Guidelines on Use of Electronic Data Collection in Censuses: Systems for Management and Monitoring Field Operations

Transcription

1 Guidelines n Use f Electrnic Data Cllectin in Censuses: Systems fr Management and Mnitring Field Operatins

2 Management and Mnitring Systems Increasing access t mdern technlgy has led t significant prgress in management and mnitring f field peratins It is nt very difficult t establish a centralized system fr an effective management, mnitring and cntrlling peratinal activities, with the use f the Internet and Handheld Devices The system may have many f the capabilities f n-site mnitring and tracking the risks and making right decisins It is imprtant t have a gd understanding f its benefits t imprve the quality f enumeratin It shuld be integrated with field peratins and available t field managers and staff

3 Management and Mnitring Systems Whatever census methdlgy/technlgy used in cnducting censuses: Management and mnitring f field enumeratin shuld be maintained by infrmatin systems and supprt mechanisms Careful planning is required fr determining: - what systems will be used, - what infrmatin will be cllected, - wh are users - What are respnsibilities/duties f users - what technlgy will be used and hw the system will be integrated with census technlgy

4 Management and Infrmatin Systems Management and Infrmatin Systems shuld fcus n aspects f the peratin that matter mst, in particular: understanding the status f recruitment f field staff; understanding the status f the prgress f the field enumeratin, ensuring that the field peratin prceeds accrding t schedule and identifying levels f nn-respnse r under-cverage; identifying truble spts; respnding t public cncerns and issues; evaluating the effectiveness and efficiency f the peratin

5 Management and Infrmatin Systems Management and mnitring systems can be created in different ways depending n the hierarchical structure f the management and supervisin f field staff and the respective rles and respnsibilities f headquarter, reginal and lcal ffices A number f sftware slutins can be develped fr management and mnitring which can be classified int tw grups: Data cllectin management and mnitring fr field staff Management and infrmatin system (MIS) fr peratinal cntrl

6 Data cllectin management and mnitring mdules fr field staff During the data cllectin phase, it is essential fr enumeratrs and supervisrs t be able t see the enumeratin status fr each husing unit in real time t ensure as cmplete an enumeratin as pssible Supervisrs shuld be able t cntrl the quality f the wrk f enumeratrs, and require them t revisit husehlds in rder t make any necessary crrectins, befre transferring data t headquarters Number f applicatins can be develped fr field staff Fieldwrk management systems fr the field staff - Reginal crdinatr - Supervisrs - IT Supervisrs - Enumeratrs -

7 Data cllectin management and mnitring mdules fr field staff Number f mdules fr each level f field staff can be develped User management: thrugh which the reginal crdinatr can identify enumeratrs and their immediate supervisrs accrding t hierarchical structure. It shuld als prvide infrmatin n the handheld devices - type and features - used by each member f the field staff Tasks distributin: thrugh which the wrk is assigned frm the reginal crdinatr t the lcal supervisrs and then t the enumeratrs accrding t the varius tasks assigned t them

8 Data cllectin management and mnitring mdules fr field staff Number f mdules fr each level f field staff can be develped Data transmissin: thrugh this mdule, the authrized staff (usually crdinatrs and supervisrs) can view data transmissin between the handheld devices and the central database Wrk apprval and review: this mdule is used t review and apprve the wrk submitted by the enumeratrs. If the supervisr refuses t apprve the wrk, then the wrk is returned t the enumeratr t make any apprpriate changes GPS tracking: this mdule allws the supervisrs t mnitr each enumeratr s prgress in his/her area, tracking their daily mvement

9 A view f filling the questinnaire ut f the EA, Brazil

10 Data cllectin management and mnitring mdules fr field staff Reginal crdinatr`s mdule Assigning the enumeratin areas t the field supervisrs and t ensure all EAs are cvered by the field staff; Mnitring daily prgress f the enumeratin based n peratinal perfrmance indicatrs and reprts generated by the system; Mnitring the changes in the number f the enumeratrs and supervisrs and electrnic devices t ensure there are n prblems that may affect the perfrmance; Gd cmmunicatin with headquarters and field staff n urgent issues; Ensuring timely payments f the field staff;

