Invited paper, Statistics Lithuania, Invited paper, Statistics Lithuania, Australian Bureau of Statistics, Federal Australian Bureau of Statistics, Federal

Statistical Office, Germany Statistical Office, Germany

REDUCING THE RESPOND BURDEN REDUCING THE RESPOND BURDEN THROUGH IMPROVED DATA THROUGH IMPROVED DATA

REPORTINGREPORTING

This theme has been treated on the This theme has been treated on the view of the following issues:view of the following issues:

What is the real cost of respond burdenWhat is the real cost of respond burden What are the legal and political mandates for What are the legal and political mandates for

burden reductionburden reduction How can we use the administrative sources to How can we use the administrative sources to

reduce the respond burdenreduce the respond burden How can SO through cooperation with public How can SO through cooperation with public

agencies and business community reduce the agencies and business community reduce the burdenburden

How data quality can be affected by reducing the How data quality can be affected by reducing the respond burdenrespond burden

Legal and political mandates to Legal and political mandates to reduce respond burdensreduce respond burdens

Both countries are making use of the their Both countries are making use of the their Statistical Law as well as other in home Statistical Law as well as other in home governmental acts that are linked with the governmental acts that are linked with the objective to reduce respond burdenobjective to reduce respond burden

FSOG and SL are making use of the “European FSOG and SL are making use of the “European statistical Code of Practice” principle 9statistical Code of Practice” principle 9

Principal 9, Code of PracticePrincipal 9, Code of Practice

“ “ The reporting burden should be proportionate to the needs of users and The reporting burden should be proportionate to the needs of users and should not be excessive for respondents. The statistical authority monitors should not be excessive for respondents. The statistical authority monitors the response burden and set target for its reduction over time.”the response burden and set target for its reduction over time.”

To limit the range of demands to ES onlyTo limit the range of demands to ES only To spread the burden through the population through To spread the burden through the population through

appropriate sampling techniquesappropriate sampling techniques To facilitate the business returns information by electronic To facilitate the business returns information by electronic

meansmeans To use best estimate where there are no data availableTo use best estimate where there are no data available To use the administrative sources where possibleTo use the administrative sources where possible To share data within the Statistical authorities in order to To share data within the Statistical authorities in order to

avoid multiplication.avoid multiplication.

The use of integrated administrative data The use of integrated administrative data can reduce respond burdencan reduce respond burden

The legal framework that exists in each country The legal framework that exists in each country allows to undertake initiative to improve the use allows to undertake initiative to improve the use of administrative dataof administrative data

The designing of midterm strategies are in The designing of midterm strategies are in place, agreed by both parties means public place, agreed by both parties means public agencies NSOagencies NSO

Setting up the working groups Setting up the working groups

Issues faced in sharing working Issues faced in sharing working experience with administrative agenciesexperience with administrative agencies

Technical work environment should be Technical work environment should be compatiblecompatible

Definitions used have to approach to the Definitions used have to approach to the same perceptionsame perception

Clarifying time constraintsClarifying time constraints Using the administrative data to assess the Using the administrative data to assess the

quality of business surveysquality of business surveys

How can increase the cooperation How can increase the cooperation with business communitieswith business communities

Make business awareness about their Make business awareness about their responsibilities in decision making process.responsibilities in decision making process.

Creating facilities through user friendly data Creating facilities through user friendly data reporting. reporting.

Ensure the respondents for their confidential Ensure the respondents for their confidential data and accuracy data and accuracy

Creating a sustainable dialogue with Creating a sustainable dialogue with business community. business community.

