Census Management
Workshop
Prototype PowerPoint
March, 2009
Census Management Workshop
based on UN Handbook
1
Census Management Workshop
Topics by Day
1.
2.
3.
4.
5.
Overall Census Management
Preparatory Tasks
Field Operations
Data Processing
Census Products/Evaluation
Census Management Workshop
based on UN Handbook
2
Day 1. Overall Census
Management
A.
B.
C.
D.
E.
The imperative of relevance
Census planning
Quality assurance
Management structure
Software and hardware evaluation and
acquisition
F. Use of sampling
G. Selecting and managing external consultation
and outsourcing
Census Management Workshop
based on UN Handbook
3
1A. The importance of relevance
1. Introduction
2. Relevance to user needs *
3. Public relations to reinforce relevance to
ordinary population *
4. Relevance to overall national strategies
5. Relevance to other elements of national
statistical systems *
* Asterisk means that item is discussed below
Census Management Workshop
based on UN Handbook
4
1A2. Relevance to user needs
When assessing potential census topics:
a) Is the topic of major national importance?
b) Is there a need for data on the topic for small
groups in the population or for small
geographic areas?
c) Is the topic suitable for inclusion in the
census?
d) Are there sufficient resources available to
collect and process the data for that topic?
e) Does it allow for international comparability?
Census Management Workshop
based on UN Handbook
5
1A2. Relevance to user needs
What goes in an information paper:
a) The topics planned for inclusion in the
forthcoming census
b) The topics planned for exclusion from the
forthcoming census
c) Other topics, to assess user demand
Census Management Workshop
based on UN Handbook
6
1A2. Relevance to user needs
Elements of census testing relevance:
a) Design of enumeration areas
b) Design of operational tasks
c) Training of field staff
d) Dissemination of data
Census Management Workshop
based on UN Handbook
7
1A3. Public relations to reinforce
relevance to ordinary population
a) Major releases of data from the previous
census
b) Seizing opportunities for case studies,
like opening of new schools and
hospitals
c) Publicizing the development of census
information in forms easily accessible
and in accessible places
Census Management Workshop
based on UN Handbook
8
1A4. Relevance to overall national
strategies
Depends on:
• Stage of country’s economic development
• Quantity and quality of existing infrastructure (e.g., electricity?)
• Extent to which population
characteristics are evenly dispersed
across the country (e.g., where no
clerical workers?)
Census Management Workshop
based on UN Handbook
9
1A4. Relevance to overall national
strategies
Other objectives:
a) An opportunity to acquire funding for improving
and increasing the stock of information
technology equipment
b) Providing employment in economically
depressed areas
c) Opportunity to train a large number of people
in tasks such as data processing or census
collection
d) To improve the mapping capabilities
Census Management Workshop
based on UN Handbook
10
1A5. Relevance to other elements
of national statistical systems
a) Population estimates
b) Household survey program
Census Management Workshop
based on UN Handbook
11
1B. Census planning
1.
2.
3.
4.
5.
6.
7.
Introduction
Specifying the role of the census
The role of Government *
Setting goals *
Developing project plans *
Monitoring project plans *
Developing a budget *
Census Management Workshop
based on UN Handbook
12
1B3. Census planning – Role of
Government
a) Providing a legal framework for the
conduct of the census *
b) Providing funding for the census
c) Providing logistical support for census
activities *
Census Management Workshop
based on UN Handbook
13
1B3a. Census planning –
Legal Framework
1. The authority of the census agency to
undertake census activities
2. Topics to be included in the census
3. Requirements of individuals to provide
information
4. Provisions about confidentiality of information
supplied by individuals
5. The role of other organizations (especially
government ministries) in census taking
Census Management Workshop
based on UN Handbook
14
1B3a. Census planning –
Legal Framework
• Reference date
• Form of census should not be mandated
• Penalties for noncompliance
Census Management Workshop
based on UN Handbook
15
1B3c. Census planning –
Logistical support
• Funding
• Use of teachers
• Use of other agencies
Census Management Workshop
based on UN Handbook
16
1B3c. Census planning –
Logistical support
Examples of govt organizations supporting:
1. Local or provincial governments, which
may encourage staff of their agencies to
work on census
2. Local or provincial steering committees
made up of staff from govt organizations
3. Other govt agencies that supply special
services such as form printing, mapping,
transport, media liaison
Census Management Workshop
based on UN Handbook
17
1B4. Setting goals
• What do the stakeholders want?
• Current and potential users
Census Management Workshop
based on UN Handbook
18
1B4. Setting goals
a)
•
•
•
•
Stakeholders within the census program
Census evaluation
Census processing
Census dissemination
Other areas – internal stakeholders for
transport and printing
b) Other stakeholders w/in the statistical agency *
c) Community *
Census Management Workshop
based on UN Handbook
19
1B4. Stakeholders within the
census program
• Integration of phases: “Quality circle”
• Potential stakeholders for the field
operations phase: how field operations
influence others
Census Management Workshop
based on UN Handbook
20
1B4b. Setting goals – Other stakeholders in the statistical agency
• Regional offices are important
• Sometimes the census office is NOT the
Statistics office
• Sometimes various statistical results are
interrelated (census, survey, admin
records)
• Use of census results on daily basis
Census Management Workshop
based on UN Handbook
21
1B4b. Setting goals – Other stakeholders in the statistical agency
Examples of special skills:
1. Statistical methodology (design of follow-up
samples, advice on quality monitoring sampling
rates)
2. Information technology (evaluation of
processing systems, hardware and software
maintenance
3. Public relations (training and advice on public
relations strategies and advertising campaigns)
Census Management Workshop
based on UN Handbook
22
1B4b. Setting goals – Other stakeholders in the statistical agency
Stakeholders using as part of operations:
1. Statistical analysts preparing material by
further analysis: e.g., income, housing
2. Client services, sales and marketing
units identifying and satisfying external
clients'’ needs
3. The area responsible for household
surveys using census small area counts
to update sample frames
Census Management Workshop
based on UN Handbook
23
1B4c. Setting goals – Community
•
•
•
•
•
Often only occasional interest
Confidentiality
Privacy
Sensitivity
Timing – the longer it takes to get the
results, the less the interest
• Goals will interact: the following goals
Census Management Workshop
based on UN Handbook
24
1B4c. Setting goals – Community
Goals of census:
1. The topics to be collected
2. Confidentiality
3. Timeliness of data release
4. Data quality
5. The nature of the output
6. Trade-off between what topics can be collected
and costs
7. The total cost of the census
Census Management Workshop
based on UN Handbook
25
1B5. Census planning –
Developing project plans
The basic structure – these form a hierarchy:
a) Projects. The total set of tasks needed to
achieve a specific goal *
b) Phases. The major project components *
c) Activities. The phase components *
d) Tasks. The smallest identifiable amount of
work leading to a deliverable *
e) Milestones. Specific points in time at which
key outcomes are expected and which
measure a project’s progress –
measurements!
Census Management Workshop
based on UN Handbook
26
1B5a. Developing project plans -Projects
Project definition:
1. Planning: Setting strategic directions for the
entire census program and developing project
plans
2. Preparation: Establishing the basis of
enumeration, form design and testing,
mapping, and printing the census forms
3. Field operations: Recruiting and training field
staff, public relations campaigns, form
distribution and return
Census Management Workshop
based on UN Handbook
27
1B5a. Developing project plans -projects
4. Data processing: Recruiting and training
data processors, selecting and managing
premises, processing forms
5. Dissemination: User consultation,
product development, marketing and
sales strategies
6. Evaluation: All Evaluation plans and
processes.
Census Management Workshop
based on UN Handbook
28
1B5b. Developing project plans –
Example of Phases
•
•
•
•
Need a head for each phase
Need time frames for each
Need milestones
Phases will overlap, so use flow charts
Census Management Workshop
based on UN Handbook
29
1B5b. Developing project plans –
Example of Phases
3.01 Methods and procedures: Development
of all enumeration and administrative
procedures. Includes determining how
enumerators and supervisors will conduct
the census, as well as the procedures for
recruitment and payment of temporary
field staff
Census Management Workshop
based on UN Handbook
30
1B5b. Developing project plans –
Example of Phases
3.02 Test program: Development and
implementation of all tests. As a major
activity, this brings together all aspects of
the enumeration, on a small scale, and
can act effectively as a quality assurance
measure on the operation in addition to
the specific goals of each test.
3.03 Field mapping: Design of enumeration
area and preparation of maps
Census Management Workshop
based on UN Handbook
31
1B5c. Developing project plans –
Activities for Field mapping
3.03.01
3.03.02
3.03.03
3.03.04
3.03.05
Enumeration area design
Enumeration area file
Management area design
Map production
Enumerator record book
preparation
Census Management Workshop
based on UN Handbook
32
1B5d. Developing project plans –
Enumerator area design tasks
3.03.01.01
3.03.01.02
3.03.01.03
3.03.01.04
3.03.01.05
3.03.01.06
3.03.01.07
Review previous census methods,
procedures and outcomes
Establish or review enumeration area design
principles and criteria
Prepare enumeration area design manual
Establish enumeration area update methods,
procedures and processes
Test enumeration area design process
Implement and monitor enumeration area
design
Evaluate enumeration area design
Census Management Workshop
based on UN Handbook
33
1B5i1. Activity issues – Overview
• Activities are parts of phases
• Each activity needs a leader
Census Management Workshop
based on UN Handbook
34
1B5i1. Activity issues – Overview
Description
Describe enough background to the activity
for people to quickly gather where it fits
in
Questions
How would I describe this activity to
someone in 2 or 3 sentences
Census Management Workshop
based on UN Handbook
35
1B5i2. Activity issues – Approval
Description
Note if there has been, or should be, any
formal approval for this activity
Questions
Does this activity need to be approved by
anyone?
Census Management Workshop
based on UN Handbook
36
1B5i3. Activity issues –
Goals/objectives
Description
Describe the goals of the activity
Questions
What is the purpose of this activity? Why do
it? Is it important? How does this
activity add value to what we are going?
Census Management Workshop
based on UN Handbook
37
1B5i4. Activity issues –
Deliverables/output
Description
What the end result of the activity is. This
may be a specification document, a
manual, a computer system, etc. They
may be inputs to other activities
Questions
What is the actually produced activity?
Census Management Workshop
based on UN Handbook
38
1B5i5. Activity issues –
Schedule/dates
Description
Start and finish dates as well as any key
dates along the way. This may simply be
a file that progress is shown in or it may
be a separate document
Questions
What do people need to know about the
timing or scheduling of this activity? Are
there are critical dates involved?
Census Management Workshop
based on UN Handbook
39
1B5i6. Activity issues –
Stakeholders
Description
People relationships. The people or areas,
including outside the agency, are
important to this activity. They may be
dependent on this activity or vice versa.
Questions
Who would I need to involve in planning,
developing or implementing this activity?
Who is the client?
Census Management Workshop
based on UN Handbook
40
1B5i7. Activity issues –
Dependencies
Description
Process relationships. The activities or
tasks, including other areas, depend on
this activity or vice versa.
Questions
What inputs do I need? Where do the
outputs of this activity go?
Census Management Workshop
based on UN Handbook
41
1B5i8. Activity issues – Key tasks
Description
Describe the key tasks that make up this
activity
Questions
What tasks have to be done for the activity
to be completed?
Census Management Workshop
based on UN Handbook
42
1B5i9. Activity issues – Risks
Description
Describe the potential risks, their likelihood
and contingency plans
Questions
What can go wrong and how likely is it?
What are the critical success factors?
Census Management Workshop
based on UN Handbook
43
1B5i10. Activity issues –
Specifications
Description
These may be technical specifications as for an
information technology application or a
description of what is involved in this activity.
Will depend very much on the nature of the
activity
Questions
What do I have to specify in order for the activity to
get done? What would I have to tell someone
about how to go about it?
Census Management Workshop
based on UN Handbook
44
1B5i11. Activity issues – Resources
Description
Staffing, budgets, costs, etc. Staffing costs
refer to people working on the activity
and do not have to be exact
Questions
How much is this activity costing in terms of
people and money?
Census Management Workshop
based on UN Handbook
45
1B5i12. Activity issues – Training
Description
Training that may be required to enable this
activity to be done
Questions
What skills would someone need to do this
activity? For example, software,
acceptance testing, negotiation and
procurement
Census Management Workshop
based on UN Handbook
46
1B5i13. Activity issues –
Performance measures
Description
The performance measures against which
the success of this activity will be
measured
Questions
How will I know if this activity has been
successful?
Census Management Workshop
based on UN Handbook
47
1B5i14. Activity issues –
Management Information
Description
Information that can be extracted from the activity
to inform people about the progress, et. And
also to provide data for analysis (number of
people paid, number of EAs)
Questions
What information from this activity will help people
know how many things are going or assist in
analyzing the activity later?
Census Management Workshop
based on UN Handbook
48
1B5i15. Activity issues – Testing
Description
The testing plan for this activity
Questions
How will I test this activity to be confident
that it will work or that the right outcomes
will be achieved?
Census Management Workshop
based on UN Handbook
49
1B5i16. Activity issues – Evaluation
Description
The evaluation plan for the activity
Questions
How will this activity be evaluation? How will
other items in this table contribute to the
evaluation? How has previous feedback
been dealt with?
Census Management Workshop
based on UN Handbook
50
1B5i17. Activity issues – Reporting
Description
Information about the level and detail for
reporting on this activity. Name and
location of relevant project management
software file
Questions
What do I have to report, and how often, so
that people know the status of this
activity?
Census Management Workshop
based on UN Handbook
51
1B5i18. Activity issues –
Documentation
Description
Describe what documentation exists about
this activity. This may be other items in
the table such as specifications, etc
Questions
What would I tell someone who wanted to
learn about this activity to read?
Census Management Workshop
based on UN Handbook
52
1B5i19. Activity issues – Service
agreement
Description
Details of any service agreement associated
with this activity
Questions
If other persons are doing some work on this
activity for me, what agreement should I
have in place with them?
Census Management Workshop
based on UN Handbook
53
1B5i20. Activity issues – Closure
Description
How the activity is closed. What occurs
when the activity is finished
Questions
How do I know when this activity is finished?
Who needs to be told?
Census Management Workshop
based on UN Handbook
54
1B5d. Tasks
• Tasks are parts of activities
• You need to plan the tasks
• Someone has to be responsible for each
task
• Transitions: each task has to fit into the
whole series
Census Management Workshop
based on UN Handbook
55
1B5f. Issues
• Timing and resources are everything!
• An issues table is useful (see table)
Census Management Workshop
based on UN Handbook
56
1B5g. Risks
• “Risks are events that could occur and in
some way have a negative impact on the
success of the census”
• Risk must be controlled
Census Management Workshop
based on UN Handbook
57
1B6. Census planning –
Monitoring project plans
The most important components to track:
a) The calendar time for completing the
task
b) Resource usage per task
c) Cost per task
d) Milestones
Census Management Workshop
based on UN Handbook
58
1B6. Census planning –
Monitoring project plans
a) What to review *
b) What to report and to whom
Census Management Workshop
based on UN Handbook
59
1B6a. Monitoring project plans –
Status information
a) Status of tasks (not started, started, or
completed)
b) Status of important milestones
c) Progress (percentage completed, or,
preferably, estimated time to complete)
d) Actual start and end dates
Census Management Workshop
based on UN Handbook
60
1B6a. Monitoring project plans –
Status information
Special attention to:
a) Slippage of critical tasks leading up to a milestone
b) Critically late tasks, indicating that that the estimated
time to complete is later than the planned finish date
c) An over-commitment of resources in the remainder of
the project
d) Too many tasks appearing to be “nearly complete”
[99% complete syndrome]
e) Rebase-lining. If the project cannot complete on time,
then have to extend on Gantt chart of other document
Census Management Workshop
based on UN Handbook
61
1B7. Developing a budget
• Have to think about the TOTAL budget
• Also, what happens over time, flow of
costs
• Allotments for different activities
• Salary costs year by year
• Other costs year by year
Census Management Workshop
based on UN Handbook
62
1B7. Developing a budget
Ways of estimating budgets:
a) Based on the same allocations received for the
previous census, brought up to current prices by
adjusting for:
•
Inflators for increased costs (e.g., salaries)
•
Deflators for efficiency gains (new technology)
•
Policy changes
•
Population increases
b) Based on previous expenditure pattern, adjusted
c) Zero based using costing models to establish the
requirements of each phase
Census Management Workshop
based on UN Handbook
63
1B7a. Monitoring the budget
•
•
•
•
Must monitor each project re budget
Check regularly
Look ahead to possible problems
Should implement formal mechanisms for
checking
• REMEMBER: Enumeration itself is always
the largest cost
Census Management Workshop
based on UN Handbook
64
1B7. Developing a budget
Monitoring the budget using forward
estimates:
a) Managers can bid for increases or
indicate savings in resources over time
and/or reallocate expenditures between
different financial years or items
b) Bids can be considered by senior census
management, taking all bids for all years
into account at one time
Census Management Workshop
based on UN Handbook
65
Census budget cycle: expected expenditure
patterns
120
100
Cost
80
60
40
20
0
2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015
Census Management Workshop
based on UN Handbook
66
1B7. Items in a census budget
Salaries: Salaries for both permanent staff from the census
agency, and temporary field operations and data
processing staff, usually calculated separately, and
allowing for overtime
Travel and subsistence: all fares and per diem costs
Vehicles: Cost of purchase and/or hire of cars, boats and
aircraft
Office consumables: stationary, folders, pens, etc
Printing questionnaire: all printing costs (paper, printing)
associated with the census questionnaire
Manuals: all instruction manuals
Census Management Workshop
based on UN Handbook
67
1B7. Items in a census budget -continued
Mapping:
Data maintenance: Costs associated with
maintaining and updating map data
Equipment: Computer hardware, etc
Development: Software development costs
Printing: Map printing
Census Management Workshop
based on UN Handbook
68
1B7. Items in a census budget -continued
Form packing and transport: Distribution and
return of census forms and associated material
for field operations
Enumerator equipment: Satchels, pens,
clipboards, etc
Public relations: Publicity costs (e.g., pamphlets,
posters)
Training: Production of training guides
Consultants/contractors: Cost of external
consultants providing advice and/or services
Census Management Workshop
based on UN Handbook
69
1B7. Items in a census budget -continued
Publications: Printing and development costs of
publications containing census results
Product development: Development costs for census
output products
Telephone and postage: Ongoing telephone and postal
costs
Storage: Storage costs for census forms and maps
Security: Costs associated with securing census forms and
data
Taxes: Any applicable government taxes
Equipment purchases: office machines and computers
Census Management Workshop
based on UN Handbook
70
1B7. Items in a census budget -continued
Software licenses: Cost of purchasing off-the-shelf
software
Software development: Cost of developing censusspecific software
Office lease: Any rental costs of buildings required
for data processing, etc
Office running costs: Fuel, electricity, cleaning
Office equipment expenses: Cost of equipping
offices
Travel: Cost associated with the travel of census
personnel
Census Management Workshop
based on UN Handbook
71
1C. Quality assurance
1. Introduction *
2. The role of managers
3. Quality improvement and the census *
Census Management Workshop
based on UN Handbook
72
1C1. Quality assurance -Introduction
Four attributes of quality assurance:
a) Relevance
b) Cost
c) Timeliness
d) Data quality (or accuracy)
Census Management Workshop
based on UN Handbook
73
1C1. Quality assurance -Introduction
• The three attributes – cost, timeliness, accuracy
– are essentially trade-offs
• Regular measures
• Highly repetitive – as soon as you learn one task
you move on
• Complete evaluation of each phase
• Remember that People Rule!
