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NON-PROFIT DATA
IT’S ABOUT THE STORY, NOT THE TECHNOLOGY

Sunday, February 2, 14
WIELD DATA WISELY AND WELL
•

Introductions and Ground Rules

•

Data in 2 Acts:

•
•
•

Act I: How Information Flows
Act II: How Information is Stored

Data in Practice:

•
•

Speaking to Geeks

Data in the Non-Profit

Sunday, February 2, 14
CHAPTER 1: INTRODUCTIONS AND GROUND RULES
OR, GETTING THE LITTLE STUFF OUT OF THE WAY

1.Who am I?
2.Who are you?
3.Why are we here?
4.Ground Rules

Sunday, February 2, 14
YOUR HUMBLE NARRATOR
JENN TAYLOR
COO & SENIOR SALESFORCE CONSULTANT, 501PARTNERS LLC

•
•

Translator between business needs and
technology for non-profits

•

Sunday, February 2, 14

Almost 20 years coaxing meaning out of data
in complex environments

MBA in Nonprofit Management, PMP, and
other acronyms besides
WHO ARE YOU?
Executive Directors?
Board members?
Program managers?
Program Staff?
Technologists?
Volunteers?
Grantors?
IMAGE COURTESY ALICE 8TH AT DEVIANTART:
HTTP://ALICE8TH.DEVIANTART.COM/ART/WHO-ARE-YOU-ALICE-IN-WONDERLAND-298729487

Sunday, February 2, 14
WHY ARE WE HERE?
OR, EVERYTHING I EVER NEEDED TO KNOW ABOUT DATA, I LEARNED FROM A CHILDREN’S BOOK

IT ISN’T ABOUT
THE DATA.
“Would you tell me, please, which
way I ought to go from here?”
“That depends a good deal on where
you want to get to,” said the Cat.
“I don’t much care where--” said
Alice.
“Then it doesn’t matter which way
you go,” said the Cat.
“--so long as I get somewhere,” Alice
added as an explanation.
“Oh, you’re sure to do that,” said the
Cat, “if you only walk long enough.”
IMAGE COURTESY LENNY’S ALICE IN WONDERLAND SITE:
HTTP://WWW.ALICE-IN-WONDERLAND.NET/ALICEPIC/ALICE-IN-WONDERLAND/1BOOK22.JPG

Sunday, February 2, 14

IT’S ABOUT THE
STORY YOU HAVE
TO TELL.
GROUND RULES
OR, WHY HUMANITIES MAJORS SHOULD NEVER FEAR TECHNOLOGISTS

You don’t tell a story by carefully plotting out the
letters that make up the words that make up the
sentences.
You have to know the story you’re trying to tell: first, thesis. Then,
main arguments. Then, data.
Outlines improve your stories. Logic models improve your data.

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14
CHAPTER 2: DATA IN 2 ACTS
OR, HOW THINGS YOU ALREADY KNOW CAN HELP YOU MANAGE YOUR DATA

1.Act 1: How Information Flows
1.1.Scene 1: Where your logic model is important
1.2.Scene 2: Where your data resembles a butterfly
2.Act 11: How Information is Stored
2.1.Scene 1: Where Excel is not demonized
2.2.Final Scene: Where the human mind is impressive

Sunday, February 2, 14
ACT 1: HOW INFORMATION FLOWS
INPUTS

OUTPUTS

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14
ACT 1: HOW INFORMATION FLOWS
INPUTS

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14

OUTPUTS
ACT 1: HOW INFORMATION FLOWS
INPUTS

PROCESS

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14

OUTPUTS
ACT 1: HOW INFORMATION FLOWS
STIMULUS

INPUTS

PROCESS

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14

OUTPUTS
ACT 1: HOW INFORMATION FLOWS
STIMULUS

INPUTS

PROCESS

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14

OUTPUTS
ACT 1: HOW INFORMATION FLOWS
STIMULUS

INPUTS

PROCESS

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14

OUTPUTS
ACT 1: HOW INFORMATION FLOWS
STIMULUS

INPUTS

PROCESS

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14

OUTPUTS
ACT 1: HOW INFORMATION FLOWS
SCENE 1, WHERE YOUR LOGIC MODEL OUTLINES HOW YOU EXPECT YOUR INFORMATION TO FLOW

CHANGES DRIVEN BY ANALYSIS AT EACH STAGE

STIMULUS

Sunday, February 2, 14

INPUTS

PROCESS

OUTPUTS

CONSUMPTION
ACT 1: HOW INFORMATION FLOWS
SCENE 1, WHERE YOUR LOGIC MODEL OUTLINES HOW YOU EXPECT YOUR INFORMATION TO FLOW

CHANGES DRIVEN BY ANALYSIS AT EACH STAGE

STIMULUS

INPUTS

PROCESS

OUTPUTS

CONSUMPTION

In the For-Profit world, Supply Chains are managed using the LEAN principal “SIPOC”:
Suppliers

Sunday, February 2, 14

Inputs

Process/Systems/Activities

Outputs

Customers
ACT 1: HOW INFORMATION FLOWS
SCENE 1, WHERE YOUR LOGIC MODEL OUTLINES HOW YOU EXPECT YOUR INFORMATION TO FLOW

CHANGES DRIVEN BY ANALYSIS AT EACH STAGE

STIMULUS

INPUTS

PROCESS

OUTPUTS

CONSUMPTION

In the For-Profit world, Supply Chains are managed using the LEAN principal “SIPOC”:
Suppliers

Inputs

Process/Systems/Activities

Outputs

Customers

In Our world, Programs are Created using a Logic Model:
Inputs

Sunday, February 2, 14

Activities

Outputs

Outcomes

Impact
ACT 1: HOW INFORMATION FLOWS
SCENE 2, WHERE DATA HAS ITS OWN LIFE INSIDE YOUR ORGANIZATION

Capture(

Adjust!

