Page 241 - DCAP304_DCAP515_SOFTWARE_PROJECT_MANAGEMENT

Unit 12: Monitoring & Control

 Convenient: Data collection must be simple enough not to disrupt the working patterns of Notes
the individual collecting the data. Therefore, data collection must become part of the
process and not an extra step performed outside of the workflow.
 Accessible: In order for data to be useful and used, easy access to the data is required. This
means that even if the data is collected manually on forms, it must ultimately be included
in a metrics database.
There is widespread agreement that as much of the data gathering process as possible should be
automated. At a minimum, standardized forms should be used for data collection, but at some
point the data from these forms must be entered into a metrics database if it is to have any long-
term usefulness. I have found that information that stays on forms quickly becomes buried in
file drawers never to see the light of day again.
Dumping raw data and hand tallying or calculating metrics is another way to introduce human
error into the metrics values. Even if the data is recorded in a simple spreadsheet, automatic
sorting, data extraction, and calculation are available and should be used. Using a spreadsheet or
database also increases the speed of producing the metrics over hand tallies.
Automating metrics reporting and delivery eliminates hours spent standing in front of copy
machines. It also increases usability because the metrics are available on the computer instead of
buried in a pile of papers on the desk. Remember, metrics are expensive.

Did u know? What is automation?
Automation can reduce the expense, while making the metrics available in a timelier
manner.

12.2.1 Types of Tools

The various methods of data gathering involve the use of appropriate recording forms. These
are called tools or instruments of data collection. They consist of:

 Observation schedule
 Interview guide
 Interview schedule

 Mailed questionnaire
 Rating scale
 Checklist
 Document schedule/data sheet
 Schedule for institutions

Each of the above tools is used for a specific method of data gathering: Observation schedule for
observation method, interview schedule and interview guide for interviewing, questionnaire
for mail survey, and so on.
The tools of data collection translate the research objectives into specific questions/items, the
responses to which will provide the data required to achieve the research objectives. In order to
achieve this purpose, each question/item must convey to the respondent the idea or group of
ideas required by the research objectives, and each item must obtain a response which can be
analysed for fulfilling the research objectives.

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