KEYS TO EFFECTIVE HEALTH PROMOTION Key #22 Data organization

							                        KEYS TO EFFECTIVE HEALTH PROMOTION


                                   Key #22: Data organization

Keeping data organized is essential in order to be able to determine health promotion program
impact and participant progress. Use the simple steps below to keep your data organized.

Manage data electronically.
  •  Storing program outcomes data electronically is the best way to manage that information.
  •  An electronic system will enable you to review and analyze the data more efficiently.
  •  Scan old surveys and other program information that exist only on paper into .pdf format
     for permanent storage.

Find the system that works best for you.
   •  Some people are more comfortable with spreadsheet applications; others prefer to work
      with database applications.
   •  You will be more likely to use a program that you are familiar and/or comfortable with.
   •  Standardize data collection and organization. Keep data columns/fields in the same order
      for all health promotion programs.

Keep it as simple as possible.
  •   You do not have to be a programming wizard or use complicated data entry interfaces in
      order to manage program outcomes data.
  •   A simple spreadsheet is an excellent way to keep your data organized.

Store all data numerically.
   •  Using numbers (instead of words) will make the data much easier to enter and analyze.
      For example: use “1” for yes; “0” for no OR “1” for male; “2” for female.
   •  Number survey responses that contain strings of words. For example: instead of entering
      the responses: “patient education videos”, “news,” or “no TV,” number the responses so
      you only have to enter “1,” “2,” or “3.”

Label all data clearly.
   •  Make sure all the data columns, rows, or fields are labeled. The data is worthless if you
      don’t know what data is in which column.
   •  The spreadsheet/database should include an explanation for column, row, field, and data
      abbreviations and a key for numbered responses.

Use consistent data units.
   •  Make sure all data entered into a given column is expressed with the same unit of
      measure. For example, enter all heights as total inches, not as a combination of feet and
      inches.

Putting your data in order by using a simple system that works for you will enable you to track
participant accomplishments. Keeping your data organized also makes it easier to communicate
program impact to leadership and make program improvements as needed.

                To access the complete set of Keys to Effective Health Promotion, go to: http://chppm-
                                    www.apgea.army.mil/dhpw/Population/keys.aspx.
                  For questions about the HPPI Program contact: hppi_program_info@amedd.army.mil.