As project activities are being implemented, there is a need to collect data, that informs the project activity and ouput indicators in reporting to a donor or serves as evidence for day-to-day decisions, financial purposes, or accountability.
Commonly, project activities are documented on paper forms, excel sheets or mobile devices scattered among many individuals, being recorded irregularly or with a delay.
This article of the Kinaki Guide shows how Kinaki can support systematic and timely evidence, allowing the project team to record, track and monitor progress through project activities.
Generally, there are four methods (Data Collection Tool types), how data for day-to-day activities can make its way to Kinaki:
Each project usually combines various approaches for data collection across activities and outputs.
Before you decide, which method to choose, you may need to identify, what level of details do you need to capture for each activity/output indicator or group of indicators. E.g. Whether you need to capture all individual training participants, perhaps with their names and other information; whether you need to document only each training, with an already aggregated number of training participants or whether you will only capture the total number of participants in a reporting period.
People, who record data for activities have access to the internet and computer and they can record data when activity happens or immediately after. Or they capture data on paper and then come to the office or elsewhere, where they have access to a computer and a relatively stable internet connection?
Activity data is available in or exportable to an Excel sheet and it is organized in a way, that in rows are individual records and in columns are variables (questions and answers) for each record.
Your project needs to collect data offline (e.g. remote training sessions; visits to schools or households, gardens; data from group meetings; public events with problematic or no internet connectivity; etc.) AND the project team (data collectors) has access to mobile devices (e.g. smart-phones or tablets) for collecting the data?
When activity data is collected and aggregated in another data repository or by other stakeholders from which regular import or input to Kinaki is not possible or efficient (e.g. on paper, or complex Excel tables, statistical software, external partner, etc.); or the activity data is not available to your team for some reason, and then only aggregated results for the entire reporting period (e.g. quarterly) are available.
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