INTERACTIVE PROJECT DESIGN SCHEMATICINTERACTIVE PROJECT DESIGN SCHEMATIC
2006 Louisiana Health and Population Survey2006 Louisiana Health and Population Survey
April 10, 2023
Survey operations and data management conducted Survey operations and data management conducted by the Louisiana Public Health Institute on behalf of by the Louisiana Public Health Institute on behalf of the Louisiana Department of Health and Hospitals the Louisiana Department of Health and Hospitals
and the Louisiana Recovery Authority, and in and the Louisiana Recovery Authority, and in coordination with the US Centers for Disease Control coordination with the US Centers for Disease Control
and Prevention and the US Census Bureau.and Prevention and the US Census Bureau.
Project GoalsProject Goals
I. Obtain population estimates and key indicators for public health and economic development planning,
II. Compare survey-based population estimates with modeled estimates, and
III. Develop a sustainable survey program to provide continuous population estimates as requested by state and parish authorities. Ultimately, the purpose of this project is to provide state and local authorities with the information that they need to make informed decisions for rebuilding and future disaster preparedness.
Project HistoryProject HistoryHurricanes Katrina (August 29, 2005) and Rita (September 23, 2005) caused extensive damage across southern Louisiana and displaced numerous residents from the affected parishes. The mass migration which resulted from the 2005 hurricane season has caused great uncertainty around the population size and demographics in Louisiana. As recovery progresses, timely, accurate population estimates are critical to guide decision-makers across all sectors in efficient resource allocation and planning.
Building upon methodology developed through federal and local collaboration in conducting rapid population estimates for December 2005 and January 2006, the US Centers for Disease Control and Prevention (CDC), US Census Bureau (Census), and the Louisiana Public Health Institute (LPHI) collaborated to conduct rapid surveys across coastal, severely hurricane-affected parishes in Louisiana on behalf of the Louisiana Department of Health and Hospitals (DHH) and Louisiana Recovery Authority (LRA).
PopEst-LA Project Design Schematic: PurposePopEst-LA Project Design Schematic: Purpose
The PopEst-LA Project Design Schematic is intended as a platform for documenting and articulating the principle survey activities, data flow, organizational structure, and administrative duties of the 2006 Louisiana Health and Population Survey (PopEst-LA). The purpose of the Design Schematic is to promote an understanding of the methods and mechanisms used to conduct the survey project. By documenting the project structure, the goals of the Design Schematic are to:
1.Build capacity within the Louisiana Public Health Institute (LPHI) to repeat and improve upon the PopEst-LA survey project during future survey rounds.
2. Communicate conceptual and operational knowledge to current and potential stakeholders and partners.
3. Share PopEst-LA survey design concepts with other organizations interested or engaged in conducting similar projects.
The Design Schematic is intended to present project components in a logical, graphical, and interactive framework. Flow diagrams, schematics, and descriptions are arranged contextually and in order of increasing granularity.
DATA AND PROCESS FLOW ORGANIZATIONAL STRUCTURE
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2006 Louisiana Health and Population Survey 2006 Louisiana Health and Population Survey
INTERACTIVE PROJECT DESIGN SCHEMATICINTERACTIVE PROJECT DESIGN SCHEMATIC
ADMINISTRATIVE SUPPORT FUNCTIONS
PROPOSED PROJECT CONTINUATION ROADMAP
2006 Louisiana Health and Population Survey2006 Louisiana Health and Population Survey
Data and Process FlowData and Process Flow
PopEst-LA 2006 PROJECT COMPLETE: ALL DATA AND MATERIALS ARE GIVEN TO DATA OWNER(S) and PROJECT EVALUATION COMMENCES
April 10, 2023
SAMPLE SELECTION
DISTRIBUTION LOGISTICS
DATA ANALYSIS
PROJECT ORGANIZATION DIAGRAM
1.0 1.0 SAMPLE SELECTION
STAGE I - CLUSTER
2.0 2.0 LISTINGSAMPLE SELECTION SAMPLE SELECTION
STAGE II: HOUSING UNIT STAGE II: HOUSING UNIT
3.0 3.0 SURVEYING
4.0 4.0 SCANNING
6.0 6.0 REPORT CREATION
7.0 7.0 RESULTS DISSEMINATION
5.0 5.0 SURVEY DATA MANAGEMENT
DATA EXTRACTION
SURVEY RESULTS
DISSEMINATION
CONDUCT SURVEY and QUALITY CONTROL
DETAILED DATA AND PROCESS FLOW SCHEMATIC
2006 Louisiana Health and Population Survey – Data and Process Flow Diagram2006 Louisiana Health and Population Survey – Data and Process Flow Diagram
ADMINISTRATIVE SUPPORT FUNCTIONS
1.0 SAMPLE SELECTION1.0 SAMPLE SELECTION
US Census Bureau creates ‘Block Clusters’ of one or more census blocks
US CENSUS BUREAU
US Census Bureau randomly selects 80 block clusters in urban parishes and 50 block clusters in rural parishes.
US CENSUS BUREAU
US Census Bureau delivers list of randomly selected block clusters in Microsoft Excel format.
US CENSUS BUREAU, TECHNICAL MANAGER
SAMPLE SELECTION DESCRIPTION DATA AND PROCESS FLOW SCHEMATIC
2.0 LISTING2.0 LISTING
Listing Material Preparation: Listing Materials Packet given to Field Coordinators and Listers
TECHNICAL MANAGER, GIS TECHNICIAN, ADMINISTRATIVE ASSISTANT
Field Listing Activity: Housing Units randomly selected for surveying; QC
FIELD COORDINATORS, LISTERS
Listing Data Processing: 1.QC performed in management office2.Data entry performed 3.Problem resolution
TECHNICAL MANAGER, OPERATIONS MANAGER, DATA ENTRY/QC ASSISTANT
2.1 DETAILED LISTING SCHEMATICLISTING DESCRIPTION DATA AND PROCESS FLOW SCHEMATIC
Survey Materials Preparation: Survey Materials Packet is given to Coordinators and Surveyors
TECHNICAL MANAGER, GIS TECHNICIAN, ADMINISTRATIVE ASSISTANT
Survey Field Activity: Surveyors go out to selected Housing Units to conduct Person-to-Person Interviews
FIELD COORDINATORS, SURVEYORS
Surveys Completed By:
Mail /Telephone Field
Household, ADMIN. ASSISTANT SURVEYORS
Data Entry into PopEst-LA Project Database
DATA ENTRY/QC ASSISTANTS
QC: Field and Management, Problem resolution
FIELD COORDINATORS, TECHNICAL MANAGER, OPERATIONS MANAGER,DATA ENTRY/QC ASSISTANT
QC: management office, Problem resolution
DATA ENTRY/QC ASSISTANT, TECHNICAL MANAGER, OPERATIONS MANAGER
Data Entry into PopEst-LA Project Database
DATA ENTRY/QC ASSISTANTS
SURVEYING DESCRIPTION
3.0 SURVEYING3.0 SURVEYING
DATA AND PROCESS FLOW SCHEMATIC3.3DETAILED SURVEYING SCHEMATIC 3.0 GENERAL SURVEYING SCHEMATIC
-MAIL--MAIL- -TELEPHONE--TELEPHONE-
Survey completed by Mail
Sampled Household returns completed Door Hanger Survey via USPS
Household
Survey completed by Telephone:
1.Sampled Household calls the PopEst Line to complete the survey
2.via telephone interview.