11 Data cllectin management and mnitring mdules fr field staff Supervisr`s mdule Assigning the EAs t the enumeratrs and t ensure cmplete cverage with n verlapping r missin; Mnitring the daily prgress f the enumeratin in terms f the number f husing units visited and each enumeratr`s assignments and their status; Apprving r rejecting the cmpleted questinnaires submitted by enumeratrs; Fllwing-up nn-respnse and refusals; Prviding infrmatin fr specific cases r situatins r pssible risks; Cmmunicating with enumeratrs, ther supervisrs and crdinatrs at the lcal and central level; Displaying the entered data at aggregate and individual levels fr checking purpses; Cntrlling data transmissin t headquarters

12 Data cllectin management and mnitring mdules fr field staff Enumeratr`s mdule Data transmissin Infrmatin abut apprved and rejected enumeratin (and reasn fr rejectin) Results f enumeratin fr each unit in EA - Cmpleted, - Refused, - N cntact, - Interview rescheduled (including infrmatin n reasn and appintment time/date), - Vacant dwelling, - Addresses/buildings nt used fr residential purpses - Other explanatin

13 Management Infrmatin System fr peratin cntrl (MIS) MIS fr any census field peratin shuld be established t prvide up-t-date infrmatin needed t mnitr and manage the prgress f the enumeratin, and t facilitate the sharing f perfrmance indicatrs, reprts and alerts amng field supervisrs and cntrllers/managers wrking at lcal and reginal levels and at headquarters This system is fundamental fr identifying prblems and taking apprpriate actins Tls fr peratin cntrl Perfrmance indicatrs Alerts fr identifying ptential risks Gespatial infrmatin fr mnitring Ge-tracking tl

14 Management Infrmatin System fr peratin cntrl (MIS) Perfrmance indicatrs Key indicatrs Status f enumeratin Cmpleted, Refused, Interview rescheduled, N cntact, Nn-residential, Vacant, etc. Enumerated ppulatin by sex, age Average number f ppulatin/husing unit per day Number f data transmissins per day by gegraphical area Number and percentage f devices that have t be renewed (CAPI) Cunts f submitted cmpleted questinnaire/incmplete questinnaires Cmparisns between actual return and planned returns Husing units enumerated by mde f data cllectin fr timely mnitring nn-respnse

15 Management Infrmatin System fr peratin cntrl (MIS) Alerts fr identifying ptential risks Other infrmatin that can be ptentially useful in mnitring the field enumeratin is what might be termed supervisin alerts, created frm a cmparisn f data actually cllected during the enumeratin with what might be expected, such as: - Ppulatin cunt belw/abve expected - Male ppulatin prprtin belw/abve expected - Prprtin f ppulatin under X years and abve Y belw/abve expected - Husing units cunt belw/abve expected

16 Management Infrmatin System fr peratin cntrl (MIS) Gespatial infrmatin fr mnitring It is suggested that advantage shuld be taken f GIS tls fr presenting data cllected fr mnitring the field enumeratin. In particular, the data n perfrmance indicatrs and alerts can be integrated with GIS that make it easier t recgnise prblematic gegraphic areas and t get a better view f reginal perfrmance. Ge-tracking tl The MIS culd make use f ge-referenced infrmatin n the lcatin where the enumeratr has started an interview (captured by the device s GPS), thus identifying pssible enumeratr fraud attempts

17 Management Infrmatin System fr peratin cntrl (MIS) Centrally managed sub-systems fr peratinal cntrl Field Management and Cntrl System: This system enables the fieldwrk administratin and the headquarters administratin t review the data at bth levels (individual and aggregate) - It prvides reprts n prductivity and perfrmance indicatrs thrugh tables, charts and electrnic maps. This system may als prvide interactive reprts t keep reginal crdinatrs/supervisrs and headquarters infrmed abut prblematic areas. Call Center System: This system can be used fr mnitring data quality cntrl by re-calling a sample f husehlds whse data were cllected during the census t verify the validity f the data entered, and can be used als t cllect the incmplete data fr sme husehlds

18 2017 Census f Palestine Snapsht screen explains achievement fllw up per enumeratin area per building thrugh different clrs: i) Blue means unvisited; ii) Green means cmpleted; iii) Red means deleted buildings; iv) Orange means nn-census building; and, v) Yellw means incmplete

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