Report(
and(
Analyze(

Store(
Manage(
&(Use(

Sunday, February 2, 14
ACT 1I: HOW INFORMATION IS STORED
OR, A BORING BUT NECESSARY OVERVIEW OF HOW DATA BECOMES INFORMATION

Name

Address

Phone

Donation Amount

John Smith

234 State Street, Somerville
MA 02145

617-555-1212

$150

Jane Doe

16 A Last Lane, Cambridge,
MA 01212

617-555-1212

$75

When we think about how data is stored, we tend to
think it’s a lot like Excel.
And, at it’s simplest, it can be.
Sunday, February 2, 14
ACT 1I: HOW INFORMATION IS STORED
OR, A BORING BUT NECESSARY OVERVIEW OF HOW DATA BECOMES INFORMATION

Name

Phone

Donation Amount

John Smith

234 State Street, Somerville
MA 02145

617-555-1212

$150

Jane Doe

Sunday, February 2, 14

Address

16 A Last Lane, Cambridge,
MA 01212

617-555-1212

$75
ACT 1I: HOW INFORMATION IS STORED
OR, A BORING BUT NECESSARY OVERVIEW OF HOW DATA BECOMES INFORMATION

Name

Address

Phone

Donation Amount

John Smith

234 State Street, Somerville
MA 02145

617-555-1212

$150

Jane Doe

16 A Last Lane, Cambridge,
MA 01212

617-555-1212

$75

This structure has limits as you grow.
What happens when John Smith donates twice?

Sunday, February 2, 14
ACT 1I: HOW INFORMATION IS STORED
Name

Jane Doe

16 A Last Lane,
Cambridge, MA 01212

617-555-1212

617-555-1212

Amount

Date

$150

3/1/2012

John Smith

$200

5/29/2013

John Smith

234 State Street,
Somerville MA 02145

Phone

Name
John Smith

John Smith

Address

$50

12/23/2013

Jane Doe

$75

12/1/2013

As you move into more complex systems, the layers on
top of data storage become important to understand.
Why?
Sunday, February 2, 14
ACT 1I: HOW INFORMATION IS STORED

Even this simple structure can be combined to
produce 3 different stories.

Sunday, February 2, 14
ACT 1I: HOW INFORMATION IS STORED
1. “FLATTENED” WHICH IS VERY HARD TO DO WITHOUT PROGRAMMING, OR A HUMAN

Name
John Smith

Jane Doe

Address

Phone

234 State Street,
617-555-1212
Somerville MA 02145

16 A Last Lane,
Cambridge, MA
01212

617-555-1212

Amt 1 Date 1 Amt 2 Date 2
$150

3/1/2012

$75

$200

5/29/2013

12/1/2013

Even this simple structure can be combined to
produce 3 different stories.

Sunday, February 2, 14
ACT 1I: HOW INFORMATION IS STORED

Even this simple structure can be combined to
produce 3 different stories.

Sunday, February 2, 14
ACT 1I: HOW INFORMATION IS STORED
2. “SUMMARY” WHICH GIVES ONE ROW PER PERSON, AND SUMMARIZES THE REST

Name

Address

Phone

Total Giving

John Smith

234 State Street, Somerville
MA 02145

617-555-1212

$400

Jane Doe

16 A Last Lane, Cambridge,
MA 01212

617-555-1212

$75

Even this simple structure can be combined to
produce 3 different stories.

Sunday, February 2, 14
ACT 1I: HOW INFORMATION IS STORED

Even this simple structure can be combined to
produce 3 different stories.

Sunday, February 2, 14
ACT 1I: HOW INFORMATION IS STORED
3. “REPEATING” OR “JOINED” WHICH GIVES ALL THE DATA FOR WHATEVER HAS THE MOST ROWS

Name

Address

Phone

Amount

Date

John Smith

234 State Street,
Somerville MA 02145

617-555-1212

$150

3/1/2012

John Smith

234 State Street,
Somerville MA 02145

617-555-1212

$200

5/29/2013

John Smith

234 State Street,
Somerville MA 02145

617-555-1212

$50

12/23/2013

Jane Doe

16 A Last Lane,
Cambridge, MA
01212

617-555-1212

$75

12/1/2013

Even this simple structure can be combined to
produce 3 different stories.

