Lesson3 Methods of Presenting Data

1
3 Ways of Presenting Data
* Textual
* Tabular
* Graphical
Statistical Research and Training Center Training Course on Basic Statistical Analysis Using MS Excel 2007
March 28 – April 1, 2011
2
Textual Presentation
* is putting important figures in the text of the report
* figures may be summary statistics like the minimum,

maximum, mean, median, standard deviation, percentage,
or total
* allows us to highlight the significant figures of the study
* it confirms deductions and answers to the research

problem
Example of Textual Presentation 3
In terms of relative data availability for progress monitoring of the

Millenium Develoment Goals, the Philippines ranked first in 2003 among
the 11 countries in the ASEAN region. Based on the 2003 report of the
United Nations Economic and Social Commission for Asia and the Pacific
(UN-ESCAP), the Philippines obtained a rating of 27.9% followed by
Thailand with 25.2% and Indonesia with 24.6%. The Philippines ranked
fourth among all countries in the Asia and the Pacific Region, with
Australia topping the list with 29.1%, followed by Japan, 29.0%, and
Republic of Korea, 28.7%. According to the UNESCAP, the theoretical
maximum is for a country to have 767 data values (59 series x 13 years)
and a country is counted to have data available when data exist for one or
more years.
Source: Statistical Yearbook 2005, NSCB
4
Tabular Presentation
* Arrangement of figures in rows and columns for easy

reading and analysis
* It allows us to compare and look for relationships among

the variables of interest
* The table can have frequency counts, proportions,

percentages, and other summary measures such as totals
and averages.
5
Formal Statistical Table
* contains all the important parts of a table like

table number, table title, head note, stub head, box
head, column headings, footnotes, source notes, etc.
* can stand alone even without an introductory

statement.
6
Definitions of the Different Parts of a Table

Heading consists of the table number, title, and head note.
It is located on top of the table of figures.
Table Number identifies the position of the table in a sequence.
Table Title gives the subject, classification, time, and area
segments.
Head note specifies the unit of measurement of the data and
may provide additional explanation about the figures in the
table.
It is located below the table title and above the top cross rule of
the table.
7
Box Head contains spanner heads and column headings.
Spanner Head is an identifying label for the column

headings.
Column Heading is a descriptive label for the column

cells.
Panel consists of several column heads under the same

spanner head.
8
Stub contains the stub head, center head, and row

captions. Its position is at the first column of the table.
Stub head is a descriptive label for the center heads and

row captions.
Center head is an identifying label for the row captions.
Row caption is a descriptive label for the row cells.
Block contains row captions under the same center head.
9
Field is set of numerical figures in the table.

Line is a row of cell figures.
Column is a column of cell figures.
Cell is the numerical figure in the intersection of a row
caption and column heading.
Footnote is an explanatory text about a specific part or the

whole table. Its position is at the bottom of the table.
Source note gives the name of the agency that collected the
data. Its position is at the bottom of the table.
10
The Parts of a Formal Statistical Table

panel
TABLE NO. - Title of the Table
(head note)
Spanner head Spanner Head The Column
Stubhead Column Column Column Column Column Head Column Head TOTAL
Head Head Head Head
CENTER HEAD Cell Cell Cell Cell Cell Cell Line

b
Total line caption Cell
l
Row caption Cell
o Row caption Cell
c Row caption Cell
k Row caption Cell
k Cell
CENTER HEAD Cell
Total line caption Cell
Row caption Cell field
Row caption
Row caption
Row caption
*Footnote
Source note:
11
Table Titles
 The Title is descriptive of the table
 It answer four (4) questions about the subject
matter of its table:
• WHAT?
• HOW CLASSIFIED?
• WHERE?
• WHEN?
Universe Classification and Area
12
Segment Segment
Table 1. Amount of Pag-ibig Provident Benefits

Refunded and Number of Claimants By
Regional Group; January to May 2002 SegmentTime
Reference
Amount
Regional Group Number of Claimants
(in million pesos)
NCR 1,018.965 35,065
Luzon 851.725 23,846
Bicol-Visayas 598.461 17,248
Mindanao 690.665 20,429
Total 3,159.816 96,588
Example of a formal statistical table
TABLE 2. Total Number of Families, Total and Average Annual Family Income and Expenditure
by Income Class, Urban and Rural in the Philippines: 2000 heading
(in thousand pesos) head note
Spanner head
Total no. Income Expenditure
Income Class of Families Total Average Total Average
URBAN center head
Total 7,489,853 1,535,250,064 205 1,234,285,343 165
Under P10,000 6,840 56,801 8 59,693 9
10,000 - 19,999 50,326 812,883 16 908,440 18
20,000 - 29,999 126,398 3,209,473 25 3,389,398 27
30,000 - 39,999 206,629 7,286,107 35 7,620,222 37
40,000 - 49,999 309,445 13,998,124 45 14,125,894 46