• Also traditional quality control
• Think about improvement more than correction
Census Management Workshop
based on UN Handbook
74
1C1. Quality assurance -Introduction
Quality relies on:
a) Established, documented processes
b) Systems to monitor the outcomes of
these processes
c) Active encouragement by management
to involve staff undertaking the
processes in identifying and resolving
deficiencies in quality
Census Management Workshop
based on UN Handbook
75
1C1. Quality assurance -Introduction
How errors in process are detrimental:
a) Adds significantly to the cost of the operation
b) Errors in the inspection process can fail to detect true
errors or falsely identify errors
c) The correction process can introduce errors into the
data
d) Operators take less responsibility for the quality of their
work, believing it to be the responsibility of the
inspectors
e) Where a sample of units is inspected, the quality of
data is only ensured for those units that are inspected
Census Management Workshop
based on UN Handbook
76
1C1. Quality assurance circle
Measure
quality
Implement
corrective
action
Identify most
Important
quality problem
Identify root
causes of
problem
Census Management Workshop
based on UN Handbook
77
Table
. Percentage of costs spent on items
Item
Australia
Kyrgyzstan
Kazakhstan
Cambodia
100
100
100
100
Enumerator salaries
24
16
29
0
Data processing
14
5
3
0
Census agency staff
15
15
3
25
Hardware/software
6
35
2
26
Form printing
3
6
5
Mapping
3
3
1
3
Office equipment
3
3
1
1
Building costs
3
2
13
20
6
2
36
39
Total
Transport/per diem
Other costs
29
Source: UN Census Management handbook
Note: For Cambodia, census agency staff includes enumeration and data
processing
Census Management Workshop
based on UN Handbook
78
1C2. Quality assurance –
Role of Managers
• Managers must manage
• Environment: we all have to be in the same
canoe, paddling the same direction
• Client expectations must be known
• Processes must be understoof and documented
for staff
• What they DO, rather than what they SAY
• Stress teams over individuals
• But sometimes individuals have to be blamed
• Must have culture of looking at the BIG picture
Census Management Workshop
based on UN Handbook
79
1C3. Quality assurance – Quality
improvement and the census
The quality circle can be applied to the
entire census cycle with:
a) Performance in the previous phase being
evaluated at any given level of detail
b) Problems with quality ranked in order of
importance
c) Root causes identified and corrective
action implemented
Census Management Workshop
based on UN Handbook
80
Quality Circle Dependency Chart
Evaluation
1. Data quality
2. Process
3. Products/
4. Services
Topic
selection
Dissemination
Classification
and subject
matter specialists
Form design
And testing
Data
processing
Field
operations
Census Management Workshop
based on UN Handbook
81
Quality Circle Dependency Chart
• Can start at any point
• Quality control circle superimposed on
census cycle
Census Management Workshop
based on UN Handbook
82
1C3. Quality assurance – Quality
improvement and the census
a)
b)
c)
d)
e)
f)
Topic selection
Form design and testing *
Field operations *
Processing
Dissemination
Evaluation
Census Management Workshop
based on UN Handbook
83
1C3a. Quality improvement and the
census – Topic selection
• Product must be relevant
• Need to cover all areas and all subjects
• Must finish one census completely before
going on to the next one
Census Management Workshop
based on UN Handbook
84
1C3b. Quality improvement and the
census – Form design and testing
• Must Design and test the forms
• These are key and must be accounted:
1. The dissemination team, to ensure that the
questions asked will deliver the data to meet
the needs of the users
2. The subject matter specialist team
3. The team responsible for developing the
processing system
4. The field operations team, which is responsible
for training the enumeration workforce and
printing the forms
Census Management Workshop
based on UN Handbook
85
1C3c. Quality improvement and the
census – Field operations
•
•
•
•
•
Must test all field operations
The internal client is the Processing group
This is an iterative process
Quality monitoring for each phase
Quality difficult during enumeration
because time is so short BUT must do it
• Look at problem enumerators
• Quality of enumeration
Census Management Workshop
based on UN Handbook
86
1C3c. Quality improvement and the
census – Field operations
Quality circle mechanisms in play:
1. Demarcation of enumeration areas
2. Map production
3. Form printing, where a sample of forms
is rigorously tested for adherence to
standards
Census Management Workshop
based on UN Handbook
87
1C3c. Quality improvement and the
census – Field operations
Quality circle mechanisms to be achieved during
enumeration:
1. Clearly establishing the aims of the field
operations phase
2. Applying thoroughly documented procedures
3. Ensuring that the enumerators understand
their role through appropriate training and
providing inspection of corrupted forms
4. Providing opportunities for field staff to be
observed operating on the job for feedback
and retraining
Census Management Workshop
based on UN Handbook
88
1C3c. Quality improvement and the
census – Field operations
General overview of quality of enumeration from:
1. The use of techniques such as postenumeration surveys to gauge the level of
under-enumeration of people and dwellings
2. Feedback from field staff
3. Measures of the quality of any coding
undertaken by field staff
4. Mechanisms that may be in place to handle
queries from the public
Census Management Workshop
based on UN Handbook
89
1C3d. Quality improvement and the
census – Processing
• Dissemination is the product
• Dissemination and processing areas must
agree on a format
• Make sure products are compatible with
those from other collections
• Extensive testing of processing
• Processing cannot improve accuracy
Census Management Workshop
based on UN Handbook
90
1C3e. Quality improvement and the
census – Dissemination
•
•
1.
2.
3.
Easy to overlook
Manage quality in dissemination:
Deliver relevant products WHILE
Maintaining accuracy AND
Timeliness and within cost
Census Management Workshop
based on UN Handbook
91
1C3f. Quality improvement and the
census – Evaluation
•
•
•
•
Evaluation throughout
All aspects of the census
Accuracy of census data
2 stages: (1) preliminary for all, (2) after for
a few
• Evaluations must be made available
Census Management Workshop
based on UN Handbook
92
1D. Management structure
1. Introduction – usually within Stats
2. Generic management structure *
3. Management of the operational aspects *
Census Management Workshop
based on UN Handbook
93
1D2. Management structure –
Generic management structure
a)
b)
c)
d)
e)
f)
g)
Census agency executive officer *
Deputy executive officers
Project managers *
Project teams
Project board *
Use of advisory committees
Differences between development and
operational phases
Census Management Workshop
based on UN Handbook
94
1D2. Management structure –
Generic management structure
• Need to make sure that census results can
be used in planning the next census
• Keep open options for various aspects of
census
• Chart roles and responsibilities
• Keep in mind can shift staff around during
process
Census Management Workshop
based on UN Handbook
95
Top-level management structure
Statistical
Agency
executive
Census agency
Executive
officer
Deputy
Executive
officer
Advisory
committees
Project
board
Deputy
Executive
officer
Project manager
Planning &
administration
Project
Manager
processing
Project
Manager
preparations
Project
Manager
dissemination
Project
Manager
Field operations
Project
Manager
evaluation
Census Management Workshop
based on UN Handbook
96
1D2a. Management structure –
Census agency executive officer
Responsibilities:
1. Establishing strategic directions for the census
program
2. Setting expectations and outcomes
3. Taking on responsibility for assessing and ratifying the
census program’s feasibility and achievement of
outcomes
4. Ensuring that the census program’s scope aligns with
the requirements of the stakeholder groups
5. Providing those directly involved in the census with
guidance on strategic issues
6. Ensuring that effort and expenditure are appropriate to
stakeholder expectations
Census Management Workshop
based on UN Handbook
97
1D2a. Management structure –
Census agency executive officer -cont
Keeping the census program’s scope under control as
emerging issues force changes to be considered
8. Reconciling difference in opinion and approach
between stakeholders and resolving disputes arising
from them
9. Communicating expectations and critical decisions to
the executive management of the statistical agency
10. Allocating project resources
11. Addressing any issue that has major implications for
the census program
7.
Census Management Workshop
based on UN Handbook
98
1D2c. Management structure –
Project managers
Responsibilities:
1. Developing and maintaining project plans
2. Managing and monitoring project activity
through use of detailed plans and
schedules
3. Reporting to the deputy executive
officers as requested
4. Managing stakeholder expectations
5. Liaising with all project stakeholders
Census Management Workshop
based on UN Handbook
99
1D2c. Management structure –
Project managers – cont
6. Fostering communication among all
project stakeholders
7. Negotiating the resolution of technical
issues
8. Completing the project on time and to
budget
9. Ensuring the quality of the deliverables
Census Management Workshop
based on UN Handbook
100
1D2d. Management structure –
Project teams
• Project teams are responsible for:
1. Completion of project task to the agreed
timetable
2. Completion of project taks to agreed and
accepted levels of quality
3. Peer group reviews of project outputs
Census Management Workshop
based on UN Handbook
101
Project team structure
Project manager
Field
operations
Project team
Field mapping
Project team
recruitment
Project team
training
Census Management Workshop
based on UN Handbook
Project team
Dispatch and
return
102
1D2e. Management structure –
Project board
• Major stakeholders
• Advisory
• Representatives from various parts of
statistics
• Can continue to identify problems
Census Management Workshop
based on UN Handbook
103
1D2f. Management structure – Use
of advisory committees
Types of advisory committees:
1.
2.
3.
4.
An information technology review panel, to ensure that
the most effective use is made of technology
System user review groups, to ensure that the views of
the people who will operate the system are considered
Client advisory groups, to provide advice on the need
for statistical output in specific areas.
Technical advisory panels, for example, a panel of
methodologists may be helpful in determining sampling
rates; on employment for pay levels, etc
Census Management Workshop
based on UN Handbook
104
1D3. Management of the
operational aspects
Three main operational aspects:
a) Field operations phase
b) Processing phase
c) Dissemination phase
d) Project management tools to manage
timetables and other deliverables
Census Management Workshop
based on UN Handbook
105
Field operations management
structure
Project manager
Field operations
Regional office
Operations
management
Regional/deputy
Regional
managers
Other regional
Office staff
Supervisors
Enumerators
Census Management Workshop
based on UN Handbook
106
1D3c. Management of the operational
aspects – Dissemination phase
Management for dissemination:
a) A great deal of attention paid to
coordination with the enumeration and
processing systems
b) Due attention given to the use of
standard classifications across the entire
range of outputs
c) A process that is based on a clearly spelt
out set of user objectives *
Census Management Workshop
based on UN Handbook
107
1E. Software and hardware
evaluation and acquisition
1.
2.
3.
4.
Introduction
Evaluating software *
Acquiring software *
Developing software applications inhouse *
5. Evaluating hardware needs
6. Acquiring hardware *
Census Management Workshop
based on UN Handbook
108
1E1. Evaluating software/hardware
– Introduction
•
•
•
•
Purpose
Data capture method
Budget
Others’ experiences
Census Management Workshop
based on UN Handbook
109
1E2. Evaluating software
Software must meet needs and must evaluate against
criteria. Criteria:
a) Software is easy to learn and use
b) Is integrated tool that provides a common approach
c) An easy development environment for user interfaces
d) Easy-to-use programmer development environment,
including configuration management, testing and
debugging facilities incorporating breakpoints and
step-through capabilities
e) Software can display required objects such as form
images, if applicable
f) Software has strategic value to the organization
responsible for the census and other statistics
Census Management Workshop
based on UN Handbook
110
1E2. Evaluating software – cont
g)
h)
i)
j)
k)
Software is compatible with current industry trends
Current expertise in the agency [Are experienced
programmers in it readily available; what level of
training and support is required?; what support from
the supplier?]
Evidence of current strength and longer-term viability
of the supplier
Software is sourced locally or internationally
Well-recognized and used business with known
products [compatible with current trends; supplier is
financially secure]
Census Management Workshop
based on UN Handbook
111
1E2. Evaluating software – cont
Test process for evaluating software should
include:
a) Obtain test copies
b) Develop test prototypes, and test packs
c) Detail implications on and for the
organization’s computer environment
d) Get access to reference sites and
demonstrations relating to the supplier and its
products and gauge user satisfaction
Census Management Workshop
based on UN Handbook
112
1E2. Evaluating software – cont
e) Ensure a viable support mechanism
f) Conduct tests according to previously
established criteria
g) Assess and document upgrade policy
h) Determine full costing
i) Produce a report on the evaluation
process
Census Management Workshop
based on UN Handbook
113
1E3. Acquiring software
a) Package software
b) Contracting specific functionality for parts
of systems
c) Contracting out complete software
systems
Census Management Workshop
based on UN Handbook
114
1E3. Acquiring software – cont
Ways of acquiring software:
a) Purchasing complete off-the-shelf packages
that require no further development
b) Purchasing packages that can be further
developed for census-specific activities
c) Contracting out the provision of specific
functionality for parts of systems
d) Contracting for externally developed software
for complete systems
e) Obtaining free software such as IMPS or
CSPro
Census Management Workshop
based on UN Handbook
115
1E3. Acquiring software -- cont
Evaluate specific software for the following:
a) Country size
b) Data entry
c) Editing
d) Fast tabulations
e) Tabulations
f) Camera ready
Census Management Workshop
based on UN Handbook
116
1E3. Acquiring software – cont
Why use packaged software?
a) The reduced risk, cost and time-frame
associated with the implementation of
proved solutions to recognized business
needs
b) The reduced overhead involved in
maintaining the resulting system by
procuring packages from vendors
committed to their on-going maintenance
Census Management Workshop
based on UN Handbook
117
1E3. Acquiring software – cont
Most frequent problems with acquired software:
a) Mismatch between package functionality and agency
requirements
b) Level of customization required to ensure successful
implementation
c) Inflexibility of the package to meet the changing needs
of the agency
d) The level of maintenance required
e) An inadequate level of vendor support
f) Poor vendor choice
g) Amount of effort required to interface a package to an
existing system
Census Management Workshop
based on UN Handbook
118
1E4. Developing software
applications in-house
Why do it?
a) Budget available
b) Technical skills available in the
organization and ability to retain those
skills
c) Timetable for development
d) Complexity of the required software
Census Management Workshop
based on UN Handbook
119
1E5. Evaluating Hardware needs
•
•
•
•
•
Consider existing hardware and software
Evaluating team
Number of phases
Initial cost PLUS maintenance
Product quality – set of standards for
deliverables
• Period of warranty
Census Management Workshop
based on UN Handbook
120
1E6. Acquiring hardware
• Tender process to make sure of correct
hardware
• Detailed specifications
• What are the REAL requirements
Census Management Workshop
based on UN Handbook
121
1E6. Acquiring hardware
Rules for acquiring hardware:
a) Use requests for proposals or requests for
tender to control the process
b) Try to keep proposals simple
c) Purchase only what is required, but as much
as possible to encourage competitiveness in
the evaluation process
d) Shortlist ruthlessly, focusing on the best
technical solution and overall value for money
e) Negotiate the warranty period
Census Management Workshop
based on UN Handbook
122
1E6. Acquiring hardware -- cont
f)
Negotiate free training to be provided by the
vendor
g) Consider the level of local maintenance
support available
h) Consider the advantages and disadvantages
of purchasing locally compared to
internationally
i) Avoid being under any obligation to a vendor
j) Consider ethics and probity issues at all stages
Census Management Workshop
based on UN Handbook
123
1F. Use of sampling
1.
2.
3.
4.
Introduction *
Tests before the census
During the census
After the census
Census Management Workshop
based on UN Handbook
124
1F1. Use of sampling -Introduction
Census phases useful for sampling:
a) In tests conducted before the census (pretests
and pilots)
b) During the census itself (long and short forms)
c) In quality control operations, such as for
printing and reviewing questionnaires
d) After the census, to produce preliminary
estimates before tabulations are prepared and
in PES
Census Management Workshop
based on UN Handbook
125
1F3. Use of sampling –
During the census
• Sampling to save money
• But don’t expect too much
• Consider if you save with long and short
forms
• NOTE: UN recommends that countries
with small populations not adopt long &
short forms
Census Management Workshop
based on UN Handbook
126
1F4. Use of sampling –
After the census
• Preliminary estimates
• Preliminary results
• Post-enumeration survey
Census Management Workshop
based on UN Handbook
127
1G. Selecting and managing external
consultants and outsourcing
1.
2.
3.
4.
Introduction
Differing objectives
Specification
Monitoring the outsourced project
Census Management Workshop
based on UN Handbook
128
1G1. Selecting & managing external
consultants -- Introduction
• Use of Numbers of consultants have
increased
• Outsourcing within the country
• COST
• SKILLS
• Bilateral agreements
• Tenders committees
Census Management Workshop
based on UN Handbook
129
Day 2. Preparatory Tasks
A.
B.
C.
D.
E.
F.
Establishing the basis of enumeration
Structure of the workforce
Mapping
Form design and testing
Instruction manuals
Printing of forms and other documents
Census Management Workshop
based on UN Handbook
130
2A. Establishing the basis of
enumeration
1. Introduction
7.
2. Responsibility for the
8.
census enumeration *
9.
3. Key goals *
10.
4. Key stakeholders
11.
5. Type of enumeration – 12.
de facto vs de jure *
6. Method of enumeration *
Enumeration timing *
Census reference time *
Duration of enumeration *
Critical dates *
Other major constraints *
Performance indicators *
Census Management Workshop
based on UN Handbook
131
2A2. Responsibility for the census
enumeration
•
•
•
•
•
•
Look at what happened previously
Usually, the Stats office does the planning
Sometimes a separate agency
Two structures: (1) Internal (2) Added
Key factors (next page)
Countries have various agencies using Stats –
all must be involved
• Heads of Regional Offices become heads of
Decennial offices
Census Management Workshop
based on UN Handbook
132
2A2. Responsibility for the census
enumeration
Key factors to consider when establishing
roles and responsibility:
1. The structure of the census agency itself
2. Which agency will undertake the
enumeration? Statistical agency or some
other agency?
3. Number of permanent staff in the
statistical agency involved in
enumeration
Census Management Workshop
based on UN Handbook
133
2A3. Key goals
•
•
•
•
•
Need broad goals
Goals for a few important items
Training enumerators
Broad topics (next page)
Statistical measures
Census Management Workshop
based on UN Handbook
134
2A3. Key goals
Some goals of any census:
1. Full coverage
2. Confidentiality
3. Census publicity
4. Non-compliance
5. Cost-effectiveness
6. Recruitment and training of field staff
Census Management Workshop
based on UN Handbook
135
2A3. Key goals - cont
7. Accountability
8. Availability of instruments (e.g. maps)
9. Involvement and cooperation of local
leaders
10. Consistency of procedures across all
regions
11. Special enumeration
Census Management Workshop
based on UN Handbook
136
2A3. Key goals - cont
Goals expressed as absolute numbers:
1. A gross undercount rate of x percent or
less
2. A cost per capita of ‘y’ units of currency
3. Relative to a benchmark or x percent,
reduction in underestimation relative to
the previous census
Census Management Workshop
based on UN Handbook
137
2A4. Key stakeholders
• Processing area is one of the most
important key stakeholder
Census Management Workshop
based on UN Handbook
138
2A5. Type of enumeration
a) Place of enumeration (de facto)
b) Place of usual residence (de jure) *
c) Obtaining both place of enumeration and
usual residence *
d) Population groups *
• Exclusion of groups in a population
• Inclusion of residents in other countries
• Enumeration of the defense forces
Census Management Workshop
based on UN Handbook
139
2A5a. Type of enumeration
– De facto
•
•
•
•
Where found – present location
Travelers – where do they go?