Reduction of respond burden affects Reduction of respond burden affects the data quality the data quality

Creation of the DWH forCreation of the DWH for– Better assessing dataBetter assessing data– Keep track of enterprises lifeKeep track of enterprises life– Data sharing across collection boundariesData sharing across collection boundaries

Apply the appropriate statistical Apply the appropriate statistical methodologymethodology

Links between respondent burden Links between respondent burden reduction/cost efficiency/timereduction/cost efficiency/time

Not measured in value but measured in timeNot measured in value but measured in time NSO are decreasing the time use of NSO are decreasing the time use of

business for data reportingbusiness for data reporting Designation of new questionnaires which Designation of new questionnaires which

allow less visits to the enterpriseallow less visits to the enterprise

The experience of SLThe experience of SLHow to maintain the balanceHow to maintain the balance

For For Statistics LithuaniaStatistics Lithuania it is very important to it is very important to formulate special policies toward the fulfillment of formulate special policies toward the fulfillment of the statistical service obligations, which came out the statistical service obligations, which came out from the basic articles of the EU Treaties.from the basic articles of the EU Treaties.

To create a equilibrium between national and To create a equilibrium between national and European requirements SL initiated concrete European requirements SL initiated concrete strategic action at organizational and technological strategic action at organizational and technological level. In this context it was important to deeply level. In this context it was important to deeply observe the burden created to the respondents, observe the burden created to the respondents, which is very delicate issue for a small country as which is very delicate issue for a small country as Lithuania. Lithuania.

Measurement taken to reduce the Measurement taken to reduce the burden of respondentsburden of respondents

The reduce of respond burden for SL is part of The reduce of respond burden for SL is part of the Strategic Document 2005-2007.the Strategic Document 2005-2007.

SL efforts are more concentrating on reducing SL efforts are more concentrating on reducing respond burdens in business than hh.respond burdens in business than hh.

A working group has been set up comprising A working group has been set up comprising representatives from LBC, LTEA to realize a representatives from LBC, LTEA to realize a study on designing the respond burden and then study on designing the respond burden and then trying to plan the reduction of it.trying to plan the reduction of it.

SL has as a definition of respondents burden the SL has as a definition of respondents burden the time spent in the completing the statistical time spent in the completing the statistical questionnaires. Assessing the burden by the questionnaires. Assessing the burden by the number of respondents receiving statistical number of respondents receiving statistical questionnaires and the number of indicators questionnaires and the number of indicators inside each inside each

Decrease the number of questionnaires sent to Decrease the number of questionnaires sent to the enterprisesthe enterprises

Set up partnership with the respondent Set up partnership with the respondent Creation of favorable and secure conditionsCreation of favorable and secure conditions

Canceling of the statistical surveys is one of the ways chosen but very complicated. This also need a very careful revision of indicators in each statistical domain

Methodological solution was applied to calculate annual indicators based on short term statistics and administrative data sources. These efforts released 37,000 respondents.

Knowing the size their enterprises they are taking care about the rotation in sample based surveys, which given the size of the country is difficult to be maintained

Use of the administrative dataUse of the administrative data

This is made possible although because a lot of progress This is made possible although because a lot of progress is made in other public administration agenciesis made in other public administration agencies

Data are used: preparation of statistical indicators, Data are used: preparation of statistical indicators, estimation of non response, auxiliary information, helping estimation of non response, auxiliary information, helping sampling plans, updating statistical register, producing sampling plans, updating statistical register, producing flash estimation. SL is re aware about the limitation that flash estimation. SL is re aware about the limitation that those data are having.those data are having.

An IDW has been established in the Economic Analysis An IDW has been established in the Economic Analysis Division of the Government of Lithuania. SL has been Division of the Government of Lithuania. SL has been called since the beginning to identify the indicators that called since the beginning to identify the indicators that statisticians need. statisticians need.

The analyses between difference on administrative The analyses between difference on administrative information and statistical surveys was made.information and statistical surveys was made.

Steps undertakenSteps undertaken

European Quality Declaration has inspired a regular European Quality Declaration has inspired a regular meeting with respondents, and also has contributing to meeting with respondents, and also has contributing to better understand the need for statistical information. better understand the need for statistical information. Respondents address themselves directly to SLRespondents address themselves directly to SL

Technological solution has been introduced such as Technological solution has been introduced such as electronic questionnaires, which aims to be cover a wide electronic questionnaires, which aims to be cover a wide range of questionnaires. range of questionnaires.