row
captions 50,000 - 59,999 356,091 19,611,853 55 19,066,504 54
60,000 - 79,999 742,181 51,834,409 70 49,559,978 67
80,000 - 99,999 761,548 68,497,516 90 63,900,511 84
100,000 -149,999 1,522,669 187,488,838 123 168,737,118 111
150,000 -249,999 1,718,997 331,582,321 193 278,565,606 162
250,000 -499,999 1,236,285 419,348,347 339 326,570,009 264
500,000 and over 452,445 431,577,392 954 301,781,968 667
Note: Totals may not add up due to rounding footnote
Source: NSO source

note
14
Graphical Presentation
* It is a good means of communicating the numerical figures

found in tables
* Charts facilitate analysis when it reveals probable

relationships among variables
* It allows comparison of different series or groups
* Placing figures in charts permits us to validate conclusions

made in the study.
15
Notes:
* Charts show only approximations and the general picture of
the data set.
* A good chart must be accurate, clear, simple, professional
looking, and has a well-designed layout.
* The arithmetic scale should have equal increments to
represent equal numerical units.
* The chart should have no visual illusions with the incorrect
use of shadings or patterns.
* We should put chart titles, scale figures and labels, and
legends, if necessary.
16
Types of statistical charts
* line chart
* vertical bar chart

* horizontal bar chart
* pictograph
* pie chart
* statistical map
17
Definitions of Parts of a Chart
Chart Title
* gives the subject, data classification, time reference, and
area segment of the data set
* located above or below the chart
Coordinate Axes
* are the horizontal and vertical axes
* spacing of the units may be different for the horizontal
and vertical axes but must remain constant within the
same axes.
Point of Origin
* is the intersection of the horizontal and vertical axes.
18
Scale Divisions
* are the ticks to denote the scale points of the horizontal
and vertical axes
Grid Lines or Coordinate Lines

* may be horizontal or vertical
* guides the reader in reading the numerical figures
* must be lighter than the curves on the chart to maintain
the focus on the chart
* choice of horizontal or vertical grid line depends upon
the type of chart.
19
Scale Figures
* run from left to right for the horizontal axis and from
bottom to top for the vertical axis
* use multiples of five or other easy to work with
multiples for scale values
* for big scale values, limit the number of digits of the
scale figures to one or two, then; place the unit of
measurement in the scale legend
* position the scale figures near the coordinate axes
* scale figure of the vertical axis starts with zero (for
line chart and vertical bar charts)
* if we only need the upper part of the coordinate fields
to portray the data, we still retain the zero but exclude
the lower part of the figures by putting a break on the
vertical scale
Example of Putting a Break on the Vertical 20
Axis
Figure 1a Figure 1b
80 80
60 60
40 40
0 0
Time Period Time Period
21
Scale Labels or Scale Legends

* describes both horizontal and vertical axes
Curves
* represent the plot of the data series
* differentiate several curves by using different patterns
or colors.
Curve Legends
* give the type of data series
* legend symbol follows the color or patterns selected
for a particular curve
* we prefer the use of curve labels than curve legends.
22
Footnote
* brief explanation to any part of the chart
* located at the bottom of the chart
Source Note
* indicates the source of the data
* located at the bottom of the chart
23
Line Chart
* appropriate for time series data
* emphasis is on the movement
* shows trends, patterns, forecasts
* applicable for one or more time series

data for comparison purposes
24
Notes for Line Chart:
* put the variable of interest on the vertical axis and the

time on the horizontal axis
* put appropriate scale legends for both axes
* position the scale figures on the tick marks
* ratio of height of width should be 2 to 3 or 3 to 4
Figure 2. Number of Reported Cases and Deaths Due to Dengue
Fever in the Philippines: 1992 to 2000
Figure title
50
45
40
35
in thousands
Curve label 30
25
Grid lines
20 Reported cases
15
10
5
Border
0
92 Death94
93 cases95 96 97 98 99 2000
Scale figures
Source Note Source: Department of Health
Figure 2. Different Parts of a Line Chart