Enumerators at travel places
People at work – full time or part time
Census Management Workshop
based on UN Handbook
140
2A5b. Type of enumeration
– De Jure
•
•
•
•
•
Where people usually are
Special cases (see next)
Avoid double counting
Prescribe clear time limits
Consistency in enumeration – once AND
over time
Census Management Workshop
based on UN Handbook
141
2A5b. Type of enumeration
– De Jure
Special cases to be covered in enumeration:
1) Persons with more than one residence
2) Students who stay in hostels/dorms
3) Persons who sleep away from their homes
during the week for work-related reasons and
only return home for a few days at the end of
the week
4) Defense and other personnel who live in
official accommodations but continue to
maintain residences
Census Management Workshop
based on UN Handbook
142
2A5b. Type of enumeration
– De Jure cont
Special cases to consider:
1. Persons who are out of the country
temporarily and likely to return
2. Persons within the country who are at
places other than their usual residence
for a brief period and likely to return
before end of enumeration
Census Management Workshop
based on UN Handbook
143
2A5c. De Jure and De facto
1) Usually resident and actually present
(code 1)
2) Usually resident but temporarily absent
(code 2)
3) Not usually resident but present in the
household (code 3)
De facto: codes 1 and 3
De jure: codes 1 and 2
Census Management Workshop
based on UN Handbook
144
2A5c. De Jure and De facto
•
•
•
•
Be wary of double counting
Self-enumeration
Usually one or the other
But more countries doing both
Census Management Workshop
based on UN Handbook
145
2A5d. Population Groups
Groups needing special attention:
1) Nomads
2) Persons living in areas where access is difficult
3) Defense and diplomatic personnel of the
country, and their families, living outside the
country
4) Merchant seamen and fishermen resident in
the country but currently at sea
5) Civilian residents temporarily in another
country as seasonal workers
Census Management Workshop
based on UN Handbook
146
2A5d. Population Groups - cont
6) Civilian residents who cross the border daily to
work in another country
7) Civilian residents other than above who are
working in another country
8) Civilian residents other than above who are
temporarily absent from the country
9) Foreign defense and diplomatic personnel and
their families located in the country
10) Civilian aliens temporarily in the country as
seasonal workers
Census Management Workshop
based on UN Handbook
147
2A5d. Population Groups - cont
11) Civilian aliens who cross a frontier daily
to work in the country
12) Civilian aliens other than above who are
working in the country
13) Civilian aliens (including refugees) other
than those above who are temporarily in
the country
14) Transients on ships in harbor at the time
of the census
Census Management Workshop
based on UN Handbook
148
2A5d. Population Groups
•
•
•
•
•
Write special procedures
Treatment of different groups
Define total population for use over time
Countries will differ on the definitions
But each country needs uniformity
Census Management Workshop
based on UN Handbook
149
2A5d. Population Groups
• Exclusion of groups in the population
• Inclusion of residents in other countries
• Enumeration of the defense forces
Census Management Workshop
based on UN Handbook
150
2A5d. Population Groups – exclusion of
groups in the population
• Who should not be enumerated
• Structure the questionnaire to get what
you need
• How to handle short term visitors
Census Management Workshop
based on UN Handbook
151
2A5d. Population Groups – inclusion of
residents in other countries
• Exclude long-term expatriates
• But some do include them
• Total nationals:
 Enumeration through the country’s own diplomatic
representatives in the host country
 Collection from the members of their families who are
being enumerated in the source country
• Data will be of poor quality
• Present data separately
Census Management Workshop
based on UN Handbook
152
2A6. Method of enumeration – cont
The method adopted will influence:
a) Budget
b) Organizational structure
c) Type of Questionnaire and its content
d) Training program
e) Content and scope of the publicity
campaign
f) System of management of records
Census Management Workshop
based on UN Handbook
153
2A6. Method of enumeration
Methods of enumeration and considerations:
1. Interviewer method
2. Self-enumeration (including mail out/mail
back
3. Combination methods
• Other methods
• Possibilities for change
Census Management Workshop
based on UN Handbook
154
2A6a. Method of enumeration –
Interviewer method
Used in most developing countries
(a) Enumerators can be well trained in the
concepts, instructions and procedures
(b) If sufficient numbers of enumerators and
supervisors short time
(c) Low literacy  can explain
(d) In EA  uniform quality and consistency
(e) More complex questions can be included
Census Management Workshop
based on UN Handbook
155
2A6b. Method of enumeration –
Self-enumeration method
•
•
•
•
•
(a)
(b)
(c)
•
Developed countries – distributed to HHs
Sometimes Enumerators distributed
Sometimes mail out – enumerator pickup
Sometimes mail out – mail back
Need ID and location
Literacy near universal
Educational levels relatively high
Communication is widespread
Consultation!!!
Census Management Workshop
based on UN Handbook
156
2A6b. Method of enumeration –
Mail-out/mail-back method
•
•
•
Subset of self-enumeration
Cost savings
Disadvantage: Census materials out of
Statistical Office hands
(a) Determining delivery strategies
(b) How to monitor effectively
(c) Relationship with postal services
(d) Non-response rates
Census Management Workshop
based on UN Handbook
157
2A6b. Method of enumeration –
Mail-out/mail-back method - cont
• Non-response rates
• Sampling plans
• Tolerance rates
Census Management Workshop
based on UN Handbook
158
2A6d. Method of enumeration –
Other methods
• Preliminary Round then followup (Two
round approach)
• Assembly method
• Assembly with language interpreters –
immigrants, refugees
• Individuals separately from their HHs
Census Management Workshop
based on UN Handbook
159
2A6e. Method of enumeration –
Possibilities for change
• Careful testing if changing technique
• Fraught with risk
Census Management Workshop
based on UN Handbook
160
2A7. Timing of enumeration
Issues determining best time of year:
• Desirability of selecting a particular period
(simultaneous, typical data, few operational
problems)
• Operational issues
• Seasonal conditions
• Expected change with seasons
• Demographic and social factors
• Periods of long holiday festivals
• Availability of field force
Census Management Workshop
based on UN Handbook
161
2A8. Census Reference Time
•
•
•
•
•
•
•
•
Fixed specific date
So, exclude new births, include deaths
All structures at that specific date
Reference for age, marital status, etc
If before, then update afterwards
Watch for a rolling census date (see next)
If it goes on, people forget
Keep same date for next census if possible
Census Management Workshop
based on UN Handbook
162
2A8. Census Reference Time
Problems with long reference periods:
1. Insufficient field staff
2. Unsatisfactory map base
3. Absence of sufficient logistical support
Census Management Workshop
based on UN Handbook
163
2A9. Duration of enumeration
•
•
•
•
Not exact science
Magnitude of operations
No rushing, BUT urgency
Self-enumeration – not too long
Census Management Workshop
based on UN Handbook
164
2A9. Duration of enumeration
1.
•
•
2.
•
•
One-day enumeration period
People stay at home
Can distribute forms early
Longer enumeration period
Fewer enumerators
Better trained enumerators
Census Management Workshop
based on UN Handbook
165
2A9. Duration of enumeration
Problems with one-day enumeration:
1. Large number of enumerators needed
2. Higher budgetary overheads
3. Supervision of work may be superficial
4. More coverage errors
5. Content has to be restricted
Census Management Workshop
based on UN Handbook
166
2A10. Critical dates
• Census Day – must be established early
on
• Critical dates in the process MUST be
immovable
• Consider the following in determining the
dates:
Census Management Workshop
based on UN Handbook
167
2A10. Critical dates
Critical dates, depending on the country and type
of enumeration:
1. Government approval of the census
2. Completion of questionnaire design to ensure
that printing can star on time
3. Start and end dates for printing
4. Recruitment of field staff in sufficient time to
allow training to end before enumeration starts
5. Training of field staff before enumeration starts
6. Start of enumeration
7. End of enumeration!
Census Management Workshop
based on UN Handbook
168
2A11. Other major constraints
a)
b)
c)
d)
e)
f)
g)
h)
Cost
Government or other authority decisions
Producing capacity
Logistics capacity
Coincidence of other national activities
Seasonal weather patterns
Security of enumerators in dangerous area
Public attitudes
Census Management Workshop
based on UN Handbook
169
2A12. Performance Indicators
a) Rate of under-enumeration, including net
underenumeration and gross overcount or
undercount
b) Response rates to specific questions
c) Refusal and prosecution rates
d) Number of calls to inquiry service
e) Extent of forms through other than standard
processes
f) Performance of enumerators
g) Coincidence of political campaigns
h) Adverse conditions (weather, civil unrest)
Census Management Workshop
based on UN Handbook
170
2B. Structure of the workforce
1.
2.
3.
4.
Introduction
Roles and responsibilities
Time available
Staffing ratios
Census Management Workshop
based on UN Handbook
171
2B2. Structure of the workforce -introduction
General hierarchy:
1. Regional manager
•
•
•
Public communications
Little enumerator contact
Main communicator with Stat agency
2. Deputy regional manager
3. Supervisor (or crew leader)
•
•
•
Work with each enumerator
Quality assurance
Administrate
4. Enumerator (see next)
Census Management Workshop
based on UN Handbook
172
2B2d. Structure of the workforce -Enumerators
(a) Contact with respondents involves
representing the Stats agency, answering
questions, provide assistance
(b) Clerical work at home and in field,
involving understanding of census
(c) Travel to and around EA
(d) Spend full time in the field
Census Management Workshop
based on UN Handbook
173
2B3. Time available
• Takes time for meetings
• Actual enumeration period
Census Management Workshop
based on UN Handbook
174
2B4. Staffing ratios
(a) Regional manager/deputy regional
managers – Permanent vs temporary
employees
(b) Deputies
(c) Supervisor/enumerator ratio
• Too many enumerators
• Varies within the country
Census Management Workshop
based on UN Handbook
175
2C. Mapping
1.
2.
3.
4.
Introduction
Geographic classification *
Mapping technology *
Undertaking the mapping program *
Census Management Workshop
based on UN Handbook
176
2C1. Mapping -- Introduction
•
•
•
•
•
•
Quality of the maps crucial
Most countries use maps
They use hard copies (that will change)
Becoming more Digital
Need A LOT of time before
Geographic systems
Census Management Workshop
based on UN Handbook
177
2C2. Geographic classification
• With the mapping
• Defined for Users and Legal requirements
• Statistical requirements DO NOT EQUAL
legal requirements
• Census management may disagree with
statistical management
• Other Areas for outputs – electoral areas
postal areas, etc
• Look for “best fit”
Census Management Workshop
based on UN Handbook
178
2C2. Geographic classification
a) Design criteria for enumeration area
• Need to ensure complete coverage of
the country
• Ability to manage field operations
effectively
• Usefulness of the area for census output,
including dissemination by geography
b) Design criteria for Census Management
Areas
Census Management Workshop
based on UN Handbook
179
2C2ii. Ability to manage field
operations effectively
Determination of EA boundaries
• Density of pop
• Type of terrain
• Method of enumeration
• Mode of enumerator transport
• Area boundaries
• Special enumerator procedures
Census Management Workshop
based on UN Handbook
180
2C2iii. Census data dissemination
•
•
•
•
•
•
•
Small area data confidentiality
Determine aggregation
Postal areas
Use of census outputs
Compare across censuses
EAs across censuses
Concordances in hierarchy
Census Management Workshop
based on UN Handbook
181
2C3. Mapping technology
Types of technology:
a) Hand-drawn maps *
b) Map overlaps and technology assisted
mapping *
c) Geographic Information Systems (GIS) *
Census Management Workshop
based on UN Handbook
182
2C3a. Hand-drawn maps
These are used when:
1. No map exists for an area
2. The available maps for an area are too
small a scale to provide sufficient detail
3. The available maps for an area are
considered seriously out of date and
inappropriate
4. During enumeration, map is so out of
date that a hand-drawn one is essential
Census Management Workshop
based on UN Handbook
183
2C3b. Map overlays and
technology assisted mapping
1. Satellite imagery
2. Aerial photography
3. Global Positioning System (GPS)
Census Management Workshop
based on UN Handbook
184
2C3c. Geographic Information
Systems (GIS)
GIS is VERY expensive
Issues to be considered:
a) Relevant technical skills are available
b) Computing infrastructure is available
c) Availability of maps or digital geographic data
d) Determination of functions to be performed
within census agency vs those outsourced
e) Cost of hardware, software, maintenance and
training
f) Cost and time in updating base maps and
boundaries …
Census Management Workshop
based on UN Handbook
185
2C3c. Geographic Information
Systems (GIS) – cont
Advantages and benefits of GIS:
a) GIS requires a significant level of technical expertise
b) GIS requires higher level of computing infrastructure
than clerical based
c) Clerical can proceed with rudimentary maps
d) Decide which parts of GIS census agency will do and
which outsourced
e) GIS may produce cheaper duplicate maps
f) Digital maps take up less space
g) GIS gives better quality assurance for boundaries
h) Census agency can have greater ability to perform
spatial queries against geographic data base in GIS
Census Management Workshop
based on UN Handbook
186
2C4. Undertaking the mapping
program
• Mapping is the “most daunting, costly and
technically demanding of all census
activities”
• Within agency vs outsourcing
• Other govt agencies
• Working together – various staff within and
outside
Census Management Workshop
based on UN Handbook
187
2C4. Undertaking the mapping
program
Two basic types of mapping programs:
a) Census agency-based mapping program
• Agency vs outsourcing
• Other government agencies
• Work together
b) Contract/agreement based mapping
program
Census Management Workshop
based on UN Handbook
188
2C4a. Census agency-based
mapping program
Main activities:
1. Establishing a mapping unit
2. Developing a timetable *
3. Identifying the source of basic mapping
and digital data *
4. Preparing the map base *
Census Management Workshop
based on UN Handbook
189
2C4a. Census agency-based
mapping program
5. Designing the enumeration areas and
field management boundaries *
6. Preparing the maps for enumeration *
7. Producing enumeration and
dissemination maps
8. Developing other dissemination map
products and services
Census Management Workshop
based on UN Handbook
190
2C4a. Agency-based mapping
program
(i) Establish a mapping unit
(ii) Developing a time table *
(iii) Sourcing of basic mapping and digital
geographic data
(1) Basic mapping data
(2) Digital geographic data
(iv) Preparation of base maps
Census Management Workshop
based on UN Handbook
191
2C4a. Agency-based mapping
program - con
(v) Undertaking enumeration area and census
management area design
(1) Enumeration area design
(2) Census management area design
(3) Quality assurance
(vi) Preparation of enumeration and dissemination maps
(1) Enumeration maps
(2) Dissemination maps
(vii) Map production
(viii) Preparation of other dissemination products and
services
Census Management Workshop
based on UN Handbook
192
2C4a2. Agency-based mapping
program – Developing a timetable
Timing for mapping program will depend on:
a. Maps from previous censuses
b. Extent of change considered for the
mapping systems
c. Extent of change in the features depicted
on the maps (including changes in the
size and distribution of the population)
Census Management Workshop
based on UN Handbook
193
2C4a3. Agency-based mapping program –
Sourcing of basic mapping/digital geographic data
# Need base maps
# Need source maps
Two types of data:
1. Basic mapping data *
•
Need permission to use
•
Types of maps (see
below)
•
Sufficient size
•
Remote sensing
2. Digital geographic data
• Digital data need to be in form
of boundary, topographic,
cultural features
• Must have standards
• May have many data
items
• Need common
specifications
• Single format
• Map features
Census Management Workshop
based on UN Handbook
194
2C4a3a. Agency-based mapping
program – Basic mapping data
Agencies that might have maps:
a. Public utilities, such as power, water,
telephone, gas services
b. Transport, defense, or the environment
c. Oil or other mineral exploration
d. Air, rail, or road transport
e. Automotive associations
f. Commercial cartographic firms and providers
of aerial photographic services
Census Management Workshop
based on UN Handbook
195
2C4a3a. Agency-based mapping
program – Basic mapping data
Types of maps these agencies might have:
1. Small-scale reference maps for use in
the census agency to manage overall
operations
2. Relatively large-scale topographic maps
for use by enumerators
3. Maps of subregions or administrative
areas above the village or equivalent, for
supervisor use, showing villages, etc
Census Management Workshop
based on UN Handbook
196
2C4a3b. Agency-based mapping
program – Digital geographic data
Issues with digital geographic data:
1. The digital format being acceptable
2. Transfer media acceptable, tape, CD
3. Datum and projection
4. Required level of detail
5. Delivery units
6. Table structure for each required feature type
7. Data attributes required for each feature
8. Symbol-ogy for each feature
Census Management Workshop
based on UN Handbook
197
2C4a4. Agency-based mapping
program – Preparing base maps
Update base maps
Watch for scale and detail
Issues to consider:
1. Accurately named and presented roads and
waterways
2. Administrative boundaries
3. Landmark features, such as schools,
churches, post offices, parks, large buildings
Make sure they are accurate and readable!
Census Management Workshop
based on UN Handbook
198
2C4a5. Agency-based mapping
program – EA design
a. Enumeration area design *
b. Census management area design
c. Quality assurance *
Census Management Workshop
based on UN Handbook
199
2C4a5. Agency-based mapping
program – EA design
•
•
•
•
•
•
•
Enumeration area design manual needed
What should go into the manual *
Use standard design manual
Then do EA boundaries
EA design will determine boundaries *
Use previous censuses to help
Sometimes lack information
Census Management Workshop
based on UN Handbook
200
2C4a5a. Agency-based mapping
program – EA design
Enumeration area design manual should
include:
1. Enumeration area design background
2. Role of enumeration areas in
enumeration and dissemination
3. Definition and explanation of higher area
admin and stat boundaries
4. Cut-off date for accepting changes to
higher area boundaries
Census Management Workshop
based on UN Handbook
201
2C4a5a. Agency-based mapping
program – EA design – cont
5. Procedures to delineate areas by urban
and rural definition
6. Enumeration area design criteria,
processing procedures and design rules
7. Procedures for assigning geographic IDs
and allocating higher area codes
8. Roles and responsibilities of staff
involved
Census Management Workshop
based on UN Handbook
202
2C4a5a. Agency-based mapping
program – EA design – cont
EA design information should include:
1. Legally published boundary changes in each
province or regional area
2. Indicators of building activity
3. Population data from previous census
4. Intercensal population estimates
5. Enumerator comments from the last census
field operation
6. Field inspections
7. Information from local or regional govts
Census Management Workshop
based on UN Handbook
203
2C4a5c. Agency-based mapping
program – Quality Assurance
Quality assurance:
1. Enumeration area boundaries do not cross
administrative or statistical boundaries
2. Enumeration area boundaries have been
drawn correctly and completely
3. Design done according to enumeration area
design criteria
4. Enumeration area list contains all data items
and geographic codes for each area
Census Management Workshop
based on UN Handbook
204
2C4a6. Agency-based mapping
program – Map preparation
Both enumeration & dissemination maps needed
Enumeration maps, points to consider:
a. Enumerators not expert map readers, so must be easy
b. Poor lighting, especially at night
c. Avoid large maps needing folding/unfolding
d. Need to be able to have hand written comments
e. Cost effective (large scale production)
f. Boundaries must be clear and unambiguous
g. Enumeration boundaries distinguishable from features
h. Suitable for dissemination
Census Management Workshop
based on UN Handbook
205
2C4a7. Agency-based mapping
program – Map production
•
•
•
•
Different levels  different scales
Need at least one map for each EA
Need maps for regional managers
Takes a lot of time!
