One useful framework for designing data collection is to identify your sources of data. This includes determining where you will go to get the information you need, including:
- Internal data: Both past and current program data.
- External data: Information from resources outside your program and agency.
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See Appendix A–5 Data Collection Sources by Topic Worksheet for more information about internal and external data sources.
Table 2.1: Types and Sources of Internal and External Data
Types of Internal Data
- Child outcomes
- Demographics on children and families on the waiting list
- Demographics on enrolled children and families
- Existing community partnerships
- Family engagement outcomes
- Fiscal reports
- Health records
- Facility maintenance records
- Staff qualifications and professional development needs and outcomes
Types of External Data
- Child welfare data
- Community resources for child care and child development
- Community safety data
- Demographics of the service area (e.g., race, ethnicity, household income, employment, poverty levels, housing and homelessness, and education levels)
- Environmental issues
- Health and education issues
- Number of children with disabilities and the types and services they require
Sources to Obtain Internal Data
- Enrollment forms
- Family Partnership Agreements
- Individualized Education Programs (IEPs) or Individualized Family Service Plans (IFSPs)
- Human resources records
- Ongoing monitoring reports
- Progress reports on program goals
- Meeting notes (e.g., minutes of governing body, Policy Council, advisory committees, and staff meetings)
- PIR Report
- Program self-assessment
- Family assessment data
- Transportation logs
Sources to Obtain External Data
- Federal, state, and city departments of
- Health and Human Services
- Education
- Labor
- Faith-based institutions
- Federal monitoring reviews
- Local economic development agencies
- Local media sources
- Nonprofit services
- Local and regional environmental planning agencies
- Public school systems and local colleges
- State, county, and local governments
- U.S Census Bureau
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Resource Type: Article
National Centers: Program Management and Fiscal Operations
Audience: Directors and Managers
Last Updated: August 4, 2023