26
FIGURE 3a. Stretched Out

Vertical Axis of the Grid
20
15
Sales in Millions
10
FIGURE 3b. Stretched Out Horizontal Axis of the
Grid
20
Sales in Millions
5 15
10
0 0
1 2 3 4 5 6 7 8 9 10 1 2 3 4 5 6 7 8 9 10
TIME TIME
FIGURE 3. Stretched Out Vertical and

Horizontal Axes and Its Consequences
27
Good Grid Proportions
20
15
Sales in Millions 10
0
1 2 3 4 5 6 7 8 9 10
TIME
FIGURE 3c. Line Chart with Good Grid

Proportions
28
20
Sales in millions
15
10
0
1 2 3 4 5 6 7 8 9 10
TIME
FIGURE 4. Line Chart with Two Curves and Large

Observed Values
Figure 5a. Simple Line Chart Figure5b. Multiple Line Chart
• has only one curve • shows two or more curves
• appropriate for one series of time • to compare the trends in two or
data. more data series
Figure No.: Case Outflow in the Supreme Figure No.: Case Outflow in the Supreme Court and
Court: 1999 to 2004 Court of Appeals: 1999 to 2004
14
Court of Appeals
Case Outflow in thousands
6 12

5 10
4 8
3 6
Supreme Court
2 4
1 2
0
0
99 00 01 02 03 04
99 00 01 02 03 04
FIGURE 5. Types of Line Chart

30
Column Charts
* for showing comparisons of amount of a

variable of interest collected over time
* emphasis is on the magnitude of the data set
FIGURE NO. Unemployment Rate of 15-24 Years Old in
Figure title the Philippines: 1990 to 2003
25
border
20
Horizontal grid
Unemployment Rate
lines 15
10
Scale label 5
0
90 91 92 93 94 95 96 97 98 99 00 01 02 03
Source note Source: NSO
FIGURE 6. Different Parts of a Column Chart
* The height of the column represents the amount of a specific time.

* Columns must not be too long or too short, not too wide or too
narrow.
* The space between the bars must not be too wide or narrow.
* The usual space between bars is around one-fourth of the width of
the column.
32
FIGURE 8a. Too Narrow Columns FIGURE 8b. Too Wide Columns
25 25
20 20
Unemployment Rate
Unemployment Rate
15 15
10 10
5 5
0 0
90 91 92 93 94 95 96 97 98 99 00 01 02 03 90 91 92 93 94 95 96 97 98 99 00 01 02 03
FIGURE 7. Illustrations of Incorrect

Width and Spacing of Columns
33
Notes on Column Charts:
* vertical scale of the column chart should start with zero

* do not put a break on the vertical scale
* use scale figures that are multiples of 5, 10,…,50
* if the observed values are small, use multiples of 2
* put a scale label to identify the variable of interest
* put horizontal grid lines
* for one series of data, use only one color or pattern
* for two or more series of data, use different colors,
shadings or patterns
* avoid wavy or unconventional patterns
FIGURE 9a. Uneven Shading FIGURE 9b. Wavy Patterns
12 12
10 10
8
8
6
6
4
4
2
2
0
0
90 91 92 93 94 95 96 97 98 99 2000
90 91 92 93 94 95 96 97 98 99 2000
FIGURE 9b. Wavy Patterns FIGURE 9d. Correct Shading

12 12
10 10
8 8
6 6
4 4
2 2
0 0
90 91 92 93 94 95 96 97 98 99 2000 90 91 92 93 94 95 96 97 98 99 2000
FIGURE 8. Examples of Poor and Good Choices of

Patterns
35
Types of Column Charts
* Simple Column Chart
* Grouped Column Chart
* Subdivided Column Chart
* 100% Subdivided Column Chart
* Net Deviation Column Chart
FIGURE 9a. Simple Column Chart FIGURE 9b. Grouped Column Chart
Figure No.: Case Outflow in the Supreme Court: 1999 Figure No.: Case Outflow in the Supreme Court and Court
to 2004 of Appeals: 1999 to 2004
6 14

5 12
10
4
8 Supreme Court
3
6 Court of Appeals
2 4
1 2
0 0
99 00 01 02 03 04 99 00 01 02 03 04
• for one time series data • for comparing two or more time
• emphasizes on the amount of series data by using different
increase or decrease colors, shading, or patterns
• columns must have only one
pattern, color, or shading
FIGURE 9c. Subdivided Column Chart FIGURE 9d. 100% Subdivided Column Chart
Figure No.: Case Outflow in the Supreme Court and Court Figure No.: Case Outflow in the Supreme Court and Court
of Appeals: 1999 to 2004 of Appeals: 1999 to 2004
20 100%

