In this session, we will show you how to use data as the main ingredient in your recipe for successful project management. Discover interesting ways to leverage data for assessing community needs, monitoring the health and progress of your project, and evaluating its impact.

1. Data: The Key
Ingredient in a
Successful Project
ILEAD USA, March 28, 2013

2. Use data to…
• Assess community needs
• Manage and continuously improve your
project
• Evaluate your project’s impact
• Market and advocate

3. Colorado’s BTOP Project

4. 88 Public Computer Centers

7. Needs Assessment

8. Needs Assessment
Needs assessment “is a systematic process
of collecting, organizing, and analyzing data
about the library and its environment. It is
designed to assist the administrator in
choosing from alternative patterns of
satisfying [patrons’] information needs and
interests.”
-Grover, Greer, & Agada (2010)

9. Needs Assessment
• Problem statement
• How do you know there’s a problem?
• What data and other information do you
have to support your premise?
“If you can quantify the issue, it will
strengthen your proposal.”
-Jane Martel

10. Why do it?
• To better meet patrons’ needs and
interests
• To meet reporting requirements

11. How do we do it?
• Original Research
-Surveys
-Qualitative Techniques (interviews, etc.)
• Available Data

12. Available Data
Sources

13. LRS.org Resources

14. Census

15. American Community Survey

16. Census/ACS Support

17. State Demographer

18. Internal Statistics

19. Project-Related Research

20. BTOP Needs Assessment
• Income
• Education level
• English language status

21. Project Management
& Evaluation

22. Data Collection Timeline
Collect early and collect often!

23. What data should be collected?
• Inputs
• Outputs
• Outcomes
• SMART objectives: what is measurable?

24. Inputs
Quantify the effort expended on a project—
resources and time

25. Examples of Input Measures
• Funds/in-kind funds expended
• Number of project staff
• Staff time
• Library hours

26. BTOP Input Measures
• Grant/matching funds
• Computer center hours
• Staff hours

27. Outputs
Quantifying the levels of services and
materials provided

28. Examples of Output Measures
• Circulation
• Visits
• Number of Programs
• Attendees at library programs
• Website visits

29. BTOP Output Measures
• Number of classes offered
• Hours of class time
• Number of class attendees
• Number of one-on-one trainings
• Number of open access computer users
• Hours of open access usage

32. Outcome Measures
Documenting the effect a service has on the
participants

33. Examples of Outcome
Measures
• Created a resume
• Improved reading skills
• Traced family history
• Got a job interview

34. Examples of BTOP Outcome
Measures—Computer Classes
After taking today’s class, I am better able
to…
 use a computer.
 use the Internet.
 create or edit a website.
 view and/or share digital photos.
 use software (ex: Word, Google Docs,
Photoshop, Excel, Quickbooks)

35. Examples of BTOP Outcome
Measures—Open Access Users
While I was on a computer in the computer
center today, I
 looked for employment.
 used software (ex: Google Docs, Excel,
Word, Photoshop).
 communicated with someone (ex:
email, chat, Facebook).
 did schoolwork.

36. Data Use for Project
Management
• Who is the customer and what does she
need/want?
• User profiles—implications for staffing and
programming
• One-on-one trainings
• Class attendee demographics

37. BTOP Project Evaluation

38. Power of Story

42. Tools for Collecting
Data

43. Data Map
Report Collection Point
Data element
Quarterly Annual Grant Compliance
Report Report Application Officer Website
Personnel $ X X
Broadband X X X X
speed
Type of class X X X
Equipment $ X X
Scheduled X
one-to-one
tutoring
sessions
Hours open X X X X
per 48-hr
weekend

44. BTOP Reporting Tool

45. Data Burden

46. Thank You!
Linda Hofschire, Hofschire_L@cde.state.co.us
Dave Hodgins, Hodgins_D@cde.state.co.us
www.lrs.org
@lrs_co

47. Resources

48. Needs Assessment Resources
• Examples of library needs assessment studies:
http://americanlibrariesmagazine.org/features/0613201
2/community-reference-making-libraries-indispensable-
new-way
• http://www.rplf.org/download/Richmond_Needs_Doc_0
90216_sm.pdf
• Conducting surveys
• http://www.lrs.org/resources/research-
methods/#Surveys
• Survey alternatives (interviews, card sorts, diaries, etc.)
• http://www.lrs.org/beyond-the-survey-innovative-
techniques-for-learning-about-your-patrons-calcon-
2011/

49. Needs Assessment Resources
• LRS.org Needs Assessment Resources
http://www.lrs.org/data-tools/public-
libraries/resources-for-community-analysis/
• Census
http://quickfacts.census.gov/qfd/states/08000.html
• American Community Survey
http://www.census.gov/acs/www/
• State Demographer
http://www.colorado.gov/cs/Satellite/DOLA-
Main/CBON/1251590805419
• Internal Statistics:
• Public Libraries http://www.lrs.org/data-tools/public-libraries/
• School Libraries http://www.lrs.org/data-tools/school-libraries/
• Academic Libraries http://www.lrs.org/data-tools/academic-
libraries/

50. Additional Resources
• Grover, R.J., Greer, R.C., & Agada, J.
(2010). Assessing information needs:
Managing transformative library services.
Denver, CO: Libraries Unlimited.
• Orcutt, D. (Ed.) (2010). Library data:
Empowering practice and persuasion.
Denver, CO: Libraries Unlimited.