Sunday, February 2, 14
ACT 1I: HOW INFORMATION IS STORED
THE FINAL SCENE, WHERE HUMAN BRAINS REALIZE HOW MUCH THEY TAKE FOR GRANTED

Human brains apply lots of thinking before and during data input
There is always a screen you enter data into
Complex systems let you define some rules (When we have a donation, we credit the
donor and her family)
System’s Built In Rules (if name not empty, store in Name field in Database)
Database (John, Smith, 123 Street, $150, 80)
Physical Storage (001101010101)

It isn’t important to understand the technology.
It is important to understand what the technology does.

Sunday, February 2, 14
CHAPTER 3: DATA IN PRACTICE
OR, WHAT HAPPENS WHEN TECHNOLOGISTS AND REAL PEOPLE COLLIDE AND HOW TO AVOID IT

1. The Seductiveness of Screens and Brains
2. Speaking to Geeks
2.1.Helpful hints to ensure mutual understanding
2.2.Armed with charts, not afraid to use them

Sunday, February 2, 14
DATA IN PRACTICE
OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS

CHANGES DRIVEN BY ANALYSIS AT EACH STAGE

STIMULUS

Sunday, February 2, 14

INPUTS

PROCESS

OUTPUTS

CONSUMPTION
DATA IN PRACTICE
OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS

CHANGES DRIVEN BY ANALYSIS AT EACH STAGE

STIMULUS

Sunday, February 2, 14

INPUTS

PROCESS

OUTPUTS

CONSUMPTION
DATA IN PRACTICE
OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS

CHANGES DRIVEN BY ANALYSIS AT EACH STAGE

STIMULUS

INPUTS

PROCESS

OUTPUTS

CONSUMPTION

Most data projects focus on Inputs...because this is
where we build screens to shove data into a
database.
It’s usually the most clearly defined piece.
It’s usually the piece a program manager can
articulate in her sleep.

Sunday, February 2, 14
DATA IN PRACTICE
OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS

Human brains apply lots of thinking before and during data input
There is always a screen you enter data into
Complex systems let you define some rules (When we have a donation, we credit the
donor and her family)
System’s Built In Rules (if name not empty, store in Name field in Database)
Database (John, Smith, 123 Street, $150, 80)
Physical Storage (001101010101)

Sunday, February 2, 14
DATA IN PRACTICE
OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS

Human brains apply lots of thinking before and during data input
There is always a screen you enter data into
Complex systems let you define some rules (When we have a donation, we credit the
donor and her family)
System’s Built In Rules (if name not empty, store in Name field in Database)
Database (John, Smith, 123 Street, $150, 80)

Sunday, February 2, 14
DATA IN PRACTICE
OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS

Human brains apply lots of thinking before and during data input
There is always a screen you enter data into
Complex systems let you define some rules (When we have a donation, we credit the
donor and her family)

Database (John, Smith, 123 Street, $150, 80)

Sunday, February 2, 14
DATA IN PRACTICE
OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS

Human brains apply lots of thinking before and during data input
There is always a screen you enter data into

Database (John, Smith, 123 Street, $150, 80)

Sunday, February 2, 14
DATA IN PRACTICE
OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS

Human brains apply lots of thinking before and during data input
There is always a screen you enter data into

Database (John, Smith, 123 Street, $150, 80)

Sunday, February 2, 14
DATA IN PRACTICE
OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS

Human brains apply lots of thinking before and during data input
There is always a screen you enter data into

Database (John, Smith, 123 Street, $150, 80)

This is all we really need to get data into a database: a
brain, a screen, and storage
Sunday, February 2, 14
DATA IN PRACTICE
OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS

“The twinkling of what?” said the King.
“It began with the tea,” the Hatter replied.
“Of course twinkling begins with a T!” said the King
sharply. “Do you take me for a dunce? Go on!”
“I’m a poor man,” the Hatter went on,” and most
things twinkled after that--”

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET

Everything goes fine at first. After a year or so, you need
a report.
The results make you think you’re talking to the Mad
Hatter. Why?

Sunday, February 2, 14
DATA IN PRACTICE
OR, WHAT USUALLY HAPPENS WHEN TECHNOLOGISTS AND REAL PEOPLE COLLIDE

The focus on inputs usually means:

•We probably didn’t document the decisions that sit
between the screen and the storage.

•We probably didn’t think about the story the data is

trying to tell, and designed for easy storage rather than
smart retrieval.
In other words, we focused on the
technology and ignored the context.

Sunday, February 2, 14
SPEAKING TO GEEKS
Data, without context, has no meaning.
Data, with context, is information.
Information is how you tell a story.

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE:
HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14
SPEAKING TO GEEKS
Data, without context, has no meaning.
Data, with context, is information.
Information is how you tell a story.

DATA: JOHN, HATTER, TEA, 76, 108

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE:
HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14
SPEAKING TO GEEKS
Data, without context, has no meaning.
Data, with context, is information.
Information is how you tell a story.

DATA: JOHN, HATTER, TEA, 76, 108
WHAT’S THE STORY?
John hatter, aged 76, drank tea for 108
days straight.
IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE:
HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14
SPEAKING TO GEEKS
Data, without context, has no meaning.
Data, with context, is information.
Information is how you tell a story.