3.Household is contacted by PopEst for survey QC
DATA ENTRY/QC ASSISTANT, Household
Completed surveys are into a filing system in the materials office
OPERATIONS MANAGER
Data Entry:
1.Completed surveys are recorded
2. Complete / final interview outcome is recorded for Housing
Unit in the database
DATA ENTRY/QC ASSISTANTS
LISTING SHEETS HAVE NOT YET BEEN ENTERED INTO THE DATABASE
LISTING SHEETS HAVE BEEN ENTERED INTO THE DATABASE
LISTING SHEETS ARE RECORDED INTO DATABASE
SURVEY ID MATCH
SURVEY ID DO NOT MATCH NEED TELEPHONE FOLLOW-UP
Quality Control
QC is conducted on 100% of surveys completed by mail or telephone.
DATA ENTRY/QC ASSISTANTS
PREPARATION FOR PREPARATION FOR SCANNING COMMENCES
INCONSISTANCIES OR ERRORS ARE FOUND THAT WARRANT TELEPHONE FOLLOW-UP
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3.1 MAILED–IN and PHONED–IN SURVEYS3.1 MAILED–IN and PHONED–IN SURVEYS
DATA AND PROCESS FLOW SCHEMATIC
3.0 GENERAL SURVEYING SCHEMATIC3.3 DETAILED SURVEYING SCHEMATICSURVEYING DESCRIPTION
3.2 FIELD SURVEYS3.2 FIELD SURVEYS
As surveys are completed by mail or telephone, the Data Base generates daily
report of Housing Units with recorded outcomes. Operations Manager
communicates to the Field Coordinator about which housing units to discontinue survey
activity.
Preparation of Preparation of Surveying Materials Packet
OPERATIONS MANAGER, GIS TECHNICIAN, DATA MANAGEMENT COORDINATOR, ADMINISTRATIVE ASSISTANT
Survey Visit AssignmentsSurvey Visit Assignments
Field Coordinator assigns Housing Units to be surveyed within Block Cluster to surveyorsFIELD COORDINATOR
Material Distribution to SurveyorsMaterial Distribution to Surveyors
Surveyors are given a Surveying Materials Packet for their respective Block ClustersFIELD COORDINATOR
Survey VisitSurvey VisitA minimum of 4 visits * to assigned Housing Unit is conducted unless one of the following occurs:A minimum of 4 visits * to assigned Housing Unit is conducted unless one of the following occurs:1.1.Encounter is made and Encounter is made and interview is completedinterview is completed or or hard refusal hard refusal occurs.occurs.2.2.Sampled housing unit no longer exists (due to demolition).Sampled housing unit no longer exists (due to demolition).3.3.Completed Survey was attained during that time by Completed Survey was attained during that time by mail or telephone.4.4. Two ‘reliable’ proxies state that the housing unit is unoccupied.Two ‘reliable’ proxies state that the housing unit is unoccupied.SURVEYOR
Household Contact is Made Household Contact is NOT Made
Partial Interview
RefusalComplete Interview
Null
Field QCField QC
Coordinator conducts QC on 100% of the completed Survey Visit Tracking Forms and surveys for the Housing Units with Coordinator conducts QC on 100% of the completed Survey Visit Tracking Forms and surveys for the Housing Units with recorded outcomes. Correct/ complete forms are validated with Coordinator’s name, ID number, and date of validationrecorded outcomes. Correct/ complete forms are validated with Coordinator’s name, ID number, and date of validation ..
FIELD COORDINATOR
Surveyors deliver Completed Survey Visit Tracking Forms and Surveys (when applicable) with recorded outcome to Field CoordinatorsSURVEYORS
SURVEY OUTCOMES
Correct/ Complete Validated Validated Survey Visit Tracking Forms and Surveys are brought to Operations Manager at the management office
FIELD COORDINATOR
Office QCOffice QC10% of randomly selected 10% of randomly selected Survey Visit Tracking Forms and Surveys without previously indicated issues are QC 100% of 100% of Survey Visit Tracking Forms and Surveys with issues previously indicated by the Field Coordinator are QCDATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S)
““Spot Checks”Spot Checks”Survey Visit Tracking Forms and surveys( when applicable) that have been recorded in the database are picked at random and verified in the systemTECHNICAL MANAGER, DATA MANAGEMENT COORDINATOR
Data Entry QC: ”Double Check”Data Entry QC: ”Double Check”All entries are recorded twice to ensure accuracyAll entries are recorded twice to ensure accuracyDATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S)
Data EntryData EntryInformation from the Information from the Survey Visit Tracking Forms is recorded in the PopEst-LA Project DatabaseDATA ENTRY/QC ASSISTANTS PREPARATION
FOR SCANNING COMMENCES
Probable Unoccupied
Confirmed Unoccupied
Probable Occupied
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DATA AND PROCESS FLOW SCHEMATIC
IncompletIncomplete/e/
IncorrectIncorrect
Incomplete/
Incorrect
3.3 DETAILED SURVEYING SCHEMATIC
3.0 GENERAL SURVEYING SCHEMATIC
SURVEYING DESCRIPTION
Confirmed Occupied
Re-visit a minimum of
3 times
4.0 SCANNING4.0 SCANNING
Surveys are prepared for scanning
DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT
Surveys are scanned
DATA MANAGEMENT COORDINATOR
QC Scanned surveys are checked for errors and problems are resolved
1. Interpretation QC.2. Verification QC 3. Mass Verification QC
DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT
Survey data is output in a text file
DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT
4.1 DETAILED SCANNING SCHEMATIC
SCANNING DESCRIPTION DATA AND PROCESS FLOW SCHEMATIC
SCANNING PREPARATION
SCANNING
QUALITY CONTROL
DATA MAINTANANCE
Prepare for ScanningPrepare for Scanning
1. Rip survey booklets apart along the perforated line.2. Put together batches of 5 survey packets, separating each individual survey with a paperclip until scanning commences.
DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT
Start ScanningStart Scanning
Prepared survey packets are scanned using the Readsoft program in the management officeDATA MANAGEMENT COORDINATOR
ALL DATA SUCCESSFULLY SCANNED IN WITHOUT ERROR (MATCH SURVEY ID AND PAGE NUMBERS)
ERROR OCCURS: SURVEY ID ILLEGIBLE OR DOES NOT MATCH, PAGES OUT OF
ORDER.
PAGES WITH ERRORS ARE TAKEN OUT AND RE-SCANNED
Data QCData QCProgram identifies problems and errors in the survey fields during the Verification Module.Data Management Coordinator corrects errors in the system during the Verification phase
DATA MANAGEMENT COORDINATOR
DATA TRANSFER DATA TRANSFER
Recorded data is saved in :
1.“Image Archive”, as an image file. Saved data is sorted by Parish, and black and white, and color surveys within each Parish.
2. “Output Folder” as a text file. Saved data is sorted by Parish. Data in output folder is statistical analysis software compatible.
4.1 DATA PROCESSING: DETAILED SCANNING ACTIVITY FLOW4.1 DATA PROCESSING: DETAILED SCANNING ACTIVITY FLOW
SCANNING DESCRIPTION 4.0 GENERAL SCANNING SCHEMATIC DATA AND PROCESS FLOW SCHEMATIC
5.0 SURVEY DATA MANAGEMENT5.0 SURVEY DATA MANAGEMENT
Data QC and problem resolution
DATA MANAGER, DATA MANAGEMENT TECHNICIAN. TECHNICAL MANAGER
Data transferred into a statistical analysis software
DATA MANAGER, TECHNICAL MANAGER
Variables for analysis are determined
STAKEHOLDERS: LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS, LOUISIANA RECOVERY AUTHORITY, STATISTICIAN, TECHNICAL MANAGER
Data is Analyzed
STATISTICIAN
DATA AND PROCESS FLOW SCHEMATIC
DATA ANALYSIS DESCRIPTION
6.0 REPORT CREATION6.0 REPORT CREATION
Survey Summary Report Template is developed
LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS
Stakeholders review Survey Summary Report Template for content
STAKEHOLDERS: LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS, LOUISIANA RECOVERY AUTHORITY
Survey Summary Report is finalized based on Stakeholder suggestions
LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS
Survey Summary Report is created for each Parish
LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS
Completed Final Report by Parish in PDF Completed Final Report by Parish in PDF formatformat
DATA AND PROCESS FLOW SCHEMATIC
7.0 RESULTS DISSEMINATION7.0 RESULTS DISSEMINATION
Final Report(s) by Parish distributed to Stakeholders
STAKEHOLDERS: LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS, LOUISIANA RECOVERY AUTHORITY
Final Report(s) approved by Stakeholders
STAKEHOLDERS: LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS, LOUISIANA RECOVERY AUTHORITY
Web dissemination of validated Final Report(s) through the PopEst website (www.popest.org) and through NOLA Dashboard (www.noladashboard.org)
TECHNICAL MANAGER
DATA AND PROCESS FLOW SCHEMATIC
2006 Louisiana Health and Population Survey2006 Louisiana Health and Population Survey
Organizational StructureOrganizational Structure
2006 Louisiana Health and Population Survey – Organizational Structure2006 Louisiana Health and Population Survey – Organizational Structure
Louisiana Recovery Authority (LRA)
Louisiana Department of Health and Hospitals (DHH)
Centers for Disease Control and Prevention (CDC)
U.S. Census Bureau
Director, Urban Health Director, Urban Health InitiativesInitiatives
Operations ManagerTechnical ManagerTeam Lead
Survey UnitSurvey Unit
GIS Technician
Data Management Coordinator
Field Coordinators ((Listing and Surveying)
Operations Coordinator
Administrative Support Staff Field Staff Field Staff
((ListerLister and and SurveyorsSurveyors))
Technical Staff Technical Staff
(Data Entry/QC Assistants)
Statistician Data Manager
Data Management Technician
Key: Denotes Supervisory Key: Denotes Supervisory Relationship Relationship Denotes Denotes Collaborative Relationship Collaborative Relationship
STAKEHOLDERS / PARTNERS
DIRECTORSHIP
MANAGEMENT
CONSULTANT
COORDINATOR
STAFF
LPHI Human LPHI Human Resource Resource ManagerManager
LPHI LPHI Media Media
RelationRelationss
Louisiana Public Health Institute
April 10, 2023
Stakeholders
Technical Advisors
The CDC Foundation
Funders
Operations
Evaluation Consultant
Field Coordinator Assistant
ADMINISTRATIVE SUPPORT FUNCTIONS DATA AND PROCESS FLOW SCHEMATIC
2006 Louisiana Health and Population Survey2006 Louisiana Health and Population Survey
Administrative Support FunctionsAdministrative Support Functions
April 10, 2023
PLANNINGThe project planning process was conducted by the PopEst Team Lead, Technical Manager and Operations Manager with the assistance of US Census Bureau, LRA, CDC, DHH and LPHI, encompasses the following activities: • Deciding upon goals and objectives• Scope of work• Activities timeline• Identifying human, financial, technical and material resource needs
Budget
2006 Louisiana Health and Population Survey – Administrative Support Functions2006 Louisiana Health and Population Survey – Administrative Support Functions
Communications Human Resources Project Sustainability
Develop Budget Plans
TECHNICAL MANAGER, TEAM LEAD, OPERATIONS MANAGER
Manage Budget
Monitor Expense
s
TEAM LEAD
Approve Purchas
esLPHI (RESOURCE MANAGER)
Maintain
Records
TEAM LEAD
Advocacy for funds
TEAM LEAD
Final financial expenditures report for
all funders
TEAM LEAD, LPHI,
Stakeholders: DHH and LRA
TEAM LEAD, TECHNICAL MANAGER, OPERATIONS MANAGER
Partners: CDC, Census, LPHI
TEAM LEAD, TECHNICAL MANAGER, OPERATIONS MANAGER
Media and general populationTEAM LEAD, LPHI (MEDIA RELATIONS)
Communicate with staff
TEAM LEAD, TECHNICAL MANAGER, OPERATIONS MANAGER
Team Lead collaborated with LPHI Media Relations to devise a communications strategy for fundraising from potential donors and existing funders
Assess human resource needs throughout project implementation
TEAM LEAD
Conceptualize and document roles and responsibilities for each position
TEAM LEAD, TECHNICAL MANAGER
Take disciplinary action. Hire and Terminate project personnel
TEAM LEAD, TECHNICAL MANAGER, OERATIONS MANAGER
Ensure adherence to position description
TEAM LEAD, TECHNICAL MANAGER, OERATIONS MANAGER
Manage payroll and personnel files
TEAM LEAD, LPHI
Project documentation• PopEst-LA Project Operations Manual
TEAM LEAD
• PopEst-LA Project Survey Methods and Protocols
TECHNICAL MANAGER
•PopEst-LA Survey Quality Control Manual
TEAM LEAD, TECHNICAL MANAGER,
OPERATIONS MANAGER
• PopEst-LA Database SchematicTECHNICAL MANAGER
• PopEst-LA Data Entry ManualEVALUATION CONSULTANT
• PopEst-LA Scanning Process Manual
DATA MANAGEMENT COORDINATOR
• PopEst-LA Data Management Manual
DATA MANAGER
Capacity Building/Skills Transfer: Identify local professionals to gain project skill sets and expertise.CDC, U.S. CENSUS BUREAUS, LPHI
Project Evaluation
Identifying potential data users and assessing current and future need for project dataLPHI
Articles regarding project findings, methodology and impact published in academic journals
CDC, DHH, LRA, CENSUS, LPHI, TEAM LEAD, TECHNICAL MANAGER, OPERATIONS MANAGER, CONSULTANTS
DATA AND PROCESS FLOW SCHEMATIC PROJECT ORGANIZATION DIAGRAM
2006 Louisiana Health and Population Survey2006 Louisiana Health and Population Survey
Data and Process DescriptionsData and Process Descriptions
1.0 Sample Selection1.0 Sample Selection
The 2006 Louisiana Health and Population Survey relies on a two-stage cluster sample design in which n block clusters are selected and k housing units (HU) are sampled in each block cluster. Block clusters are geographic areas composed of one or more census blocks. The U.S. Census Bureau creates block clusters based on the number expected housing units (i.e. number of housing units recorded during the 2000 Census). The Census Bureau randomly selects a predetermined number of block clusters within each parish – 80 block clusters in urban parishes and 55 block clusters in rural parishes. In the case of Orleans Parish, a geographic stratification was made to separate the East Bank from the West Bank of the Mississippi River and within the East Bank a stratification was made to separate generally flooded from generally un-flooded areas.