A new project on electronic data preparation and A new project on electronic data preparation and transmission of business accountancy is on going, still transmission of business accountancy is on going, still need more financial support to be brought up to the endneed more financial support to be brought up to the end

The reduce of respond burden need careful The reduce of respond burden need careful analyses, cancellation or merging questionnaires analyses, cancellation or merging questionnaires has to bee looked carefullyhas to bee looked carefully

Only after some years of work SL has the Only after some years of work SL has the following results from 53, 000 respondents went following results from 53, 000 respondents went to 43,000. Statistical survey for enterprise is to 43,000. Statistical survey for enterprise is reduced to 4.reduced to 4.

SL is taking care to improve the way how they SL is taking care to improve the way how they designing the questionnaires by canceling and designing the questionnaires by canceling and approving new ones.approving new ones.

The number of indicators has also been carefully The number of indicators has also been carefully studied. In 2005 the number of indicators was studied. In 2005 the number of indicators was reduced by 28%.reduced by 28%.

Activities planned for the futureActivities planned for the future

More intensive use of the administrative More intensive use of the administrative datadata

Continuing annual revision of the Continuing annual revision of the questionnairesquestionnaires

Continuing development of NSSContinuing development of NSS Using sample techniques more widelyUsing sample techniques more widely Increase awareness among respondents Increase awareness among respondents Preparing a methodology for an indicator Preparing a methodology for an indicator

to evaluate the respond burdento evaluate the respond burden

The experience of ABSThe experience of ABSThe The use of the administrative data and smarter use of the administrative data and smarter

statistical methodologystatistical methodology Since 1996 the Commonwealth Government Since 1996 the Commonwealth Government

established the Small Business Deregulation Task established the Small Business Deregulation Task force which set the following recommendationforce which set the following recommendation

Setting a target to reduce 20% burdenSetting a target to reduce 20% burden Agencies would be subject of o intensive review in Agencies would be subject of o intensive review in

the terms of their need, relevance, methodology the terms of their need, relevance, methodology and respond burdenand respond burden

The creation of a Business Survey Charter setting The creation of a Business Survey Charter setting up the rights and obligation of business selected up the rights and obligation of business selected by ABS surveys by ABS surveys

Achievements Achievements Statistical Clearing House has reviewed 724 Survey, 274 Statistical Clearing House has reviewed 724 Survey, 274

ABS 430 non ABS. Many had changed their ABS 430 non ABS. Many had changed their methodologies aiming the reduce of respond burden.methodologies aiming the reduce of respond burden.

Business Survey Charter has been widely promulgated by Business Survey Charter has been widely promulgated by ABS. Now is available on website. This has been used as ABS. Now is available on website. This has been used as a tool of communication between ABS and business. a tool of communication between ABS and business.

ABS is in process of developing a Household Survey ABS is in process of developing a Household Survey Charter.Charter.

In 2000 the Commonwealth Gov. introduced changes in In 2000 the Commonwealth Gov. introduced changes in Australian taxation system. All the changes are being Australian taxation system. All the changes are being used to reduce the respond burden.used to reduce the respond burden.

Introducing the Introducing the Timesaver Initiative the Gov Timesaver Initiative the Gov required required from agencies to reportfrom agencies to report on the time taken by business to on the time taken by business to complete their forms. ABS has introduced a time taken complete their forms. ABS has introduced a time taken questions and aggregates data are produced.questions and aggregates data are produced.

Strategic InitiativesStrategic Initiatives

The initiation of Business Statistic Innovation The initiation of Business Statistic Innovation Program at 2002 aiming to extend at ABS Program at 2002 aiming to extend at ABS statistical leadership, improving data quality, statistical leadership, improving data quality, efficiencies of business survey, increasing efficiencies of business survey, increasing opportunities for ABS staff. opportunities for ABS staff.

At the third year of transition at the ABS has in At the third year of transition at the ABS has in place a new form of organization, a new unit place a new form of organization, a new unit entitled Economic Statistical Data Center.entitled Economic Statistical Data Center.

