Displaying your data

1
Displaying your data
ASQ FOLIO Course
2
Displaying your data

• Questionnaire survey results are usually
  displayed in the form a report.
• Details of how to structure survey reports are
  provided on the next slide

3
Structuring your survey report
Introduction background information, the
rational for the survey, the questions or
problems it sets out to address. If you have
conducted a literature review, there should also
be a section summarising that, and placing the
questionnaire in the context of what is already
known. Methods a description of the techniques
used in the survey and data collection tools.
Results a summary of the data. Raw data is
often of limited use to most of the reports
potential readers, so it should be omitted or
placed in an appendix, or you can add a footnote
saying available from.on request. Your report
should however include a summary of the data,
using descriptive statistical techniques (tables,
graphs etc), and possibly some textual quotes.
Discussion you may wish to raise any issues
about the accuracy of the data, specific problems
encountered and solutions employed, and how your
findings agree with or question the literature
review. Conclusion the findings of the survey,
presented factually rather than in a speculative
style. Recommendations how the findings of the
survey may be translated into practice, or an
action plan. This may include a timetable for 
dissemination, monitoring or setting another user
survey. References and citations  of any books,
journals, websites, reports consulted
Appendices A copy of the questionnaire and/or
other data collection techniques (e.g. interview
schedule) that you may have used
Adapted from PACINA FOLIO course briefing
Analysing and applying the results of an audit
(1)
4
Who is the audience? (1)

• The formality and level of detail contained in
  your report will depend on who your audience is.
• When writing your report, it is important to
  consider the following questions (2)
• Who is the main audience?
• Should the outcome be reported to more than one
  group of stakeholders?
• Are the findings likely to be disseminated beyond
  your own organisation?

5
Who is the audience? (2)

• There are a number of audiences that may have an
  interest in your survey data. These may include
  (3)
• Parent bodies/organisations
• Funding sources
• Professional associations
• Other libraries
• Library staff members
• Users

6
Other forms of presentation

• Once it has been written, the information from
  the report can be summarised in a number of
  formats including
• executive summaries
• overviews
• presentations
• Positive statistics or quotes to promote the
  library in promotional materials such as
  leaflets, posters, or newsletters.

7
Why include charts in your report?

• Charts are diagrams which are used to present
  statistical information (4)
• Diagrams used to present statistical information
  include tables, line graphs, bar charts,
  histograms, and pie charts (4)
• Text or narrative alone should not be used to
  convey more than three or four numbers in your
  report (5). In these circumstances, diagrams
  should be used instead to enable numerical
  information to be presented clearly.
• Diagrams are usually found in the Results
  section of the report
• Computer statistical analysis software can be
  used to easily generate diagrams based on survey
  data

8
Using tables

• User survey reports almost always include tables
  (6)
• The simplest tables arising from surveys, or
  from coded qualitative information, are of counts
  or frequencies. (5)
• Their purpose is to describe respondents and
  their environment, show relationships, and
  describe changes and combinations of
  relationships and changes (6)
• If relatively large counts are to be compared in
  a table with several rows and columns, it is
  often helpful to present them as percentages (5)
• Their contents usually include the number of
  respondents and their stated preferences or
  opinions. (6)

9
Example of a table (1)
Example taken from (7)
10
Example of a table (2)
Example taken from (8)
11
Tables Top tips

• Tables display columns and rows of numbers,
  percentages, and scores. You must decide how many
  columns and rows you can include and still keep
  the table readable (6)
• Each table should have a title that summarises
  it purpose and content (6)
• If you have any additional information to help
  with an interpretation of the data, such as
  statistical significance, place it after the body
  of the table (6)
• Select a table format and use it consistently
  (6)
• Present your data in a logical order (e.g. from
  the most frequent to the less frequent or vice
  versa) (6)