The US Census Bureau provides the Technical Manager with an Excel Spreadsheet of the selected block clusters for Listing.
2.0 ListingA lister is sent to each selected block with the object of creating a list of all HUs within the block cluster. At A lister is sent to each selected block with the object of creating a list of all HUs within the block cluster. At this time a determination of habitability is made for each HU based on standardized definitions and criteria.this time a determination of habitability is made for each HU based on standardized definitions and criteria.
Once the block cluster is listed, the lister consults a table to determine how many housing units to sample Once the block cluster is listed, the lister consults a table to determine how many housing units to sample based on the difference between the expected number of housing units (the number recorded during the based on the difference between the expected number of housing units (the number recorded during the 2000 census) and the actual number of housing units recorded from listing. In urban parishes, five (5) HUs 2000 census) and the actual number of housing units recorded from listing. In urban parishes, five (5) HUs are sampled in each block cluster and in rural parishes 10 HUs are sampled in each block cluster. are sampled in each block cluster and in rural parishes 10 HUs are sampled in each block cluster. However, if the number of expected housing units differs significantly from the number of actual housing However, if the number of expected housing units differs significantly from the number of actual housing units listed, the lister is instructed to sample additional housing units. Additional sampled housing units are units listed, the lister is instructed to sample additional housing units. Additional sampled housing units are selected in increments of five (5) with a maximum of 20 sample housing units selected for one block selected in increments of five (5) with a maximum of 20 sample housing units selected for one block cluster.cluster.
Once the lister determines the number of HUs to select, he/she refers to the appropriate random number Once the lister determines the number of HUs to select, he/she refers to the appropriate random number table and selects the row which corresponds to the actual number of housing units listed. This row in the table and selects the row which corresponds to the actual number of housing units listed. This row in the random number table instructs the lister which random number table instructs the lister which habitablehabitable housing units to select based on their order on the housing units to select based on their order on the listing sheet. The lister then leaves a doorhanger survey packet at each sampled HU. The doorhanger listing sheet. The lister then leaves a doorhanger survey packet at each sampled HU. The doorhanger packet includes a request for participation from the Governor of Louisiana and the Secretary of the packet includes a request for participation from the Governor of Louisiana and the Secretary of the Louisiana Department of Health and Hospitals, a Frequently Asked Questions sheet, a copy of the survey, Louisiana Department of Health and Hospitals, a Frequently Asked Questions sheet, a copy of the survey, and a postage-paid envelope with which to return the completed survey by mail.and a postage-paid envelope with which to return the completed survey by mail.
3.0 Surveying3.0 Surveying
Approximately 2-3 weeks after the listing activity is completed in a parish, a team of surveyors travels to the block clusters in the parish to conduct follow-up survey visits on those housing units that were sampled during the listing phase and did not return a completed survey by mail or did not call in to conduct the interview by telephone. Housing units that require follow-up survey visits are called housing units to survey (HUTS). Surveyors will visit each HUTS a minimum of four (4) times during the survey period unless one of the following scenarios occurs: (1) an encounter produces a completed interview, (2) an encounter produces a hard refusal to participate, (3) the HUTS no longer exists (e.g. demolition), or (4) two ‘reliable’ proxies confirm that the HUTS is ‘unoccupied.’
HUTS which result in completed surveys are classified as ‘Complete Interview’ and ‘Partial Interview’ when only some of the survey is completed (this happens on occasion when a respondent concedes to participate but subsequently refuses to participate any further).
4.0 Scanning4.0 ScanningWhen returned surveys have been entered into the PopEst-LA Project Database and quality When returned surveys have been entered into the PopEst-LA Project Database and quality controlled, the survey booklets are prepared for scanning. This is done by separating the survey controlled, the survey booklets are prepared for scanning. This is done by separating the survey booklets along the perforated line and putting the sheets together in batches of five (5) booklets. booklets along the perforated line and putting the sheets together in batches of five (5) booklets. The prepared surveys are then scanned using the ReadSoft Documents software. The software is The prepared surveys are then scanned using the ReadSoft Documents software. The software is used to scan, read, and record data from submitted surveys for the purposes of dataset creation. used to scan, read, and record data from submitted surveys for the purposes of dataset creation.
The software consists of 5 modules which are a part of the scanning procedure: Manager, Scan, The software consists of 5 modules which are a part of the scanning procedure: Manager, Scan, Interpret, Verify, Transfer. All modules play a vital role in the scanning and reading process. During Interpret, Verify, Transfer. All modules play a vital role in the scanning and reading process. During the scanning process, the ReadSoft Documents software identifies characters that are illegible and the scanning process, the ReadSoft Documents software identifies characters that are illegible and general mistakes, such as non-matching survey ID. The staff member who is conducting the general mistakes, such as non-matching survey ID. The staff member who is conducting the scanning is able to correct these mistakes in the Interpret and Verify stages of the process. scanning is able to correct these mistakes in the Interpret and Verify stages of the process.
