1. Module 6: Presenting Data: Graphs and Charts
A Training Course for the
Analysis and Reporting of Data from
Education Management Information Systems (EMIS)

2. Overview Presenting Data: Graphs and Charts
Purpose of graphs and charts
Components of graphs and charts
Types of graphs and charts
Selection of data presentation
Using text to present data

3. Presenting Data: Graphs and Charts
represent and summarize statistical information in a visual manner to show patterns and trends in the data
are useful for highlighting and presenting important information
an ideal method for presenting statistical information to non-technical audiences
Presenting Data: Graphs and Charts
Graphs and charts represent and summarize statistical information in a visual manner using lines, bars, curves and other shapes to show patterns and trends in the data. They are often easier to understand than tables, and are useful for highlighting and presenting important information. These features make charts and graphs an ideal method for presenting statistical information to non-technical audiences.

4. Purpose of charts and graphs
Charts and graphs are used:
to visually represent information that cannot be easily read and interpreted from a table
to show trends and changes in statistical data
to make comparisons between two different set of data or when making to make predictions and forecasts.
Purpose of charts and graphs
Charts and graphs visually represent information that cannot be easily read and interpreted from a table of data. Patterns and trends in a table are often difficult to see. Using charts and graphs is a good way of showing trends and changes in statistical data, and is very useful when making comparisons between two different set of data or when making to make predictions and forecasts.

5. Advantages of charts and graphs
The advantages of charts and graphs are:
easier to understand than a table of numbers
highlight patterns and trends in the data
makes comparisons and analysis easy
representation of data using different types of graphs and charts
allow for special designs
e.g. age-pyramids
and thematic maps
Advantages of charts and graphs
The advantages of charts and graphs are:
easier to understand than a table of numbers
highlight patterns and trends in the data
makes comparisons and analysis easy
representation of data using different types of graphs and charts
allow for special designs (e.g. age-pyramids and thematic maps)

6. Components of charts and graphs
To understand and interpret the data represented in a graph or chart :-
Graphs and charts should have:
a title
axis labels
labels for subgroups
footnotes
references to source data
Basic components of charts and graphs
Graphs and charts should have a title, axis labels, labels for tick marks and subgroups, and footnotes and references to the source data. The title, labels and footnotes are important for understanding and interpreting the data represented in a graph or chart. It is also critical that the data representation in the graph or chart is clear and labels are easy to read.

8. Characteristics of charts and graphs
Graphs and charts should have the following characteristics:
present a key message
have a clear objective
use an appropriate type of presentation
have a simple and clear design
Characteristics of charts and graphs
To be effective, graphs and charts should have the following characteristics:
present a key message
have a clear objective
use an appropriate type of presentation
have a simple and clear design

9. Types of graphs and charts
There are many different types of graphs and charts
including:
Pie chart
Line graph
Bar chart
Area graph
Scatter plot
Maps
Types of graphs and charts
There are many different types of charts, including: Pie chart, Line graph, Bar chart, Area graph, Scatter plot, and Maps.

10. Pie chart
Pie charts are used to present categorical data by describing the percentage distributions of components within a total
The area of each slice of the pie is proportional to the relative share of each item that makes up the total
Pie chart
Pie charts are used to present categorical data by describing the percentage distributions of components within a total. The area of each slice of the pie is proportional to the relative share, or frequency, of each item that makes up the total.

11. Pie chart No-Nos
Do not include too many slices on the same pie chart as it may make a pie chart difficult to interpret
Do not use 3D pie chart designs as these distort the size of the slices and therefore misrepresent the proportion of the total.
It is important to not include too many slices on the same pie chart as it may make a pie chart difficult to interpret. Where there are many data items, group the data into fewer categories before creating the chart. Also do not use 3D pie chart designs as these distort the size of the slices and therefore misrepresent the proportion of the total.

12. Line graph
A line graph is used to present time-series data that shows changes in values from one time period to another.
A single graph can display multiple time-series, with one line for each data series or sub-population.
Line graph
A line graph is used to present time-series data that shows changes in values from one time period to another. A single graph can display multiple time-series, with one line for each data series or sub-population. Horizontal gridlines make it easier to follow the plotted lines, to identify the data values along the data series, and to get a clearer picture of the trend and changes in the values for different data series.

