Data Quality Assurance: An Impetus in

Improving Partner(s) Data Management and Reporting

NOPE BIANNUAL CONFERENCE

18-20th June 2014

NAIROBI

Presented by Lily Murei

Global Communities

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Presentation Outline • Background• Objectives• Methods • Results/Discussions• Lessons • Recommendation • Conclusion

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Background• Healthy Outcome through Prevention Education (HOPE)

Program seeks to improve HIV and AIDS Knowledge, Attitudes and Practices (KAP) among primary and secondary-aged students through peer, school, and community-based interventions

• Implementation of the program is guided by a performance monitoring plan that stipulates when and what data is to be collected for reporting.

• Program performance is guided by data collected and submitted by implementing partners

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Background cont.. • The Program has developed a set of standardized data

collection tools for data capture by partners • Like most organizations, data collection is largely through

standardized participant signing sheet • Data capture, management and verification is manual

which affects reporting timeliness and quality • Routine data quality assessments is in built into program

monitoring and evaluation• A mechanism to track and ensure quality assurance of

reporting data 4

Objectives of presentation• Explore partners’ capacity gaps with regard to data

quality and management. • Determine areas requiring technical support in data

quality and management.• Explore ways of strengthening implementing partners’

staff capacity in data quality and management.

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Methods • A set of RDQAs was conducted between May and

September 2013 on four partners using a standardized tool.

• Interviews were done with partner program and monitoring staff and management.

• Action plans for identified gaps were developed indicating when and how to address gaps.

• Debriefing meetings held with management for ownership and support of implementation of action plans.

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Results • RDQA showed that data capture and management was a

key challenge • Lack of a centralized depository for data captured through

participants signing sheets for beneficiaries reached • Summarizing information from the hard copy signed

sheets for reporting was cumbersome and led to errors and late reporting

• Technical support was provided to implementing partners’ program and M &E staff

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Results cont.. • Database developed in Access and excel guided by the

reporting requirements • Information captured is disaggregated by as per program

reporting (by type of activity age, sex, class, school)• Database generate summaries for reporting • Reduction of double counting or missing out • Verification of data entered is easier- data clerks entered

data, verification is done by M&E staff• Generation of reports is timely and is quality assured

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Lessons learnt• Management support is a pillar in achieving set

objective/actions for quality improvement• Databases act as a reference point, provide a wealth of

information for not only reporting but also for data analysis and timely decision making

• Participatory approaches in M &E adds value to organization social capital promotes stronger ownership & commitment

• Signing sheet is a useful M &E data source, beyond it being an evidence of participation

Recommendations • Support and continuous training for partners to enhance

their M & E capacity and data quality • Engagement with senior management in program M &E

activities to ensure sustainability of best practices• Consistent data quality assurance is needed through onsite

monitoring and evaluation technical support/mentoring.• Enhance partner onsite technical support/capacity

development as it is a better experiential learning

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Conclusions• Systematic way of storing and managing data, contributes

to quality and timely reporting quality.• Ensuring necessary commitments, resources, preparation

and skills for routine data assessments are key success factors

• Building partnerships and sense of local ownership for not only project performance but supporting partners to build a knowledge base from data they generate and ;

• Provide evidence based programming and institutional memory of impact

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Thank you