A toolkit to strengthen routine data, reduce burden, and unlock real‑time insights
In global health and development, the demand for timely, high‑quality data has never been greater. Yet for many organisations, collecting that data can place a heavy burden on providers and clients alike. At MSI Reproductive Choices, we faced this challenge head‑on in one of the busiest areas of our work: mobile outreach.
Every day, MSI’s outreach teams travel to remote communities, serving large numbers of clients—often in settings with limited time, space, and connectivity. These teams are the backbone of our service delivery, and they rely on digital tools like CLIC, MSI’s in‑house client registration system, to capture essential service and demographic data.
But as our organisational need for richer, more granular insights grew, so did the strain on frontline teams. Collecting more data wasn’t the problem – collecting it from every client, every time, was.
To help other organisations facing similar challenges, we’ve created a Data Optimisation Toolkit that shares our model, our process, and the lessons that shaped it.
Why data optimisation?
For years, MSI has invested in understanding who our clients are, how they experience our services, and where we can improve. Tools like our annual Client Exit Interviews (CEI) have played a vital role, delivering insights from 12,000–18,000 clients each year. But CEIs are logistically complex and limited in how frequently they can be conducted.
We recognised that if we could integrate key questions—such as those linked to the Multi-dimensional Poverty Index (MPI)—directly into routine data collection, we could:
- Generate more timely insights
- Reduce the need for large‑scale, annual surveys
- Strengthen our understanding of equity and reach
- Save an estimated $750,000 USD every year
But how could we gather more diverse information without extending registration time or increasing burden on providers?
A smarter way to capture data
Our solution was simple in concept but transformative in practice: optimise our routine data system so that CLIC randomly rotates through a selection of demographic and client‑relevant questions. Instead of asking all questions to all clients, each client is asked only a manageable subset.
This approach allowed us to:
- Provide timely data for continuous monitoring
- Enable rapid course correction and enhance adaptive programming
- Improve client and staff experience by shortening registration
- Increase the breadth of data captured, without adding time
- Reduce question burden while still gathering high‑quality, representative insights
By redesigning the CLIC system to be smarter – not heavier – we strengthened our ability to translate evidence into real‑world impact.
What does the toolkit contain?
The Data Optimisation Toolkit shares MSI’s journey from concept to full‑scale implementation, offering practical guidance for organisations looking to redesign their own data systems.
Here’s what you’ll find inside:
1. Context and Foundations
A clear overview of MSI’s data ecosystem, how CLIC fits within our broader monitoring and evaluation processes, and why the need for optimisation emerged.
2. Step‑by‑Step Guidance
A detailed walk‑through of how the model was conceptualised, built, tested, and scaled across our programmes – featuring strategic decisions, technical considerations, and real‑world lessons.
3. Insights and Lessons Learned
Reflections on what worked, what didn’t, and what we would recommend to others embarking on similar efforts.
4. The Vision Ahead
How data optimisation will shape the future of MSI’s evidence‑driven programming, enabling deeper insights and more equitable reach.
Who is this toolkit for?
The resource is designed for development organisations – particularly those with strong monitoring, evaluation, or MIS functions – who want to strengthen routine data capture without overburdening frontline teams or clients.
Whether you’re building digital systems from scratch, enhancing existing tools, or exploring new approaches to data quality, this toolkit offers practical, adaptable strategies grounded in real field experience.
Why better data matters
Better data doesn’t just improve reporting, it improves programming. It helps us understand who we’re reaching – and who we’re not. It enables us to pivot faster, design smarter, and deliver services more equitably. For MSI, data optimisation is more than a technical solution; it’s a commitment to ensuring every client’s experience is respected while ensuring every data point collected drives meaningful impact.
We’re proud to share this toolkit with partners across the sector, and we hope it sparks new approaches, new collaborations, and new possibilities for evidence‑based action.