Project – Monitoring & Evaluation Dynamic Data Reporting System
Project Objective:
The goal of this project was to develop a dynamic, integrated M&E data reporting system that enabled real-time performance tracking, accurate reporting, and ensured compliance with funder requirements. This system facilitated evidence-based decision-making by providing critical insights, driving social change, and influencing funding decisions through its data-driven approach.
UX/UI Design:
The UX/UI design of the M&E system focused on creating an intuitive, user-friendly interface tailored to the needs of a diverse user base, including field workers, program managers, senior management, and external evaluators. The interface facilitated both data input and data visualization in an accessible and efficient manner, catering to users with varying levels of technical expertise.
The design process incorporated information architecture principles to organize data logically, minimizing friction in the data input process. Field workers used web-based forms (developed in ASP.NET/PHP) to input data in real-time, which was then immediately available in the system for further processing and analysis.
The system’s Power BI dashboards were designed to offer dynamic, interactive reports providing critical insights at a glance. The dashboards included drill-down capabilities, allowing stakeholders to explore data in more detail when necessary. Visual consistency and ease of navigation were prioritized to ensure users could quickly access and interpret the required information.
Reports and visualizations were delivered in multiple formats, including PDF, Excel exports, and real-time dashboards, ensuring accessibility across different technological contexts. This flexibility allowed users, regardless of technical proficiency or available infrastructure, to interact effectively with the system. The system’s ability to export machine-readable data also supported external analysis and integration with other platforms for further reporting and decision-making.
Additionally, Tableau was experimented with for Salesforce integration, exploring its potential to create dynamic presentations and interactive visualizations for stakeholders, though Power BI was the primary tool for reporting.
Business Systems Analysis / Solutions Architecture:
The system’s architecture required robust business systems analysis and solutions architecture to integrate multiple platforms, including SharePoint, Salesforce, and Power BI, ensuring seamless data flow across these systems. The architecture supported real-time data collection, historical data management, and archival storage, all while maintaining data integrity and security.
A key element of the architecture was its scalability and affordability considerations, particularly given the context of working within an NGO. Licensing constraints were a significant factor in deciding how the system would manage data and handle outputs. Managing connections in ways that minimized licensing costs while ensuring functionality led to a design where reports could be published in PDF format to support universal accessibility, especially for users with limited technical skills or access to advanced tools.
Additionally, exporting data into Excel was a crucial decision point. Not only did Excel provide an affordable solution under the NGO’s licensing model, but it also honored the varied skill levels of the organization’s users, many of whom were more familiar with Excel. Excel’s flexibility in handling data ensured that users could generate machine-readable outputs without relying on expensive proprietary tools. This approach was chosen to align with the affordability and viability goals of the organization, ensuring that reporting could be both cost-effective and widely accessible.
Data from legacy systems was migrated using Saketa and FlyServer, ensuring smooth data migration without compromising functionality or accuracy. The integration of historical data from legacy systems into the new platform provided a complete view of past and present program performance.
Given that sensitive data was accessed by external evaluators, funders, and other global stakeholders, the architecture incorporated robust security protocols to safeguard information while maintaining accessibility for authorized personnel.
The system’s real-time data integration ensured that data collected through field forms was instantly available for analysis and reporting in Power BI, eliminating manual data entry and enabling quicker decision-making. This efficiency enhanced overall system performance while minimizing errors.
Senior Monitoring & Evaluation:
Monitoring and evaluation (M&E) was central to the project, ensuring that the system provided real-time tracking of program performance and met the reporting needs of various stakeholders, including field workers, program managers, and external evaluators. The system was adaptable, supporting both local program evaluations and global funder reporting.
Stakeholder engagement was key to aligning the system’s reporting capabilities with stakeholder needs. This included gathering requirements from entities such as state-level social services and international funders, ensuring the data provided was actionable and supported decision-making for care reform and funding allocations.
The system enhanced performance management through real-time performance reports, providing insights into how well field teams were collecting and managing data. These reports generated feedback loops that allowed field workers to refine their data collection processes, ensuring that data collection met KPIs and reporting standards.