After all problems have been resolved, the scanned data is output as a text file. An image file is After all problems have been resolved, the scanned data is output as a text file. An image file is created for each page of the survey. The text and image files are saved in a secure server platform. created for each page of the survey. The text and image files are saved in a secure server platform. Text output files can then be migrated into a database or imported into a statistical software Text output files can then be migrated into a database or imported into a statistical software application.application.
5.0 Data Analysis5.0 Data Analysis
The number of expected housing units from the 2000 Census, the number of actual housing units identified during listing, and the number of housing units sampled are applied to survey response rates to calculate a statistical weight for each block cluster within the parish. Statistical weights are then applied to survey data to calculate parish-level estimates for each variable.
Survey Outcomes
TERM DEFINITION
Complete Interview Survey has been completed.
Partial Survey has been partially completed; resident could not be contacted or refused to complete the survey.
Refusal Resident refused to participate in the survey
Confirmed Occupied Six visits made correctly; signs of occupancy; 1 or more proxies say it is occupied.
Probable Occupied Six visits made correctly; signs of occupancy; no proxy found.
Confirmed Unoccupied No resident encounter; 1 or more proxies say it is not occupied
Probable Unoccupied Four visits made correctly; no resident encounter; no proxy found
Null Housing unit no longer exists
2006 Louisiana Health and Population Survey2006 Louisiana Health and Population Survey
Project DocumentsProject Documents
Listing Materials PacketListing Materials Packet
1.Blank Listing Sheets………………………………..OPERATIONS MANAGER
2.2. Door Hanger Surveys…………………..……Door Hanger Surveys…………………..……ADMINISTRATIVE ASSISTANTADMINISTRATIVE ASSISTANT
(Door Hanger surveys contain: Blank Survey Booklet, Letter of Support from the Governor, Fact Sheet -in English and Spanish, and a return envelope with pre-paid postage)
3. Maps:………………………………………………………..3. Maps:………………………………………………………..GIS TECHNICIANGIS TECHNICIAN
* * Locator Map
* * Mapspotting Map
* * Overview Map
4. Street Atlas……………………………………4. Street Atlas……………………………………ADMINISTRATIVE ASSISTANT
5. 5. Emergency Contact List for the Parish……..ADMINISTRATIVE ASSISTANT
6. 6. Lister Coordinator Sheet………………………….OPERATIONS MANAGER
Surveying Materials PacketSurveying Materials Packet1.Blank Surveys…………………..……………..ADMINISTRATIVE ASSISTANT
2. Maps:………………………………………………………..2. Maps:………………………………………………………..GIS TECHNICIANGIS TECHNICIAN
* * Locator Map
* * Mapspotting Map
* * Overview Map
4. Street Atlas……………………………………4. Street Atlas……………………………………ADMINISTRATIVE ASSISTANT
5. 5. Emergency Contact List for the Parish……..ADMINISTRATIVE ASSISTANT
6. 6. Lister Coordinator Sheet………………………….OPERATIONS MANAGER
Selected Block Clusters File–US CensusSelected Block Clusters File–US Census
Overview MapOverview Map
Locator MapLocator Map
Mapspotting MapMapspotting Map
Letter of Support from the GovernorLetter of Support from the Governor
Fact SheetFact Sheet
Soft RefusalSoft Refusal
Lister Coordinator SheetLister Coordinator Sheet
Listing SheetsListing Sheets
TEXT ENTERED BY HAND BY THE LISTERS FOR EACH ASSIGNED BLOCK CLUSTER
Parish Emergency Contact NumbersParish Emergency Contact Numbers
Survey Visit Tracking FormSurvey Visit Tracking FormFr
ont
Back
Survey FormSurvey FormB
lack
and
Whit
e V
ers
ion
Colo
r
Vers
ion
Quality Control By Phone For In-Field Completed SurveysQuality Control By Phone For In-Field Completed Surveys
TEXT ENTERED BY HAND BY THE DATA ENTRY/QC ASSISTANTS FOR 10% OF SURVEYS COMPLETED IN THE FIELD
PopEst-LA Project Access DatabasePopEst-LA Project Access Database
2006 Louisiana Health and Population Survey2006 Louisiana Health and Population Survey
Position DescriptionsPosition Descriptions
Team LeadTeam Lead
POSITION SUMMARY
The Team Lead manages project finances, human resources, and administration in coordination with LPHI core administrative staff. This individual consults with the Technical Manager and stakeholders and partners on methodological development and the logistics of project implementation. The Team Lead is the principle point of contact to the Director of Urban Health Initiatives who oversees the implementation of the project. This individual works in collaboration with project stakeholders and partners on administrative issues. The Team Lead is responsible for working under the supervision of the Director of Urban Health Initiatives and in collaboration with the Technical Manager to develop initial budgetary projections, project timelines, implementation strategies, and human and technical resource procurements. This individual is also responsible for public and media relations, outreach activities, continual human resource recruitment, and budgetary oversight. The Team Lead is additionally responsible for compiling an operations manual.
DUTIES AND RESPONSIBILITIES• Maintain and manage operations budget for the duration of the project.• Develop field and office staffing plans and manage contracting process.• Manage project human resources in coordination with LPHI administration: organize personnel files, ensure continuity of payroll,
incentives, and reimbursements. Terminate/ transition project staff in coordination with LPHI administration as necessary.• Develop systems, procedures and protocols for administrative and human resource activities.• Coordinate closely with CDC, Census, DHH, LRA and LPHI to ensure optimal communication and participation from collaborating
organizations.• Interact with stakeholders, funders, government officials and the general public providing information about the project as
appropriate. • Coordinate with communications team and superiors at LPHI to create appropriate public messaging. • Monitor project progress and deliverable outputs.• Facilitate in training and briefing of field staff as needed.
POSITION SUMMARY
Working in collaboration with technical advisors from the CDC and the Census Bureau and in accordance with guidelines from the LRA and DHH, the Technical Manager is responsible for the design of project implementation strategies, survey methodology, data management system(s), and the data analysis and report production processes of the 2006 Louisiana Health and Population Survey. This individual is the key point of contact and accountability for all methodological, data management, and analysis activities. The Technical Manager is responsible for devising and deploying a data management team comprised of contracted data management and analysis professionals and data entry and quality control personnel. The Technical Manager is responsible for working under the supervision of the Director of Urban Health Initiatives and in collaboration with the Team Lead to develop initial budgetary projections, project timelines, implementation strategies, and human and technical resource procurements. This individual is responsible for developing data use, security, and delivery policies and procedures and for ensuring the successful analysis and dissemination of survey results.
