Rapid AnalysisRapid Analysis

Farrokh Alemi, Ph.D.Farrokh Alemi, Ph.D.

Analysis takes time and Analysis takes time and reflection reflection People must be lined up and their People must be lined up and their

views sought.  views sought.  Ideas need to be sorted through.  Ideas need to be sorted through.  Data needs to be collected, stored, Data needs to be collected, stored,

retrieved, examined and displayed.  retrieved, examined and displayed.  Reports needs to be prepared.  Reports needs to be prepared.  Policymakers may have to decide Policymakers may have to decide

without the full benefit of the analysiswithout the full benefit of the analysis

ObjectivesObjectives

How analysis could be made How analysis could be made faster without sacrificing its faster without sacrificing its qualityquality

An examination of what takes An examination of what takes time in the analysis processtime in the analysis process

Where one can speed up the Where one can speed up the work without affecting the quality work without affecting the quality of the report of the report

Typical AnalysisTypical Analysis

Preparation Preparation Arrange for contracts and mandate to start Arrange for contracts and mandate to start Coordinate kick off meeting to clarify purpose & scope of the analysis Coordinate kick off meeting to clarify purpose & scope of the analysis Find relevant experts and decision makers Find relevant experts and decision makers Design study instruments and survey forms Design study instruments and survey forms

Data collection Data collection Collect observations Collect observations Collect experts opinions Collect experts opinions Store data Store data

Analyze data Analyze data Retrieve data Retrieve data Clean the data (classify data; check distribution and range of data, edit data) Clean the data (classify data; check distribution and range of data, edit data) Examine accuracy of data (Check for errors in logic, check for errors in Examine accuracy of data (Check for errors in logic, check for errors in

transfer of data) transfer of data) Examine if experts were in consensus Examine if experts were in consensus Calculate expected values or model scores Calculate expected values or model scores Calculate the correspondence between model and experts' judgments Calculate the correspondence between model and experts' judgments

Presentation Presentation Distribute draft report Distribute draft report Prepare presentation Prepare presentation Get input from audience before meeting Get input from audience before meeting Present results at meetingPresent results at meeting

Speedup Analysis through Speedup Analysis through More PreparationMore Preparation

1.1. Draft the final report at the Draft the final report at the startstart

2.2. Avoid group kick-off Avoid group kick-off meetingsmeetings

3.3. Get access to the right Get access to the right experts and through them to experts and through them to right dataright data

1. Draft The Final Report at 1. Draft The Final Report at StartStart Write the introduction, the methods Write the introduction, the methods

section, & the results sectionsection, & the results section Include all related tables and Include all related tables and

appendices appendices Saves the time spent on clarifying Saves the time spent on clarifying

the procedures the procedures  Clarifies what data are needed   Clarifies what data are needed   Clarifies procedures  Clarifies procedures 

Generating automatic web content Generating automatic web content

2. Avoid group kick-off 2. Avoid group kick-off meetingsmeetings

Meet & work individually firstMeet & work individually first Easier to arrangeEasier to arrange Require less coordinationRequire less coordination Facilitate later larger face-to-face Facilitate later larger face-to-face

meetings meetings

3. Get access to the right experts 3. Get access to the right experts and through them to right dataand through them to right data

Speedup Data Collection Speedup Data Collection

4.4. Collect only the needed dataCollect only the needed data 5.5. Reduce the data collected by Reduce the data collected by

samplingsampling 6.6. Replace data collection with Replace data collection with

observations of othersobservations of others 7.7. Validate subjective indices on Validate subjective indices on

objective dataobjective data 8.8. Plan ahead for rapid data Plan ahead for rapid data

collectioncollection 9.9. Let technology collect the dataLet technology collect the data

4. Collect only the needed 4. Collect only the needed datadata Many collect data they do not Many collect data they do not

useuse Not experienced by the designerNot experienced by the designer Short surveys will collect less Short surveys will collect less

data, have better response rates data, have better response rates and waste less of organization’s and waste less of organization’s resources resources Prepare final report at startPrepare final report at start Ask if responses lead to actionAsk if responses lead to action

