Digital Data Collection Demonstration

AMERICAN INSTITUTES FOR RESEARCH

Digital Data Collection Digital Data Collection DemonstrationDemonstration

A comparison of two A comparison of two methodologies: digital and methodologies: digital and

paper-basedpaper-based

AMERICAN INSTITUTES FOR RESEARCHGlobal Relief Technologies Proprietary and Confidential



Digital Data Collection MethodologyDigital Data Collection Methodology

4


Paper-Digital Hybrid Solution

In-Field VNOC


Paper MethodologyPaper Methodology

Collection

Shipment

Digitization

Analysis

*

*Modification of collection not always possible


Paper-based methodology Paper-based methodology overviewoverview

Steps: Printed, completed, shipped, Steps: Printed, completed, shipped, scanned, coded, analyzedscanned, coded, analyzed

Paper/pencil/hard-copies used for Paper/pencil/hard-copies used for capturing interview and survey data capturing interview and survey data

Data collectors hand write notes during Data collectors hand write notes during collection phase then type up final filescollection phase then type up final files

Hard/soft copies (shipped) to home office Hard/soft copies (shipped) to home office for intake then shipped to off-site scanning for intake then shipped to off-site scanning companycompany

Up to 12,000 pieces of paper produced per Up to 12,000 pieces of paper produced per country – includes surveys and interviewscountry – includes surveys and interviews


Performance and costPerformance and costPerformancePerformance Efficiency – how well Efficiency – how well

it workedit worked Flexibility – how easy Flexibility – how easy

it was to useit was to use Time – how long it Time – how long it

took to prepare & took to prepare & deploydeploy

CostCost Paper - Printing, Paper - Printing,

shipping, scanningshipping, scanning Digital – Equipment, Digital – Equipment,

transmission, supporttransmission, support


Field PerformanceField Performance - Digital - DigitalEfficiencyEfficiency Reduces (not eliminates) paper/pencil needs Reduces (not eliminates) paper/pencil needs

• 20,000 sheets of paper and 3000 sharpened pencils needed for 20,000 sheets of paper and 3000 sharpened pencils needed for Nicaragua Nicaragua

6 devices in one6 devices in one• Data logger, camera, camcorder, audio recorder, GPS, cell phone Data logger, camera, camcorder, audio recorder, GPS, cell phone

Data assessments, photos and audio automatically tagged and Data assessments, photos and audio automatically tagged and catalogues saves time in intake/cataloguing latercatalogues saves time in intake/cataloguing later

Near real-time security for data as it is transmittedNear real-time security for data as it is transmitted

FlexibilityFlexibility Adjustments made to forms in the field (e.g. adding new schools, new Adjustments made to forms in the field (e.g. adding new schools, new

fields to forms, etc 15 – 60 minutes)fields to forms, etc 15 – 60 minutes) Spot checking of data sets as they are collectedSpot checking of data sets as they are collected

TimeTime Instruments formatted for PDAs within a week of receiptInstruments formatted for PDAs within a week of receipt Speeds up data process via scanning (double sided) in the field and Speeds up data process via scanning (double sided) in the field and

not after not after • 30 - 45 minutes per school (100 student surveys, school/classroom 30 - 45 minutes per school (100 student surveys, school/classroom

observation forms = 126 sheets of paper)observation forms = 126 sheets of paper)



Field PerformanceField Performance - Paper - Paper

EfficiencyEfficiency• Notes on hard copy fast and easy to writeNotes on hard copy fast and easy to write• Inputting responses in non-sequential orderInputting responses in non-sequential order• Print quality varied – pages omitted, added – effects scanningPrint quality varied – pages omitted, added – effects scanning• Risk of losing data if papers go missingRisk of losing data if papers go missing

FlexibilityFlexibility• Sense of security with hard copiesSense of security with hard copies• Once printed, modification of instruments must be done manuallyOnce printed, modification of instruments must be done manually• Additional equipment needed for cameras and voice recordersAdditional equipment needed for cameras and voice recorders

TimeTime• Hard copies had to be received in the field at least 4 days prior to Hard copies had to be received in the field at least 4 days prior to

arrival for printingarrival for printing• Needed to be collated for each school prior to each visitNeeded to be collated for each school prior to each visit• Sent to HO, Scanning Company, Analysis, Reports (Sent to HO, Scanning Company, Analysis, Reports (4 weeks total after 4 weeks total after

field visitfield visit))


Cost - DigitalCost - DigitalNicaragua Costs for one week deployment - $8,244Nicaragua Costs for one week deployment - $8,244 Equipment - $995Equipment - $995

• One Laptop; One Laptop; • Three PDAs;Three PDAs;• One BGAN Satellite terminal; One BGAN Satellite terminal; • One ScannerOne Scanner• RDMS Licenses for the PDAs and Virtual Network Operation Center RDMS Licenses for the PDAs and Virtual Network Operation Center

Transmission - $168Transmission - $168• Updating/refreshing instruments as neededUpdating/refreshing instruments as needed• Uploading data sets dailyUploading data sets daily• Accessing VNOCAccessing VNOC

Support - $7,075Support - $7,075• Prep before the visitPrep before the visit• Field 1 person/1 week Field 1 person/1 week • Expenses ($1080 – airfare, meals, lodgings)Expenses ($1080 – airfare, meals, lodgings)• GRT 24/7 Home office tech support included GRT 24/7 Home office tech support included • Post field supportPost field support

Two week deployment would be $10,975 plus expenses and additional transmissionTwo week deployment would be $10,975 plus expenses and additional transmission