13. Line Graph No Nos…
Do not graph too many data series at once – regroup categories
Do not use line graphs with categorical data – use bar or pie charts

14. Bar chart
Bar charts are used to compare two or more numeric values from different sub-populations
Bar charts display data as rectangular bars with lengths proportional to the values that they represent
Bar chart
Bar charts are useful for comparing two or more numeric values from different sub-populations. A bar chart displays data as rectangular bars with lengths proportional to the values that they represent. The bars can be vertically or horizontally oriented; the latter is often used when there are many categories of data and each bar requires a long label.

15. Bar chart
Bar charts can be vertically (column) or horizontally oriented (bar)
Horizontal bars are used when there are many categories of data and each bar requires a long label
The bars can be vertically or horizontally oriented; the latter is often used when there are many categories of data and each bar requires a long label.

16. Stacked bar charts
Stacked bar charts are used to present values that have components.
The entire length of each bar indicates the total in each group.
The lengths of separate component bars show both their absolute sizes as well as comparison with each other.
Stacked bar charts are used to present values that have components. The entire length of each bar indicates the total in each group. The lengths of separate component bars (within each bar) show both their absolute sizes as well as comparison with each other. The 100% stacked bar chart is especially useful for comparing percentage distributions, each of which adds up to 100%. Such percentage distributions can refer to different regions or schools within a district, or show changes over time.

17. Area graph
Area graphs are used to show changes in total and component values over time.
An area graph is created by drawing lines to connect the values of component data series, and then stack them one on top of another.
Area graph
Area graphs are used to show changes in total and component values over time. We create an area graph by drawing lines to connect the values of component data series, and then stack them one on top of another.

18. Area graph For area graphs it is important that:
the time scale is drawn correctly
use a linear scale for the time points
When designing an area graph, we must make sure that the time scale is drawn correctly, using a linear scale for the time points.

19. Scatter-plot
Scatter plots are used for showing the relationship between two variables by plotting pairs of values.
There is a strong relationship between values in a distribution if they appear close to the diagonal.
Scatter-plot
Scatter plots are used for showing the relationship between two variables, or data series, by
plotting pairs of values. There is a strong relationship between values in a distribution if they appear close to the diagonal.

20. Scatter plot
Scatter plots can be used as a data visualisation tool to identify outlier data points
Both X (horizontal) axis and Y (vertical) axis values need to be numerical values

21. Maps
A map represents the geographical area, drawn to scale, to highlight the spatial relationships between objects and indicators.
Maps are an excellent way of displaying the distribution of data across geographical areas.
Maps
A map represents the geographical area that is drawn to scale to highlight the spatial relationships between objects and indicators. Maps are an excellent way of displaying the distribution of data across geographical areas. For example, maps can be used to show the location of schools and areas of school-age populations. Mapped data from EMIS systems may be stored and analysed in a specially designed Geographical Information System (GIS).

22. Selection of data presentation
Choosing between tables, graphs and charts largely depends on the audience to which you are communicating the information:
For technical audiences, summary tables are an accurate way of presenting data
For non-technical audiences, charts and graphs may better represent data in visual form
For a mixed audience, it may be useful to present the data in both table and graph form
Selection of data presentation
Choosing between tables, graphs and charts largely depends on the audience to which you are communicating the information. For technical audiences who understand numbers and are able to compare differences in numerical values, then tables are a good way of presenting the data. For non-technical audiences, the representation of data through charts and graphs may be more appropriate, especially if the levels of numeracy are relatively low. For a mixed audience, it may be useful to present the data in both table and graph form.

