Data Organization
By;
Siwa B
KENYA MEDICAL TRAINING COLLEGE
DEPARTMENT OF CLINICAL MEDICINE
DIPLOMA IN CLINICAL MEDICINE
Transforming education using ICT
Types of primary data
1. Surveys and questionnaires.
2. Interviews.
3. Experiments.
4. Observations.
Secondary Data
• Data that was originally
collected by someone else
for a different purpose but
is being reused for a new
research question or
project.
Characteristics;
1. Readily available.
2. Covers broader scope
3. Cost effective
4. Has potential for bias.
3
Types of Secondary data
1. Health reports and statistics.
2. Research articles and journals
3. Historical records.
4. Commercial data.
Vital Statistics
• Are crucial data points in healthcare that
provide comprehensive insights into the
health status, trends, and dynamics of
populations.
Types of Vital statistics
1. Birth statistics.
2. Death statistics.
3. Health related statistics
Birth Statistics
1. Crude Birth Rate (CBR).
2. General Fertility Rate (GFR)
3. Age Specific Fertility Rate
(ASFR).
4. Total Fertility Rate (TFR)
1. A sublocation with a population of 25,000 reported 600 births in the year 2023. Calculate
the crude birth rate.
A sub county reported a population of women aged (15-49) as 1200 in the year 2023. During
the same year, a total of 313 births were reported in the same population. Calculate the
general fertility rate in this population
Death Rate
1. Crude Death Rate (CDR)
2. Age-Specific Death Rate
(ASDR)
3. Cause-Specific Mortality Rate
(CSMR)
4. Infant Mortality Rate (IMR)
5. Neonatal Mortality Rate
(NMR)
6. Under-Five Mortality Rate
(U5MR)
7. Maternal Mortality Rate
(MMR)
8. Life Expectancy
Sources of data
1. Primary sources.
Censuses
Surveys
Experiments
The great advantage of such data is that the exact
information wanted is obtained.
Sources of data contd….
Secondary Sources.
Often data is picked from reports and
publications of researchers, institutions and
organizations. Such data is referred to as
secondary.
Uses of statistics
Statistics is a discipline which was developed to
extract relevant facts from a large body of
information and to help people make decisions
when uncertainty exists concerning the information.
Statistics form the basis for planning. Statistics
provide information and data (facts and figures) as
an input for planning, monitoring and evaluation of
programmes.
Population (1948 - 2008)- million
29.6
24.2
16.7
12.6
9.5
6.5
5
1948 1959 1969 1980 1991 2002 2008
Poverty levels Po (%)
Poverty Line
US$1 per day per
% of the population below the poverty line
56
adult equivalent
44
38
34
31
1992 1997 1999/00 2002/03 2005/06
Data management cycle
Design Enumerators collect
questionnaire data in the field
Design
survey Manual checking,
Conception editing etc.
Reporting of results
Data entered
Data onto computer
analysis
Computer data management
PLANNING THE SURVEY
• Identify the relevant Indicators
• Check to ensure the existence of an appropriate Sampling Frame
• Choose the Sample Design [Methodology]
• Determine the Sample size and the associated cost of the survey
• Train data collectors
• Determine how to collect, process, and analyse the data
PLANNING THE SURVEY...Contd
• Determine the work-plan closely linking it to
the budget.
• Consider the financial, material, and human
resource available
• All these must be well perceived and well
arranged at this stage. A failure can derail the
survey.
Data collection
• Data could be collected by:
• conducting a census
• conducting a sample survey
• use of administrative records
• conducting experiments
• observation
• and review of secondary sources
STEPS IN DATA COLLECTION
• STEP 1
• Formulate the problem
• Develop objectives of data collection
• Plan, human resource, logistics, scheduling, budgeting
• Discuss with stakeholders
STEPS OF DATA COLLECTION
…Contd
STEP 2
• Determine sources of information
• Define approach to data collection
• Identify concepts, definitions and classifications to be used
STEPS OF DATA COLLECTION
…Contd
STEP 3:
• Determine techniques of data collection
• Determine best approach to data collection
STEPS OF DATA COLLECTION
…Contd
STEP 4:
• Prepare data collection forms
• Design data collection forms
STEPS OF DATA COLLECTION
…Contd
STEP 5:
• Pretest data collection instruments
• Collect some information to refine the questionnaire/
data collection form.