DUTIES AND RESPONSIBILITIES• Determine technical and human resource needs for fieldwork and data management activities.• Identify and recruit the appropriate individuals for technical, methodological, and evaluation consultation.• Devise and document methodological, data collection, data management, data extraction, and quality control
systems, protocols, and procedures.• Design, develop, and maintain project administrative and data management database.• Devise project implementation strategies and prioritize human and technical resource deployment.• Communicate strategies and priorities to project stakeholders and partners.• Facilitate data management, analysis, and technical meetings with stakeholders and partners.• Create progress and data reporting mechanisms for effective communication with stakeholders and partners.• Work in collaboration with the IT Group and under the supervision of the Director of Urban Health Initiatives to
procure essential equipment and software.• Work in collaboration with stakeholders and partners to develop and document data use, security, and delivery
protocols and procedures. Ensure adherence to protocol through staff training and oversight of staff activities. • Work in collaboration with stakeholders and partners to produce a summary report for each parish surveyed.• Work in collaboration with the IT Group and project stakeholders and partners to design a project internet site to
communicate project information and disseminate survey reports.
Technical ManagerTechnical Manager
Operations ManagerOperations Manager
POSITION SUMMARYThe Operations Manager is responsible for planning, organizing, and executing data collection activities in the field; and is the single point of contact for Data Collection Team Coordinators. This individual will direct project level listing and surveying implementation and coordinate field activities from the central office and the field as necessary.
DUTIES AND RESPONSIBILITIES• Direct supervision of, and single point of contact for, Data Collection Team CoordinatorsLogistics• Creation and management of a data collection schedule for activities, both for the project and in each of
the 18 parishes in conjunction with the Team Lead and Technical Manager as well as stakeholders and funders.
• Organize and conduct training for field staff in coordination with CDC and Census. • Contact parish leaders and procure on-site locations within each parish for field team operations. • Create emergency contact list and parish contact list for each team for each parish.• Prepare travel logistics (including hotels) and supply coordinators with location and details as needed.• Create and maintain personnel management tools to assure accounting for all personnel in the field. • Assign field work teams via Coordinators and ensure communication between coordinators for team
changes, changes in staff, and important information related to LPHI or collaborating agencies.Operations• Manage Data Collection Team Coordinators while in the field: provide materials, location assignments, and
support.• Brief Team Lead and Technical Manager regarding the progress of field activities, resources needed and
any issues that arise. Discuss any methodological issues and create protocols as needed in coordination with central staff and collaborating entities.
• Conduct daily briefing with all Coordinators on progress in the field; develop quality control protocols and assure consistent implementation.
• Monitor the safety of staff in the field and respond to safety concerns as they arise.
Data ManagerData Manager
POSITION SUMMARY
The data manager is responsible for all aspects of data entry, storage, and quality control protocols.
DUTIES AND RESPONSIBILITIES• Create an SPSS database for survey data. • Establish data management protocol.• Create data management manual.• Create quality control protocols in coordination with the Technical and Operations Managers. Train Data
Management Coordinator and Data Management Technician in quality control protocols and ensure proper utilization.
• Guide Data Management Coordinator in management process for data entry• Ensure integrity of data entry process through scanning technology. Coordinate with LPHI Information
Systems and Technology Development division for general oversight of scanning activity.• Consult with Technical Manager as needed for length of project on key data management decisions
Statistician
POSITION SUMMARY
Working in collaboration with technical advisors from the CDC and the Census Bureau and in accordance with guidelines from the LRA and DHH, the statistician will be responsible for conducting data analysis. Work in collaboration with the Technical Manager to identify statistically viable variables from those that have been selected by the LRA and DHH.
DUTIES AND RESPONSIBILITIES
• Work in collaboration with the Technical Manager and the Stakeholders to identify statistically viable indicators.
• Conduct statistical analysis
• Document the statistical analysis process
• Assist with the interpretation of the results
• Act as a continual resource in identifying future data usage
Evaluation ConsultantEvaluation Consultant
POSITION SUMMARYPOSITION SUMMARYThe Evaluation Consultant is responsible for documenting and evaluating project activities. The Evaluation Consultant works under the guidance of the Technical Manager to create and interactive project design schematic, documenting data flow, survey operations and logistics, and organizational and administrative functions. The Evaluation Consultant provides support to the Technical Manager to evaluate quality control procedures, conduct database cleaning functions, and identify data variables and indicators of interest to derive from the survey instrument. The Evaluation Consultant also supports the Team Lead in definening project management and staff roles. The Evaluation Consultant performs additional documentation and evaluation functions as directed by the Technical Manager.
DUTIES AND RESPONSIBILITIES• Create an interactive project design schematic, documenting data flow, survey operations and logistics,
and organizational and administrative functions.• Support the Technical Manager to identify data variables and demographic, health, and economic
indicators of interest to derive from the survey instrument.• Support the Team Lead to define roles and areas of responsibility for project management and staff.• Evaluate quality control performed on completed surveys to determine the integrity of the survey data.• Create a data entry manual for the project database.• Perform database cleaning and quality control functions
Data Management CoordinatorData Management Coordinator
POSITION SUMMARY
The Data Management Coordinator is responsible for coordinating and implementing all aspects of data entry, storage, and quality control protocols as developed by the Technical Manager. The Data Management Coordinator is responsible for working under the guidance of the Technical Manager and Operations Manager to prioritize data entry and quality control activities. This Individual is also responsible for training and supervising data extraction procedures for completed surveys. The Data Management Coordinator is responsible for addressing personnel management issues among the data entry/QC staff under the guidance of the Technical Manager.
DUTIES AND RESPONSIBILITIES
• Conduct initial and periodic trainings to ensure competence among the data entry/QC staff.
• Coordinate the data entry/QC staff to conduct data entry and quality control activities.
• Implement database cleaning and data integrity procedures
• Work under the guidance of the Technical Manager to identify quality control issues within the project database, completed surveys, and data extraction procedures.
• Work in collaboration with the LPHI IT Group to identify and solve data extraction issues.
• Create a data extraction manual for instructing new data entry/QC staff members on using the data extraction software.
• Maintain a log to track the completion of materials preparation, quality control, and data entry.
Data Management Technician POSITION SUMMARY
The Data Management Technician is responsible for ensuring the integrity of the data through following quality control protocol and conducting data cleaning activities for all collected data.
DUTIES AND RESPONSIBILITIES
• Work under the supervision of Technical Manager and in collaboration with Data Manager to systematically check data collected for each parish.
• Follow data management protocol created by the Data Manager to clean datasets by correcting data collection and data entry errors.
• Consult with Technical Manager and Data Manager as needed for the duration of project on key data management decisions.
