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Involving Data Users in the Planning Process

Who are your data users?

Why do you meet with your data users?

When do you meet with your data users?

What do you discuss with your data users?

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Why

A census or survey relies on a large, diverse group of stakeholders to fulfill its mission of informing citizens, businesses and governments about the socio-economic conditions and trends of the country.

Many of these stakeholders are important data users. The involvement of stakeholders in all aspects of a census or survey is crucial to ensuring that it meets the data needs of all.

Presenting example tabulations derived from questionnaire topics helps clarify data users’ needs.

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Census/Survey Stakeholders

Governmental agencies: Data used to meet legislative needs, develop policies, and plan

programs and services.

Private sector companies: Data used for determining markets, selecting locations for plants

or enterprises, route planning, and preparing advertising campaigns. Their interest lies mainly in small area data.

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Census/Survey Stakeholders

Academics: Data used for teaching and research purposes. Academics can

also provide insights, help identify data gaps, and enhance the visibility of statistical data through research and analytical activities. This group has an interest in historical data to analyze trends.

Libraries: Libraries serve corporations, universities, communities and

governmental departments. Partnerships with libraries increase public access to statistical data and ensure future generations are more familiar with statistical data products.

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Census/Survey Stakeholders

Non-governmental organizations: Community and cultural associations, religious groups, labor

unions and professional associations use statistical information to assess the socio-economic conditions of specific groups. This information helps determine the need for special assistance programs and helps monitor their effectiveness.

Media and the general public: The media uses statistical information to inform the general

public about the socio-economic conditions of the country. There also exists a partnership between the statistical office and the public as respondents.

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What is the main factor that determines a survey’s success?

Achieving a high rate of respondent participation

A good public opinion and high level of satisfaction with your data products will help you achieve high response rates.

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Determination of Census/Survey Content

Historical continuity is important, however as new data needs emerge, content must be revised to address new issues.

Modifications are determined after considering legal requirements, alternative data sources, information need, respondents’ reaction, and costs involved.

Once content has been revised, all new questions and changes must be carefully tested with respondents. These tests help gauge content effectiveness, cost, data comparability, and the impact on collection, processing and dissemination procedures.

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Involvement of Stakeholders

Ensure relevancy of data produced to current and emerging needs of data users through periodic consultation activities.

Consultations may include federal and local governments, special topic advisory committees, international organizations, and other client groups.

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Maintaining Relevance

Client Liaison

Program Review

Priority Determination

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Client Liaison

A statistical agency requires mechanisms to stay aware of the current and future information needs of its main user communities.

Potential mechanisms include: National statistical council to provide advice on policy and priorities for statistical

programs Professional advisory committees in major subject areas Liaison agreements with key federal government ministries Participation of the statistical agency in policy and program discussions among

ministers including access to ministry proposals so that statistical data needs in proposed decisions and/or programs can be identified

Regional consultative councils on statistical policies to maintain awareness of regional statistical needs

Meetings with major industry and small business associations Agency wide client database Scheduled, documented, monitored communication with clients Feedback through individual users and user inquiries (documentation)

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Program Review

In addition to Client Liaison mechanisms a periodic program review is also needed to assess whether existing programs are satisfying user needs in terms of topics addressed, accuracy, and timeliness.

Potential mechanisms for review of current programs:Independent expert consults user community and makes

recommendations on program changesProgram area gathers and assesses feedback information in report

formProgram area compares importance of lowest priority sub-program

with new suggested sub-programsStatistical agency conducts user satisfaction surveys and monitors

sales and/or usage of statistical products

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Priority Determination

This is the process for considering, and acting upon, the information gleaned from user consultations and program review.

It requires the exercise of judgement in weighing the diverse needs of different user groups and involves recognizing and pursuing opportunities for obtaining new financing to meet high priority information needs.

Usually the regular annual planning cycle (timed with the fiscal year) is the core of this process.

In determining priorities a balance has to be struck between the need for change and improvement and the need to satisfy the important ongoing requirements served by the core program.

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Monitoring Relevancy

Are processes in place to ensure relevancy? Client liaison Program review Priority determination

Are clients using the data? Sales/usage reports and internet hits Direct or indirect policy change Press coverage

What program changes have been made in response to client needs?

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When

Consultative meetings should be started early in the planning process with a broad range of data users to avoid changes as materials are being developed.

These meetings should be conducted on a periodic basis throughout the census/survey to report any changes, provide progress updates, and keep users informed of the statistical process.

It’s important to involve data users early in the census/survey process. The data users should be partners in the process, not critical observers.

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What

It’s important to identify the current and emerging needs of all your data users. There may be similarities in the various requests for information. Compromises could reduce the data collection and respondent burden.

The tabular presentation of data should be discussed to ensure that you’re collecting and presenting the data needed by users. Data could possibly be presented in new ways to reduce the tabulation burden.

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Despite the existence of effective vaccines and the efforts of government to promote inoculation, large numbers of children continue to be unprotected against communicable diseases. This is an especially serious problem among children in lower socioeconomic groups, where crowded and unsanitary living conditions increase the likelihood of infection. You have been asked by the Ministry of Health to develop a project which will provide an indication of the degree of protection among children and the effectiveness of government efforts to promote universal inoculation.

Alternative sources of information do exist but their completeness and quality are questionable. Records at local health clinics are not in a standard format and only identify those children who have received inoculations. No attempt has been made to identify children receiving other health care but who have not received inoculations. In addition, coverage is limited to those areas having access to a health clinic.

An annual labor force survey is conducted in the country and obtains information for both urban and rural households. As sample design information and maps are available it has been decided that a biannual (every two years) household survey is the best approach to obtain the information. This survey will be conducted initially over a period of five years.

Stakeholder Request

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Group Activity

1. Make a list of the pieces of information you require to understand the stakeholders’ needs and the available information resources

2. Develop a draft definition of the project