Census Management Workshop
based on UN Handbook
206
2C4b. Contract/agreement based
mapping programs
• Contracting maps
• Need details specifications
• Two broad areas:
(1) Mapping for field purpose
(2) Mapping products for dissemination
• Try to use same maps
• Mapping for field purposes (se below)
• Statistical agency must define boundaries
• Dissemination mapping more difficult because outputs
with statistical information
• Advanced mapping .. Part of overall outputs
Census Management Workshop
based on UN Handbook
207
2C4b. Contract/agreement based
mapping programs – Field maps
(a) Acquire base map data
(b) Create or obtain the statistical
boundaries and align them to the base
map
(c) Provide a process for enumeration area
designers to advise on changes to
boundaries (and updates)
(d) Produce hard-copy maps as specified for
field work
Census Management Workshop
based on UN Handbook
208
2D. Form design and testing
1.
2.
3.
4.
5.
Introduction *
Form design *
Form testing *
Census tests *
Methods of testing *
Census Management Workshop
based on UN Handbook
209
2D1. Form Design and Testing -Introduction
Purpose of questionnaire to capture the data
Use other countries’ experiences
Five different types of census questionnaire:
1. Building, housing units and households
2. Household and living conditions
3. Collective institutions
4. Establishments
5. Agriculture
Census Management Workshop
based on UN Handbook
210
2D2. Form design
Issues:
a) Respondent burden – minimize
b) Format and question wording, affected
by whether interviewer or selfenumeration used *
c) Layout and design of response areas *
d) Whether a combination of short and long
forms is used
Census Management Workshop
based on UN Handbook
211
2D2b. Form design – question
wording and format
Important to remember language diversity in designing
Issues:
a) Data needs of users
b) Level of accuracy and detail required
c) Availability of the data from the respondents
d) Appropriate language that is easily understood
e) Data item definitions, standard question wording and
other relevant information
f) Data processing system being used
g) Sequencing or order of questions
h) Space required for each answer
Census Management Workshop
based on UN Handbook
212
2D2c. Form design –
layout and design
Three issues:
1. Interviewer/respondent perception of the form
• Layout affects results
• Poor design will create obstacles
2. Processing system requirements
• Must think about capture components of
system
• Remember to think about respondents
• Imaging can help .. As can precodes
3. Format of the census forms
Census Management Workshop
based on UN Handbook
213
2D3. Form testing
Principles of good form development:
a) Always evaluate the performance of a
form before changes are made
b) If necessary, change the form to improve
its performance
c) Always evaluate the form after changes
are made to find out if its performance
has improved
Census Management Workshop
based on UN Handbook
214
2D3. Form testing – cont
Ways of evaluation forms:
a) An analysis of errors – what errors but not why
*
b) Cognitive testing
• watching respondents complete the form
• VERY expensive but you can observe the
respondents
• Must take care in analyzing it
c) Analyzing the quality and level of detail given
in response to particular questions on the form
– open ended questions
Census Management Workshop
based on UN Handbook
215
2D3a. Form testing –
analysis of errors
Purposes of analysis of errors:
1. To find out what errors are occurring on a form
2. To provide a benchmark against which to judge
the form’s performance
3. To provide information on which to base
modifications of the form which lead to
reduction in errors
4. To determine the costs of repairing the errors,
both before and after re-design
Census Management Workshop
based on UN Handbook
216
2D3a. Form testing –
analysis of errors
Kinds of errors:
1. Omission
2. Commission
3. Mistakes
Census Management Workshop
based on UN Handbook
217
2D3. Form testing – cont
Ways of evaluation forms:
a) An analysis of errors – what errors but not why
*
b) Cognitive testing
• watching respondents complete the form
• VERY expensive but you can observe the
respondents
• Must take care in analyzing it
c) Analyzing the quality and level of detail given
in response to particular questions on the form
– open ended questions
Census Management Workshop
based on UN Handbook
218
2D4. Census tests
• Testing depends on diversity of the
population
• Must be comprehensive
• First, test form design – this is always
crucial
• Should always have final pilot, often called
dress rehearsal
Census Management Workshop
based on UN Handbook
219
2D5. Methods of testing
• Need benchmarks in the testing
• Final test should approach reality as much
as possible – same season, same
conditions
• Make sure enough staff available for the
testings
Census Management Workshop
based on UN Handbook
220
2E. Instruction manuals
1.
2.
3.
4.
Introduction
Enumerators’ handbook *
Supervisors’ handbook *
Regional managers’/deputy regional
managers’ handbook *
Census Management Workshop
based on UN Handbook
221
2E. Instruction manuals -Introduction
Types of instruction manuals:
(a) Enumerators
(b) Supervisors
(c) Regional Managers/Deputy Regional
Managers
• Hierarchy is maintained – each higher
level has to have what is below
Census Management Workshop
based on UN Handbook
222
2E2. Instruction manuals –
Enumerators’ handbook
Chapters:
a) Timetable
b) Introduction *
c) Enumerator
responsibilities *
d) Before training *
e) Training *
f) Pre-listing *
g) Delivery *
h) Collection *
i) Conducting
interviews *
j) Review of completed
materials and
reviewing completed
work *
k) Annexes *
Census Management Workshop
based on UN Handbook
223
2E2b. Enumerators’ handbook –
Introduction
a)
b)
c)
d)
About the statistical agency
About the census
Census organization
How to use the handbook
Census Management Workshop
based on UN Handbook
224
2E2c. Enumerators’ handbook –
Enumerator responsibilities
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
Enumerator duties
Enumerator conduct
Identification
Safety
Confidentiality
Lost materials
Access to dwellings
Handing materials
Marking questionnaires
Checking questionnaires
Census Management Workshop
based on UN Handbook
225
2E2d. Enumerators’ handbook –
Before training
a) Collecting or receiving materials from
supervisor
b) Reading enumerators’ handbook
c) Completing home study exercise
d) Checking or updating maps
e) Reviewing enumeration area
f) Planning enumeration route or path
g) Advice about managing time
Census Management Workshop
based on UN Handbook
226
2E2e. Enumerators’ handbook –
Training
a) Preparation
b) Training session
c) On-the-job training
Enumeration – depends on circumstances
Census Management Workshop
based on UN Handbook
227
2E2f. Enumerators’ handbook –
Pre-listing
a)
b)
c)
d)
e)
f)
Purpose
Preparation
Method to be used
How to complete pre-listing forms
Conducting the pre-listing exercise
Checking completed workloads
Census Management Workshop
based on UN Handbook
228
2E2g. Enumerators’ handbook –
Delivery
a)
b)
c)
d)
e)
f)
g)
h)
i)
Before approaching dwellings
Making contact
Completing the record book and questionnaire
Large households
Special (non-private) dwellings
Refusals or objections
No contact made
Unoccupied dwellings or vacant blocks
Delivery checks
Census Management Workshop
based on UN Handbook
229
2E2h. Enumerators’ handbook –
Collection
a)
b)
c)
d)
e)
f)
g)
h)
i)
Before approaching dwellings
Making contact
Checking questionnaires and completing the record
book
Special (non-private) dwellings
Refusals or objections
No contact made
Unoccupied dwellings or vacant blocks
Creating dummy questionnaires or record entries
Collection checks
Census Management Workshop
based on UN Handbook
230
2E2i. Enumerators’ handbook –
Conducting interviews
a)
b)
c)
d)
e)
f)
g)
Introduction to the household questionnaire
Introduction to the individual questionnaire
Principles of interviewing
The art of asking questions
How to write in the questionnaire
Exploration of procedures
Births/deaths and so on
Census Management Workshop
based on UN Handbook
231
2E2j. Enumerators’ handbook –
Review of work
a)
b)
c)
d)
e)
f)
Sorting and checking questionnaires
Completing summary records
Packing questionnaires and materials
Returning materials to supervisor
Certifying work completed
Administrative procedures
Census Management Workshop
based on UN Handbook
232
2E2k. Enumerators’ handbook –
Annexes
a)
b)
c)
d)
e)
Definitions or glossary
Census scope
Frequently asked questions
Additional mapping information
Explanation of census questions
Census Management Workshop
based on UN Handbook
233
2E3. Supervisors’ handbook
a)
b)
c)
d)
e)
f)
Timetable
Introduction *
Supervisor
responsibilities *
Administration and
recruitment *
Receipt of materials
and workload review
(pre-training) *
Supervisor training *
g) Training enumerators *
h) Pre-listing *
i) Delivery and collection
(interviewing) *
j) After collection or
interviewing *
k) Packing and returning
materials *
l) Annexes *
Census Management Workshop
based on UN Handbook
234
2E3b. Supervisors’ handbook -Introduction
a)
b)
c)
d)
About the statistical agency
About the census
Census organization
How to use the handbook
Census Management Workshop
based on UN Handbook
235
2E3c. Supervisors’ handbook –
Supervisor responsibilities
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
Supervisor duties
Supervisor conduct
Contact with regional manager/deputy regional manager
Contact with enumerators
Role in telephone inquiry service
Identification
Safety
Confidentiality
Lost materials
Access to buildings
Births/deaths and arrivals in the area at census time
Handling materials
Marking and checking questionnaires
Quality assurance tasks
Census Management Workshop
based on UN Handbook
236
2E3d. Supervisors’ handbook –
Administration and recruitment
a)
b)
c)
d)
e)
f)
Issues relating to supervisor employment
Recruiting enumerators
Administration
Financial matters/expenses
Enumerator pay issues
Supervisor pay issues
Census Management Workshop
based on UN Handbook
237
2E3e. Supervisors’ handbook –
Receiving materials & workload review
a)
b)
c)
d)
e)
f)
Receipt of materials
Allocating materials to enumerators
Reading handbooks
Review workloads
Checking or updating maps and/or boundaries
Completing enumerator training home study
exercises
g) Completing supervisor training home study
exercise
h) Advice about supervising enumerators
Census Management Workshop
based on UN Handbook
238
2E3f. Supervisors’ handbook –
Supervisor training
a) Preparation
b) Training session
c) Additional training
Census Management Workshop
based on UN Handbook
239
2E3g. Supervisors’ handbook –
Training enumerators
a) Preparation
b) Checking completed enumerator home
study exercises
c) Training session
d) On-the-job training
e) Additional training
Census Management Workshop
based on UN Handbook
240
2E3h. Supervisors’ handbook –
Pre-listing
a)
b)
c)
d)
e)
f)
g)
h)
i)
Purpose
Preparation
Method and forms used
Checking staff preparation
Accompanying staff in the field
Special cases and problems
Checking completed listing
Post-listing activities
Writing progress reports
Census Management Workshop
based on UN Handbook
241
2E3i. Supervisors’ handbook –
Delivery and collection
(interviewing)
a) Supervising enumerators during delivery
(interviewing)
b) Access difficulties, objections and refusals
c) Special dwelling issues
d) Other special cases
e) Checking workloads before collection
f) Supervising enumerators during collection
g) Writing progress reports
Census Management Workshop
based on UN Handbook
242
2E3j. Supervisors’ handbook –
After collection or interviewing
a) Receipt of materials from enumerators
b) Completing summary records
c) Evaluation information and supervisor’s
report
d) Certifying enumerator’s work
e) Certifying supervisor work completed
Census Management Workshop
based on UN Handbook
243
2E3k. Supervisors’ handbook –
Packing and returning materials
a)
b)
c)
d)
Sorting completed questionnaires
Sorting unused material
Packing material for return
Material delivery and pick-up
arrangements
e) Completing administrative tasks
Census Management Workshop
based on UN Handbook
244
2E3l. Supervisors’ handbook –
Annexes
a)
b)
c)
d)
Definitions or glossary
Special enumeration strategies
Frequently asked questions
Additional administration and recruitment
information
Census Management Workshop
based on UN Handbook
245
2E4. Regional managers’
handbook
This handbook assumes the regional manager:
a) Will be provided with computer equipment (of
some description)
b) Has a significant role in the recruitment and
payment of staff
c) Has responsibility for financial delegations
d) Will have some involvement in public relations
e) Will undertake training of supervisors
Census Management Workshop
based on UN Handbook
246
2E4. Regional managers’
handbook
a)
b)
c)
d)
e)
f)
g)
h)
Introduction *
Regional manager
responsibilities *
Safety issues *
Computer equipment *
Computer application *
Expenditure of
government funds *
Mapping *
Public communications
*
i) Special enumeration
strategies *
j) Recruitment and
administration *
k) Training *
l) Census telephone
services *
m) Special dwellings *
n) Refusals or objections *
o) Payment *
p) Materials *
Census Management Workshop
based on UN Handbook
247
2E4a. Regional managers’
handbook -- Introduction
1. The statistical agency
2. Overview of the census of population
and housing
3. Outline of the census operation
4. Structure of the census workforce
5. Support services
Census Management Workshop
based on UN Handbook
248
1.
2.
3.
4.
5.
6.
7.
8.
2E4b. Regional managers’
handbook – Regional manager
responsibilities
Overview
Contact with statistical agency
Responsibilities
Ethics of census work and conduct of field staff
Security and confidentiality of census material
Lost materials
Access rights to dwellings
Contact with supervisors and enumerators
Census Management Workshop
based on UN Handbook
249
2E4c. Regional managers’
handbook -- Safety
1.
2.
3.
4.
5.
6.
Introduction
Regional manager safety
Enumerator and supervisor safety
Handling materials
Screen-based equipment
Accidents or illness
Census Management Workshop
based on UN Handbook
250
2E4d. Regnl managers’ handbook
– Computer equipment
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Introduction
Equipment to be delivered
Setting up
Getting started
Problem solving
Backup and recovery
Security of equipment and data
Passwords
Authorized use of equipment
Packing and returning equipment
Census Management Workshop
based on UN Handbook
251
2E4e. Regnl managers’ handbook
– Computer application
•
•
•
•
Software/programs for tracking
Software/programs for entry/verification
Software/programs for editing
Software/programs for tables and
dissemination
• Software/programs for archiving and
maintenance
Census Management Workshop
based on UN Handbook
252
2E4f. Regnl managers’ handbook –
Expenditure of government funds
1. Authority and role
2. General conditions and limits in
purchasing
3. Operating bank/trust/credit card accounts
4. Acquittal and accountability
Census Management Workshop
based on UN Handbook
253
2E4g. Regnl managers’ handbook
– Mapping
1.
2.
3.
4.
Overview
Definitions
Statistical geography used in the census
Review of supervisor and enumerator
workloads
5. Changing workloads
Census Management Workshop
based on UN Handbook
254
2E4h. Regnl managers’ handbook
– Public communications
1. Overview and public communications
strategy
2. Dealing with the media
3. Special public communication strategies
4. Local communications issues
Census Management Workshop
based on UN Handbook
255
2E4i. Regnl managers’ handbook –
Special Enumeration Strategies
This section should describe any special
enumeration strategies.
For example, there may be a specific
strategy for very remote, isolated or nearcity areas or for large holiday resorts.
Census Management Workshop
based on UN Handbook
256
2E4j. Regnl managers’ handbook –
Recruitment and administration
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Overview
Record keeping and forms use
Recruitment policies and guidelines
Recruiting supervisors
Recruiting enumerators
Recruiting other field staff
Appointing staff
Employment forms (including taxation)
Staff changes after recruitment
Unsatisfactory staff
Accident and/or incident reports
Travel required for census work
Census Management Workshop
based on UN Handbook
257
2E4k. Regnl managers’ handbook
– Training
1.
2.
3.
4.
5.
6.
Overview
Regional manager training
Training preparation and attendance
Supervisor training
Enumerator training
Other training
Census Management Workshop
based on UN Handbook
258
2E4l. Regnl managers’ handbook –
Census telephone services
1.
2.
3.
4.
5.
6.
Overview
Description of operation
Regional manager role
Supervisor role
Enumerator role
Administration
Census Management Workshop
based on UN Handbook
259
2E4m. Regnl managers’ handbook
– Special dwellings
1.
2.
3.
4.
5.
6.
7.
8.
Overview
Definitions
Enumeration strategy
Regional manager role
Available information about special dwellings
Communication strategy and/or approach
Special training issues
Administration and forms used
Census Management Workshop
based on UN Handbook
260
2E4n. Regnl managers’ handbook
– Refusals or objections
1.
2.
3.
4.
5.
6.
7.
Overview
Definitions and policy
Regional manager role
Supervisor role
Enumerator role
Specific training issues
Administration and forms used
Census Management Workshop
based on UN Handbook
261
2E4o. Regnl managers’ handbook
– Payment
1.
2.
3.
4.
5.
6.
7.
8.
Overview
Regional manager role
Timetable of payment
activity
Policy and guidelines
Forms used
Rates of payment
Method of payment
Paying staff who are on
other benefits
9. Supervisor payment
10. Enumerator payment
11. Payments to other staff
12. Payments for incomplete
work
13. Unsatisfactory work
14. Claims for additional
payment
15. Checking payments
16. Pay slips
Census Management Workshop
based on UN Handbook
262
2E4p. Regnl managers’ handbook
– Materials
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Overview
Transport arrangements and/or contracts
Timetable of transport activities
Regional manager role
Forms used
Packaging of census materials
Delivery of material to regional managers
Bulk delivery to supervisors
Delivery to enumerators and return to supervisor
Bulk pick-up from supervisors
Return of regional manager materials
Census Management Workshop
based on UN Handbook
263
2F. Printing of forms and other
documents
1.
2.
3.
4.
Introduction
Planning and management of printing *
Types of forms *
Quality assurance *
Census Management Workshop
based on UN Handbook
264
2F1. Printing of forms and other
documents – Introduction
• Printing is a MAJOR activity
• Each item needs printing requirements
and follow-up
• Often done outside statistical office
Census Management Workshop
based on UN Handbook
265
2F2. Planning and management of
printing
Information required:
• Details of the items that will need to be
printed – forms, invoices, etc
• Specifications sufficiently detailed for
printers to provide quotes AND logistical
support staff to develop plans for printing
• Estimates of quantities of each item –
reliable and no shortfalls
Census Management Workshop
based on UN Handbook
266
2F2. Planning and management of
printing
Planning the printing process is about:
a) Establishing the timetable for preparation
of manuscripts by relevant areas of the
agency
b) Establishing key requirements and dates
for the receipt of printing material (to feed
into packing and distribution) *
c) Setting up processed to obtain
information and quotations
Census Management Workshop
based on UN Handbook
267
2F2b. Planning and management
of printing -- cost and quantity
sheet
Info on spreadsheet for
MIS:
a) Item name
b) Printed quantity
c) Initial quantity
d) Actual cost
e)
f)
g)
h)
i)
Quoted cost
Estimated cost
Date ordered
Date delivered
Supplier
Census Management Workshop
based on UN Handbook
268
2F3. Planning and management of
printing -- Types of items
a) Census forms, and post-enumeration
forms *
b) Enumeration items *
c) Procedural and training items *
d) Administrative items *
Census Management Workshop
based on UN Handbook
269
2F3a. Planning and management
of printing -- Census forms
The importance of the main census form is so
great that it should be treated as a separate
printing activity form the other groups.