80%
15
Court of Appeals 60% Court of Appeals

10
Supreme Court 40% Supreme Court
5
20%
0 0%
99 00 01 02 03 04 99 00 01 02 03 04
• to show the component parts of • components are in percentages

a series of values • facilitates comparison of two or
• Use different shades, patterns more series
or colors show the different • Use different shades, patterns,
components of the column. or colors to show the component
parts in percentages
FIGURE 9e. Net Deviation Column Chart
FIGURE No. Percent Change of Peso-Dollar

Exchange Rate in the Philippines:
February to December 2001
4
3
2
1
0
-1 Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
-2
-3
-4
-5
-6
• for showing increases and

decreases, gains and losses, and
positive and negative numbers
over time.
• vertical axis will have positive
and negative scales
39
Horizontal Bar Charts

* for qualitative types of data given a specific time
* to compare the magnitudes of the different categories of

a qualitative variable
* place the categories of the qualitative variable on the

y-axis and the amount or number is on the horizontal
axis
* use vertical grid lines
Figure title FIGURE NO. Top 6 Diseases in the Philippines: 2002
Pneumonia
Scale label Diarrhea
Bronchitis
Influenza
Border Vertical grid
Hypertension
lines
Tuberculosis
Scale figure
0 20 40 60 80
number in ten thousands
Source note Source: DOH
FIGURE 10. Different Parts of a Simple Horizontal Bar Chart

41
Notes on Horizontal Bar Chart:
* the length of the bar represents the value for the
category
* the bars should not be too wide or narrow or too long
or too short
* the spaces in between the bars may be one-fifth to
one-half the width of the bar
* arranging the bars according to length facilitates
comparisons
* use appropriate colors or patterns for the bars
* place the title of the chart at the center of either the
top or bottom of the chart
42
Types of Horizontal Bar Charts
* Simple Bar Chart
* Grouped Bar Chart
* Subdivided Bar Chart
* Subdivided 100% Bar Chart
FIGURE 11a. Simple Bar Chart FIGURE 11b. Grouped Bar Chart
Figure No.: Court Caseload by Type of Higher Court in the
Figure No.: Court Caseload by Type of Higher Court in the
Philippines: 2003 and 2004
Philippines: 2004
Court of Appeals
Court of Appeals
Supreme Court Supreme Court

2003
2004
Sandiganbayan Sandiganbayan
Court of Tax Appeals

Court of Tax
Appeals
0 10 20 30 40
0 5 10 15 20 25 30 35 40
court caseload in thousands court caseload in thousands
• compares the amounts of two

• for showing the magnitude of
or more data sets with the
the different categories of a
same set of categories
qualitative type of variable
• number of bars per category
• length of the bar represents the
depends upon the number of
value of each category
groups in the data set
FIGURE 11c. Subdivided Bar Chart FIGURE 11d. Subdivided 100% Bar Chart
Figure No.: Court Caseload by Type of Higher Court in the Figure No.: Court Caseload by Type of Higher Court in the
Philippines: 2003 and 2004 Philippines: 2003 and 2004
Court of Appeals Court of Appeals
Supreme Court Supreme Court

2004 2004
2003 2003
Sandiganbayan Sandiganbayan
Court of Tax Court of Tax

Appeals Appeals
0 10 20 30 40 50 60 70 80 0% 20% 40% 60% 80% 100%

court caseload in thousands court caseload
• for various categories, we

• It indicates the parts of a whole
divide one bar into several
such that the parts total to 100%.
components
• uses absolute numbers in the
scale values
45
Pie Chart
* circle divided into several sections
* each section indicates the proportion of each
component or category
* useful for data sorted into categories for a
specific period
* purpose is to show the components parts with
respect to the total in terms of the percentage
distribution
* use the pie chart if there are less than 6
categories in the data set
46
FIGURE 12. Illustration of Pie Chart
Figure No.: Percentage Distribution of Reported Cases of Drug

Abuse by Type of Substance in the Philippines: 2004
3%
1%
3%
25% Shabu
Marijuana
Cough Preparation
Injectable
Inhalants
68%
47
Notes on Pie Chart:
* arrange components of the pie chart according

to magnitude
* If there is an “Others” category, we put it in the
last section
* Use different colors, shadings, or patterns to
distinguish one section of the pie to the other sections
* Plot the biggest slice at 12 o clock
48
Pictograph
* gives an approximation only of the actual

figures
* compares the different categories
* symbols selected should be self-explanatory

and easy to understand
* each symbol represents a number
49
Figure 13. Illustration of a Pictograph
Population in the Philippines for Census Years 1980 to