DATA: JOHN, HATTER, TEA, 76, 108

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE:
HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14
SPEAKING TO GEEKS
Data, without context, has no meaning.
Data, with context, is information.
Information is how you tell a story.

DATA: JOHN, HATTER, TEA, 76, 108
WHAT’S THE STORY?
John’s occupation is as a hatter. He
lives at 76 Tea Road, Apartment 108.
IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE:
HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14
SPEAKING TO GEEKS
Data, without context, has no meaning.
Data, with context, is information.
Information is how you tell a story.

DATA: JOHN, HATTER, TEA, 76, 108

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE:
HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14
SPEAKING TO GEEKS
Data, without context, has no meaning.
Data, with context, is information.
Information is how you tell a story.

DATA: JOHN, HATTER, TEA, 76, 108
WHAT’S THE STORY?
John works for Hatters, Inc. He is a
member of the Tea party. He is 76
years old with an estimated IQ of 108.
IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE:
HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14
SPEAKING TO GEEKS
OR, HELPFUL HINTS TO ENSURING “TEA” AND “T” ARE CLEARLY UNDERSTOOD BY ALL

1.Start with the end in mind.
“Of course twinkling
begins with a T!”

2.Contextualize your data, even if you
think your tech team should know by
now.
3.Use your logic model to guide
discovery on new projects, or add
context for report requests.

“It began with the tea,”

4.Ask questions! And frame them in
the understanding of your logic
model, data lifecycle and reality of
your organization.
5.Write it out, together, on a
whiteboard.

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14
SPEAKING TO GEEKS

WHERE YOU ARE ARMED WITH CHARTS AND NOT AFRAID TO USE THEM:
“WHO” AND “WHAT” QUESTIONS

CHANGES DRIVEN BY ANALYSIS AT EACH STAGE

STIMULUS

INPUTS

At what point do
What do we need to
people hear about our know to run our
program?
programs?
When do they engage What other data do
with us?
we or could we
collect?
Why do they engage
with us?
What do we need to
know to assess and
analyze our programs?

PROCESS

Once someone
engages and gives us
data, what do we do
with it?
Who are the
decisionmakers?
What prompts the
decision?

OUTPUTS

What do our program
managers need to see
on a daily basis to help
them during the
program?

CONSUMPTION

Who sees and uses
our outputs? When?
To what purpose?

Are our programs
leading to the desired
What do we want to outcomes/impact?
see to help us improve How do we know?
our programs?
What do our grantors
want to see?

“Who,” “What” and “When” Questions Come First
Sunday, February 2, 14
SPEAKING TO GEEKS

WHERE YOU ARE ARMED WITH CHARTS AND NOT AFRAID TO USE THEM:
“HOW” QUESTIONS

CHANGES DRIVEN BY ANALYSIS AT EACH STAGE

STIMULUS

INPUTS

How, exactly, do we
How do we ask
get in front of people? people to provide
information? Paper?
How do we ensure we Computer?
get a good response?
How do we structure
the request for
information so that it
gets completed,
accurately, with all
data?

OUTPUTS

CONSUMPTION

How exactly does the
program manager
work with the data
when it’s “In play”?

How do we want to
view the data? In a
single instance? In
aggregate?

How do we get data in
front of the
consumer? Internal
consumers? External
consumers?

How does the data
manager transform
the data? What
decisions are made,
when, to what result?

How do we access
reports for daily or
ad-hoc use? How do
we access reports for
quarterly, annual, or
aggregate use?

PROCESS

“How” Questions Come After
Sunday, February 2, 14

How do we expect
them to interact with
the data? View? Take
action?
SPEAKING TO GEEKS
WHERE YOU ARE ARMED WITH FEEDBACK LOOPS AND NOT AFRAID TO USE THEM
“What have we learned?
Can we adjust capture to
make reporting easier?
What about storage?
What about our
processes?”

Capture(

Adjust!

Report(
and(
Analyze(
“Can we ask questions and get
real, valid, useful, accurate
answers with a reasonable
amount of work?”

Sunday, February 2, 14

“Exactly what inputs do
we need to collect to
support this process?”

Store(
Manage(
&(Use(

“How should the data
be stored so we can get
to it “in play” and as a
report?”

“Are we able to get to the data
when we need it? Immediately and
over time? Is it serving our needs
and providing the information we
expect?”
CHAPTER 4: DATA IN THE NON-PROFIT
OR,YOU’VE NEARLY MADE IT THROUGH THIS PRESENTATION!

1. In summary....

Sunday, February 2, 14
DATA IN NON-PROFITS

Your organization has
more varied, and more
demanding, eyes on your
story than ever before.

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14
DATA IN NON-PROFITS

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14
DATA IN NON-PROFITS
Grantors and donors
say they want you to be
a data-driven
organization.
You know you need to
be a data-driven
organization.

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14
DATA IN NON-PROFITS

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14
DATA IN NON-PROFITS
You can make it easier
to deal with these
demands by focusing on
your mission.
Your mission should
always drive your data:
collection, storage, and
reports.

