review checklist Include the information you need to abstract. Keep in mind the confidentiality policies and procedures of the organization from
which you will be collecting data.
Documenting Data Collection Procedures
Once you have identified the data collection methods, you should lay out the policies and procedures for data collection in a program operational guide. This will help ensure that the staff are collecting data in a similar and standardized way. These data collection procedures should provide detailed information for the entire data collection process—from data collection, to data entry, to data disposal. Consider including the following information:
• When will you collect data and at what intervals? You will need to determine when
and how frequently to collect data. Will you be collecting data before and/or after a particular intervention? Will you be collecting data at one particular time in your program (e.g., quarterly or at completion of the program)? Your data collection procedures should provide guidance on your data collection schedule.
• Who will collect the information? How will you train data collectors? You should first
determine if your program staff members have the specific skills required to collect data using the method you have selected (e.g., experience/training in moderating focus groups, administering face-to-face surveys). Data collection activities can be time consuming. Be sure that when you assign program staff to data collection activities, you do not take them away from other program responsibilities. If program
staff are available but do not have the required skills, you should provide in-service training to them. Another option is to recruit qualified data collectors who have expertise with the methods.
• From whom will you collect data? You should determine your target population
even before you start developing your data collection instruments. Are you going to target a relatively specific group (e.g., pregnant clients) or assess trends among a more general population (e.g., the target community at large)? Are you going to collect information from all participants or a subset of your target population (sample)? The interpretation of your results will be influenced by who you collect data from, so be sure to clearly describe those target populations.
• How will you maintain the security and confidentiality of the information
collected? Your evaluation should ensure the privacy of your clients. You can maintain
their confidentiality by stripping any identifiers (name, address, identification number) from the data gathered. Your data security and confidentiality procedures should cover all aspects of the data collection, storage, and management process (e.g., transfer of data from those who collect data to those who enter data, storage and destruction of recorded tapes).
• How will you manage the data you collect? Data management includes making
decisions about how data will be stored and synthesized and how data quality will be ensured. You should decide early in the process whether data will be kept in paper format or whether data will be transferred to an electronic file to facilitate analysis. You should also consider how data will be stored (either in electronic databases or physical storage files) to (1) minimize the chances of losing data, (2) make it easy to retrieve data, and (3) maintain security of sensitive and confidential information. You should also set up processes to ensure the quality of data you collect.
Tip
For more information on developing policies and procedures for data collection at your agency, refer to the Implementation Guide for HIV Testing and Linkage Programs.
Programs do not need to locate many data sources to answer useful M&E questions. With just three data variables (number of clients tested, number of clients confirmed HIV positive, number [of] HIV-positive clients linked to medical care), a program can learn a wealth of information about program effectiveness.
Benjamin Tsoi Director of HIV Testing Bureau of HIV/AIDS Prevention and Control New York City Department of Health and Mental Hygiene
Exercise 9. Completing the Data Collection Template
In Exercise 8, you aligned your data sources and collection methods with your M&E questions and SMART objectives. In Exercise 9, you will identify from whom or where you will gather information, who will collect data and when, and what security and confidentiality issues to consider for each data collection method.
Tools and Templates: Tool 10—Data Collection Template
After you have selected the data collection method(s), use this template to help you document from whom or where you will gather information, who will collect data and when, and what security and confidentiality issues to consider for each data collection method.
Instructions for Completing Tool 10: Data Collection and Entry Template
What is the purpose of this tool? This tool will help you identify methods, sources, and
timelines for data collection. Additionally, you can outline who will be responsible for each collection method and any security or confidentiality issues that should be considered.
Who should complete this tool? Program managers or coordinators may choose to
complete this table individually or as a group activity with program staff. If completing individually, make sure to gather input from HIV testing staff.
When should this tool be completed? Complete this tool in the beginning of your M&E
process and revisit it each time you review your M&E plan or if there are significant staff changes. This may be yearly or more frequently if necessary.
How should this tool be completed? Use Tool 9, the Identifying Data Sources and Data
Collection Methods Table, to complete the first column. As shown in the following example, for each data collection method, fill out columns with (1) the data collection method; (2) the data source and whether it is existing or new; (3) who will collect the data; (4) when data will be collected, including dates and place in the program cycle; and (5) any security and confidentiality issues you have to consider.
Example: Data Collection Method Data Source (Who/Where/What/ Existing or New?) Data Collector(s) (Staff Person) Data Collection Schedule (Dates/Frequency and Place in Program Cycle) Security or Confidentiality Issues
Document review HIV testing form;
existing source Data manager February 15 to 28, 2014 All identifying information should be stripped out and shredded (if photocopies are made)
Tool 10. Data Collection and Entry Template Data Collection Method Data Source (Who/Where/What/ Existing or New?) Data Collectors (Staff Person) Data Collection Schedule (Dates/Frequency and Place in Program Cycle) Security or Confidentiality Issues
Step 5. Justify Conclusions
The data collected as a part of HIV testing and linkage programs should be used to document program activities, monitor and evaluate progress toward goals and objectives, and inform program improvement actions. In the previous section, we discussed the ways that you plan for data collection. In this section, we will discuss the fifth step in CDC’s Framework for Program Evaluation, justify conclusions, to help you manage, analyze, report, and use the data you collected for program improvement.
Just as integrating data collection in your program operational policies and procedures improves the quality of data, instituting policies and procedures around data management and analysis will ensure that M&E findings will be trustworthy.