SESSION TWO: USING DATA TO INFORM AND TELL A STORY OOrganizingrganizing & PPresentingresenting DData:ata: A HHowow TToo PPrimerrimer CAROLE COCHRAN EBRA ORRIS D , MSW & D S. N , E D, MSW South Dakota South We would like to thank the following individuals for reviewing the manual: Mary Brevik Nancy Craig Alyssa Duerksen Heather Siebert USD Social Work Students Anna Zumbach Permission to reproduce the information in this manual is granted, provided the source is cited as: Cochran, C. & Norris, D. S. (2008) Organizing & Presenting Data: A How To Primer. Vermillion, SD: KIDS COUNT Project & The Social Work Program, The University of South Dakota. Contents Introduction Why a manual about organizing & presenting data? .........................................5 Objectives of the manual ................................................................................... 6 Chapter One - Know the purpose for data: Why build a data story? Summary of chapter ...........................................................................................7 Objectives of chapter .........................................................................................7 What are data? ................................................................................................... 7 Data as evidence ................................................................................................ 8 Primary versus secondary data .......................................................................... 8 Exercise ............................................................................................................. 9 Chapter Two - Know what data you need Summary of chapter ...........................................................................................11 Objectives of chapter .........................................................................................11 The purpose for your data ..................................................................................11 How do you begin to assemble data? ................................................................ 11 Decide what data you need to assemble ............................................................ 11 Exercise ............................................................................................................. 12 Chapter Three – Know how to organize the data & where to get the data Summary of chapter ...........................................................................................13 Objectives of chapter .........................................................................................13 What is a database? ............................................................................................13 What is a spreadsheet? .......................................................................................14 The search ..........................................................................................................18 Databases on the Internet ...................................................................................19 Data/statistics on the Internet ............................................................................ 22 Organizing your data sources ............................................................................ 24 Exercise ............................................................................................................. 24 Chapter Four - Know how to calculate the numbers Summary of chapter ...........................................................................................31 Objectives of chapter .........................................................................................31 Math tools ..........................................................................................................31 Statistical tools ...................................................................................................33 Exercise ............................................................................................................. 35 PAGE 4 Chapter Five – Know how to present your assembled data Summary of chapter ...........................................................................................37 Objectives of chapter .........................................................................................37 Use numbers & words to tell your story ............................................................37 Data in a spreadsheet ......................................................................................... 39 Chart type .......................................................................................................... 40 Orientation of the data series .............................................................................41 Using GIS to tell your story ...............................................................................42 Exercise ............................................................................................................. 43 South Dakota KIDS COUNT and The University of South Dakota Social Work Program PAGE 5 INTRODUCTION IIntroductionntroduction Why a manual about organizing & presenting data? Have you ever: • Calculated how long it would take to drive from point A to point B? • Figured your tax return? • Calculated your GPA? • Prepared your household budget for the month? • Balanced your checkbook? If so, you are well prepared to use data effectively. Information is the key to effective change. Changing policies and conditions requires facts. Successful change must have at its foundation reliable data that make a case or prove a point. Unfortunately, the very term “data” intimidates many because they assume that using data require knowledge of complicated mathematical and statistical procedures. To use data effectively, you only need to know how to select the right facts and numbers and to perform the mathematical basics learned in elementary school— counting, adding, subtracting, multiplying, and dividing. The primer presents fi ve essential steps for working with data. They are: 1. Know the purpose for data: Why build a data story? 2. Know what data you need. 3. Know how to organize the data & where to get the data. 4. Know how to calculate the numbers. 5. Know how to present the data. The primer is designed to help students, advocates, social/human service workers, and others learn how to select, analyze, and present data. The examples provided will focus on children and family issues. The essential steps presented throughout the manual can apply to any fi eld. South Dakota KIDS COUNT and The University of South Dakota Social Work Program PAGE 6 INTRODUCTION Objectives of the manual 1. Identify the purpose of a data project a. Know what you want the data to illustrate b. Know what your end product will be 2. Match data needed to the purpose a. Identify what data are needed b. Map your data search 3. Master simple organizational tasks a. Know how to set up a spreadsheet for a primary database b. Know how to set up a spreadsheet for importing secondary data 4. Identify data sources a. Choose the appropriate source b. Choose the appropriate data within the data source 5. Know how to perform appropriate calculations a. Match calculations to the purpose b. Match calculations to the data 6. Know how to present the data a. Match data display to the purpose b. Maximize data presentation options South Dakota KIDS COUNT and The University of South Dakota Social Work Program PAGE 7 CHAPTER ONE Chapter One - Know the purpose for data: Why build a data story? Summary of Chapter The chapter will provide a brief overview of what data are and how data enrich our abilities to understand and describe our world. The difference between secondary and primary data is discussed. Through an exercise and example, learners enhance their appreciation and daily use of data. Objectives of Chapter I. To understand what data are II. To understand the difference between secondary and primary data III. To appreciate what data do for us What are data? Webster’s Dictionary (Merriam-Webster, 2005) defi nes data as “factual information (as measurements or statistics) used as a basis for reasoning, discussion, or calculation.” Data must be measurable and lay the foundation for discussion, calculation, and/or reasoning. You determine the purpose for your data to guide what you hope to discover or support. What you are investigating will defi ne your data sources. The purpose for your inquiry will also help determine how you will assemble, not just gather, data. The assembly of the correct data leads to sound decision-making. Consider the difference between gathering data and assembling data. Gathering or assembling data The defi nition (Merriam-Webster, 2005) of gather is "to cause to come together; to accumulate gradually, amass, harvest, pick." What you end up with is a pile of data much like the pile of stones in the picture. It is gathered but what it is intended to show us is unclear. A well defi ned purpose for data is Gather critical. The defi nition (Merriam-Webster, 2005) of assemble is "to bring together into a group or a whole; to fi t together or join together the parts." By assembling data you are working towards a purpose. You have an end product in mind and you are building toward that goal. You are telling the story, illustrating the purpose of your data or research with your data. Assemble South Dakota KIDS COUNT and The University of South Dakota Social Work Program PAGE 8 CHAPTER ONE To put it another way, when you order