What to think about in printing:
• Quantity – crucial because of cost and
efficiency
• Quality – crucial to quality of whole census,
standards for processing the data
• Paper stock
• Timing
Census Management Workshop
based on UN Handbook
270
2F3b. Planning and management
of printing -- Enumerator items
Items used by enumerators:
1. Information booklets that explain the taking of
the census
2. Privacy envelopes
3. Multilingual brochures to help communicate
4. Calling cards for call-backs
5. Non-contact cards
6. Enumerator ID cards
7. Objection/refusal forms
Census Management Workshop
based on UN Handbook
271
2F3c. Planning for printing -Procedural and training items
1.
2.
3.
4.
5.
6.
7.
Enumerators’ record
book
Enumerators’ handbook
or manual
Enumerators’ training
exercises
Enumerators’ prompt
care
Supervisors’ handbook
Supervisors’ record
book
Supervisors’ training
exercises
8. Instructions for training
enumerators
9. Regional managers’
handbook
10. Regional managers’
control book and home
study exercises
11. Special enumeration
instructions
12. Inquiry service
instructions
Census Management Workshop
based on UN Handbook
272
2F3d. Planning for printing -Administrative items
1. Recruitment and/or appointment
• Application form for enumerator position
• Application form for supervisor position
• Interview form
• Offer of employment form
2. Finance and/or taxation
• Advice on payment
• Taxation forms
• Other financial forms
Census Management Workshop
based on UN Handbook
273
2F3d. Planning for printing -Administrative items -- cont
3. Control forms
• Record of attendance at training
• Record of receipt of materials
• Record of quality assurance on completed workloads
• Record of return of materials
4. Letters and/or notices
• Approach letter to special dwellings
• Letter to persons objecting or refusing
5. Labels
• For completed census material
• For unused census material
• For administrative material
Census Management Workshop
based on UN Handbook
274
2F4. Planning for printing -Quality assurance
a)
b)
•
•
Checking of proofs
Production runs
Sample for quality assurance
Sample at various stages of the printing
Checks to be made on forms:
1. Horizontal and vertical trimming
2. Positioning or skew of response areas on the actual
page
3. Page numbering and correct order of pages
4. Color, including any smudging
5. Strength of any binding
Census Management Workshop
based on UN Handbook
275
What can go wrong with printing
Book gives example of unspecified African country
with govt printer not prepared in time, causing:
• Enumeration work extended for some days in
some areas
• Printing costs increased due to the overtime
costs associated with the use of private printing
presses
• Transport costs increased because vehicles sent
from various provinces to collect printed
questionnaires, in small batches, from the capital
city
Census Management Workshop
based on UN Handbook
276
Day 3: Field Operations
A.
B.
C.
D.
E.
F.
G.
Publicity *
Recruitment and remuneration *
Field staff training *
Distribution and return of materials *
Monitoring field operations *
Quality assurance for field operations *
Technology issues for field operations *
Census Management Workshop
based on UN Handbook
277
3A. Publicity
1.
2.
3.
4.
5.
6.
Introduction
Developing a publicity strategy *
Implementing a publicity strategy *
Publicity support services *
Budget
Evaluation
Census Management Workshop
based on UN Handbook
278
3A1. Introduction
• Publicity helps make the whole census
work
• Allied with collection
• Amount varies
• Good publicity
• Must account for interaction
• Use professional communications people
• Can be extension of regular publicity
Census Management Workshop
based on UN Handbook
279
3A2. Developing a publicity
strategy
a)
b)
c)
d)
e)
f)
Background
Situation analysis *
Statement of objectives *
Defining target audiences *
Statement of messages *
Publicity strategies *
Census Management Workshop
based on UN Handbook
280
3A2b. Developing a publicity
strategy: Situation analysis
•
•
•
•
•
•
•
•
Government may or may not help
Get stakeholders’ ideas
Respondent public opinions
Changes in wording affect publicity needs
Groups that don’t approve of the census
Privacy
Views of own staff
Make sure community is ok with it
Census Management Workshop
based on UN Handbook
281
3A2b. Situation analysis:
Important issues
• Privacy and confidentiality of information given
• Whether information provided was actually put to good
use
• Cost of the census
• Potential use of census information for non-statistical or
other inappropriate purposes
• Issues raised by lobby groups regarding the inclusion or
exclusion of specific topics
• Requirement that name and address be on the form
• Concerns about potential government intrusion into
private affairs
• Where individuals can find additional information about
the census
Census Management Workshop
based on UN Handbook
282
3A2c. Statement of objectives
should include:
•
Organizing a recruitment campaign for field
staff
• Getting interested groups involved in census
planning and gaining their cooperation
• Organizing awareness campaign to:
(1) maximize awareness of when census
occurring,
(2) addressing issues needing clarification,
(3) promote awareness of procedures and ways to
get assistance, and
(4) encourage respondents to cooperate
Census Management Workshop
based on UN Handbook
283
3A2d. How to get target audiences
• The media
• Opinion leaders and public figures endorsing census
• Groups of influential people – religious leaders, teachers,
unions
• Speakers of the national language
• Speakers of other languages
• Groups under-represented in previous censuses
• Ethnic groups with special geographic, social,
communication or logistical disadvantages
• Heads of households, if appropriate
• Users of census data
• Staff of the census agency
Census Management Workshop
based on UN Handbook
284
3A2e. Examples of external
messages
• The census is for the good of all because it is the best
way to plan for the future
• Filling is a patriotic duty of citizens
• The census agency has a human face
• Census enumerators will call at household at certain
times
• Aide is available for those having difficulty
• Privacy and confidentiality will be honored
• The census date and enumeration period
• Cooperation is mandatory
• Penalties for enumerators and other staff who misuse
information
Census Management Workshop
based on UN Handbook
285
3A2f. Publicity strategies
• Recruiting temporary field staff through advertising
• Staging of extensive media events to mark the beginning
of the census, and periodically through it
• Building awareness through effective media advertising
and active media programs of info dissemination
• Building support through third-party endorsements
• Being proactive in public debates about the census
• Developing specific campaigns for each target audience
• Training census agency staff to act as media spokesmen
• Developing lists of expected questions and standard
model answers
• Monitoring public debate and media coverage
Census Management Workshop
based on UN Handbook
286
3A3. Implementing a publicity
strategy
a)
•
•
b)
c)
Census agency staff
Permanent staff
Field operations workforce
General external audiences*
Specific audience tactics (different ethnic
groups in community, people travelling
within country on census day, overseas
visitors, the homeless(!))
d) Schools
Census Management Workshop
based on UN Handbook
287
3A3b. Key tactics for general
external audience
• Information booklet
• Media advertising
• Community service announcements (statements by
media staff, interesting stories about census,
incorporating census into regular news)
• Provision of speakers to the media and the community
• Posters and comic books
• Developing a census logo and slogan
• Influencing key member of target audience (politicians,
village heads, religious leaders, media commentators,
senior bureaucrats, industry leaders)
Census Management Workshop
based on UN Handbook
288
3A3c. Implementing a publicity
strategy – specific audience tactics
• As noted above, Cultural backgrounds
important
• Groups in communities
• Travelers
• Recent arrivals
• Events for specific groups
Census Management Workshop
based on UN Handbook
289
3A4. Publicity Support Services
a)
b)
c)
•
•
•
Internet
Telephone inquiry service *
Managing demand:
The information booklet should contain straightforward
and convincing answers for those worried about
compulsory, confidentiality, privacy
The information booklet should include standard
responses to queries about common procedural
matters
These topics should be emphasized by enumerators
Census Management Workshop
based on UN Handbook
290
3A4b. Publicity support –
Telephone inquiry service
•
•
•
•
Getting it set up
All languages
Hotline  field staff
Less important if using the interview
method
• Formal contracts to provide services
Census Management Workshop
based on UN Handbook
291
3A4b. Publicity support –
Telephone Hotlines
Centralized Hotline:
• Provides a higher probability of standard responses to
callers
• Provides economies of scale to a potentially large
undertaking
• Releases regional management staff from the burden of
hotline
• Offers more efficient and effective training of operators
Decentralized Hotline:
• The network demand is spread over a greater number of
sites, reducing likelihood of localized system overload
• Operators are more likely to be able to respond to issues
specific locality
Census Management Workshop
based on UN Handbook
292
3A4b. Publicity support –
Telephone Hotlines
•
•
•
•
Must test them
Widely advertised
Emergency calls to the agency
Entire period of the census, including both
data collection and processing
Census Management Workshop
based on UN Handbook
293
3A4b. Publicity support –
Telephone Hotlines – staffing
•
•
•
•
•
(1)
Make sure enough staff
Temporary employees
Standard answers to questions – training!!
For difficult calls – expert staff
Training for hotline operators:
Basic conditions of work and telephone
techniques
(2) Census knowledge and specific inquiries
• Hands on training
Census Management Workshop
based on UN Handbook
294
3A5. Publicity support – Budget
• Budget depends on resources
• Investment in good communication makes
a better census
Census Management Workshop
based on UN Handbook
295
3A6. Publicity support – Evaluation
• Approach:
(1) Have established objectives that you can
measure
(2) Meaure media exposure
(3) Meaure impact on intended audience
• Coverage and broadcast time
• Internal feedback within agency
• Continuous evaluation and modification
• Long-term view
Census Management Workshop
based on UN Handbook
296
3B. Recruitment and remuneration
1. Introduction
2. Recruitment *
3. Remuneration
Census Management Workshop
based on UN Handbook
297
3B1. Recruitment and
remuneration -- Introduction
•
•
•
•
•
Recruitment varies
Capable employees
Need quality
Amount paid
Use of existing staff
Census Management Workshop
based on UN Handbook
298
3B2. Recruitment and
remuneration – recruitment
• Structure must be set
• Basis of enumeration makes a difference
• See below for criteria
Census Management Workshop
based on UN Handbook
299
3B2. Recruitment
a)
•
•
Determining number of field staff *
Number of enumerators
Number of supervisors, regional managers and deputy regional
managers
•
Number of reserve staff
b) Recruitment campaign *
•
Timetable of the campaign
•
Type of campaign
•
Publicity
•
Government regulations
c) Selecting staff *
•
Using standard application forms
•
Distributing selection criteria and other
•
Assessing the applications and shortlisting, if required
•
Conducting interviews
Census Management Workshop
based on UN Handbook
300
3B2a. Determining number of field
staff
a) Determining number of field staff
• Number of enumerators
• Number of supervisors, regional
managers and deputy regional managers
• Number of reserve staff
Census Management Workshop
based on UN Handbook
301
3B2a. Determining number of field
staff – number of enumerators
One per EA except:
• Single enumeration area that requires more than one
enumerator
• Several enumeration areas that may be combined to
create a workload for a single enumerator
• Population groups that require particular attention and
therefore additional or specialist enumerators
• Special dwellings in enumeration areas that may require
a separate enumerator
• Reserve staff who can be used as replacements for staff
not able to complete their duties
Census Management Workshop
based on UN Handbook
302
3B2a. Determining number of field
staff – enumerator workload
What the workload should be:
• An existing standard for the country
• Duration of the enumeration period
• Realistic assessment based on: travel time
to and from site, hours of daylight,
standard working day, expected limitations
of enumerator availability, margin for
contingencies
Census Management Workshop
based on UN Handbook
303
3B2a. Determining number of field
staff – number of supervisors
Standards for determining numbers:
• Any existing standard
• Amount of face-to-face time required with
subordinates
• Travel time
• Estimated time required on tasks not
related to supervision
• Amount of total time available
Census Management Workshop
based on UN Handbook
304
3B2a. Determining number of field
staff – reserve staff
Why hired staff may not complete assignments:
• Available better employment
• Sickness
• Staff dissatisfaction with the duties they are undertaking
• Census agency termination for poor performance
When reserve staff should be implemented:
• Use pool of reserve staff already trained – so train extras
and be prepared to train more
• Staff moved to other areas
• Staff promoted to higher levels
Census Management Workshop
based on UN Handbook
305
3B2b. Recruitment campaign
b) Recruitment campaign
•
Timetable of the campaign
 Employment commencement dates, which may differ
for different staff
 Capacity required to process large number of
applications at once
 Adoption of joint process – universal or selected parts
 Desiring to attract applicants of appropriate quality to
each level of management hierarchy
•
Type of campaign – see below
•
Publicity – see below
•
Government regulations
Census Management Workshop
based on UN Handbook
306
3B2b. Recruitment campaign –
type of campaign
•
•
•
•
•
Networks
Relvant media to recruit
Census advertising
Which government agencies involved
Community groups
Census Management Workshop
based on UN Handbook
307
3B2b. Recruitment campaign -Publicity
• Determine what publicity is needed for
recruitment
• Target the appropriate audience
• Determine where shortages (spatially and
by task) and target those
Census Management Workshop
based on UN Handbook
308
3B2c. Selecting Staff
c) Selecting staff
•
Using standard application forms
•
Selection criteria
 Type of work
 Duties of position
 Dates showing the period of employment
 Amount of payment and expected payment dates
 Code of conduct expected of staff
•
Assessing the applications and shortlisting, if required
•
Conducting interviews
Census Management Workshop
based on UN Handbook
309
3B3. Renumeration
• Payment depends on work done
• Field supervisors should not have to worry
about pay
• Efficient pay is important
Census Management Workshop
based on UN Handbook
310
3B3. Renumeration
(i) Basis of payment
(ii) Timetable
(iii) System design
Census Management Workshop
based on UN Handbook
311
3B3i. Renumeration – Basis of
payment
•
•
•
•
Should be simple
Like Hours, Time per HH, or total time
See possibilities below
Note Option C!
Census Management Workshop
based on UN Handbook
312
3B3i – Basis of Payment –
A. Record of hours worked
General application: For staff under direct
supervision. This is not generally the case
with field operation staff.
Advantages: Payment is only made for
actual hours worked
Disadvantages: High supervision overhead
Census Management Workshop
based on UN Handbook
313
3B3i – Basis of Payment –
B. Estimate of time per household
General application: For staff where the amount of work in
the workload is not known until after the contract is
completed
Advantages: Payment is made for every household
enumerated. The budget can be calculated on the basis
of number of units, together with growth factors.
Disadvantages:
• Staff cannot be advised of the total remuneration before
completion of the contract.
• Requires a greater degree of administrative effort to
process, which delays the date of final payment
• Enumerators may be tempted to increase the number of
households in their workload.
Census Management Workshop
based on UN Handbook
314
3B3i – Basis of Payment –
C. Estimate of time per workload
General application: For staff where the amount of work in
the workload can be estimated.
Advantages:
• Staff can be advised of the payment before
commencement of contract
• Administratively simple: requires little information flow
from collection process
• Timely
Disadvantages:
• Relies on estimate of workload size being reasonably
accurate
• Enumerators may not revisit households at which they
initially had no contact
Census Management Workshop
based on UN Handbook
315
3B3i – Basis of Payment –
D. Fixed payment
General application: Usually in countries that use
staff from other government agencies.
Advantages:
• Staff can be advised of the payment before
commencement of contract
• Administratively simple: requires little information
flow from collection process
• Timely
Disadvantages: Provides no incentives to staff to
complete the workload
Census Management Workshop
based on UN Handbook
316
3B3i – Basis of Payment –
E. Fixed payment, plus additional rate based
on the number of HHs above certain level
General application: Usually in countries where the
amount of work cannot be easily estimated.
Advantages: More homogeneity in the payment of
enumerators.
Disadvantages:
• Staff cannot be advised of the totoal renumeration before
completion of the contract
• Requires a greater degree of administrative effort to
process, which delays the date of final payment
• Enumerators may be tempted to increase the number of
households in their workload
Census Management Workshop
based on UN Handbook
317
3B3ii. Renumeration – Timetable
• Balance field needs against cost of
processing
• Available money and staff to pay
• Do not pay before work is done
• Multiple payments
• Be realistic
Census Management Workshop
based on UN Handbook
318
3B3iii. Renumeration – System
design
System could be clerical or electronic and include:
(a) Present systems in place in the census agency
(b) Delegation of administrative control of payment
(c) Security: need to sure
•
No fraud
•
Funds accurately transferred to employees
(d) Accountability
(e) Reporting
•
Expenditures by pay – within budget
•
Future estimates of pay
•
Other internal reports
(f) Government policy of outsourcing (but with cautions)
(g) Links to other agencies
Census Management Workshop
based on UN Handbook
319
3C. Field staff training
1.
2.
3.
4.
5.
Introduction *
Training programs *
Trainers (training
hierarchy)
Developing training
material
Training sessions *
6. Training regional
managers
7. Training supervisors
and enumerators *
8. Administration training
9. Health and safety
training
10. Computer systems
training
Census Management Workshop
based on UN Handbook
320
3C1. Field staff training – Generally
Important elements
• The importance of their duties
• How their efforts fit into the overall census
goals
• Issues such as confidentiality
• The way they are expected to undertake
these duties
Census Management Workshop
based on UN Handbook
321
3C1. Field staff training –
Introduction
• General training (above)
• Must have sufficient traiong
• Positive relation between field staff and
census
• For short and long forms – split training
• Field operations staff
• Others: Government officials, village
heads, etc
Census Management Workshop
based on UN Handbook
322
3C2. Field staff training –
Training programs
•
•
•
•
•
Related to what must be done!
Some New staff, some already on board
Workshops for continuing workers
Duration of workshops (see below)
Close as possible to when training will be
applied
• For Senior staff: how pieces will fit
together
Census Management Workshop
based on UN Handbook
323
3C2. Field staff training – Duration
and Content
Things to take into account during training:
• The nature of the staff who have been
engaged
• Their experience in census-related
activities
• The degree of change in processes since
the previous census
• The amount of time and other resources
available
Census Management Workshop
based on UN Handbook
324
3C3. Field staff training – Trainers
•
•
•
•
Cascade principle – each level trains next
Each layer adds
Master trainers – Geographic areas
Specialists staff – could be temporary
employees
Census Management Workshop
based on UN Handbook
325
3C4. Field staff training –
Developing Training material
•
•
•
•
Agency developed materials
High quality products
Use of video
For various languages: think about terms
Census Management Workshop
based on UN Handbook
326
3C5. Field staff training – Training
Sessions
What the trainer must do:
• Set the goals of the session for each group
• Plan the session using the guide, goals, and
materials
• Prepare any additional materials required
• Practice the session, testing all visual and
technical aids
• Ensure the venue is set and seating is arranged
in an appropriate manner
Census Management Workshop
based on UN Handbook
327
3C5. Field staff training – Training
Sessions
Techniques for success in training:
• Knowing the subject matter
• Following the standard training guides to ensure
consistency in training
• Encourage training participation
• Conducting practical exercises, including role playing
and mock interviews
• Looking for and overcoming signs of fatigue and
boredom
• Sticking to the main issues and not getting bogged down
with other ones
• Dealing separately with persons within the group who
need special attention
Census Management Workshop
based on UN Handbook
328
3C5. Field staff training – Training
Regional Managers
•
(a)
(b)
•
•
•
•
•
•
Training phases
First, soon after hiring, general
Second, just before enumeration, specifics
Models for training
Training in place
Class size
1st phase: initial tasks
2nd phase: actual enumeration
How to train, including modules
Census Management Workshop
based on UN Handbook
329
3C7. Training Supervisors and
Enumerators
a) Home study exercises *
b) Classroom training exercises *
c) On-the-job training
Census Management Workshop
based on UN Handbook
330
3C7. Training Supervisors and
Enumerators – Home study
•
•
•
•
•
Familiarize before hand
Exercises – training the trainers
Deliver materials well before needed
Questions during training
Trainers still must have the answers
Census Management Workshop
based on UN Handbook
331
3C7a. Training Supervisors and
Enumerators – Home study
Topics in home study for enumerators and supervisors:
• Rationale for the census and its use
• Confidentiality
• Supervisors and enumerators roles
• Receiving, checking, and accounting for material
• Coverage
• Definitions for topics and items
• Sequence guides
• Procedures at the doorstep
• Procedures for the interview
• How to handle difficult respondents
• Checking and editing completed materials
Census Management Workshop
based on UN Handbook
332
3C7a. Training Supervisors and
Enumerators – Home study
Additional home study topics for supervisors:
• Materials checking procedures
• What to watch for in observed interviews, and
recording of information
• Managing poor performing interviewers
• Quality assurance checks
• Editing
• Materials collection
Census Management Workshop
based on UN Handbook
333
3C7. Training – Classroom training
sessions
• Classroom time will vary
• Models available
Census Management Workshop
based on UN Handbook
334
3C7b. Training Supervisors and
Enumerators – Classroom
Classroom topics:
• Welcome and introduction to the census
• Confidentiality
• Enumerator role
• Occupational health and safety
• Administrative issues
• Definitions, mapping, and other concepts
• Special enumeration strategies
• Duties of enumerators and procedures to be employed
(a) before contact with HHS and (b) during contact
• Quality assurance of completed forms
• Preparation of forms for transport to supervisor
Census Management Workshop
based on UN Handbook
335
3C8-10. Administrative, health & safety,
& computer systems training
Administrative training
• Follow employment guidelines
• Administration should not distract from real work
Health and safety training
• Health and safety in general
• Health and safety in training
Computer systems training – including Internet!
