Using Data to Help Tell Your Story July 2019 Paige Teegarden General Manager, empowOR by CSST Software

Briefly Categorize Different Uses of Data and Frame for Thinking about Uses of Data Measure, Metric, Indicator Types of Visualizations Key Mission Metrics Exercise Today we will…

Data Uses and Purposes Categories of Purposes… Planning There are different kinds of data and ways to use data with different audiences “who are you telling the story to and what do you want them to ‘get’?” Categories of Purposes… Planning Operational / Program and Services Management Strategic and CQI Outcome/Evaluative Community / Partner / Communication Descriptive e.g. output and quality/satisfaction data frequency and efficiency measures Compliance Change in ‘participant’ Analysis: Change for whom, when, why

Framework Clarifying Data Uses… Categories of use Primary WHO Purpose Data Structured to Show… Planning Staff and board broad set data about environment, agency, community in order to make strategic decisions about where to expend resources Trends, gaps, performance, strategic skills, and opportunities Operational / Management Managers Frontline staff monitor what is happening and how well it is happening Services by staff and by time, Staff Actions, Information about Clients and Process, Feedback Strategic strategic position, performance on goals and opportunities for improvements Aggregated Services, Costs, Client Progress, Outcomes, Financial position Outcome/ Evaluative Staff, Leadership, Customers, Board, Supporters understand what is working and what isn’t and sometimes why Comparisons over time, between groups, between service interventions Communication Community, Partners, Funders, Donors Build Support & Understanding Successes and Unique Contributions

Telling the Story… What is the story you are trying to tell and to whom Get Specific About the Question(s) or Issues you want to Explore Five Components of Story… Data in this… characters, Taking the character and see profile and how ‘represent’ a profiles setting, Context—what is the environment; setting up what the character is facing. plot, Services; what happened, the narrative Surprises in the data… conflict, The narrative Assumptions that are challenged by data resolution And call to action Data about services, progress and outcome and again broadening it out to larger group Spend a few minutes making a note or two about what the story is you’re interested in telling and to whom. Who are the characters and why is it interesting (plot/conflict)

Measures, Metrics and Indicators Measure--specific, known and understood data point that tells you how much of something; we know what it is measuring –validity and reliability come into play here Metric--calculated from data points or measures; examples include Service over time; income over time Geography + demo Indicator—how well; measures and/or metrics relative to something else…gives data context/meaning..i.e. achieving strategic objectives Example … Gas gauge (in the red…means going to stop moving) Measures, Metrics and Indicators

Types of Visualizations Graphs Bar Graph, Pie Chart Line Graph, Scatter Plot, Histogram, Spaghetti Heat Maps Gauges /Thermostats Other examples: Word maps, Thematic, Mind maps Line graph—quantitative points over a continuous variable—often time. Not use for categorical data Box plot—5 descriptive statistical concepts on one graph—min, max, 2nd Q, 3Q, median Describes a quantitative data sets Scatter plot – relationship between to variables. Can add color and size to add additional variables into this

Buckets of Key Mission Indicator (KMI) Financial Customer Learning Business processes Balanced Score Cards: Mission—Outcomes and Impact Management and Innovation Financial / Funding /Stakeholders Internal Capacity and Culture Adapted Score Card for Key Mission Metrics and Indicators

Example Key Mission Metrics # / % households served who have had an increase in income to over 250% of poverty #/% HH who have an assessment showing at least ‘safe’ on 5 core dimensions at exit from programs #/% HH who went from crisis or vulnerable in 1 or more dimensions to ‘safe’ or better on 1 or more dimensions Management and Innovation # new enrollments in a month by program (compare month last year) # people actively enrolled and getting at least one service last month # people and HH achieving program outcomes (listed) # Services (listed) provided last month Risk Assessment schedule and progress Financial / Funding /Stakeholders #/% grants in compliance List upcoming reports due Income YtD and Expenses YtD % income (YtD and historic) from federal grant, state grant, local grant, private foundation, donations, discretionary #/$ new grants and/or grantors Asset/Liability Internal Capacity and Culture #/%staff rating knowledge of other programs of over 4 on a 5 point scale #/% of cross referrals that were followed up on within 2 days # of staff client coordination meetings in timeframe for # of HH impacted

Exercise… What is the story you want to tell To Whom Select / Create Metrics and/or Indicators Select at least one visualization for the data

Paige Teegarden empowOR by CSST pteegarden@empowORbycsst.com

When to use Core Visualizations and Statistics to Understand Bar graph—categorical Pie Chart –Categorical (out of a whole, small number categories) Histograms—frequency of X against a continuous variable Line Graph—a quantitative data by a continuous variable over time (trend) Couple of Statistics to Understand Frequency Measures of Central Tendency Max / Min Count versus Percent