HKSM

Data gathering is the systematic collection of qualitative and quantitative information to support project decisions and analysis. It uses planned methods such as interviews, surveys, workshops, and document reviews to obtain reliable inputs. Collected data is validated, recorded, and stored for further analysis.

Key Points

• Data gathering is purpose-driven and planned to answer specific project questions.
• Technique selection depends on objectives, stakeholder availability, time, and confidentiality needs.
• Combining qualitative and quantitative sources improves completeness and credibility.
• Define sampling, consent, and data protection measures before collection begins.
• Document metadata such as source, date, method, and version for traceability.
• Validate and clean data to remove errors and bias before analysis.

Purpose of Analysis

Data gathering provides trustworthy inputs to analyze needs, requirements, risks, performance, and options. It reduces uncertainty, supports informed decisions, and builds a shared understanding among stakeholders.

Method Steps

• Clarify objectives and define the questions the data must answer.
• Identify sources and select techniques (e.g., interviews, surveys, workshops, observation, document review).
• Design instruments and protocols (question guides, survey items, check sheets) and plan sampling.
• Address ethics, consent, confidentiality, and data storage requirements.
• Collect data consistently and record metadata (who, when, how, context).
• Validate, de-duplicate, and clean data; resolve gaps or ambiguities.
• Organize and store the dataset for analysis, with version control.

Inputs Needed

• Problem statement, objectives, and decision criteria.
• Stakeholder list and access constraints.
• Existing documents, records, and prior research.
• Time, budget, and resource limits.
• Data privacy, compliance, and organizational policies.
• Sampling plan and measurement definitions.

Outputs Produced

• Raw and cleaned datasets, notes, transcripts, and check sheets.
• Summaries of observations, themes, and preliminary findings.
• Data dictionary and metadata for traceability.
• Updated assumptions, issues, and risks identified during collection.
• Repository location and versioned files ready for analysis.

Interpretation Tips

• Triangulate across multiple sources to confirm key findings.
• Check for sampling, measurement, and confirmation bias.
• Distinguish signal from noise using simple visuals and descriptive statistics.
• Consider timeliness and relevance of sources before using them.
• Document limitations and confidence levels alongside conclusions.

Example

A project team needs to prioritize features. They define information objectives, draft an interview guide, and send a short survey to a representative sample of users. They also review support tickets and observe current workflows. After cleaning the data, they cluster themes and frequency counts to inform prioritization and discuss results with stakeholders.

Pitfalls

• Collecting data without clear questions, leading to scope creep and waste.
• Using leading questions or inconsistent instruments that bias results.
• Insufficient or unrepresentative samples that distort conclusions.
• Skipping validation and cleanup, resulting in poor analysis quality.
• Neglecting consent, confidentiality, or data protection requirements.
• Overreliance on a single source without triangulation.

PMP Example Question

You are planning data gathering for a tight-schedule project to understand stakeholder needs. What should you do first?

1. Send a survey immediately to all stakeholders to save time.
2. Schedule a workshop with all stakeholders for rapid consensus.
3. Define clear information objectives and the key questions to answer.
4. Collect all available documents and proceed without validation.

Correct Answer: C — Define clear information objectives and the key questions to answer.

Explanation: Effective data gathering starts with clarifying purpose and questions, which then guide technique selection, sampling, and instruments. Acting without this foundation risks wasted effort and biased results.