• Training and computers
• Use of reporting and questions
• Provide online references
Census Management Workshop
based on UN Handbook
336
3D. Distribution and return of
materials
1.
2.
3.
4.
5.
6.
7.
8.
Introduction *
Inputs *
Material *
Specifications
Estimating quantities *
Packing *
Census agency management role
Mail-out/mail-back census *
Census Management Workshop
based on UN Handbook
337
3D1. Distribution and return of
materials -- Introduction
Distribution and return of materials is the
term used to cover tasks associated with
materials that are:
1) Supplied to a packing center
2) Distributed to field staff
3) Picked up from field staff
4) Returned to data processing centers
Census Management Workshop
based on UN Handbook
338
3D1. Distribution and return of
materials -- Introduction
The tasks include:
1) Receipt of material from manufacturers and other
external suppliers
2) Bulk storage during the packing operation
3) Packing
4) Consignment preparation and delivery to enumeration
staff
5) Bulk transport outward
6) Pick-up from enumeration staff
7) Bulk transport inward to processing centers
8) Close-down operations
Census Management Workshop
based on UN Handbook
339
3D2. Distribution and return of
materials -- Inputs
Key inputs to the dispatch and return of
materials:
1) Workload estimates from the mapping
program to establish packing volumes for
transport requirements
2) Name and address details from the
recruitment activities to establish details
on delivery and pick-up points
Census Management Workshop
based on UN Handbook
340
3D3. Distribution and return of
materials -- Material
a) Enumerator material (large volume, few
elements; packed centrally then transport
& arranged; pick up from enumerators)
b) Supervisor material (pack & transport;
central to out regions; out to central)
c) Regional manager and/or deputy
regional manager material
d) Other material
Census Management Workshop
based on UN Handbook
341
3D4. Distribution and return of
materials -- Specifications
•
•
•
•
Specifications and transport
Planning important
Costs
Commercial vs government delivery
Census Management Workshop
based on UN Handbook
342
3D5. Distribution and return of
materials – Estimating Quantities
•
•
•
•
•
•
•
•
Estimates for printing, etc., contingency
What enumerators need
Amount of work to be done
Spare census forms provided
Calculated from mapping
Calling cards, etc, must be provided
Spreadsheet for estimates
Spreadsheet for tracking
Census Management Workshop
based on UN Handbook
343
3D5. Distribution and return of
materials – Estimating Quantities
Factors:
a) Number of enumeration areas
b) Number of enumerators
c) Number of supervisors
d) Number of regional managers
Census Management Workshop
based on UN Handbook
344
3D5. Distribution and return of
materials – Estimating Quantities
Items:
1.
Item
2.
Number per enumeration area
3.
Total required for enumeration areas ((a)*2)
4.
Number per enumerator
5.
Total required for enumerators ((b) * 4)
6.
Number per supervisor
7.
Total required for supervisors ((c) * 6)
8.
Number per regional manager
9.
Total required for regional manager ((d) * 8)
10. Subtotal required (3 + 5+7+9)
11. Reserve factor (10 * percent) where percent is judged on an itemby-item basis
12. Total requirement (10 + 11)
Census Management Workshop
based on UN Handbook
345
3D6. Distribution and return of
materials – Packing
• Cardboard boxes
• Bundle forms
• Must be sealable
• Price per box
• Used for storage, too
• Two methods:
(a) Bulk supply
(b) Pre-packing
Census Management Workshop
based on UN Handbook
346
3D6a. Distribution and return of
materials – Bulk Supply
 Reliance on supervisors to count and
repack the material
 Reliance on suitable packing by the
original printer or supplier
 Larger number of different shaped and
sized boxes (non standard)
 Low likelihood of materials being clearly
labeled as census material
Census Management Workshop
based on UN Handbook
347
3D6b. Distribution and return of
materials – Pre-packing
 Pre-packed CENTRALLY
 Content of packages determined
somewhat in advance
 May be several pack types – must
consider this
 Could be variation in pack types
Census Management Workshop
based on UN Handbook
348
3D7. Distribution and return of materials –
census agency management role
• Should be liaison and monitoring
• Meet frequently with contractors
• Monitor delivery and return of materials
Census Management Workshop
based on UN Handbook
349
3D8. Distribution and return of
materials – mail out-mail back
Issues:
•
A complete and accurate list of addresses for the
entire country – may not be comprehensive
•
The postal service infrastructure throughout the entire
country – some regions unsuitable – may need
combination of delivery options
•
Cost – Issues to consider in mail-back:
•
•
•
•
Form size
Weight
Cost per unit
Confidentiality and security of census forms
Where forms are mailed …
Bar codes …
Follow up for low response rates …
Census Management Workshop
based on UN Handbook
350
3E. Monitoring field operations
1. Introduction
2. Planning a management information
system *
3. How to collect management information
(electronically via email, postal service,
return of questionnaires)
4. Where to start
5. What to collect *
Census Management Workshop
based on UN Handbook
351
3E1. Monitoring field operations -Introduction
• Management Information Systems (MIS)
• May take time to develop
• Small amount of good information  a lot
of zeros might occur
• Computers
Census Management Workshop
based on UN Handbook
352
3E2. Monitoring field operations –
Planning the MIS
Stages in planning MIS for field:
• List all potentially useful items of info, including
Number of applications received, etc
• Consider how and when each item may be
collected
• Consider how each item will be used and by
whom
• Review the value and usefulness of each item
• Incorporate final list into relevant work plan
Census Management Workshop
based on UN Handbook
353
3E2. Monitoring field operations –
Planning the MIS
Types of information collected:
• Date or dates that particular activities are started
or completed
• Piece rates of amounts, such as number of
dwellings interviewed
• Volume, such as percentage of enumeration
completed
• Status, such as incomplete, started or finished
• Type (and number) of calls to the telephone
inquiry line
Census Management Workshop
based on UN Handbook
354
3E3. Monitoring field operations – How
to collect management information
• Communication infrastructure
(a) Electronically (e-mail, fax, phone,
internet)
(b) Postal service
(c) With return of bulk census material
• Relative urgency
• Methods of communication
Census Management Workshop
based on UN Handbook
355
3E4. Monitoring field operations –
Where to start
• Not isolated  integrated
• Start with questions
• Think of “What if” questions
Census Management Workshop
based on UN Handbook
356
3E5. What to collect
a)
b)
c)
d)
e)
f)
g)
Budget
Mapping and household listing
Logistics
Recruitment
Training
Operations
Public relations and inquiry services
Census Management Workshop
based on UN Handbook
357
3F. Quality assurance for field
operations
1.
2.
3.
4.
Introduction
Role of supervisors
Observing interviews *
Checking households already
enumerated *
5. Checking coverage of the enumeration
area
6. Checking completed census forms *
Census Management Workshop
based on UN Handbook
358
3F2. Quality assurance for field
operations – Role of Supervisors
•
•
•
•
•
•
•
•
Use quantitative measures
During the census  after the census
Training
Know guidebook for supervisors
Help enumerators as needed
Retraining
Supervising
Positive relationships with enumerators
Census Management Workshop
based on UN Handbook
359
3F2. Quality assurance for field
operations – Role of Supervisors
Role of Supervisor:
(a) Provide retraining of enumerators who require it
following their initial training course
(b) Enhance the enumerators performance through
practical advise
(c) Provide support and encouragement
(d) Provide contact, open communication and
feedback
(e) Perform quality assurance on enumerators’ work
(f) Ensure recommended improvements are
implemented
Census Management Workshop
based on UN Handbook
360
3F2. Quality assurance for field
operations – Role of Supervisors
Responsibilities of supervisor:
(a) Ascertain that the enumerator has checked the
maps and household list before starting
(b) Observe introductions to sample of HHers
(c) Observe completion of sample of forms
(d) Observe sample of enumerator’s editing work
(e) Check sample of dwellings to make sure
enumerators actually went there
(f) Report to managers on progress of quality
assurance checks
Census Management Workshop
based on UN Handbook
361
3F3. Quality assurance in field
operations – Observing interviews
a)
b)
c)
d)
e)
f)
Preparation *
Interviewing technique
Scope and coverage
Completing census form
Completing the observed interview report
Observing interviews during tests
Census Management Workshop
based on UN Handbook
362
3F3a. Observing interviews -Preparation
• Complete training of all interviewers
• Make arrangements with each interviewer for a
mutually agreeable meeting time and place
• Ensure that there is sufficient time between
appointments, esp in rural areas
• Ensure that they have a full kit of required forms,
incl census forms and observer reports
• Ensure that they have the required handbooks
Census Management Workshop
based on UN Handbook
363
3F3a. Observing interviews –
Managing the work
To make sure enumerators are managing
their work, supervisors should:
(a) Meet with enumerators at appointed
times
(b) Make sure enumerators have correct
equipment and forms
(c) Make sure materials are organized
(d) Make sure enumerators are managing
completed forms
Census Management Workshop
based on UN Handbook
364
3F3b. Observing interviews –
Interviewing techniques
(a) Make sure to identify and interview household head
(unless each person)
(b) Apply customs and etiquette expected
(c) Explain the census & how long it will take
(d) Tactfully keep the respondent to the point
(e) Pace interview to allow respondent time for thought
without wasting time
(f) Assess the situation of the household from the door
(g) Be flexible enough to come back at a later time
(h) Maintain a friendly yet positive and professional
manner
(i) Be prepared, informed, and keep to the point
Census Management Workshop
based on UN Handbook
365
3F3d. Observing interviews –
Completing Census Form
Checking enumerator question wording:
• Identification and recording any errors
• Recording the initial asking of any questions
• Recording of the response to any question
Strive for consistency
Use own form while enumerating
Scale for scoring each question:
• Exactly as worded
• Reworded, meaning the same
• Reworded, meaning different
• Not asked, response inferred
[PROBE, CLARIFY, CHANGE THINGS]
Census Management Workshop
based on UN Handbook
366
3F4. Quality assurance in field
operations – Checking HH enumerated
Supervisors need to:
• Introduce themselves and the census
• Explain the purpose of the visit is to conduct
quality assurance
• Establish who spoke to the enumerator and
speak to that person
• Ask “Was the interview completed to your
satisfaction?”
• Ask “Do you have any questions about the
census?”
• Thank the respondent for their cooperation
Census Management Workshop
based on UN Handbook
367
3F5. Quality assurance in field operations –
Checking coverage of enumeration area
• Coverage
• Maps
Census Management Workshop
based on UN Handbook
368
3F6. Quality assurance in field
operations – Checking complete forms
• All fields to be completed by enumerator
have been completed correctly
• All census forms are accounted for
• Census forms have been fully completed
• Summary information completed correctly
Census Management Workshop
based on UN Handbook
369
3G. Technology issues for field
operations
1.
2.
•
•
•
•
Introduction
Types of technology
Telephone
Facsimile (Fax)
Computers
The Internet
Census Management Workshop
based on UN Handbook
370
3G1. Technology issues for field
operations – Introduction
•
Why sophisticated technology is a
problem:
(a) Disperse nature of the operation over the entire
country
(b) Cost
(c) Lack of suitable infrastructure
(d) Majority of field staff being temporary employees who
only work for short period
•
Telephones, faxes, internet, messenger
Census Management Workshop
based on UN Handbook
371
3G1. Technology issues for field
operations – Introduction
•
Objectives of technology in field operations:
(a) Improve efficiency of enumeration through
communication between office and field
(b) Improve accuracy and quality of admin and
Operational information recorded
•
Field operations:
(1) recruitment
(2) Enumeration
•
Consistent technology
•
Internet (not two systems)
•
What is transmitted
Census Management Workshop
based on UN Handbook
372
Day 4: Data Processing
A. Processing strategies *
B. Location of processing centers *
C. Establishing the workforce structure and
recruiting staff *
D. Processing operations *
E. Quality assurance for processing *
F. Technology issues for processing *
Census Management Workshop
based on UN Handbook
373
4A. Processing strategies
1.
•
•
2.
Introduction
Determine processing strategies early on
Allow sufficient time for testing
Processing system *
Census Management Workshop
based on UN Handbook
374
4A2. Processing system
a) Strategic directions for the census program –
timeliness, cost-effectiveness; hardware and
software
b) Technology infrastructure currently established
c) Level of technical support available
• Offsite
• Onsite
d) Level of information technology expertise
present in the census agency – training onsite
and offsite
Census Management Workshop
based on UN Handbook
375
4A2. Processing system - cont
e)
•
•
•
f)
•
Technology used in
previous censuses
Evaluate
Re-test continuing
systems
Sometimes noew things
not cost effective
Establishing the viability
of the new technology
Test viability of various
technologies
•
Use small tests then
larger ones
• Do Final test in censuslike conditions
g) Outsourcing
• Specialist expertise not
available within agency
• Specialized equipment,
like scanners
• Watch contracting
h) Cost-benefit *
Census Management Workshop
based on UN Handbook
376
4A2h. Cost benefits
Costs include:
• Capital cost of hardware, including spare
parts
• Software license and development costs
• Vendor support costs
• Training costs
• Salary costs for number of processors
needed
Census Management Workshop
based on UN Handbook
377
4A2h. Cost benefits - cont
Benefits include:
• Time needed to process the forms
• Quality of the data produced
BUT we have risks:
Census Management Workshop
based on UN Handbook
378
4A2h … Risks
• Identify the risk
• Quantify the probability of each specific risk
• Quantify the impact of the consequences of
each risk
• Identify the risk mitigation strategy of each risk
• Cost the risk mitigation strategies of each risk
• Quantify the probability of each risk after the risk
mitigation strategy is in place
• Quantify the impact of the consequences of
each risk after mitigation strategy is in place
Census Management Workshop
based on UN Handbook
379
4B. Location of processing centers
1. Introduction – think about
• Number of locations (centralized vs
decentralized)
• Suitability of premises
2. Number of locations *
3. Selecting suitable premises *
Census Management Workshop
based on UN Handbook
380
4B2. Number of locations
a)
b)
c)
d)
e)
f)
Availability of skilled workforce
Availability of support services
Coordination of processing activities
Quality
Geographic location for delivery of forms
Dispersing infrastructure and skills
throughout the country
g) Costs
Census Management Workshop
based on UN Handbook
381
4B3. Selecting suitable premises
a) Security
b) Access to transportation
c) Building layout
Census Management Workshop
based on UN Handbook
382
4B3a. Selecting suitable premises - security
• “The security of the census forms is
necessary owing to the confidential nature
of the information on the forms and the
assurance given to the public about
protecting their personal information”
• Building has to be secure
• Cannot share with any other agency
• Both electronic and physical security
needed
Census Management Workshop
based on UN Handbook
383
4B3c. Selecting suitable premises
– Building layout
• Need both office space and large storage
area
• Need efficient flow of forms, so building
has to have this
• Storage must be adequate and safe
• Occupational health and safety issues
Census Management Workshop
based on UN Handbook
384
4C. Establishing the workforce
structure and recruiting staff
1. Introduction – get best staff within time and
budget contraints
2. Establishing the workforce structure *
3. Establishing staff numbers *
4. Recruiting managers – organized chaos
5. Recruiting supervisors and processors *
6. Recruiting other specialist staff
7. Timing of recruitment campaign
8. Contingency planning
9. Remuneration – Set wage rates OR piecemeal
Census Management Workshop
based on UN Handbook
385
4C2. Establishing workforce
structure
• Need to establish processing workforce structure
beforehand
• If decentralized, this has to be taken into account
• Director must report to Census director
• Managers can be distributed
• Need one for operations and one for quality control – not
same person
• Director will have to mediate sometimes
• Then, lower level section heads
• Consider ratios of workers to managers
• Things to consider (see below)
Census Management Workshop
based on UN Handbook
386
4C2. Establishing workforce
structure
Must develop hierarchy in workplace. Supervisors must:
a) Conduct day-to-day supervision of a team of
processors
b) Prioritize, coordinate and monitor the work flow
c) Maintain an effective team environment
d) Conduct on-the-job training
e) Ensure that all procedures are being followed
f) Provide performance feedback to processors
g) Report to management on issues affecting data quality
h) Co-ordinate with the storage room
Census Management Workshop
based on UN Handbook
387
4C2. Workforce - cont
Group leaders should:
a) Provide performance and daily
production reports to the supervisor
b) Assist processors with technical issues
c) Provide processors with all needed
materials and questionnaires
d) Check-in and checkout of questionnaires
with the storage room
Census Management Workshop
based on UN Handbook
388
4C3. Estimating staff numbers
a) Estimate total units (persons and EAs) to
be processed
b) Estimate total units to be processed for
particular items
c) Average production rates (units
processed per hour) per processor
d) Average processing hours per shift per
processor
e) Number of shifts per day
Census Management Workshop
based on UN Handbook
389
4C3. Estimating staff numbers cont
f)
An allowance for public holidays and staff
taking leave
g) Estimated staff turnover *
h) Building capacity
i) Length of time for processing
• This can be constant or variable
• Very important to watch that processing stays
on track
• Staff may have to vary
Census Management Workshop
based on UN Handbook
390
4C3 – Booming economy and/or
high turnover results in:
•
•
•
•
Loss of best quality staff first
Additional recruitment costs and delays
Additional training costs for replacement staff
Learning curves for new staff, reducing
production rates and quality of work overall
• Management focus on training rather than on
production
• Possible greater use of leave credits
• Increased risk of industrial disharmony
Census Management Workshop
based on UN Handbook
391
4C4. Recruiting managers
•
•
•
•
•
•
Managers need be recruited carefully
Some from the main office must be there, too
Will be organized chaos!
