. type of disposal (compost pits, dump in open pits, garbage collector,
etc.) QUALITATIVE
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 RECAP
1. _____________
STATISTICS is the collection, organization, presentation, analysis,
Introduction to Basic Statistics Concepts

and interpretation of a set of numerical figures.

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2. _____________
POPULATION is the collection of all the elements under consideration
in the study, where parameters are drawn from. While statistics are
produced from a __________,
SAMPLE which is a subset of this collection.

3. The characteristic or attribute of the elements in a collection that can

assume different values for different elements is called a ____________.
VARIABLE

4. Qualitative variable is also called as _______________

CATEGORICAL variable while
Quantitative variable can also be called as ______________
NUMERICAL variable.

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 Introduction to Basic Statistics Concepts

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Data Collection Methods

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Introduction to Basic Statistics Concepts
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SURVEYS OBSERVATION EXPERIMENTATION

REGISTRATION ADMINISTRATIVE DATA USE OF DOCUMENTED DATA

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 Obtains information through:

Personal Interviews
Introduction to Basic Statistics Concepts

Survey Self-administered questionnaires

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Data are obtained from Telephone surveys

individuals either by verbal or
written communication Mailed questionnaire

Census Survey vs Sample Survey Online surveys

Focus group discussions

Key Informant Interviews
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 PERSONAL INTERVIEW
Interviewers personally ask the questions to the respondents and
Introduction to Basic Statistics Concepts

record the answers of the respondents on the questionnaire

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▪ PAPI – pencil and paper

interview
▪ CAPI – computer assisted
personal interview
▪ CATI - computer assisted
telephone interview

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 SELF-ADMINISTERED QUESTIONNAIRES

Respondents fill up the questionnaires

themselves without any assistance from an
Introduction to Basic Statistics Concepts

interviewer
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TELEPHONE INTERVIEW

Interviewers ask the questions to the

respondents through the telephone

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 MAILED QUESTIONNAIRE

A set of questions mailed to the respondent

Introduction to Basic Statistics Concepts
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ONLINE SURVEYS

Respondent reads the questions and sends

his responses via the internet or electronic
mail (e-mail)

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 FOCUS GROUP DISCUSSION
A moderator follows a question guide to direct a
freewheeling discussion among a small group of
Introduction to Basic Statistics Concepts

people
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KEY INFORMANT INTERVIEWS

In-depth interviews with people who know what is going on

in the community - including community leaders,
professionals, or residents—who have first hand
knowledge about the community.
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 OBSERVATION
Introduction to Basic Statistics Concepts

▪ Data are obtained by recording

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the behavior of an individual or

a phenomenon at the time of
occurrence

▪ Used to gather nonverbal

behavior in a natural setting

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 EXPERIMENTATION
Introduction to Basic Statistics Concepts
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▪ Direct human intervention on the conditions that may affect the values of the variable of
interest
▪ Goal of an experiment is to isolate the effect(s) of a treatment or intervention on the
variable of interest
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 REGISTRATION
Introduction to Basic Statistics Concepts

Refers to enumeration and recording

of vital statistics
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▪ Registration of birth
▪ Voter registration
▪ Inventory management
▪ Registration of participants in a
program
▪ Signing-up to a social media platform

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 ADMINISTRATIVE DATA
▪ Collected by governments or other organizations for non-statistical reasons to provide
Introduction to Basic Statistics Concepts

overviews on registration, transactions, and record keeping.

Examples of administrative data

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▪ Insurance enrollment and claims data

(e.g. Medicare, PhilHealth)
▪ Hospital discharge data (billing data)
▪ Pharmaceutical claims data (billing data)
▪ National health surveys
▪ Surveillance data
▪ Medical record data
▪ Vital statistics
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 USE OF DOCUMENTED DATA
▪ Data which is developed in accordance with scientifically valid analytical
Introduction to Basic Statistics Concepts

protocols including field trials where appropriate, is subjected to peer

review, results from more than one study, and consistent with other
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credible research.
▪ Documentation is the combining
collection of the data.
▪ Documentation that researchers
get from process of observation,
interviews, field notes and file
from institution.

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 Sources of Data
Introduction to Basic Statistics Concepts

Primary Data Secondary Data

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▪ Data that are collected first- ▪ Data used by a researcher that

hand by the researchers is collected by another
themselves institution
▪ This could be done through ▪ It is usually gathered from
survey, experimentation, documented data and the like
observation, etc.