5. Reduce the data collected 5. Reduce the data collected by samplingby sampling Larger sample, longer time to Larger sample, longer time to

completioncompletion Start with a small group of people Start with a small group of people

and expand the sample if needed and expand the sample if needed Shift from sampling the event to Shift from sampling the event to

measuring time to the eventmeasuring time to the event For example, one can radically reduce For example, one can radically reduce

the number of patients examined by the number of patients examined by looking at time between two wrong side looking at time between two wrong side surgeries as opposed to number of surgeries as opposed to number of wrong side surgeries. wrong side surgeries.

6. Replace data collection 6. Replace data collection with observations of others with observations of others

Subjective dataSubjective data Objective dataObjective data

Both are suspect. Both are suspect. Subjective data can reduce the Subjective data can reduce the

data collection burden data collection burden

Subjective data it is not meant the likes Subjective data it is not meant the likes and dislikes of a person but observations and dislikes of a person but observations

made by that personmade by that person

7. Validate subjective 7. Validate subjective indices on objective dataindices on objective data

If experts specify the If experts specify the parameters then there is no parameters then there is no need to put aside data for need to put aside data for parameter estimationparameter estimation

The need for data is reduced, The need for data is reduced, For example, severity indices can For example, severity indices can

be constructed from subjective be constructed from subjective opinions and tested against opinions and tested against objective data.  objective data. 

8. Plan ahead for rapid data 8. Plan ahead for rapid data collectioncollection

Alerts of upcoming surveys Alerts of upcoming surveys Consent collectedConsent collected

For example, changes in For example, changes in substance abuse rates within substance abuse rates within United States collected from United States collected from emergency roomsemergency rooms

Maintain networks of informants Maintain networks of informants and consents ahead of analysisand consents ahead of analysis

9. Let technology collect the 9. Let technology collect the data data

Computers call patients, find Computers call patients, find them, ask them, analyze the them, ask them, analyze the responses and fax the resultsresponses and fax the results

More truthfulMore truthful No later data entryNo later data entry

Speedup Data AnalysisSpeedup Data Analysis

10.10. Clean the data & generate Clean the data & generate reports automaticallyreports automatically

11.11. Analyze emerging patterns Analyze emerging patterns before all data are availablebefore all data are available

12.12. Use software to automatically Use software to automatically analyze dataanalyze data

10.  Clean the data & 10.  Clean the data & generate reports automatically generate reports automatically

11.  Analyze emerging patterns 11.  Analyze emerging patterns before all data are availablebefore all data are available

Exit pollingExit polling Time to reoccurrenceTime to reoccurrence

Provide mock up analysis

12.  Use software to analyze 12.  Use software to analyze data data

Many existing softwareMany existing software Read reviewsRead reviews

Speedup PresentationSpeedup Presentation

13.13. Set up presentation meeting Set up presentation meeting months in advancemonths in advance

14.14. Present to each decision Present to each decision maker privately prior to the maker privately prior to the meetingmeeting

13.  Set up presentation 13.  Set up presentation meeting months in advancemeeting months in advance

Decision makers are busyDecision makers are busy Make an appointment before the Make an appointment before the

report is readyreport is ready Create pressure to produce the Create pressure to produce the

findings on timefindings on time Critical pathCritical path

Helps decision makers wait for the Helps decision makers wait for the reportreport

14.  Present to each decision 14.  Present to each decision maker privately prior to the maker privately prior to the meetingmeeting Get input privately, revise reportGet input privately, revise report No surprise group meetingsNo surprise group meetings

DiscussionDiscussion

No evidence of total time savedNo evidence of total time saved Expectations are changingExpectations are changing Time and motion study can increase Time and motion study can increase

market market More time planning less time More time planning less time

executingexecuting Whose time is saved? Whose time is saved?

The person who plans the analysisThe person who plans the analysis The person who executes itThe person who executes it The person who receives It The person who receives It