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14
DATA IN NON-PROFITS

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14
DATA IN NON-PROFITS
Start with the end in
mind. Know the story
you need to tell.
Then outline how you’ll
get there.
Then worry about the
paragraphs, sentences,
and spelling.
IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14
THANK YOU!

IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET

Sunday, February 2, 14

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Non-Profit Data: It's about the story (SoJust Presentation, Feb 3 2014)

  • 1. NON-PROFIT DATA IT’S ABOUT THE STORY, NOT THE TECHNOLOGY Sunday, February 2, 14
  • 2. WIELD DATA WISELY AND WELL • Introductions and Ground Rules • Data in 2 Acts: • • • Act I: How Information Flows Act II: How Information is Stored Data in Practice: • • Speaking to Geeks Data in the Non-Profit Sunday, February 2, 14
  • 3. CHAPTER 1: INTRODUCTIONS AND GROUND RULES OR, GETTING THE LITTLE STUFF OUT OF THE WAY 1.Who am I? 2.Who are you? 3.Why are we here? 4.Ground Rules Sunday, February 2, 14
  • 4. YOUR HUMBLE NARRATOR JENN TAYLOR COO & SENIOR SALESFORCE CONSULTANT, 501PARTNERS LLC • • Translator between business needs and technology for non-profits • Sunday, February 2, 14 Almost 20 years coaxing meaning out of data in complex environments MBA in Nonprofit Management, PMP, and other acronyms besides
  • 5. WHO ARE YOU? Executive Directors? Board members? Program managers? Program Staff? Technologists? Volunteers? Grantors? IMAGE COURTESY ALICE 8TH AT DEVIANTART: HTTP://ALICE8TH.DEVIANTART.COM/ART/WHO-ARE-YOU-ALICE-IN-WONDERLAND-298729487 Sunday, February 2, 14
  • 6. WHY ARE WE HERE? OR, EVERYTHING I EVER NEEDED TO KNOW ABOUT DATA, I LEARNED FROM A CHILDREN’S BOOK IT ISN’T ABOUT THE DATA. “Would you tell me, please, which way I ought to go from here?” “That depends a good deal on where you want to get to,” said the Cat. “I don’t much care where--” said Alice. “Then it doesn’t matter which way you go,” said the Cat. “--so long as I get somewhere,” Alice added as an explanation. “Oh, you’re sure to do that,” said the Cat, “if you only walk long enough.” IMAGE COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET/ALICEPIC/ALICE-IN-WONDERLAND/1BOOK22.JPG Sunday, February 2, 14 IT’S ABOUT THE STORY YOU HAVE TO TELL.
  • 7. GROUND RULES OR, WHY HUMANITIES MAJORS SHOULD NEVER FEAR TECHNOLOGISTS You don’t tell a story by carefully plotting out the letters that make up the words that make up the sentences. You have to know the story you’re trying to tell: first, thesis. Then, main arguments. Then, data. Outlines improve your stories. Logic models improve your data. IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14
  • 8. CHAPTER 2: DATA IN 2 ACTS OR, HOW THINGS YOU ALREADY KNOW CAN HELP YOU MANAGE YOUR DATA 1.Act 1: How Information Flows 1.1.Scene 1: Where your logic model is important 1.2.Scene 2: Where your data resembles a butterfly 2.Act 11: How Information is Stored 2.1.Scene 1: Where Excel is not demonized 2.2.Final Scene: Where the human mind is impressive Sunday, February 2, 14
  • 9. ACT 1: HOW INFORMATION FLOWS INPUTS OUTPUTS IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14
  • 10. ACT 1: HOW INFORMATION FLOWS INPUTS IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14 OUTPUTS
  • 11. ACT 1: HOW INFORMATION FLOWS INPUTS PROCESS IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14 OUTPUTS
  • 12. ACT 1: HOW INFORMATION FLOWS STIMULUS INPUTS PROCESS IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14 OUTPUTS
  • 13. ACT 1: HOW INFORMATION FLOWS STIMULUS INPUTS PROCESS IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14 OUTPUTS
  • 14. ACT 1: HOW INFORMATION FLOWS STIMULUS INPUTS PROCESS IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14 OUTPUTS
  • 15. ACT 1: HOW INFORMATION FLOWS STIMULUS INPUTS PROCESS IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14 OUTPUTS
  • 16. ACT 1: HOW INFORMATION FLOWS SCENE 1, WHERE YOUR LOGIC MODEL OUTLINES HOW YOU EXPECT YOUR INFORMATION TO FLOW CHANGES DRIVEN BY ANALYSIS AT EACH STAGE STIMULUS Sunday, February 2, 14 INPUTS PROCESS OUTPUTS CONSUMPTION
  • 17. ACT 1: HOW INFORMATION FLOWS SCENE 1, WHERE YOUR LOGIC MODEL OUTLINES HOW YOU EXPECT YOUR INFORMATION TO FLOW CHANGES DRIVEN BY ANALYSIS AT EACH STAGE STIMULUS INPUTS PROCESS OUTPUTS CONSUMPTION In the For-Profit world, Supply Chains are managed using the LEAN principal “SIPOC”: Suppliers Sunday, February 2, 14 Inputs Process/Systems/Activities Outputs Customers
  • 18. ACT 1: HOW INFORMATION FLOWS SCENE 1, WHERE YOUR LOGIC MODEL OUTLINES HOW YOU EXPECT YOUR INFORMATION TO FLOW CHANGES DRIVEN BY ANALYSIS AT EACH STAGE STIMULUS INPUTS PROCESS OUTPUTS CONSUMPTION In the For-Profit world, Supply Chains are managed using the LEAN principal “SIPOC”: Suppliers Inputs Process/Systems/Activities Outputs Customers In Our world, Programs are Created using a Logic Model: Inputs Sunday, February 2, 14 Activities Outputs Outcomes Impact