Environment differs from main office
Remember, mainly temporary workforce
Don’t assume main office workers know how to
manage
• Must know processing center principles
• Balance between technical and managerial
Census Management Workshop
based on UN Handbook
392
4C5. Recruiting supervisors and
processors
a) Agencies conducting their own
recruitment campaign, Issues:
• Bulk recruitment is not a core function of
the agency
• Timing of the task not ideal
• Economic situation
b) Using other specialist govt employment
agencies
c) Outsourcing to private sector recruiting
Census Management Workshop
based on UN Handbook
393
4C5. Processor recruitment criteria
• Aptitude for the repetitive clerical tasks to
be performed
• Accuracy in performing this type of work
• Comprehension of written material
• Speed in performing tasks, without loss of
accuracy
Census Management Workshop
based on UN Handbook
394
4C7. Timing of recruitment
campaign
• Recruit as close to start of processing as
possible
• Positions should be filled top-down
• Large centers may need to process intake
Census Management Workshop
based on UN Handbook
395
4C9. Renumeration
• Pay should be market rate
• Either:
(1) Set wage rates regardless of the output
produced by the individual
(2) Payment based on the number of units
processed (piecemeal rates)
• Set rates give less administrate overhead & no
production line mentality
• Payment by unit provides for work actually
done
Census Management Workshop
based on UN Handbook
396
4D. Processing operations
1. Introduction – need quality staff and
quality hierarchy
2. Data-processing cycle *
3. Controlling work flows *
4. Management information system *
Census Management Workshop
based on UN Handbook
397
4D2. Data processing cycle
•
•
a)
b)
c)
d)
e)
f)
g)
Cycle depends on technology used
Each process affects the next one
Quality assurance and edits
Receipt and registration
Preliminary checking
Coding
Data capture – keying, OMR, OCR, Internet
Balancing
Validation
Census Management Workshop
based on UN Handbook
398
4D3. Controlling work flows
(a) Movement of forms
(b) Status of data
Census Management Workshop
based on UN Handbook
399
4D3a. Controlling work flows -Movement of forms
Movement of forms in processing must be
efficient but also controlled – need flow
control system
• Legal and illegal movements
• Flow backward as well as forward
• Timely management info about the flow
Census Management Workshop
based on UN Handbook
400
4D3b. Controlling work flows –
Status of data
Control of electronic data
• Edits that check for inter- and intra-record
consistencies
• Derivations of data items (Recodes)
• Imputations for missing data items
• Imputations for number of persons in HHs
where form is missing
• Quality assurance points
• Aggregations and transformation of files for
final release
Reports on the flow of each workload (see below)
Census Management Workshop
based on UN Handbook
401
4D3b. Controlling work flows –
reporting needs
• Rules that specify when the next
automated stage can begin – recodes
cannot start before regular edit
• Flexibility to allow the stage of a data file
to be reset if reprocessing is required for
an EA, household, or topic
• Provision for timely management info
about the stages of the files
Census Management Workshop
based on UN Handbook
402
4D4. Management information
system – Key requirements
MIS is extremely important in processing
Can be very costly and complex (CENTRACK)
General requirements:
• Allow access to all relevant management information,
levels, etc.
• Ensure that MIS info is timely and detailed as needed,
while maintaining integrity and accuracy of data
• Forecast and report on outcome of
(1) crisis resolution when alternatives and
(2) highlight potential problems
• Ensure info collected in a census can be used in future
MUST Monitor .. See below
Census Management Workshop
based on UN Handbook
403
4D4. Management information
system – Activities
(a) What to collect
• Production rates
• Flow control
• Staffing
• Quality assurance (error rates)
• Automatic edits
(b) What to report – production
(c) Feedback to staff
Census Management Workshop
based on UN Handbook
404
4E. Quality assurance for
processing
1.
2.
3.
4.
5.
6.
7.
Introduction *
Total quality management philosophy *
Quality management framework *
Quality management system *
Quality assurance points *
Continuous quality improvement *
Validation *
Census Management Workshop
based on UN Handbook
405
4E1. Quality assurance for
processing -- Introduction
•
•
•
•
•
Multidimensional
Accuracy
Budget
Timeliness and relevance
May have to improve one at the expense
of another
Census Management Workshop
based on UN Handbook
406
4E2. Quality assurance for processing –
Total quality management philosophy
•
•
•
•
•
•
•
•
•
Managers responsible
Staff must buy in – quality management
Most problems  the process of the processing
Geographic differences are important – some
geographic areas do better than others
Staff must understand the philosophy
Staff observations must then be considered
Feedback is paramount
Have to create a culture
Most problems are result of deficiencies
Census Management Workshop
based on UN Handbook
407
4E3. Quality assurance for
processing – Quality management
framework
For highest possible data quality:
a) Quality management system
b) Quality assurance points for each
process
c) Continuous quality improvement
processes
d) Validation of data
Census Management Workshop
based on UN Handbook
408
4E4. Quality assurance for
processing – Quality management
system
a) Units of work selected
b) Method of operation
c) Rejected units of work
Census Management Workshop
based on UN Handbook
409
4E4a. Quality management system
– units of work selected
• Need to sample work done
• Need to be able to sample at any stage
• Rules (see below)
Census Management Workshop
based on UN Handbook
410
4E4a. Quality management system
– units of work selected
a) Sampling rates should be relatively high at the
beginning of the process, gradually tapering off
to an ongoing monitoring rate
b) At a minimum, all processors should have their
first workload sampled
c) More proficient operators should be subject to
a lower sampling rate
d) All processors should have some of their work
sampled over the complete life cycle
Census Management Workshop
based on UN Handbook
411
4E4a. Quality management system
-- cont
e) Sampling rates may be increased
towards the end do quality does not
suffer as they finish
f) Complex processes (e.g., coding
occupation and industry) should be
sampled at a higher rate
g) Initial sampling units should be based on
operational efficiency
Census Management Workshop
based on UN Handbook
412
4E4b. Quality management system
– Method of operation
• Will depend on the process
• Second processor should check sample of
work of first
• Quality management – supervisor checks
sample of work [not outsider]
• Provide feedback that is clear and concise
Census Management Workshop
based on UN Handbook
413
4E4c. Quality management system
– rejected units of work
•
•
•
•
Rejected work usually not reprocessed
Not enough time to redo
More a matter of correcting for the rest of it
But if severe problems – then redo
Census Management Workshop
based on UN Handbook
414
4E5. Quality management system
– Quality assurance points
Points based on:
a) Registration process. Every enumeration area and
each form associated with that area is received
b) Balancing. Data have been captured for every
household in an EA and every person in those
households
c) Coding. Coding results for each topic in each EA are
of minimum accepted standard
d) Edits. Checks and necessary data transformations
have been made to ensure consistency of data items,
e.g., fertility only for females
NOTE: Role of tolerances
Census Management Workshop
based on UN Handbook
415
4E5. Quality management system
– Quality assurance points
• Quality assurance points to target problems
• Define what discrepancy rates are acceptable
• Quality assurance points focus on each
process achieving the best possible output
rather than relying on later processes to
correct data
• Continuous checking
• Tolerances
• Not mandatory, but help advise
Census Management Workshop
based on UN Handbook
416
4E6. Quality management system –
Continuous quality improvement
Implemented:
a) By using teams of processing staff to
identify and resolve quality problems
b) By using quantitative measures of
quality, based on discrepancies in the
output of the process
c) By giving priority to identifying and
addressing the root causes of these
discrepancies
Census Management Workshop
based on UN Handbook
417
4E6. Quality management system –
Continuous quality improvement
Four step cycle:
1. Measure quality – detail discrepancy rate and
provide information
2. Identify the most important quality problems
• Find most frequent problems
• Use level of discrepancy to decide what to do
next
3. Identify the root causes of these important
quality problems
4. Implement corrective action and return to step
1
Census Management Workshop
based on UN Handbook
418
4E6. Quality management system –
Continuous quality improvement
Step 3. Identify the root causes of these important quality
problems:
1. Case reporting forms
2. Adjudication feedback reports – lets processors know
when they are not following rules and helps correct
3. Quality improvement teams
•
Teams work together
•
Focus on formal mechanism for all staff to contribute to
process
•
Function: identifying root causes of problems
•
Discussions AND record of discussions
Census Management Workshop
based on UN Handbook
419
4E6. Quality management system –
Continuous quality improvement
Step 4. Implement action & return to Step 1
Types of corrective action:
a) Change the procedures
b) Change the processing system
c) Retrain or add training
d) Reminders about particular procedures sent to
the staff
e) Changes to coding indexes in processes
where they are used
Census Management Workshop
based on UN Handbook
420
4E7. Quality management system –
Validation
• Identify system problems and ensure data
quality for final output
• Validation: ensures that significant errors
can be corrected in final file
• Validation should not be the last process
• Should be included in any tests
Census Management Workshop
based on UN Handbook
421
4E7. Quality management system –
Validation
a)
b)
c)
d)
e)
•
•
Defining the data items (note previous census items)
Define the method
Aggregating the data
Comparison with other data and inter-censal change
(compare with surveys, changing items like new
occupations)
Regional office participation
Seeking advice from regional offices before processing
for anything new or unusual
Determining if the level of growth or decline of pop/HH
is in line with expected
Census Management Workshop
based on UN Handbook
422
4F. Technology issues for
processing
1.
2.
3.
4.
5.
6.
7.
8.
Introduction
Processing platforms
Data-capture methods *
Coding *
Editing *
Imputation
Data management *
Communications
Census Management Workshop
based on UN Handbook
423
4F1. Technology issues for
processing – Introduction
• Computers
• First used for 1950 US Census
• Scanning now used more and more
Census Management Workshop
based on UN Handbook
424
4F2. Technology issues for
processing – Processing platforms
• Originally main frame computers
• Personal Computers (PCs) more and
more available
• Laptops
• These provide greater flexibility and userfriendly systems
Census Management Workshop
based on UN Handbook
425
4F3. Technology issues for
processing – Data capture methods
a)
b)
c)
d)
e)
Key entry
Optical mark recognition *
Digital imaging
Intelligent character recognition (ICR) *
Electronic lodgment of forms (the
Internet) *
f) PDA
Census Management Workshop
based on UN Handbook
426
4F3b. Technology issues for
processing – Optical mark
recognition
Advantages:
1. The capture of tick-box responses is
much faster than key entry
2. Equipment is reasonably inexpensive
3. It is relatively simple to install and run
4. It is a well-established technology
Census Management Workshop
based on UN Handbook
427
4F3b. Technology issues for
processing – Optical mark
recognition
Disadvantages:
1. Precision required in the printing process
2. Restrictions on the type of paper and ink
3. Precision required in cutting sheets
4. Restrictions on form design
5. Requirements that response boxes be
correctly marked with appropriate pen
6. Significant additional costs for 1,2, & 3 above
Census Management Workshop
based on UN Handbook
428
4F3d. Technology issues for
processing – Intelligent character
recognition
1.
2.
3.
4.
5.
6.
7.
Scanning
Recognition
Automated repair and validation
Operator repair
Advantages of ICR *
Disadvantages of ICR *
Risk management *
Census Management Workshop
based on UN Handbook
429
4F3d. Technology issues for
processing – ICR advantages
1. Savings in salaries – reduced number of staff
to code responses
2. Additional savings – electronic images rather
than physical forms
3. Reduction in staff causes others cost savings
4. Automatic coding improves data quality
5. Processing time reduced due to automation
6. Form design not as stringent as OMR
7. Corrections for paper skew more sophisticated
8. Some systems do not need special colors
Census Management Workshop
based on UN Handbook
430
4F3d. Technology issues for
processing – ICR disadvantages
1.
2.
3.
4.
5.
6.
7.
8.
9.
Higher costs of equipment
Character substitution
Tuning of recognition can be difficult
Hand written responses must be legible
Network design and capabilities crucial
Expected savings might be hampered by low
automatic coding rates
Systematic errors may occur in the automatic process
affecting quality
Suitable character sets may not exist in some
countries
Storing may raise privacy concerns
Census Management Workshop
based on UN Handbook
431
4F3d. Technology issues for
processing – ICR risk management
1. Reducing ICR response areas
2. Limiting effect of character substitution in items
like age by repair operators constant checking
or OMR for these items
3. Using lists of common responses in the “other”
category
4. Additional items on Quest for cross-checking
5. Results of some items verified by keying
6. Image quality checking
7. Manual sampling of all processes
Census Management Workshop
based on UN Handbook
432
4F3e. Technology issues for
processing – Internet forms
Problems:
1. Respondents must have computer and
internet
2. Management of respondents
3. Security concerns regarding transfer of
data
4. Need to build parallel processing
systems since not all forms will be
through the internet
Census Management Workshop
based on UN Handbook
433
4F4. Technology Issues -- Coding
• Coding systems can be clerical, computer
assisted or automated or some
combination
• Simple matching – like birthplace
• Structured coding – like occupation
• Bounded coding – some sort of hierarchy
• Quality of indexes obviously important
Census Management Workshop
based on UN Handbook
434
4F4. Technology Issues -- Coding
a) Clerical
b) Computer-assisted coding
c) Automatic coding
Census Management Workshop
based on UN Handbook
435
4F4b. Technology Issues –
Computer assisted coding
• Method involves processors using
computerized systems to assist
• Advantage: more coding rules
• Structured coding reduces number of
matches, so easier
• More efficient that clerks alone
Census Management Workshop
based on UN Handbook
436
4F4c. Technology Issues –
Automated coding
•
•
•
•
•
Use a variety of algorihms to help
High match rates
Cannot code all responses automatically
Will need super-coders or supervisors
Update lists
Census Management Workshop
based on UN Handbook
437
4F5. Technology Issues -- Editing
• Editing system must be rigorously tested
• The more complex the system, the more
difficult and expensive to implement
• Types of editing (see below)
• Minimalist approach is best
• Otherwise, majority rule
• Important: Overambitious and complex
editing systems fo not necessarily add
value to the final product
Census Management Workshop
based on UN Handbook
438
4F5. Technology Issues -- Editing
Good editing system:
a) Minimalist (i.e., only change obvious mistakes
clearly out of range)
b) Automated (clerical editing is inefficient and
costly and only provides marginal
improvement)
c) Systematic
d) Compliant with procedures used in other
statistical collections carried out by the agency
e) Compliant with UN or ILO or other standards
Census Management Workshop
based on UN Handbook
439
4F5. Technology Issues -Imputation
• Computers allow complex imputation
systems
• Look-up tables are lower level imputation
• Hot-deck imputation
• Can make very complex hot decks –
difficult to check out
• [Book says use hot-deck only rarely – but
this is not a good idea these days]
Census Management Workshop
based on UN Handbook
440
4F7. Technology Issues -- Data
management
a)
•
•
b)
•
•
c)
•
•
Data storage
Maintain copies at each stage of processing
Maintain metadata on all processing
Data back-up
Develop and maintain a data back-up storage
system
Recovery strategy
Data security
Unit record data produced during processing must
be subject to same strict security as physical forms
Computer viruses!
Census Management Workshop
based on UN Handbook
441
4F8. Technology Issues -Communication
• Effective and efficient communication
needed
• Use of electronic media – email,
messenger, website
• Transfer of data between sites –
confidentiality
• Physical transfer of data
Census Management Workshop
based on UN Handbook
442
Day 5: Census Products and
Evaluation
A.
B.
C.
D.
E.
F.
Broad dissemination strategy *
User consultation process *
Product development *
Marketing strategy *
Sales strategy *
Evaluation (Section 6) *
Census Management Workshop
based on UN Handbook
443
5A. Broad dissemination strategy
1. Introduction *
2. Wholesale versus retail approach to
dissemination
3. Pricing of census products
4. Timeliness of release compared to accuracy
5. Stages of data release
6. General or customized releases
7. Integration of census results with other
products
Census Management Workshop
based on UN Handbook
444
5A1. Broad dissemination strategy
-- Introduction
Why some countries don’t have good dissemination:
a) A policy decision by the census agency to use the
skills of external entities to add value to a suite of
basic tables produced
b) Lack of suitably skilled staff within the user
community to use advanced and/or complex
output products
c) Lack of financial resources to fund the
development of complex products within the
census agency or for users to purchase them
d) Lack of proper use of consultants
Census Management Workshop
based on UN Handbook
445
5A2. Wholesale versus retail
approach to dissemination
•
•
•
•
•
Standard tabs vs selected tabs
Wholesale approach
Will still have requests
Retail approach: limitations
Costs – retail is much higher (developers
of more complex products, sales and
marketing experts, client support staff)
• Decide early
Census Management Workshop
based on UN Handbook
446
5A3. Pricing of census products
•
•
•
Charge for everything
Free, using general taxation system
Issues:
(a) Need for mechanism to ration demand for services of
census agency
(b) Encouraging users to identify and specify their real needs
(c) Relieving taxpayers
•
Who pays: usually the government
Census Management Workshop
based on UN Handbook
447
5A4. Timeliness of release
compared to accuracy
• Faster  more errors
• So do CORE
• Then do the rest of it!
Census Management Workshop
based on UN Handbook
448
5A5. Stages of data release
•
•
•
•
Preliminary data – no quality control
NOTE: This practice is not recommended
Stage release
Consult users
Census Management Workshop
based on UN Handbook
449
5A6. General or customized
releases
•
•
•
•
Standard or complex tables
Funding dictates
Community service tables
Basic set of tables
Census Management Workshop
based on UN Handbook
450
5A7. Integration of census results
with other products
• Compatibility
• Sales area or stakeholders
• Other data to validate tables
Census Management Workshop
based on UN Handbook
451
5B. User consultation process
1.
2.
3.
4.
Introduction
Managing the process *
Tools to be used *
The business plan
Census Management Workshop
based on UN Handbook
452
5B1. User consultation process -Introduction
• User consultation
• Informed decisions
• Nature of outputs
Census Management Workshop
based on UN Handbook
453
5B2. User consultation process –
Managing the process
a) Objectives *
b) Stages of the process *
c) Information required *
Census Management Workshop
based on UN Handbook
454
5B2a. User consultation process –
Managing the process: objectives
a) To better understand overall user
reactions to the current broad direction of
the dissemination phase
b) To understand user reactions to specific
products and services
c) To report on the outcome of the research
and make recommendations to users
and census agency management for the
dissemination phase
Census Management Workshop
based on UN Handbook
455
5B2b. User consultation process –
Managing: stages in the process
i)


•
•
Stage 1. Consultation on the broad directions
First publication:
Questions relating to the client’s use of current census products
and services
Questions relating to strategies proposed by the census agency
for the products and services of the next census
Hard copy – mailed or emailed
Provide both quality and quantity for review
ii)
Stage 2. Consultation on specific products
•
•
•
Second publication with more specific tables
Face to face sessions
Returned questions and spreadsheets for analysis
Census Management Workshop
based on UN Handbook
456
5B2c. User consultation process –
Managing: information required
1) Content and functionality *
2) Views on, and reactions to, pricing of
products and services *
3) Importance of timeliness *
4) Client support
5) Usefulness and appropriateness of the
census data and products
Census Management Workshop
based on UN Handbook
457
5B2c1. User consultation process –
Managing: information content
1.



2.




Data
Quality
Comprehensiveness and breadth
Reliability
Software (if provided)
Quality and performance
Ease of use and intuitiveness (user-friendly)
Level of functionality
Technical support and training
Census Management Workshop
based on UN Handbook
458
5B2c1. User consultation process –
Managing: information content - cont
3.







