Why Data Processing and Presentation?

Data are usually collected in a raw format and thus the inherent information is difficult to
understand. Therefore, processing of data is vital.

Moreover, the information derived from the raw data should be presented in an effective
format; otherwise, it would be a great loss for both authors and readers.

What do you mean by data processing?

Data processing is the conversion of data into usable and desired form. This conversion or
“processing” is carried out using a predefined sequence of operations either manually or
automatically. Most of the data processing is done by using computers and thus done
automatically. The output or “processed” data can be obtained in different forms like image,
graph, table, vector file, audio, charts or any other desired format depending on the software
or method of data processing used.

Data Processing; How???

Various processes involved in data processing:

Data processing may involve various processes, including:

 Validation – Ensuring that supplied data is correct and relevant.

 Sorting – "Arranging items in some sequence and/or in different sets."

 Summarization – Reducing detailed data to its main points.

 Aggregation – Combining multiple pieces of data.

 Analysis – the "collection, organization, analysis, interpretation and presentation of

data."

 Reporting – List details or summary data or computed information.

 Classification – separation of data into various categories.

History

o Manual data processing: Book keeping, Balance sheet, Cash flow statements
etc. which are done manually by augmentation of mechanical methods and
electronic calculators.

o Automatic data processing: Operations performed by means of unit record

equipment, such as Herman Hollerith's application of punched card
equipment for the 1890 United States Census.

o Electronic data processing: Electronic data processing represents a later

development, with the use of computer instead of several independent pieces
of equipment.
 o Other developments: The term data processing has mostly been subsumed by
the more general term information technology (IT).

Steps in Data Processing:

1. Identifying Data Structure: It is required to understand the structure of the data so

that one can identify what models or analysis could be applied. A data structure is a
dynamic collection of related variables that can be represented as graph. It defines
the relationship between variables or groups.
2. Editing: The editing of data is a process of examining the raw data to detect errors
and omissions and to correct them, if possible, so as to ensure legibility,
completeness, consistency and accuracy. In fact, the editing involves a careful
scrutiny of the completed questionnaires.
3. Coding: Coding is the process of assigning some symbols (either) alphabetical or
numerals or (both) to the answers so that the responses can be recorded into a
limited number of classes or categories. Further, every class must be defined in terms
of only one concept such that it is exhaustive and mutually exclusive. The coding is
necessary for the efficient analysis of data. The coding decisions should usually be
taken at the designing stage of the questionnaire itself so that the likely responses to
questions are pre-coded. This simplifies computer tabulation of the data for further
analysis. It may be noted that any errors in coding should be eliminated altogether or
at least be reduced to the minimum possible level.
Coding for an open-ended question is more tedious than the closed ended question.
For a closed ended or structured question, the coding scheme is very simple and
designed prior to the field work.
For example, consider the following questions

We may assign a code of ‘0’ to male and ‘1’ to female respondent. These codes may
be specified prior to the field work and if the codes are written on all questions of a
questionnaire, it is said to be wholly pre-coded.

We may code the class less than Rs.5000' as ‘1’, Rs. ‘5000 - 8999' as `2', `Rs. 9000 -
12999' as `3' and `Rs. 13000 or above' as `4'.
4. Classification: the process of arranging data in groups or classes on the basis of some
characteristics. Classification condenses the data, facilitates comparisons, helps to
study the relationships and facilitates in statistical treatment of data. The
classification should be unambiguous and mutually exclusive and collectively
 exhaustive. Further, it should not only be flexible but also suitable for the purpose
for which it is sought. Classification can either be according to attributes or
numerical characteristics.
5. Tabulation: The tabulation is used for summarization and condensation of data. It
aids in analysis of relationships, trends and other summarization of the given data.
The tabulation may be simple or complex. Simple tabulation results in one-way
tables, which can be used to answer questions related to one characteristic of the
data. The complex tabulation usually results in two way tables, which give
information about two interrelated characteristics of the data; three way tables which
give information about three interrelated characteristics of data; and still higher
order tables, which supply information about several interrelated characteristics of
data.

Data Analysis and Presentation:

It forms an integral part of all academic studies, commercial, industrial and

marketing activities as well as professional practices. It is necessary to make use of
collected data which is considered to be raw data which must be processed to put for
any application. Data analysis helps in the interpretation of data and to take a
decision or answer the research question.
Presenting the data includes the pictorial representation of the data by using graphs,
charts, maps and other methods. These methods help in adding the visual aspect to
data which makes it much more comfortable and quicker to understand.
We can have a variety of data which can be used in presentations. Some of these
types include:
 Scatter Plot: It is a two dimensional plot generally used to check the relationship
between two variables.

 Time Series Data Plot: Time series plot is used for time series data to check the
stationary of the Time series.
 Bar Charts: These are one of the most widely used charts for showing the growth
of a company over a period.

 Combo Charts: It is a combination of more than one chart type.

 Pie Charts: These work best for representing the share of different components
from a total 100%.

 Tables:
Following are the important characteristics of a table:
 a. Every table should have a clear and concise title to make it
understandable without reference to the text. This title should always be
just above the body of the table.
b. Every table should be given a distinct number to facilitate easy reference.
c. Every table should have captions (column headings) and stubs (row
headings) and they should be clear and brief.
d. The units of measurements used must always be indicated.
e. Source or sources from where the data in the table have been obtained
must be indicated at the bottom of the table.
f. Explanatory footnotes, if any, concerning the table should be given
beneath the table along with reference symbol.
g. The columns in the tables may be numbered to facilitate reference.
h. Abbreviations should be used to the minimum possible extent.
i. The tables should be logical, clear, accurate and as simple as possible.
j. The arrangement of the data categories in a table may be a chronological,
geographical, alphabetical or according to magnitude to facilitate
comparison.
k. Finally, the table must suit the needs and requirements of the research
study.

 Text & Images

QUESTIONS:
Q1. Why is Data Processing and Presentation important?
Q2. What do you mean by Data Processing?
Q3. What are some of the important processes involved in Data Processing?
(OR)
Write the various important processes involved in Data Processing.
Q4. Give a brief history of Data Processing.
Q5. Explain five (5) main steps involved in Data Processing.
Q6. Explain Data Analysis and Presentation.