Photo by JESHOOTS.COM on Unsplash
Minimizing the burden for people contributing information to a measurement and evaluation system should be a high priority in order to ensure better information completeness and validity, as noted earlier. To make reporting easier:
- Use existing systems where possible.
- Keep the overall system as short and simple as possible. Include essential metrics, but consider very carefully whether “nice to have” items are worth the additional length.
- Pre-test new questions or systems to eliminate areas of confusion and identify potential “pain points.”
- Use in-system prompts, definitions, and instructions to guide reporters.
- Try to build in a benefit to the reporter, e.g. can the system add value for them in terms of analysis or clear presentation of the information they’ve provided.
The table summarizes these and other dimensions that can make it easier or harder on reporters to provide complete, accurate information.
Reporter ease of use and data system attributes
| Attribute | Easier | Harder | Notes |
|---|---|---|---|
| Familiarity | Familiar/have been using already | Unfamiliar/new | Individual and institutional knowledge about reporting channels builds over time, making ongoing systems easier than new ones |
| Type of questions/data fields | Closed ended/clearly defined fields | Open ended fields | Open-ended takes more thought and effort and is subject to judgement and confusion about what is wanted, resulting in non-use. |
| Simplicity | Simple, targeted focus | Complex, multi-dimensional or multiple different sections | Complex systems can affect both use, as people won't use it, and data validity, as mistakes are more likely. |
| Instructions | Integrated into data collection tool | Separate resource | Reporters have a hard time going back and forth between a form and a set of instructions. |
| Amount of reporter judgement required | Low--clear, well-defined | High--ambiguity about whether, where and/or how to enter data | Systems that require a high degree of reporter judgement, including whether an activity should be entered, where it should be entered, and how it should be entered, will result in reporters getting bogged down. |
| Benefit to reporter | Clear benefit or mandated | No clear benefit | Where a system is not mandated, and there is no clear benefit like access to resources, services, or authorization for something, it will be a low priority for reporter |
| Frequency | Regular | Periodic | People forget how to use system, meaning that they have "start-up costs" each time. Discourages them from using it |