23. TIPS for selecting tables or charts
Tables work best when the data presentation:
contains many data series
is used to compare individual values
requires precise values
contains multiple units of measurement
Graphs work best when the data presentation:
is used to identify patterns and trends
is used to communicate a key message
is used to visually show relationships in the data
TIPS
Tables work best when the data presentation:
• contains many data series
• is used to compare individual values
• requires precise values
• contains multiple units of measurement
Graphs work best when the data presentation:
• is used to identify patterns and trends
• is used to communicate a key message
• is used to visually show relationships in the data

24. Process of creating a graph or chart
Steps to create a graph or chart:
1. Organize and present data in a table
2. Calculate percentages, ratios and other indicators
3. Create graph or chart to illustrate the data
STEP 1 STEP 2 STEP 3
Process of creating a graph or chart
1. Organize and present data in a table
2. Calculate percentages, ratios and other indicators
3. Create graph or chart to illustrate the data

25. Using text to present data
Tables, graphs and charts are usually referred to in the narrative of a report by descriptive text.
Descriptive text:
explains and interprets the presented data for the reader
provides a summary of the main trends or patterns in the data
may provide an example from the table or graph to highlight the key message
Using text to present data
In a report, tables, graphs and charts are often referred to in the narrative which includes descriptive text that explains and interprets the presented data. For both technical and non-technical audiences, it is good practice to provide some clear and simple explanations to help them understand the data and important points presented in the tables and charts. The descriptive text provides a summary of the main trends or patterns in the data, and may provide an example from the table or graph to highlight the key message.

26. Five basic rules When drafting a text to describe a table or chart:
1. Highlight key findings and meanings to capture the reader’s interest
2. Write clearly and succinctly to describe the data
3. Be consistent in the use of language and style throughout the report
4. Review the written text to eliminate unnecessary repetitions
5. Focus on the main points and minimize unnecessary details
Five basic rules
When drafting a text to describe a table or chart:
1. Highlight key findings and meanings to capture the readers’ interest
2. Write clearly and succinctly to describe the data
3. Be consistent in the use of language and style throughout the report
4. Review the written text to eliminate unnecessary repetitions
5. Focus on the main points and minimize unnecessary details

27. Guidelines for descriptive text
Keep the summary short and to the point
Position text close to the table or chart to which it refers.
Use key reference numbers e.g. Table 1 or Figure 1
Write in an objective manner when describing data
Avoid using unnecessary technical terms
Be cautious when attributing causality to a factor
Some Guidelines
Keep the summary short and to the point
Position the text close to the table or chart to which it refers.
Use key reference numbers e.g Table 1 or Figure 1
Write in an objective manner when describing data
Avoid using unnecessary technical terms
Be cautious when attributing causality to a factor

28. Writing TIPS Avoid long sentences Paragraph breaks
Commas provide pauses within a sentence
Minimize the use of brackets
Avoid repeating the same wording
Avoid unnecessary words and phrases
Keep the language simple
Be logical
Ensure that the use of articles is clear
Adopt conventions and keep to them
WritingTIPS
Avoid long sentences. Short, sharp sentences are more effective.
Paragraph breaks help to maintain the reader’s interest.
Commas provide pauses within a sentence, but, if over-used, may be bothersome and misleading.
Minimize the use of brackets. When several pairs of brackets are used in the same sentence or section, the reader may become confused and lose track of the central theme.
Avoid repeating the same wording in close proximity. It looks careless and may be distracting. To avoid this problem, try to search for and use synonyms.
Avoid unnecessary words and phrases. These give the reader extra work and may distract them from the central theme or main findings.
Keep the language simple. Readers are usually more impressed by clear language than by words that they do not fully understand.
Be logical. Ensure that the structure is sequential and that the conclusions reflect the body of the text. This reduces the chances of the readers becoming confused.
Ensure that the use of articles is clear. Whenever words such as ‘it’ or ‘that’ are used, be sure that the reader has no doubt about what these pronouns refer to.
Adopt conventions and keep to them throughout. Conventions can include headings, numbering, use of abbreviations and acronyms, or other matters of style such as the use of digits and written numbers.

29. Exercise Discuss: What is the purpose of graphs and charts?
What are the components of graphs and charts?
What are the different types of graphs and charts?
How you select the type of data presentation?
Why do you use descriptive text to present data?