What is a data management system and what can it contribute to an evaluation?

Question

Quizplus · Accepted Answer

The Answer is Data management systems range from the collection of information from program participants onto paper forms that is then tallied by hand to the use of specialized applications on smart phones or computers that collect information directly from the intended program beneficiaries and then translate the raw data into answers to specific questions defined by the program administrators. Many organizations employ some electronic data recording, using a Microsoft Excel spreadsheet or a Google sheet, with the spreadsheet set up to tally totals, compute means, or otherwise provide some summary information. The development of a data management system should be clearly tied to the types of questions that the program needs to answer or would like to be able to answer in the future. To create a useful data management system, it is helpful to have some skills in working with spreadsheets. Most programs we have worked with have some capacity to use Microsoft Excel or Google sheets. While using a database program like Microsoft Access can be helpful, most programs do not have the ability to use and modify Access databases effectively (nor do we), so use of Access would require outside expertise to be consistently involved. This adds cost to the evaluation and is contrary to our general inclination to help programs develop the capacity to conduct their evaluations themselves with the need for minimal outside help or ongoing support.
In helping programs create a basic data management system, you need a clear idea of what questions need to be answered. There's no point in developing a complex system that can answer questions in which program stakeholders have no interest, because that will require more work, and runs the risk of being confusing and underutilized. Yet, at the same time, the development of a data management system provides a good opportunity to revisit the current and potential needs for data.
The data management system provides the framework to enable the program to answer questions of importance. A good system allows the data to be collected with as little time and effort as possible and then automates the calculations and comparisons that are needed to answer questions. Summary statistics and graphs can then be provided in real time and copied and pasted into reports to share with stakeholders. Investing time and energy into the creation of a data management system that provides accurate and up-to-date information about the program can help the program answer questions about how effective the program is, as well as how its implementation contributes to its effectiveness.

What Is a Data Management System and What Can It