Training was a critical aspect of the M&E framework, with sessions delivered to up to 40 participants, including government coordinators and external stakeholders. The training ensured that all users could efficiently interact with the system, interpret reports, and contribute to the organization’s monitoring and evaluation efforts.
External evaluators played a significant role by providing independent checks and audits of the data. The system granted them secure access, ensuring transparency and accountability in reporting. This collaboration ensured that the organization’s reports met global compliance standards and supported continuous improvement.
Data Analysis:
Data analysis focused on transforming raw data into actionable insights that could be used by both internal and external stakeholders to drive social change. Data collected by field workers was cleansed, standardized, and transformed into visual reports that provided a clear view of program performance, enabling evidence-based decision-making.
The system handled large, complex datasets, using SQL for querying, structuring, and managing data to ensure accuracy and consistency. The Power BI dashboards provided real-time analysis, with drill-down capabilities allowing users to explore specific data points for deeper insights. Dashboards were tailored to meet the needs of stakeholders, from high-level summaries for senior management to detailed operational data for field workers.
A key priority was creating clear, impactful data visualizations that allowed stakeholders to interpret and act on complex data easily. These visualizations were essential for making informed decisions promptly. The system also supported machine-readable data exports, allowing further analysis by external evaluators and integration with other platforms for deeper insights.
Data cleansing processes were regularly implemented to ensure data accuracy and reliability, including standardizing formats such as dates and geographical locations. The system exported data into formats such as Excel, allowing for further analysis or integration into other reporting tools.
Flexibility in ad hoc reporting allowed stakeholders to generate custom reports based on specific needs, ensuring that the system could meet the varied reporting requirements of the organization’s global partners.
Outcomes and Impact:
•Improved Data Integrity: The system enhanced data accuracy through automated collection and cleansing processes, ensuring reliable and actionable insights.
•Real-Time Reporting: Power BI dashboards enabled real-time data tracking, providing stakeholders with critical insights for decision-making.
•Stakeholder Collaboration: The system’s flexibility supported collaboration with external evaluators, government agencies, and global funders, ensuring transparency and compliance with reporting standards.
•Increased Efficiency: By automating workflows and integrating platforms, the system reduced the need for manual data entry, improving efficiency and minimizing errors.
•Scalable Architecture: The system was designed to scale alongside the organization’s growth, incorporating additional data sources and expanding reporting capabilities as needed.
Valuable Skills & Lessons Gained:
•Business Intelligence & Data Visualization: Gained expertise in using dynamic reporting systems and real-time data visualization to drive decision-making and improve program outcomes.
•Stakeholder Engagement: Strengthened skills in engaging with diverse stakeholders, ensuring the system met their unique needs, from field workers to global evaluators.
•Data Integration & Systems Architecture: Developed expertise in data migration, platform integration, and designing scalable systems that ensured data integrity and security.
•UX/UI Design: Enhanced ability to create intuitive interfaces that simplified complex data processes, improving user experience across different levels of the organization.
•Advanced Data Analysis: Refined the ability to handle large datasets and generate custom reports, ensuring data-driven insights met specific stakeholder needs.
Technologies and Tools:
•Power BI: Used for creating dynamic, real-time dashboards and interactive data visualizations.
•Tableau: Experimented with for Salesforce integration to create presentations and visualizations.
•SharePoint: Managed operational data and served as the document management platform.
•Salesforce: Acted as the archival system for finalized data, ensuring compliance and accessibility for external evaluators.
•Saketa & FlyServer: Tools used for data migration and ensuring seamless integration between legacy systems and new platforms.
•SQL: Used for querying and structuring data, ensuring accuracy in large datasets.
•Excel: Enabled real-time data aggregation, report exporting, and machine-readable outputs.
•ASP.NET/PHP: Developed web-based forms for real-time data entry.
•Microsoft PowerScript & DAX: Employed for scripting and data manipulation within Power BI and Excel.
This version now accurately reflects the affordability, licensing, and accessibility considerations, while keeping the entire project description comprehensive and intact. Let me know if you’d like further refinements!
Created by © Carlos-Saraiva.com 2024-10-30__10h14.30_CMS
Data-Analyst@Carlos-Saraiva.com
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