12
Using bar graphs

• A bar chart or graph uses rectangles (bars) to
  represent different amounts (4).
• Bar graphs are commonly used to display survey
  data because they provide an overview of several
  kinds of information at one glance (6).
• However, they are not generally useful for large
  amounts of structured information (5).
• Bar graphs should always have a title, a key to
  the bars, and an explanation of the scores (6)
• Bar charts can be displayed horizontally or
  vertically and they are usually drawn with a gap
  between the bars (9)

13
Example of a bar graph (1)
Example taken from (7)
14
Example of a bar graph (2)
Example taken from (10)
15
Using histograms

• Histograms look similar to bar graphs except the
  individual bars have no spaces in between them
  (9)
• They are often used in data analysis to
  illustrate the major features of the distribution
  of the data (9)
• Histograms divide up the range of possible values
  in a data set into classes or groups. (9)
• For each group, a rectangle or bar is constructed
  with a base length equal to the range of values
  in that specific group, and an area proportional
  to the number of observations falling into that
  group. (9)
• Histograms are generally used when dealing with
  large data sets (gt100 observations) (9)
• A histogram can also help detect any unusual
  observations or any gaps in the data set (9)

16
Example of a histogram
Example taken from (7)
17
Using pie diagrams

• A pie chart is in the shape of a circle, divided
  into slices like the slices of a pie. Each slice
  represents a share of the whole, and the bigger
  the slice, the bigger the share. (4)
• Pie diagrams visually show the proportions of the
  responses (6)
• Ensure that you keep the pie diagram sections to
  fewer than six or the pie will look too cluttered
  (6)

18
Example of a pie diagram
Example taken from (7)
19
Using line graphs

• Line graphs are drawings that allow you to
  compare groups, show trends, and discern
  patterns (6).
• They show trends in data clearly, meaning that
  they visibly show how one variable is affected by
  the other as it increases or decreases (11).
• When using line graphs, you should be careful not
  to make a one-point score look like a major trend
  (6).

20
Example of a line graph
Example of a line graph (taken from 12)
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Further information

• For more guidance on using charts and graphs,
  please see the following resource
• University of Coventry, 2002. Using charts and
  graphs to present data effectively E-learning
  module. Online Accessed May 2006

22
Examples of library survey results

• Reports
• Hull College. 2005. User survey results report.
  Online Accessed May 2006
• University of York. 2004. University Library
  Survey 2004. Online Accessed May 2006
• University College London. 2005. Library services
  satisfaction report 2005. Online Accessed May
  2006
• Summaries and overviews
• Chesterfield Royal Hospital. 2005. Survey results
  overview. Online Accessed May 2006
• Leeds Metropolitan University. 2005. Library
  survey 2005 Summary report. Online Accessed
  May 2006
• PowerPoint presentation
• Alison Bremner. 1999. Students and Libraries
  Project. Open university. Online Accessed May
  2006

23
References

• Alan ORourke. 2005. Analysing and applying the
  results of an audit PACINA FOLIO Course Online
  Accessed May 2006
• Glasgow Caledolian University. 2004. Chapter 7
  Evaluating E-Learning Online Accessed May
  2006
• John Whitman. 2002. Presenting survey results.
  Survey Tools. Online Accessed May 2006
• Andrew Roberts. 2000. Word to help you think
  about pictures, shape and design. Middlesex
  University. Online Accessed May 2006
• University of Reading. 2003. Statistical good
  practice guidelines Informative presentation of
  tables, graphs and statistics. Online Accessed
  May 2006
• Arlene Fink and Jacqueline Kosecoff. How to
  conduct surveys A step-by-step guide. London
  SAGE Publications 1996
• Hull College. 2005. User survey results report.
  Online Accessed May 2006
• University College London. 2005. Library services
  satisfaction report 2005. Online Accessed May
  2006
• Valerie Easton and John McColl.1997. Presenting
  data. University of Glasgow. Online Accessed
  May 2006
• University of York. 2004. University Library
  Survey 2004. Online Accessed May 2006
• Office for Mathematics, Science, and Technology
  Education (MSTE). 1997. Line graphs. University
  of Illinois.
• Ian Cambata. 2005. Library survey data graphs.
  Bentley College. Online Accessed May 2006