Operations CoordinatorOperations Coordinator
POSITION SUMMARY
The Operations Coordinator assists the Operations Manager in daily activities, such as planning, organizing, and executing data collection activities in the field. To serve as a liaison between Operations Manager and field staff, as needed.
DUTIES AND RESPONSIBILITIES
• Work under the supervision of the Operations Manager to assist with organization, supervision and execution of data collection in the field
• Prepare listing and/or surveying materials for Field Coordinators as needed.
• Organize and conduct training for field staff in coordination with CDC and Census.
• Assist with travel logistics (including hotels) and supply coordinators with location and details as needed.
• Assist with the provision of materials, location assignments, and support.
• Brief Operations Manager regarding the progress of field activities, resources needed and any issues that arise.
• Assist with daily briefing with all Coordinators on progress in the field.
Field CoordinatorField Coordinator
POSITION SUMMARY
The Lister/Survey Coordinator will be responsible for organizing and executing parish specific field activity. Coordinator will receive assignments from the Operations Manager and coordinate all field work for those assignments. They will report directly to the Operations Manager through a daily briefing. Coordinator will over see a team of approximately 6-7 lister/surveyors.
DUTIES AND RESPONSIBILITIES
Logistics• Attend training hosted by the CDC and US Census Bureau• Travel to parishes across southern Louisiana. Much of this travel will require overnight stays for up to 5 days at a
time • Maintain a headquarters for the survey within selected parishes • Manage overnight accommodations for surveyors• Report activities, questions and concerns to Operations Team while in the fieldOperations• Manage listers/surveyors in the field: provide materials, location assignments, and support • Communicate with management team at LPHI regarding the progress of field activities, resources needed and
any issues that arise • Brief surveyors every day, which includes ensuring the quality of completed field work• Monitor the safety of surveyors in the field and respond to safety concerns as they arise
GIS TechnicianGIS Technician
POSITION DESCRIPTION
The GIS Technician will perform GIS activities for the Louisiana Health and Population Survey at LPHI. They are responsible for receiving the parish mapping schedule from the Operations Manager, creating the maps for all selected parishes using CDC/ATSDR GRASP methods and cross checking to ensure all maps needed are available to the field team. The Technician will also create new maps as needed and work closely with the Operations Manager to solve mapping issues.
DUTIES AND RESPONSIBILITIES• Complete competency training in ArcGIS and CDC/ATSDR GRASP methods conducted by Technical
Manager
• Create a map making schedule based on parish field work plan
• Print maps using CDC/ATSDR GRASP methods, according to map making schedule
• Cross check maps created to ensure all census blocks are represented. Review maps for accuracy and accessibility.
• Create new maps based on guidance from the Operations Manager and according to needs in the field and central office
• Solve mapping issues as they arise in coordination with Operations Manager
Administrative AssistantAdministrative Assistant
POSITION SUMMARY
The administrative assistant will conduct office activities within the Population Estimate headquarters at LPHI. The Administrative Assistant is responsible for the duplication and management of all materials used in the field. The assistant will perform clerical duties in the office such as filing, record keeping, and data storage. He/she will also be responsible for completing telephone surveys and conducting quality control for surveys collected from the field under the direction of the Operations Manager. Further duties will be determined by the Operations Team at LPHI.
DUTIES AND RESPONSIBILITIES• Maintain a working filing system for all data, in coordination with the Data Management Coordinator.• Compile all packets for personnel in the field including: lister/surveyor packets and questionnaires for
residents. • Assist Operations Manager with field logistics such as materials gathering, research for Parish specific
information, and working with coordinators on field needs. • Assist Operations Team with training materials as needed.• Complete surveys over the phone with residents who request this option. • Conduct a 10% quality control check on all surveys from the field.• Assist team lead with human resource filing and paperwork processing for all new hires.• Perform clerical duties such as filing, record keeping, answering phones, and correspondence for the length
of the project.
Lister/SurveyorLister/Surveyor
POSITION SUMMARYListers/Surveyors will identify households to be surveyed using a US Census Bureau method and surveying selected households using a standardized questionnaire. They will evaluate residences for habitability and engage residents for information on selected households. Questions will gather data on demographic, health, education and economic indicators. Listers/Surveyors will be continually supported by a Lister/Surveyor Coordinator while in the field.
DUTIES AND RESPONSIBILITIESLogistics• Attend training hosted by the CDC and US Census Bureau• Travel to parishes across southern Louisiana. Much of this travel will require overnight stays for up to 5 days at a
time • Report activities, questions and concerns to coordinator while in the fieldOperations• Enumerate households within a designated census block• Randomly select households to be surveyed using US Census Bureau method and supply survey materials for
chosen households • Survey residents of selected households. Interviews take approximately 20 minutes to complete• Keep an accurate log of all activity in the field• Attend daily debriefing with coordinator at parish headquarters
Field Coordinator AssistantField Coordinator Assistant
POSITION SUMMARY
The Survey Coordinator Assistant will work closely with the Survey Coordinator to prep materials for field work, organize and distribute daily assignments, conduct quality control on completed field work and assist with paperwork completion for each parish. Coordinator Assistant will receive assignments from the Survey Coordinator and report directly to this position for all responsibilities. The assistant is essentially a surveyor who is asked to complete coordinator assistant activities on an as-needed basis. The assistant will continue to receive field assignments for surveying when coordinator assistant duties are not requested.
DUTIES AND RESPONSIBILITIES• Assist in the preparation of materials for field work once Survey Coordinator is provided with materials
from the Operations Manager• Receive daily assignments from Survey Coordinator and assist in their distribution to surveyors. Assist
in organization of daily assignments as needed• Assist with quality control on completed tracking forms and surveys. Call residents and surveyors to
verify responses as needed• Enter on a daily basis all appropriate fields from tracking forms onto survey master sheet
Data Entry/QC AssistantData Entry/QC Assistant
POSITION SUMMARY
The Data Entry/QC Assistant performs data entry and quality control (QC) activities. The Data Entry/QC Assistant receives training from the Data Management Coordinator to navigate the project database and record new data as survey materials return from the field. The Data Entry/QC Assistant works under the coordination of the Data Management Coordinator to perform quality control and record survey data in the project database. The Data Entry/QC Assistant may have additional duties such as conducting follow-up interviews by telephone as directed by the Data Management Coordinator.
DUTIES AND RESPONSIBILITIES
• Receive initial and periodic data entry and QC training from the Data Management Coordinator or Technical Manager.
• Record survey data in the project database accurately.
• Maintain organization of completed and pending data entry and quality control assignments.
2006 Louisiana Health and Population Survey2006 Louisiana Health and Population Survey
Partners and StakeholdersPartners and Stakeholders
The CDC FoundationThe CDC Foundation
The CDC Foundation helps the Centers for Disease Control and Prevention do more, faster by forging effective partnerships between CDC and individuals, foundations and corporations to fight threats to health and safety.
