Data Collection Road Map

Findings & Feedback

ROADMAP

Data Collection Tools Created

Analysis

Owned

Distributed

Data Collection

Used for Program Improvement

Reflected

Shared

wHERE ARE WE NOW?

Data Creation Tools Created

Analysis

Owned

Distributed

Data Collection

DAtA CLEANING: My role

Audit Client Notes

DAtA CLEANING: My role

Audit SW Clients Fiscal Year 2023-24 Group

DOULA CHECKLIST OF CARE

DOULA CHECKLIST OF CARE

DOULA CHECKLIST OF CARE

REFERRAL AND ELIGIBILITY NOTE

data audit tracklist 2023-2024 fiscal year

data audit tracklist 2023-2024 fiscal year

SW Clients Fiscal Year 2023-24 Group

• used a process called Data Deduping
• technique for eliminating duplicate copies of repeating data
  
• typically used to reduce storage --> used to audit the Client Group
  

SW Clients Fiscal Year 2023-24 Group

• downloaded data from July 2023-February 2024
  

SW Clients Fiscal Year 2023-24 Group

• recorded Participant ID #’s
  

• pasted ALL participant ID #’s below
  

SW Clients Fiscal Year 2023-24 Group

• used Data --> sort sheet function in Google Sheets
  

• sorts the data by “name”
  

SW Clients Fiscal Year 2023-24 Group

• reviewed the column for blue rows that were missing their match
• blue = participant ID#‘s from intake form
  
• other = overall participant ID #’s
• *If there was a single blue participant, then I knew that they were missing from the Client Group
  
• did this from Intake - Postpartum 4
  

Data audit findings

Doula Checklist of Care

• 41.3% of Checklist of Care Notes needed to be updated!
• 76.3% had missing visits
  
• mostly postpartum visits
  
• 8.7% required update of status (ie. completed care, dropped care, etc)
  

Data Audit findings

Eligibility & Referral Note

• 9.78% of clients had eligibility marked as not verified
  

SW Clients Fiscal Year 2023-2024

• 4.35% of clients were not added to the client group
  

why is data cleaning important?

Let’s say we were severely underestimating Postpartum 4 Visits...

why is data cleaning important?

When we look at the data, we might make the wrong decisions!

• allocate less resources to this service
• prevent us from meeting client needs
  
• inadvertently cut these visits when in reality clients are making good use of them!
  

When community partners and potential funders look at the data, they might make the wrong decisions!

• inaccurate data will make it look like we are not reaching our goals
• reduce funding
  
• reduce available resources
  

Productivity increases

• spend less time cleaning and more time analyzing
  

(DATA) travel tips

Update the clients’ Checklist of Care as you create new forms.

Double check the form you are completing for the visit to avoid duplicates.

Check the information you enter periodically.

Did I use the correct form?

What is the client’s status? Have they completed all visits or have they dropped care?

lessons learned

• Data cleaning is super important!!
• it can be tedious to have to go back and review every single client
  
• Helps to get the job done right the first time
  
• Data Deduping
• Communication is key
• Data collection/analysis has a lot of moving parts and requires all hands on deck
  

thank you!