2000
Source: NSO
50
Statistical Maps
* to show data in geographical areas
* also called cross-hatched maps or shaded maps
* geographic areas may represent barangays, cities,

district, provinces, and countries
* figures in the map can be numbers, ratios, rates,

percentages, and indices.
51
Types of Statistical Maps
Shaded Map
* use shading with this type of map to indicate
the degree of magnitude of the figures
* shading commonly runs gradually from dark to light
* darker shading of the map means larger magnitude
and lighter shading of the map implies smaller
magnitude
Dot Map
* gives either the location or the number of
establishments in a certain geographic area
52
Figure 14. Illustration of a Shaded Map

Total Population in Quezon City: 1995
Legend
850 to 1,120
1,121 to 6,116
6,117 to 9,339
9,340 to 20,954
20,955 and above
53
Statistical Map
Based on results from the

2002 Census of Agriculture
Figure 15. Number of Holdings by Province: Philippines, 2002

54
Errors in Presenting Data
 Using ‘Chart Junk’

 No Relative Basis
in Comparing Data
Batches
 Compressing the
Vertical Axis
 No Zero Point on the
Vertical Axis
55
“Chart Junk”
Bad Presentation  Good Presentation

Minimum Wage Minimum Wage
1960: P100.00 P
4
1970: P160
2
1980: P310
0
1990: P380 1960 1970 1980 1990
56
No Zero Point
Bad Presentation  Good Presentation

Monthly Income $ Monthly Income
$ 45
45
42
42
39
39 36
36
J F M A M J 0
J F M A M J
Graphing the first six months of income.

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1

3 Ways of Presenting Data

* is putting important figures in the text of the report

* figures may be summary statistics like the minimum,

* allows us to highlight the significant figures of the study

* it confirms deductions and answers to the research

In terms of relative data availability for progress monitoring of the

* Arrangement of figures in rows and columns for easy

* It allows us to compare and look for relationships among

* The table can have frequency counts, proportions,

Formal Statistical Table

* contains all the important parts of a table like

* can stand alone even without an introductory

Definitions of the Different Parts of a Table

Box Head contains spanner heads and column headings.

Spanner Head is an identifying label for the column

Column Heading is a descriptive label for the column

Panel consists of several column heads under the same

Stub contains the stub head, center head, and row

Stub head is a descriptive label for the center heads and

Center head is an identifying label for the row captions.

Row caption is a descriptive label for the row cells.

Block contains row captions under the same center head.

Field is set of numerical figures in the table.

Footnote is an explanatory text about a specific part or the

The Parts of a Formal Statistical Table

Spanner head Spanner Head The Column

CENTER HEAD Cell Cell Cell Cell Cell Cell Line

Table 1. Amount of Pag-ibig Provident Benefits

Total no. Income Expenditure

Income Class of Families Total Average Total Average

URBAN center head

Total 7,489,853 1,535,250,064 205 1,234,285,343 165

Under P10,000 6,840 56,801 8 59,693 9

10,000 - 19,999 50,326 812,883 16 908,440 18

20,000 - 29,999 126,398 3,209,473 25 3,389,398 27

30,000 - 39,999 206,629 7,286,107 35 7,620,222 37

40,000 - 49,999 309,445 13,998,124 45 14,125,894 46

60,000 - 79,999 742,181 51,834,409 70 49,559,978 67

80,000 - 99,999 761,548 68,497,516 90 63,900,511 84

100,000 -149,999 1,522,669 187,488,838 123 168,737,118 111

150,000 -249,999 1,718,997 331,582,321 193 278,565,606 162

250,000 -499,999 1,236,285 419,348,347 339 326,570,009 264

500,000 and over 452,445 431,577,392 954 301,781,968 667

Note: Totals may not add up due to rounding footnote

Source: NSO source

* It is a good means of communicating the numerical figures

* Charts facilitate analysis when it reveals probable

* It allows comparison of different series or groups

* Placing figures in charts permits us to validate conclusions

* vertical bar chart

Grid Lines or Coordinate Lines

Time Period Time Period

Scale Labels or Scale Legends

* appropriate for time series data

* emphasis is on the movement

* shows trends, patterns, forecasts

* applicable for one or more time series

* put the variable of interest on the vertical axis and the

* put appropriate scale legends for both axes

* position the scale figures on the tick marks

* ratio of height of width should be 2 to 3 or 3 to 4

Source Note Source: Department of Health