Costs will decrease as GRT LOE decreases with increased familiarity with the systemCosts will decrease as GRT LOE decreases with increased familiarity with the system


Cost - PaperCost - Paper PrintingPrinting

• Nicaragua - $790Nicaragua - $790 Ranges from up to $3,500 (Nigeria)Ranges from up to $3,500 (Nigeria)

• Suitcases and containers neededSuitcases and containers needed• Sharpened pencils requiredSharpened pencils required

ShippingShipping• Nicaragua - $0Nicaragua - $0

To U.S. varies for each country ranging from $0 - $3KTo U.S. varies for each country ranging from $0 - $3K• To scanning company ($70/country)To scanning company ($70/country)

Scanning Scanning • Nicaragua - $1,500Nicaragua - $1,500

$.58 survey up to 126/school = $73/school or $1,827/country$.58 survey up to 126/school = $73/school or $1,827/country Includes student, teacher and director surveys Includes student, teacher and director surveys Does not include observation and qualitative data and school records dataDoes not include observation and qualitative data and school records data

Total Cost for Nicaragua - $2,290Total Cost for Nicaragua - $2,290 Total Cost Average for UNICEF CFS - $5,827Total Cost Average for UNICEF CFS - $5,827


Value added proposition of DigitalValue added proposition of Digital

Data SecurityData Security – Data back-ups start from the first – Data back-ups start from the first transmission and all data is backed up and secured at AIR transmission and all data is backed up and secured at AIR Hqs before the project team leaves the country. Hqs before the project team leaves the country.

Real-time Monitoring CapabilityReal-time Monitoring Capability – AIR and customer can – AIR and customer can monitor the progress of the collections effort, validate the monitor the progress of the collections effort, validate the integrity of the data and identify issues with regards to integrity of the data and identify issues with regards to collections instruments or collectors while the teams are collections instruments or collectors while the teams are still in-country. still in-country.

FlexibilityFlexibility – If an issue with an instrument is identified, – If an issue with an instrument is identified, data collections forms on the PDA can be dynamically data collections forms on the PDA can be dynamically updated via the web to reflect the updated instrument updated via the web to reflect the updated instrument while collectors are still in the field and in country. while collectors are still in the field and in country.

Reduction of Logistics ComplexitiesReduction of Logistics Complexities – Use of the PDAs – Use of the PDAs and digitized instruments could significantly decrease and digitized instruments could significantly decrease logistics complexities and burden associated with a paper logistics complexities and burden associated with a paper based instrumentsbased instruments


Conclusions - DigitalConclusions - Digital• StrengthsStrengths

Changes to research questions (e.g. Architecture to school safety) Changes to research questions (e.g. Architecture to school safety) can happen on the fly to all instrumentscan happen on the fly to all instruments

Combo of 6 devices in one: GPS tagging schools, cellular/photo Combo of 6 devices in one: GPS tagging schools, cellular/photo capabilities Intake cataloguing and organizing of files is automaticcapabilities Intake cataloguing and organizing of files is automatic

Rapid, near real-time reportingRapid, near real-time reporting Data review while in the field allows for adjustments if neededData review while in the field allows for adjustments if needed Data secured upon transmittalData secured upon transmittal Can be set to require answers for all or some questions to avoid Can be set to require answers for all or some questions to avoid

blank fieldsblank fields Illegible handwriting avoidedIllegible handwriting avoided Nearly instantaneous digitization, quasi-analysis and quasi-Nearly instantaneous digitization, quasi-analysis and quasi-

reporting greatly reduces duration of studyreporting greatly reduces duration of study

• WeaknessesWeaknesses More conducive to quantitative close ended questionsMore conducive to quantitative close ended questions

• (multiple choice or number formats are best e.g. number of kids in (multiple choice or number formats are best e.g. number of kids in classroom)classroom)

Respondents limited to number of PDAs (100 students surveyed in Respondents limited to number of PDAs (100 students surveyed in each school)each school)

Learning and comfort curve required for effective useLearning and comfort curve required for effective use


Conclusions – Paper basedConclusions – Paper based• StrengthsStrengths

High comfort levelHigh comfort level Qualitative/text interface Qualitative/text interface

• WeaknessesWeaknesses Numbers of copies needed not known until at schoolsNumbers of copies needed not known until at schools Hard copies must be clean (no “dog ears”), legible and on 60 lb Hard copies must be clean (no “dog ears”), legible and on 60 lb

paper for effective scanningpaper for effective scanning Large/suitcases/water proof containers needed to be purchased for Large/suitcases/water proof containers needed to be purchased for

internal transport of hard copiesinternal transport of hard copies 135 sharpened pencils required per school (135x25=3,375 average 135 sharpened pencils required per school (135x25=3,375 average

pencils per country)pencils per country) Changes on the fly difficult to make to instruments (e.g. changing Changes on the fly difficult to make to instruments (e.g. changing

“grupos minorias” to “grupos ethnicos”) – need to be noted and “grupos minorias” to “grupos ethnicos”) – need to be noted and rememberedremembered

Handwriting of respondents/data collectors sometimes illegibleHandwriting of respondents/data collectors sometimes illegible Questions sometimes unansweredQuestions sometimes unanswered Shipping outpost not always availableShipping outpost not always available Data vulnerable to being lost or damaged until digitizedData vulnerable to being lost or damaged until digitized Intake of data was time consumingIntake of data was time consuming Several weeks required for digitization, analysis and reportingSeveral weeks required for digitization, analysis and reporting

Documents

Digital Data Collection Demonstration