The unit is serving in managing the interactions The unit is serving in managing the interactions with providers as well as securing qualitative with providers as well as securing qualitative statistical survey frames and provider statistical survey frames and provider management inputs management inputs

The use of one methodology by ESDC is total approach The use of one methodology by ESDC is total approach management, which improved a lot the standard management, which improved a lot the standard correspondence with respondent.correspondence with respondent.

Another methodological improvement is better targeting Another methodological improvement is better targeting on non-response during the response phaseon non-response during the response phase

The putting in place of Provider Integration Management The putting in place of Provider Integration Management System enabled the tracking of Contact between ABS and System enabled the tracking of Contact between ABS and business providers.business providers.

The set of state-of-the-art call centre telephone to better The set of state-of-the-art call centre telephone to better handle incoming calls from business handle incoming calls from business

The set up of Input Data Warehouse serving in managing The set up of Input Data Warehouse serving in managing the interactions with providers as well as securing the interactions with providers as well as securing qualitative statistical survey frames and provider qualitative statistical survey frames and provider management inputs be assessed by the ABS staffmanagement inputs be assessed by the ABS staff

ABS has in place a sample rotation methodology ABS has in place a sample rotation methodology for economic survey utilizing the ABS Business for economic survey utilizing the ABS Business register and taking care about the SMBregister and taking care about the SMB

The developing of the ABS***for making great The developing of the ABS***for making great user of the auxiliary informationuser of the auxiliary information– Using more update information from administrative Using more update information from administrative

datadata– Using the data for auxiliary benchmark in Using the data for auxiliary benchmark in

generalization of regression estimationgeneralization of regression estimation– Improve sampling efficiency and sampling frame Improve sampling efficiency and sampling frame

qualityquality– Using indirect estimation methods to generate Using indirect estimation methods to generate

statistical out put for small domainstatistical out put for small domain– Improve estimation of time seriesImprove estimation of time series

All these new technologies progressively All these new technologies progressively improved the degree of tailoring and customized improved the degree of tailoring and customized of contact with data providers. ABS has different of contact with data providers. ABS has different strategies for large scale business and small and strategies for large scale business and small and medium one.medium one.

Efforts to capture the information in the way the Efforts to capture the information in the way the providers like the best are in process. ABS providers like the best are in process. ABS would like to support a strategy of multiple would like to support a strategy of multiple communication channels. But studies need to communication channels. But studies need to devoted because not a single collection can devoted because not a single collection can afford all the channelsafford all the channels

The full functionality of IDW will enable the The full functionality of IDW will enable the development of sophisticated modeling and development of sophisticated modeling and estimating data.estimating data.

The Use of administrative data The Use of administrative data

The Statistical Act allows ABS to coordinate with The Statistical Act allows ABS to coordinate with official bodies in data collection and taking care official bodies in data collection and taking care of the duplicationof the duplication

The recent changes helped the ABS to better The recent changes helped the ABS to better organized its work in regard to data collection organized its work in regard to data collection

Business Income tax are used to improve the Business Income tax are used to improve the Quality of NAQuality of NA

Limitations of the source such as the identifying Limitations of the source such as the identifying the multi location business, excluding the non the multi location business, excluding the non profit organizationprofit organization

The use of Business Activity Statement has helped The use of Business Activity Statement has helped in the improvement of survey efficiency, especially in in the improvement of survey efficiency, especially in the Quarterly Business Indicators Survey.the Quarterly Business Indicators Survey.

Australian Business Register is used from ABS to Australian Business Register is used from ABS to published twice per year the counts of businesses. published twice per year the counts of businesses. The limitation of the ABR brings to the The limitation of the ABR brings to the implementation of the Business Entries and Exit implementation of the Business Entries and Exit Survey Survey

Work has started to develop a Business Longitudinal Work has started to develop a Business Longitudinal Database, using ABR as a frame and combining Database, using ABR as a frame and combining administrative data with survey dataadministrative data with survey data

Personal Income Administrative Data are used but Personal Income Administrative Data are used but very carefully, and some aggregated indicators are very carefully, and some aggregated indicators are produced produced