• Determine feasibility of obtaining data
STEPS OF DATA COLLECTION
…Contd
STEP 6:
• Finalise data collection forms
• Discuss final questionnaire/form with stakeholders and
reproduce questionnaires/forms
STEPS OF DATA COLLECTION
…Contd
STEP 7:
• Collect data
• Put in place a team of data collectors/ fieldworkers
• Train data collectors
DATA COLLECTION
TECHNIQUES
Data collection techniques allow us to systematically
collect information about our objects of study; and
about the setting in which they occur.
Data collection techniques generate both qualitative
and quantitative data.
DATA COLLECTION …
Contd
Qualitative techniques of data collection involve the
identification and exploration of a number of related
variables for in-depth understanding of the
phenomena.
Qualitative data is often recorded in a narrative form.
DATA COLLECTION …
Contd
Quantitative techniques of data collection are used to
generate quantifiable data.
Both qualitative and quantitative techniques are often
used in a single study, since the two compliment
each other.
QUALITATIVE METHODS
• The qualitative methods most commonly used in
evaluation can be classified in three broad
categories:
• In-depth interview
• Observation methods
• Document review
QUALITATIVE METHODS …Contd
• These methods are characterized by the following
attributes:
• They tend to be open-ended and have less
structured protocols
• They rely more heavily on interactive
interviews;
QUALITATIVE METHODS
…Contd
• They use triangulation to increase the
credibility of their findings
• Generally, their findings are not
generalizable to any specific population
SOME QUALITATIVE METHODS
• In-Depth interview
• Participant observation
• Direct observation
• Document/literature review
QUANTITATIVE METHODS
• Typical quantitative data gathering strategies include:
• Experiments/clinical trials.
• Observing and recording well-defined events (e.g., counting the
number of patients waiting in emergency at specified times of the
day).
QUANTITATIVE METHODS
… Contd
• Obtaining relevant data from management
information systems.
• Administering surveys with closed-ended
questions
COMPILATION AND ANALYSIS
STEPS
• Cleaning and organizing the data for analysis (Data
Preparation)
• Describing the data (Descriptive Statistics)
• Testing Hypotheses and Models (Inferential
Statistics)
SOME STATISTICAL
CONCEPTS
• Population
• Sample
• Parameter
• Statistic
• Variable
• Estimation
Data Types
DATA TYPES
• Qualitative
Quantitative
Nominal
Continuous
Ordinal
Discrete
Binary
DATA PREPARATION
• Checking the data for completeness accuracy
• Preparing data entry screen
• Entering the data into the computer
• Transforming the data
DATA PRESENTATTION AND
DESCRIPTION
• Used to describe the basic features of the data in a
study
DATA PRESENTATION
• Graphical
• Histograms
• Bar charts
• Pie charts
• Error bars
• More….
PRESENTATION … Contd
• Tabular
• Frequency tables
• Percentages
TYPES OF STATICTICS
A- Descriptive statistics
B – Relational Statistics
• Univariate, bi-variate, and multi-variate analysis
C- Inferential statistics
• Branch of statistics devoted to making
generalizations.
DATA DESCRIPTION
• They provide simple summaries about the sample
and the measures.
• Simply describing what is; what the data shows
DESCRIPTION … Contd
• Measures of Central Tendency
• Mean, median, mode
• Measures of Dispersion
• Variation
HOW TO DESCRIBE DATA WELL
• Look at the oddities in the data and be prepared to
adapt the summaries you calculate
• Look at the data using tables and graphs
• Understand how to summarise the categorical
variables
• Understand how to summarise the numerical
variables
• Identify any structure in your data and use it to
summarise your data
INFERENTIAL STATISTICS
• Investigate questions, models and hypotheses.
• Confidence Intervals
• Hypothesis testing
Transforming education using ICT
Thank You
bsiwa@kmtc.ac.ke
www.kmtc.ac.ke
Transforming education using ICT