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 RECAP
1. The methods of collecting data are ___________,
SURVEY _____________,
OBSERVATION
Introduction to Basic Statistics Concepts

_________________,________________,________________________,
EXPERIMENTATION REGISTRATION USE OF DOCUMENTED DATA and
____________________.
ADMINISTRATIVE DATA
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2. __________
CENSUS is a method of collecting data from every element
of the well-defined population, while a
________________collects
SAMPLE SURVEY from a group of people selected from
the well-defined population.

3. Data gathered first-hand from the source are

_________________,
PRIMARY DATA while data used by researchers but
collected by another institution are _____________________.
SECONDARY DATA

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 Introduction to Basic Statistics Concepts

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Defining
Data Management

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Introduction to Basic Statistics Concepts

Data Management
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Practice of managing data as a

valuable resource to unlock its
potential for an organization.

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 Importance of Data Management
1. Productivity - Data management makes it so that it is easier and faster to find,
Introduction to Basic Statistics Concepts

understand, and relay information.

2. Cost Efficiency - When data is managed well then there is no need to re-do data
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gathering, but rather just update data on-hand.

3. Operational Agility - Use data to calculate statistics that will be helpful in responding
to incoming events or even make predictions on what may happen.
4. Security - Data management will teach us to how to secure the data collected.
5. Reduced Data Loss - Data management will introduce ways to back-up data and make
it easier to access with proper data identification.
6. Accurate Decisions - Good data management will assist us in coming up with statistics
that will help us make wise and accurate decisions.
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 Introduction to Basic Statistics Concepts

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Strategies in
Data Management

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 Effective Data Management
Introduction to Basic Statistics Concepts

• Developing a data strategy and

reliable methods to:
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✔Collect
✔Cleanse
✔Process
✔Store
✔Govern
✔Prepare data for analytics

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 Basic strategies
in data management Train and
execute
Introduction to Basic Statistics Concepts

Practice data
governance
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Use the right

technology
Create strong
processes
Set
objectives

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 1. Set objectives
▪ Consider how it will help contribute to your
Introduction to Basic Statistics Concepts

office’s vision, mission, and goals:

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▪ Improve protection of client information

▪ Reduce duplication of information on target
clients
▪ Faster access to existing account records for
efficient processing of documents
▪ Faster computation of indicative program budget
▪ Identification of potential communities for setting
up different programs
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 More considerations on objective
setting:
Introduction to Basic Statistics Concepts

Ask:
▪ SMART (Specific,
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▪ How often do you

Measurable, need it?
Achievable, ▪ Who needs access?
Relevant, and
▪ What variables are
Time-Bound) important?
▪ Where is the scope?

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 2. Create Strong Process
Analyze &
Collect Prepare Store
Introduction to Basic Statistics Concepts

Distribute

• Data sources • Clean and • Data extension • Statistics

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• Method of data transform raw type development

collection data • Physical or • Identification of
• Validate data, cloud storage teams or offices
• Time of
handle • Ensure easy
collection • Keeping data access and
incomplete or secure analysis
mismatched
• Communicating
data insights
• Guidelines for
naming, and
data dictionary

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 Collection Stage
Introduction to Basic Statistics Concepts

• Data sources – primary or secondary data

• Method of data collection – surveys, administrative data,
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registry data
• Time of collection – ad hoc or with regular schedule

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 Preparation Stage
Introduction to Basic Statistics Concepts

• Entry or encoding
• Cleaning, formatting, and validation
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• Organizing Data
• Updating

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 Data Entry: Tips
▪ Instead of encoding the entire
question, you can give it a shorter
Introduction to Basic Statistics Concepts

variable name.
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▪ Qualitative data are better

represented using “codes”
▪ Use codes for missing and non-
response answers, e.g., 9, 99, 999…
etc
▪ Names, codes and definitions
should be made available in the
data dictionary and metadata.

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 Data Cleaning, Formatting
and Validation
Introduction to Basic Statistics Concepts

• Confirming missing, skipped entries from the

questionnaire
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• Formatting dates, decimals, numerical values, etc.

• Checking response for invalid answers, e.g., married
but aged 12, answered questions meant for another
type of respondent, codes outside the allowed
values.
• Checking answers for too big or too small values,
e.g., age of 130, monthly income of 50,000 for a poor
household. 58
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 Organizing Data
Introduction to Basic Statistics Concepts

• Use of Pivot Tables to display frequency counts of

categorical variables.
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Table 1. Number of Employees by Sex in

Company A, 2021

Sex No.
Female 19
Male 11
Total 30

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 Organizing Data
Introduction to Basic Statistics Concepts

• Use of Frequency Distribution Tables which summarizes

data by showing the number of observations that belong in
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groups or “class intervals”.