In process activities In process activities

Close working relations with governmental Close working relations with governmental agencies to better understand and use the agencies to better understand and use the relevant datarelevant data

Promote the use of administrative data within the Promote the use of administrative data within the national statistical systemnational statistical system

Taking lead role in developing a frame work for Taking lead role in developing a frame work for describing data use in the National Data describing data use in the National Data NetworkNetwork

Feedback the respondents on the use of Feedback the respondents on the use of statistical information and studying more deeply statistical information and studying more deeply then profiles and the request of small and then profiles and the request of small and medium businessmedium business

German: eStatistik.coreGerman: eStatistik.core

A internet-based A internet-based Common On-Line Raw Common On-Line Raw Data Entry Data Entry integrated in the government integrated in the government “Deutschland Online”“Deutschland Online”– Core.serverCore.server– Core.connectCore.connect– Core.reporterCore.reporter

Objective is to provide efficient methods for Objective is to provide efficient methods for generating and reporting from ERPgenerating and reporting from ERP

Motivation and BeginningMotivation and Beginning

From the subject matter perspective, standardizing From the subject matter perspective, standardizing questionnaires via internet based solutions facilitate questionnaires via internet based solutions facilitate assessing and uploading raw dataassessing and uploading raw data

Distributed ERP systems were difficult to be automatedDistributed ERP systems were difficult to be automated Brainstorming about an XML format for data raw called Brainstorming about an XML format for data raw called

DatML/RAW a cross-survey document type used for a DatML/RAW a cross-survey document type used for a common user data interfacecommon user data interface

Workgroup establishment which its main purpose was to find Workgroup establishment which its main purpose was to find ways for easing the burden respondentsways for easing the burden respondents

eStatistik is a strategic initiative aimed at bringing statistical eStatistik is a strategic initiative aimed at bringing statistical services online and modernizing the statistical data services online and modernizing the statistical data collection/production/disseminationcollection/production/dissemination

ObjectivesObjectives

ImprovingImproving– Creation of tools type client side validation of raw dataCreation of tools type client side validation of raw data– Standardization and unification of formats, software re-Standardization and unification of formats, software re-

use use – Electronic transmission, data collection infrastructureElectronic transmission, data collection infrastructure

BenefitsBenefits– High quality of dataHigh quality of data– Timeliness and accuracy of data productionTimeliness and accuracy of data production– Raise of reputation of SO as a modern, customer-Raise of reputation of SO as a modern, customer-

oriented service and information provideroriented service and information provider

Requirement and LimitationsRequirement and Limitations

Enterprises must have internet accessEnterprises must have internet access– Survey-specific work should be minimized Survey-specific work should be minimized

(generic software components creation)(generic software components creation)

Guarantee the metadata accuracy and Guarantee the metadata accuracy and validity in sustaining the data collectionvalidity in sustaining the data collection

Applying XML formats (to reduce size of Applying XML formats (to reduce size of data) in all documents typedata) in all documents type

ConclusionsConclusions

eStatistik.core is a new approach in eStatistik.core is a new approach in improving data collection from businessesimproving data collection from businesses– XML-based data and metadata objects which XML-based data and metadata objects which

make possible generic automated reporting and make possible generic automated reporting and collection procedurescollection procedures

Contribution and support from the targeted Contribution and support from the targeted user community is indispensableuser community is indispensable

ConferenceConference 3232

QuestionsQuestions In your presentation you present the idea of In your presentation you present the idea of

elaborating a harmonized indicator among the elaborating a harmonized indicator among the countries to measure the respond burden (SL)countries to measure the respond burden (SL)

After these years what are your experiences on After these years what are your experiences on IDW (SL)IDW (SL)

Has it been necessary for ABS to compromise on Has it been necessary for ABS to compromise on range and quality of data obtained by this process?range and quality of data obtained by this process?

By addressing the response burden, has ABS By addressing the response burden, has ABS considered just its own surveys?considered just its own surveys?

Which are your perception of limitation working to Which are your perception of limitation working to integrate the primary and secondary data (FSOG)integrate the primary and secondary data (FSOG)