  • 19. ACT 1: HOW INFORMATION FLOWS SCENE 2, WHERE DATA HAS ITS OWN LIFE INSIDE YOUR ORGANIZATION Capture( Adjust! Report( and( Analyze( Store( Manage( &(Use( Sunday, February 2, 14
  • 20. ACT 1I: HOW INFORMATION IS STORED OR, A BORING BUT NECESSARY OVERVIEW OF HOW DATA BECOMES INFORMATION Name Address Phone Donation Amount John Smith 234 State Street, Somerville MA 02145 617-555-1212 $150 Jane Doe 16 A Last Lane, Cambridge, MA 01212 617-555-1212 $75 When we think about how data is stored, we tend to think it’s a lot like Excel. And, at it’s simplest, it can be. Sunday, February 2, 14
  • 21. ACT 1I: HOW INFORMATION IS STORED OR, A BORING BUT NECESSARY OVERVIEW OF HOW DATA BECOMES INFORMATION Name Phone Donation Amount John Smith 234 State Street, Somerville MA 02145 617-555-1212 $150 Jane Doe Sunday, February 2, 14 Address 16 A Last Lane, Cambridge, MA 01212 617-555-1212 $75
  • 22. ACT 1I: HOW INFORMATION IS STORED OR, A BORING BUT NECESSARY OVERVIEW OF HOW DATA BECOMES INFORMATION Name Address Phone Donation Amount John Smith 234 State Street, Somerville MA 02145 617-555-1212 $150 Jane Doe 16 A Last Lane, Cambridge, MA 01212 617-555-1212 $75 This structure has limits as you grow. What happens when John Smith donates twice? Sunday, February 2, 14
  • 23. ACT 1I: HOW INFORMATION IS STORED Name Jane Doe 16 A Last Lane, Cambridge, MA 01212 617-555-1212 617-555-1212 Amount Date $150 3/1/2012 John Smith $200 5/29/2013 John Smith 234 State Street, Somerville MA 02145 Phone Name John Smith John Smith Address $50 12/23/2013 Jane Doe $75 12/1/2013 As you move into more complex systems, the layers on top of data storage become important to understand. Why? Sunday, February 2, 14
  • 24. ACT 1I: HOW INFORMATION IS STORED Even this simple structure can be combined to produce 3 different stories. Sunday, February 2, 14
  • 25. ACT 1I: HOW INFORMATION IS STORED 1. “FLATTENED” WHICH IS VERY HARD TO DO WITHOUT PROGRAMMING, OR A HUMAN Name John Smith Jane Doe Address Phone 234 State Street, 617-555-1212 Somerville MA 02145 16 A Last Lane, Cambridge, MA 01212 617-555-1212 Amt 1 Date 1 Amt 2 Date 2 $150 3/1/2012 $75 $200 5/29/2013 12/1/2013 Even this simple structure can be combined to produce 3 different stories. Sunday, February 2, 14
  • 26. ACT 1I: HOW INFORMATION IS STORED Even this simple structure can be combined to produce 3 different stories. Sunday, February 2, 14
  • 27. ACT 1I: HOW INFORMATION IS STORED 2. “SUMMARY” WHICH GIVES ONE ROW PER PERSON, AND SUMMARIZES THE REST Name Address Phone Total Giving John Smith 234 State Street, Somerville MA 02145 617-555-1212 $400 Jane Doe 16 A Last Lane, Cambridge, MA 01212 617-555-1212 $75 Even this simple structure can be combined to produce 3 different stories. Sunday, February 2, 14
  • 28. ACT 1I: HOW INFORMATION IS STORED Even this simple structure can be combined to produce 3 different stories. Sunday, February 2, 14
  • 29. ACT 1I: HOW INFORMATION IS STORED 3. “REPEATING” OR “JOINED” WHICH GIVES ALL THE DATA FOR WHATEVER HAS THE MOST ROWS Name Address Phone Amount Date John Smith 234 State Street, Somerville MA 02145 617-555-1212 $150 3/1/2012 John Smith 234 State Street, Somerville MA 02145 617-555-1212 $200 5/29/2013 John Smith 234 State Street, Somerville MA 02145 617-555-1212 $50 12/23/2013 Jane Doe 16 A Last Lane, Cambridge, MA 01212 617-555-1212 $75 12/1/2013 Even this simple structure can be combined to produce 3 different stories. Sunday, February 2, 14
  • 30. ACT 1I: HOW INFORMATION IS STORED THE FINAL SCENE, WHERE HUMAN BRAINS REALIZE HOW MUCH THEY TAKE FOR GRANTED Human brains apply lots of thinking before and during data input There is always a screen you enter data into Complex systems let you define some rules (When we have a donation, we credit the donor and her family) System’s Built In Rules (if name not empty, store in Name field in Database) Database (John, Smith, 123 Street, $150, 80) Physical Storage (001101010101) It isn’t important to understand the technology. It is important to understand what the technology does. Sunday, February 2, 14
  • 31. CHAPTER 3: DATA IN PRACTICE OR, WHAT HAPPENS WHEN TECHNOLOGISTS AND REAL PEOPLE COLLIDE AND HOW TO AVOID IT 1. The Seductiveness of Screens and Brains 2. Speaking to Geeks 2.1.Helpful hints to ensure mutual understanding 2.2.Armed with charts, not afraid to use them Sunday, February 2, 14
  • 32. DATA IN PRACTICE OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS CHANGES DRIVEN BY ANALYSIS AT EACH STAGE STIMULUS Sunday, February 2, 14 INPUTS PROCESS OUTPUTS CONSUMPTION
  • 33. DATA IN PRACTICE OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS CHANGES DRIVEN BY ANALYSIS AT EACH STAGE STIMULUS Sunday, February 2, 14 INPUTS PROCESS OUTPUTS CONSUMPTION