Service delivery
Timeliness and predictability of release
Range of media and formats
Presentation and packaging
Pricing and value for money
Client support, awareness and training
Usefulness of data or product
Appropriateness of the product (standard vs
customized)
Census Management Workshop
based on UN Handbook
459
5B2c2. User consultation process –
Managing: views on pricing
Influences on views of pricing:
a) Whether it is a standard product or a customized
service
b) Timeliness of the product or service
c) Comprehensiveness, accuracy, breadth and relevance
of the data
d) Scope and content of the product and the range of
media in which it is disseminated
e) Level and effectiveness of the training and support
provided
f) Breadth of functionality of the software (where
applicable) and its quality and performance
g) Complexity and ease of use of the software
Census Management Workshop
based on UN Handbook
460
5B2c3. User consultation process –
Managing: importance of timeliness
Users must understand the time required to
undertake the following:
a) Quality assurance in the field
b) Transporting forms from enumeration
c) Data capture of the information from the forms
d) Coding textual responses
e) Validation of the unit record file
f) Compilation of the output files and preparation
of products
Census Management Workshop
based on UN Handbook
461
5B3. User consultation process –
Tools to be used
How to tell if what you did actucally worked!
• Research during processing
• Users within agency must be involved
Three overlapping phases:
a) Qualitative studies *
b) Quantitative studies *
c) Detailed product design *
Census Management Workshop
based on UN Handbook
462
5B3a. Qualitative studies
•
•
•
•
•
•
Use focus groups
Look at products and services
Conferences and workshops
Understand user reactions
Tasks (see below)
Use 6 months for this analysis
Census Management Workshop
based on UN Handbook
463
5B3a. User consultation process –
Tools to be used
Qualitative tasks:
1) Prepare detailed specifications
2) Contract external consultations
3) Organize focus groups
4) Prepare interim report (for the evaluation
phase)
5) Prepare final report
Census Management Workshop
based on UN Handbook
464
5B3b. User consultation process –
Quantitative studies
• Sample of users
• Focus on:
(1) A particular product or service
(2) Particular market segments or industry
sectors
(3) Users’ technical requirements
• Tasks (see below)
• Spend 8 to 10 months on this
Census Management Workshop
based on UN Handbook
465
5B3b. User consultation process –
Tools to be used
Quantitative studies:
1) Determine detailed methodology
2) Develop questionnaires, covering letters,
newsletter articles the response
mechanisms
3) Conduct surveys
4) Analyze and prepare reports
Census Management Workshop
based on UN Handbook
466
5B3c. User consultation process –
Tools to be used
Major tasks in the detailed product design phase:
1) Determine overall product mix
2) Develop product plans for corporate approval
3) Develop prototypes
4) Devise classification proposals
5) Consult users
6) Finalize product design
Spend about 12 months on this
Census Management Workshop
based on UN Handbook
467
5B4. User consultation process –
The business plan
• Plan with costs
• Review the plan regularly
Census Management Workshop
based on UN Handbook
468
5C. Product development
1.
2.
3.
4.
5.
6.
7.
8.
Introduction
Product planning *
Production strategy *
Quality assurance *
Development and testing of procedures
Presentation guidelines *
Storage issues *
Management of intellectual property
Census Management Workshop
based on UN Handbook
469
5C1. Product development -introduction
• Need to be flexible but responsive
• Need predictable release dates
Census Management Workshop
based on UN Handbook
470
5C2. Product development –
Product planning
1.
2.
3.
Review of products and services from previous census
User consultation and market testing
Method for protecting confidentiality
•
•
•
Change output cells
Confidentiality algorithms
Don’t release some tables to the outside
4.
Hard copy or electronic dissemination
•
•
•
•
•
In the old days: no computers
Now: combination of hard and soft copy
Keep flexibility in the system – standard vs specific
Computer formats: ASCII,Excel, Media
Internet
5.
Suppliers of information technology services – outside
developers
Census Management Workshop
based on UN Handbook
471
5C3. Product development –
Production strategy
•
Once everything produced in TPL, SAS,
IMPS, Supercross
• Now: Have to use what is appropriate
Key production activities:
a. Development of geographic elements *
b. Classifications *
c. Data products *
d. Software products *
Census Management Workshop
based on UN Handbook
472
5C3a. Product development –
Developing geographic elements
To maximize usefulness:
1. Geographic database
2. Time series concordance
3. Map dissemination system
Census Management Workshop
based on UN Handbook
473
5C3a. Product development –
Geographic database
Some information to be stored in database:
1. Comparability codes for current and
previous geography
2. Latitude and longitude of the centroid of
the enumeration area
3. Total area of the enumeration area
4. Various characteristics: schools,
hospitals, etc
Census Management Workshop
based on UN Handbook
474
5C3b. Product development –
Classifications
•
Standard classifications for occupation,
industry, education, etc
• Guidelines only
Output classifications, consider:
1. Review of classifications to cover new topics
and changes in concepts
2. Development of a directory of classifications to
enable effective access by users
3. Development of a directory of census terms to
assist users’ understanding the data items
Census Management Workshop
based on UN Handbook
475
5C3c. Product development – Data
products
•
•
•
•
•
•
Data products refer to the tabulations
Tables should be basic and easy
Subpopulations
Thematic maps
Custom outputs
Production of data products include:
Census Management Workshop
based on UN Handbook
476
5C3c. Product development – Data
products
Data Production includes:
1. Development of prototypes based on results of
user consultation
2. Coding and production of prototype tables
using test data
3. Finalizing tabulation content
4. Live data production for standard output
5. Release of the consultancy service (for
customized tabulations)
6. Specialized table production for specific
products
Census Management Workshop
based on UN Handbook
477
5C3d. Product development –
Software products
Developing software includes:
1. Identify the broad nature, structure and content
of the product
2. Determine software developers (internal and/or
external consultants)
3. Specify detailed software design and
functionality
4. Acquire needed hardware
5. Develop and test software with test data
6. Prepare training programs
Census Management Workshop
based on UN Handbook
478
5C4. Product Development –
Quality Assurance
•
•
•
•
•
Flow of products
Feedback mechanisms
Accuracy cannot be improved at this stage
How to deal with errors
What works
Census Management Workshop
based on UN Handbook
479
5C4. Product Development –
Quality Assurance
Critical points for quality products:
a) Documentation
b) Skilled staff
c) Validation procedures
d) Timeframe
e) Dependencies
• Identify other things going on
• If distinct sections for dissemination
• New concepts and variables
• Modified classifications
Census Management Workshop
based on UN Handbook
480
5C5. Product Development –
Development and testing the procedures
• Develop  then test
• Maximum testing
• Use dress rehearsal data
Census Management Workshop
based on UN Handbook
481
5C6. Product Development –
Presentation Guidelines
•
•
•
•
•
How you present the results IS important
Sometimes guidelines already established
Computer systems play an important role
Hard copy – how much is right?
Presentation guidelines (see next)
Census Management Workshop
based on UN Handbook
482
5C6. Product Development –
Presentation Guidelines
General guidelines (more for hard copy than
electronic):
a) Landscape or portrait orientation *
b) Explanatory notes *
c) Detailed table of contents and index
d) Professional cover page
Census Management Workshop
based on UN Handbook
483
5C6a. Product Development –
Landscape vs Portrait
1. A cross-classification with a relatively small
number of columns may well fit in portrait form,
but more columns require landscape
2. Well-recognized difficulties in linking the data
in more distant columns back to the stubs
describing the data
3. If many rows in table, need for more frequent
repetition of the table stubs may add
considerably to the number of pages (and
cost) of publication
Census Management Workshop
based on UN Handbook
484
5C6b. Product Development –
Explanatory notes
1. Important contextual information such as
details about the collection of the info
2. The scope and coverage of the collection
3. Interpretation of technical terms used in
the publication and any limitations
affecting the accuracy of the data
Census Management Workshop
based on UN Handbook
485
5C7. Product Development –
Storage issues
Issues with storage:
a) Statistical data for internal (census agency)
use, that is, current data retained because of
need for further use
b) Copies of base material produced for output
products to enable re-compilation of those
products, if required, for disaster recovery or
other purposes
c) Non-statistical data, that is, programs, test
packs, metadata, reference data
Census Management Workshop
based on UN Handbook
486
5C8. Product Development –
Management of intellectual property
• Make sure rights to ownership of intellectual property are properly protected
• Make sure software complies
• Make sure sales are legal
Census Management Workshop
based on UN Handbook
487
5D. Marketing strategy
1.
2.
3.
4.
Introduction *
The marketing strategy *
Marketing activities *
The marketing plan *
Census Management Workshop
based on UN Handbook
488
5D1. Marketing strategy -Introduction
• Marketing may no longer be traditional
(see next)
• Must decide how to price
• Must decide on how to market with prices
• What the client needs
Census Management Workshop
based on UN Handbook
489
5D1. Marketing strategy –
Introduction
Why pricing:
a) To enable the demand for statistical products
to be used as a reliable indicator of how
resources should be used
b) To encourage users to address their real
needs for statistical products and services
c) To relieve the general taxpayer of those
elements of the cost of the statistical service
that have a specific and identifiable value to
particular users
Census Management Workshop
based on UN Handbook
490
5D2. Marketing strategy –
The strategy
How to get the highest quality:
a) Maintain the relationship with the existing user base
and further explore other identified market segments
b) Extend the market through focused promotion to high
potential untapped sectors
c) Develop new census products and services to meet
emerging needs
d) Education potential users about the census product
range => research, planning, and decision-making
e) Make the data widely accessible to members of the
community through public and educational libraries
Census Management Workshop
based on UN Handbook
491
5D3. Marketing strategy –
Marketing activities
Key marketing activities:
a) The market *
b) Market research
c) Product
development
d) Strategic marketing
plan
e) Dissemination
f)
g)
h)
i)
j)
Sales plan
Promotion
Public relations
Product launch
Evaluation and
ongoing review
Census Management Workshop
based on UN Handbook
492
5D3a. Marketing strategy –
The Market
Market segments:
a) Key users
b) Subscribers
c) Ad hoc users
d) Media
e) Competitor: those that tailor to individual users
f) Competitor: provide data AND analysis
g) Competitor: secondary packagers
Census Management Workshop
based on UN Handbook
493
5D4. The marketing plan
Attributes to be considered in marketing
plan:
a) Realistic
b) Comprehensive
c) User-friendly
d) Organizational commitment
e) Ongoing review and improvement
Census Management Workshop
based on UN Handbook
494
5D4. The marketing plan
Marketing Plan Elements:
a)
b)
c)
d)
e)
Analysis of strengths,
weaknesses,
opportunities and
threats
Planning assumptions
Marketing objectives
and strategies
Marketing mix
decisions *
Prices
f)
g)
h)
i)
Distribution *
Promotion *
Programming timetable
Budget and expected
revenue *
j) Monitoring and
evaluation *
Census Management Workshop
based on UN Handbook
495
5D4d. The marketing plan –
marketing mix
Each product has intended audience:
a) Reference publications: specific information on
definitions
b) Strategic publications containing summary for large
geographic areas for subscribers, media, and libraries
c) Geography products, like maps and digital boundaries
for govt and private sector, education and research
d) Electronic products for education and libraries; small
area data
e) Consultancy services, for those not using standard
products
Census Management Workshop
based on UN Handbook
496
5D4f. The marketing plan –
distribution
Dissemination channels:
a) Subscription support units
b) User managers, staff recruited to work with
users
c) Sales force
d) Statistical support units
e) Bookshops within the agency
f) Libraries
g) Public relations unit to service media
h) Internet
Census Management Workshop
based on UN Handbook
497
5D4g. The marketing plan –
promotion
Promotional activities:
a) Direct mail and advertising campaigns
for general awareness, and specific
groups
b) Trade shows, conferences and seminars
c) Public relations activities
d) Personal contact
e) Internet website
Census Management Workshop
based on UN Handbook
498
5D4g. The marketing plan –
promotion
Promotional materials:
a) Brochures, posters, demo disks, case
studies, sales kits
b) Reference materials: Products briefs
c) Directory of census products and
services to educate buyers
d) Newsletter
Census Management Workshop
based on UN Handbook
499
5D4i. The marketing plan – budget
Marketing expenditures and sales:
a) Advertising
b) Sales promotion (trade shows)
c) Market research
d) Creative concepts
e) Promotional material
f) Human resources development
g) Administrative costs
Census Management Workshop
based on UN Handbook
500
5D4j. The marketing plan –
monitoring and evaluation
Key areas to monitor:
a) Sales volume and value of each product
and/or service
b) Response rate to promotional activities
and conversion rate
c) Technical assistance queries
d) Research on census data users within
key target sectors
e) Market feedback and competitor activity
Census Management Workshop
based on UN Handbook
501
5E. Sales strategy
1.
2.
3.
4.
5.
Introduction
The sales strategy *
The sales plan *
The selling process *
Sales targets
6. Sales reporting/evaluation/
performance indicators *
7. Sales team organization *
8. Sales territory
management *
9. Sales roles and
responsibilities *
10. Training *
Census Management Workshop
based on UN Handbook
502
5E2. Sales strategy – the sales
strategy
a)
b)
c)
d)
Market segmentation
Distribution channels
Sales and client databases
Cross selling
Census Management Workshop
based on UN Handbook
503
5E3. Sales strategy – the sales
plan
Major aims of a sales plan:
a) To outline the responsibilities of the sales
unit
b) To create an overall strategic approach
to the selling of major products and
services
c) To detail a sales strategy for each major
product and service
Census Management Workshop
based on UN Handbook
504
5E3. Sales strategy – the sales
plan
Indicating the month or quarter for each of
these can establish sales objectives:
a) All products and/or all services
b) Strategically critical products
c) All distribution channels
d) By regional sales team
e) By each salesperson
Census Management Workshop
based on UN Handbook
505
5E3. Sales strategy – the sales
plan
Sales objectives:
• Achieve and exceed revenue targets for key
products
• Implement an effectively program to cross sell
major-products and services to the existing
client base
• Increase understanding of major products and
services within selected sectors to increase
client base
• Continue to expand the retail bookseller
market for selected publications
Census Management Workshop
based on UN Handbook
506
5E3. Sales strategy – the sales
plan
Sales strategies to achieve objectives:
a) Developing the sales presentation skills of the
sales staff,
b) Ensuring that adequate product training and
infrastructure support exists in the sales
centers
c) Using direct marketing techniques to generate
sales
d) Setting up sales demonstrations in-house and
at the client’s premises
Census Management Workshop
based on UN Handbook
507
5E4. Sales strategy – the selling
process
a)
•
•
The selling process
Know the product
Secondary providers
b) Personal selling
1. Prospecting (leads and prospects)
2. Planning the initial contact and presentation (first
contact, then more)
1) prospect’s business, 2) buying influences, and 3)
direct and indirect competition
3. Processing
Census Management Workshop
based on UN Handbook
508
5E5. Sales strategy – sales targets
• Continuous planning
• Expected sales
• Sales history
Census Management Workshop
based on UN Handbook
509
5E6. Sales Reporting/
evaluation/performance indicators
•
•
•
•
•
Activity reporting
National sales manager
Feedback
Reporting
Performance reporting (see below)
Census Management Workshop
based on UN Handbook
510
5E6. Sales Reporting/
evaluation/performance indicators
Quantitative performance standards are:
a) Sales volume: Monetary or percentage
increase, market share, achieving quota
and conversion rate
b) Sales calls per day
c) New business obtained
d) Client “penetration” achieved
e) Sales cost ratio
Census Management Workshop
based on UN Handbook
511
5E6. Sales Reporting/
evaluation/performance indicators
Qualitative performance standards:
a) Personal attributes. General attitude towards
clients, empathy with clients, liaison with other
team members …
b) Selling skills. Product knowledge,
understanding elements …
c) Territory management. Time-management
skills, record keeping, relationship building with
clients, market intelligence gathering
Census Management Workshop
based on UN Handbook
512
5E7. Sales strategy – Sales team
organization
a) Sale staff have adequate product
knowledge and training
b) Promotional material is available
c) Sales administration arrangements are in
place
d) Sales staff have well-defined territories to
work, and all territories targeted have
suitable staff
Census Management Workshop
based on UN Handbook
513
5E8. Sales strategy – Sales
territory management
Reasons for using territory structure:
a) To cover the market thoroughly
b) To evaluate market response
c) To evaluate the performance of salespersons
d) To minimize sales expenses
e) To provide the salesperson with clear working
guidelines
f) To improve client contact
g) To best match salespersons to the
marketplace
Census Management Workshop
based on UN Handbook
514
5E8. Sales strategy – Sales
territory management
Factors in sales territory design:
a) State or regional boundaries
b) Provincial towns and cities
c) Known major trading areas
d) Places where clients exist
Census Management Workshop
based on UN Handbook
515
5E9. Sales strategy – Sales roles
and responsibilities
a)
b)
c)
d)
e)
f)
g)
h)
i)
Overall management and leadership of the sales effort on a
national basis
Development of a national sales plan
Ensuring that sales plans are aligned to marketing activities
Development and implementation of sales policies and
procedures
Providing input into the product review process
Providing regular sales reports on product performance
Maintaining an effective marketing relationship with marketing and
public relations in planning, implementation and monitoring of
plans
Providing information on markets, accounts, and promotional
activity back to marketing and public relations
Providing sales support to other areas of the agency
Census Management Workshop
based on UN Handbook
516
5E10. Sales strategy – Training
Basic skills needed:
a) Planning skills, including time management
b) Prospecting
c) Presentation skills
d) Communication skills, including listening and
questioning
e) Negotiation skills
f) Closing techniques
g) Client/market knowledge
h) Technical training
i) Broader business skills
Census Management Workshop
based on UN Handbook
517
Section 6: Evaluation
A.
B.
C.
D.
E.
Introduction
Basic measurement of overall quality *
Detailed analysis
Changes to census processes
Communicating quality issues
Census Management Workshop
based on UN Handbook
518
Section 6: Evaluation -Introduction
• General evaluation
• Need to assess (1) Quality and (2) cost
effectiveness
• Quality assurance
• Review each phase
• (1) Basic measurements
• (2) More detailed measurements
Census Management Workshop
based on UN Handbook
519
6B. Basic Measurements of
Overall Quality
1. Coverage *
2. Accuracy
Census Management Workshop
based on UN Handbook
520
6B1. Basic Measurements of
Overall Quality -- Coverage
Main reasons for undercount or overcount:
a) Incomplete or inaccurate mapping & access
difficulties
b) Population in transit or difficult to enumerate
c) Errors communicating requirements to public
d) Misunderstanding of definitions and
instructions by enumeration staff due to
inadequate training
e) Lack of quality assurance in the enumeration
activity, including inadequate coordination and
supervision
Census Management Workshop
based on UN Handbook
521
6B1. Basic Measurements of
Overall Quality -- Coverage
Populations in transit include:
a) Nomadic populations
b) Highly mobile sections of the population
(e.g., young people)
c) People who change residence during
census enumeration
d) People living temporarily in hotels or
boarding houses
Census Management Workshop
based on UN Handbook
522
6B1. Basic Measurements of
Overall Quality -- Coverage
• Watch for overcounts in de facto
enumerations
• Watch for lack of use of instructions
• De jure – could be undercount of those
temporarily absent
• Could be overcount (see below)
Census Management Workshop
based on UN Handbook
523
6B1. Basic Measurements of
Overall Quality -- Coverage
Populations likely to be overcounted:
a) People on long term stays in hospitals or
prisons (who might also be counted at
home)
b) Members of defense forces on long-term
postings away from their families
c) People on long-term holidays
d) Foreign diplomats and their families
e) Persons who died before census day
Census Management Workshop
based on UN Handbook
524
• That’s all folks!
Census Management Workshop
based on UN Handbook
525