Table 2. Distribution of Respondents’ Age in Company A,
2021
Age (in years) No.
20-29 12
30-39 16
40-49 32
50-59 22
60-69 18
Total 100
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 Other Organization Techniques
Introduction to Basic Statistics Concepts

▪ Use of tools such as sorting, filtering, conditional formatting

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visualize and Helps to quickly…

understand the data organize and find
better specific data

consequently make
more effective
decisions
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 Updating Data
Introduction to Basic Statistics Concepts

• Consolidating worksheets - collection

and integration of data from multiple
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sources into a single destination

• Protecting worksheets – limiting access

or changes to data files, by adding
passwords to datasets, or making sure
than updates or new entries can only be
done on selected areas.

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 Storage Stage
• Data extension type – consistency of file types for data files,
Introduction to Basic Statistics Concepts

e.g., XLS
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• Use of either physical or cloud storage

• Develop processes and use tools to keep data secure

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 Analysis and Dissemination Stage
• Analysis and dissemination is collaboration of
Introduction to Basic Statistics Concepts

several offices such as: Local Chief Executive’s Office,

Planning and Development, Office of Strategy
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Management, Management Information Systems

Office, Sectoral Offices, and Administration Offices.
• Data management is ensuring that access to data
and analysis is made easy for all those involved.
• The importance of all these is that data and
statistics serve as evidence for policy and
program planning, and therefore data
management is an important practice to achieve
that.

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 3. Technology
Introduction to Basic Statistics Concepts

• Hardware and software

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• File-Based vs Database
Management System
• Storage and back-ups.

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 Good Practices in Storing Data
✓ Choose the appropriate storage medium
Introduction to Basic Statistics Concepts
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Desktop Portable Cloud

Computer Devices Storage

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 Good Practices in Storing Data
Introduction to Basic Statistics Concepts

✓ Manage versions and

copies of your data MASTE
carefully R
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• Protect raw data ORIGIN

• Keep temporary and AL
master copies apart TEMP
• Back-up master copy in
physically distinct
locations
• Set up a strategy for
version control
FINAL!
v1 v2
!
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 Good Practices in Storing Data
Introduction to Basic Statistics Concepts

✓ Structure names and folders

• Focus on easy navigation and finding of
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files, e.g., by program then year; by

sector; by function
• Keep it short but meaningful, e.g.,
recognizable acronyms for programs,
people, dates
• Keep a record for the naming and
folder navigation

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 Good Practices in Storing Data
Introduction to Basic Statistics Concepts

✓ Use standard file formats

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• Commonly used file formats: .pptx,

.xlsx, .docx, .pdf, .csv, .txt
✓ Secure your data files
• Protection of data files using computer
system security or physical data
security

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 4. Data Governance
▪ A set of processes that ensures that important data assets are
Introduction to Basic Statistics Concepts

formally managed throughout the organization.

▪ Provides direction and oversight.
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✓Data dictionary, metadata,

statistical standards
✓Quality Assurance
✓Data security and privacy

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 Definition: Data
Dictionary
Introduction to Basic Statistics Concepts
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• Collection of names, definitions, and

attributes about data elements that
are being used or captured in a
database, information system, or
part of a research project.

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 Definition: Metadata
• Data that provides information about other data, or, "data about data".
Introduction to Basic Statistics Concepts

• Metadata can describe:

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✓ what data an organization has ✓ what is the data format

✓ what it represents ✓ how is it defined
✓ how it is classified ✓ what are the coding rules
✓ where it came from

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 Definition: Statistical Standards
• Agreed rules or guidelines on concepts and definitions for consistency
Introduction to Basic Statistics Concepts

and comparability of data. Standards are used for statistical

purposes such as:
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Variables Methodologies
Classification
and and
Systems
Statistics Procedures

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 Definition:
Data Quality
Assurance
Introduction to Basic Statistics Concepts
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• Planned and systematic actions

needed to provide adequate
confidence that a product, service or
result will satisfy given requirements
for quality and be fit for use.

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 Definition:
Introduction to Basic Statistics Concepts

Data Security and Privacy

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• Data security ensures that data privacy

and confidentiality are maintained, that
data is not breached, and that data is
accessed appropriately.
• Ask for identifying information only
when needed, for example, in
beneficiary targeting.

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 Definition: Data Security and Privacy
Introduction to Basic Statistics Concepts

• Data privacy or
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information privacy is a
branch of data security
concerned with the
proper handling of data –
consent, notice, and
regulatory obligations.

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 5. Train and execute
Introduction to Basic Statistics Concepts
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• Train your Local Planning

Officers, Programmers, Data
analysts.
• Attend training courses.
• Share reliable resources.
• Execute and sustain learnings.

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THANK
YOU!