  • 34. DATA IN PRACTICE OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS CHANGES DRIVEN BY ANALYSIS AT EACH STAGE STIMULUS INPUTS PROCESS OUTPUTS CONSUMPTION Most data projects focus on Inputs...because this is where we build screens to shove data into a database. It’s usually the most clearly defined piece. It’s usually the piece a program manager can articulate in her sleep. Sunday, February 2, 14
  • 35. DATA IN PRACTICE OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS Human brains apply lots of thinking before and during data input There is always a screen you enter data into Complex systems let you define some rules (When we have a donation, we credit the donor and her family) System’s Built In Rules (if name not empty, store in Name field in Database) Database (John, Smith, 123 Street, $150, 80) Physical Storage (001101010101) Sunday, February 2, 14
  • 36. DATA IN PRACTICE OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS Human brains apply lots of thinking before and during data input There is always a screen you enter data into Complex systems let you define some rules (When we have a donation, we credit the donor and her family) System’s Built In Rules (if name not empty, store in Name field in Database) Database (John, Smith, 123 Street, $150, 80) Sunday, February 2, 14
  • 37. DATA IN PRACTICE OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS Human brains apply lots of thinking before and during data input There is always a screen you enter data into Complex systems let you define some rules (When we have a donation, we credit the donor and her family) Database (John, Smith, 123 Street, $150, 80) Sunday, February 2, 14
  • 38. DATA IN PRACTICE OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS Human brains apply lots of thinking before and during data input There is always a screen you enter data into Database (John, Smith, 123 Street, $150, 80) Sunday, February 2, 14
  • 39. DATA IN PRACTICE OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS Human brains apply lots of thinking before and during data input There is always a screen you enter data into Database (John, Smith, 123 Street, $150, 80) Sunday, February 2, 14
  • 40. DATA IN PRACTICE OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS Human brains apply lots of thinking before and during data input There is always a screen you enter data into Database (John, Smith, 123 Street, $150, 80) This is all we really need to get data into a database: a brain, a screen, and storage Sunday, February 2, 14
  • 41. DATA IN PRACTICE OR, THE EASY SEDUCTIVENESS OF SCREENS AND BRAINS “The twinkling of what?” said the King. “It began with the tea,” the Hatter replied. “Of course twinkling begins with a T!” said the King sharply. “Do you take me for a dunce? Go on!” “I’m a poor man,” the Hatter went on,” and most things twinkled after that--” IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Everything goes fine at first. After a year or so, you need a report. The results make you think you’re talking to the Mad Hatter. Why? Sunday, February 2, 14
  • 42. DATA IN PRACTICE OR, WHAT USUALLY HAPPENS WHEN TECHNOLOGISTS AND REAL PEOPLE COLLIDE The focus on inputs usually means: •We probably didn’t document the decisions that sit between the screen and the storage. •We probably didn’t think about the story the data is trying to tell, and designed for easy storage rather than smart retrieval. In other words, we focused on the technology and ignored the context. Sunday, February 2, 14
  • 43. SPEAKING TO GEEKS Data, without context, has no meaning. Data, with context, is information. Information is how you tell a story. IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14
  • 44. SPEAKING TO GEEKS Data, without context, has no meaning. Data, with context, is information. Information is how you tell a story. DATA: JOHN, HATTER, TEA, 76, 108 IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14
  • 45. SPEAKING TO GEEKS Data, without context, has no meaning. Data, with context, is information. Information is how you tell a story. DATA: JOHN, HATTER, TEA, 76, 108 WHAT’S THE STORY? John hatter, aged 76, drank tea for 108 days straight. IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14
  • 46. SPEAKING TO GEEKS Data, without context, has no meaning. Data, with context, is information. Information is how you tell a story. DATA: JOHN, HATTER, TEA, 76, 108 IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14
  • 47. SPEAKING TO GEEKS Data, without context, has no meaning. Data, with context, is information. Information is how you tell a story. DATA: JOHN, HATTER, TEA, 76, 108 WHAT’S THE STORY? John’s occupation is as a hatter. He lives at 76 Tea Road, Apartment 108. IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14
  • 48. SPEAKING TO GEEKS Data, without context, has no meaning. Data, with context, is information. Information is how you tell a story. DATA: JOHN, HATTER, TEA, 76, 108 IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14
  • 49. SPEAKING TO GEEKS Data, without context, has no meaning. Data, with context, is information. Information is how you tell a story. DATA: JOHN, HATTER, TEA, 76, 108 WHAT’S THE STORY? John works for Hatters, Inc. He is a member of the Tea party. He is 76 years old with an estimated IQ of 108. IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14
  • 50. SPEAKING TO GEEKS OR, HELPFUL HINTS TO ENSURING “TEA” AND “T” ARE CLEARLY UNDERSTOOD BY ALL 1.Start with the end in mind. “Of course twinkling begins with a T!” 2.Contextualize your data, even if you think your tech team should know by now. 3.Use your logic model to guide discovery on new projects, or add context for report requests. “It began with the tea,” 4.Ask questions! And frame them in the understanding of your logic model, data lifecycle and reality of your organization. 5.Write it out, together, on a whiteboard. IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14
  • 51. SPEAKING TO GEEKS WHERE YOU ARE ARMED WITH CHARTS AND NOT AFRAID TO USE THEM: “WHO” AND “WHAT” QUESTIONS CHANGES DRIVEN BY ANALYSIS AT EACH STAGE STIMULUS INPUTS At what point do What do we need to people hear about our know to run our program? programs? When do they engage What other data do with us? we or could we collect? Why do they engage with us? What do we need to know to assess and analyze our programs? PROCESS Once someone engages and gives us data, what do we do with it? Who are the decisionmakers? What prompts the decision? OUTPUTS What do our program managers need to see on a daily basis to help them during the program? CONSUMPTION Who sees and uses our outputs? When? To what purpose? Are our programs leading to the desired What do we want to outcomes/impact? see to help us improve How do we know? our programs? What do our grantors want to see? “Who,” “What” and “When” Questions Come First Sunday, February 2, 14
  • 52. SPEAKING TO GEEKS WHERE YOU ARE ARMED WITH CHARTS AND NOT AFRAID TO USE THEM: “HOW” QUESTIONS CHANGES DRIVEN BY ANALYSIS AT EACH STAGE STIMULUS INPUTS How, exactly, do we How do we ask get in front of people? people to provide information? Paper? How do we ensure we Computer? get a good response? How do we structure the request for information so that it gets completed, accurately, with all data? OUTPUTS CONSUMPTION How exactly does the program manager work with the data when it’s “In play”? How do we want to view the data? In a single instance? In aggregate? How do we get data in front of the consumer? Internal consumers? External consumers? How does the data manager transform the data? What decisions are made, when, to what result? How do we access reports for daily or ad-hoc use? How do we access reports for quarterly, annual, or aggregate use? PROCESS “How” Questions Come After Sunday, February 2, 14 How do we expect them to interact with the data? View? Take action?
  • 53. SPEAKING TO GEEKS WHERE YOU ARE ARMED WITH FEEDBACK LOOPS AND NOT AFRAID TO USE THEM “What have we learned? Can we adjust capture to make reporting easier? What about storage? What about our processes?” Capture( Adjust! Report( and( Analyze( “Can we ask questions and get real, valid, useful, accurate answers with a reasonable amount of work?” Sunday, February 2, 14 “Exactly what inputs do we need to collect to support this process?” Store( Manage( &(Use( “How should the data be stored so we can get to it “in play” and as a report?” “Are we able to get to the data when we need it? Immediately and over time? Is it serving our needs and providing the information we expect?”
  • 54. CHAPTER 4: DATA IN THE NON-PROFIT OR,YOU’VE NEARLY MADE IT THROUGH THIS PRESENTATION! 1. In summary.... Sunday, February 2, 14
  • 55. DATA IN NON-PROFITS Your organization has more varied, and more demanding, eyes on your story than ever before. IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14
  • 56. DATA IN NON-PROFITS IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14
  • 57. DATA IN NON-PROFITS Grantors and donors say they want you to be a data-driven organization. You know you need to be a data-driven organization. IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14
  • 58. DATA IN NON-PROFITS IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14
  • 59. DATA IN NON-PROFITS You can make it easier to deal with these demands by focusing on your mission. Your mission should always drive your data: collection, storage, and reports. IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14
  • 60. DATA IN NON-PROFITS IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14
  • 61. DATA IN NON-PROFITS Start with the end in mind. Know the story you need to tell. Then outline how you’ll get there. Then worry about the paragraphs, sentences, and spelling. IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14
  • 62. THANK YOU! IMAGES COURTESY LENNY’S ALICE IN WONDERLAND SITE: HTTP://WWW.ALICE-IN-WONDERLAND.NET Sunday, February 2, 14