The CDC Foundation provided the initial $89,000 for the 2006 Louisiana Health and Population Survey
http://www.cdcfoundation.org /
Louisiana Recovery AuthorityLouisiana Recovery AuthorityThe Louisiana Recovery Authority (LRA) is the planning and coordinating body that was created in the aftermath of hurricanes Katrina and Rita by Governor Kathleen Babineaux Blanco to plan for the recovery and rebuilding of Louisiana. The authority is working with Governor Blanco to plan for Louisiana's future, coordinate across jurisdictions, support community recovery and resurgence, and ensure integrity and effectiveness. Working in collaboration with local, state and federal agencies, the authority is also addressing short-term recovery needs while simultaneously guiding the long-term planning process.
The LRA is the second of the project’s two principal stakeholders. The LRA receives all survey data and serves as a key advisor to LPHI. LPHI is primarily accountable to DHH and the LRA for the prioritization of survey activities and the results produced.
http://www.lra.louisiana.gov/
Louisiana Department of Health and HospitalsLouisiana Department of Health and HospitalsThe mission of the Department of Health and Hospitals (DHH) is to protect and promote health and to ensure access to medical, preventive, and rehabilitative services for all citizens of the State of Louisiana. The Department of Health and Hospitals is dedicated to fulfilling its mission through direct provision of quality services, the development and stimulation of services of others, and the utilization of available resources in the most effective manner. In order to fulfill its mission, the Department of Health and Hospitals intends to:
• Provide quality services• Protect and promote health • Develop and stimulate services by others• Utilize available resources in the most effective manner
The Louisiana Department of Health and Hospitals is one of two principal stakeholders for the 2006 Louisiana Health and Population Survey. All data collected through the survey is the property of DHH who uses this information to inform health and hurricane recovery planning. In addition to data owner, DHH serves as a key advisor and technical/administrative resource for the project. LPHI is primarily accountable to DHH for the prioritization of survey activities and the results produced.
http://www.dhh.louisiana.gov/
Centers for Disease Control and PreventionCenters for Disease Control and PreventionThe Centers for Disease Control and Prevention (CDC), as the sentinel for the health of people in the United States and throughout the world, strives to protect people’s health and safety, provide reliable health information, and improve health through strong partnerships. The CDC’s mission is to promote health and quality of life by preventing and controlling disease, injury, and disability. As a component of the CDC, the Agency for Toxic Substances and Disease Registry (ATSDR), based in Atlanta, Georgia, is a federal public health agency of the U.S. Department of Health and Human Services. ATSDR serves the public by using the best science, taking responsive public health actions, and providing trusted health information to prevent harmful exposures and diseases related to toxic substances.
In October of 2005, the CDC/ATSDR provided technical assistance to personnel from the City of New Orleans Emergency Operations Center (CNO-EOC) to conduct rapid population estimate surveys after Hurricane Katrina. Building upon the success of the CNO-EOC surveys, the Louisiana Department of Health and Hospitals (DHH) and the Louisiana Recovery Authority (LRA) requested technical assistance from the CDC/ATSDR to conduct similar rapid population estimate surveys across hurricane-affected parishes in Louisiana. The CDC/ATSDR has served as the principle technical advisor throughout the development and implementation of the 2006 Louisiana Health and Population
Survey.
http://www.cdc.gov/
US Census BureauUS Census Bureau
The US Census Bureau (Census) serves as the leading source of quality data about the nation's people and economy. The Census honors privacy, protects confidentiality, shares its expertise globally, and conducts its work openly. The Census Bureau’s mission is to provide the best mix of timeliness, relevancy, quality, and cost for the data we collect and services we provide.
In collaboration with the Louisiana Public Health Institute (LPHI), the Centers for Disease Control and Prevention (CDC), the Louisiana Department of Health and Hospitals (DHH), and Louisiana Recovery Authority (LRA), the US Census Bureau developed the sampling methodology for the 2006 Louisiana Health and Population Survey. The Census provides continual technical assistance with issues related to the sampling design and data analysis.
http://www.census.gov/
Louisiana Public Health InstituteLouisiana Public Health InstituteLouisiana Public Health Institute’s (LPHI) goal is to promote and improve the health and quality of life in Louisiana through public-private partnering at the community, parish and state levels. The initiatives of LPHI improve the health of Louisiana's people and communities, and provide information for decision making and policy development. Current activities employ a community-based systems approach to improving access to care, environmental tobacco policy change, and enhancing the capacity of communities to address critical health issues.
The Louisiana Public Health Institute (LPHI) is the implementing agency responsible for all survey operations. LPHI manages project-level administration and directs all fieldwork operations. LPHI worked closely with all stakeholders and partners to develop the sampling and survey methods and to support data analysis and report writing.
http://www.lphi.org/home/
2006 Louisiana Health and Population Survey2006 Louisiana Health and Population Survey
Proposed Project Continuation RoadmapProposed Project Continuation Roadmap
Health and Population Survey - Proposed* Project Continuation RoadmapHealth and Population Survey - Proposed* Project Continuation Roadmap
Secondary analyses and specialty reports
Final survey reports
Preliminary survey reports
RE
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TIMELINE
PopEst–LA 2007
Human Resources/ Recruitment
Resource and supply
acquisition
Budget Management
Project Timeline
Survey methodology and survey instrument
designPopEst–LA 2006 Interactive Project design Schematic
Management Team evaluation and lessons learned report
Data user feedback surveyPlanning and
preparation for 2007 survey round
Test Personal Digital Assistants
(PDA)
PopEst–LA 2007 Strategic Plan
Advocacy for funds and resourcesPopEst–LA 2007 Project proposal and funding
request
Scholarly Publications
PopEst–LA 2006 Project Final Report
Press releases and media advisories
News Articles and other Media Coverage
October, 2006 May, 2007
* DISCLAIMER: This is proposed timeline of activities necessary to conduct another round of the Health and Population Survey in 2007. At this time, there are no definitive plans or funding to conduct a second round of surveys in Louisiana.
February, 2007
Key:
denotes direct relationship activity
denotes supportive relationship document
2006 Louisiana Health and Population Survey2006 Louisiana Health and Population Survey
Supplemental Flow-ChartsSupplemental Flow-ChartsDetailed SchematicsDetailed Schematics
The following slides may not be readable from a computer The following slides may not be readable from a computer screen.screen.
They are designed to be printed in poster size.They are designed to be printed in poster size.
To obtain a printer-friendly copy of these slides please To obtain a printer-friendly copy of these slides please send your request via e-mail to send your request via e-mail to [email protected]@lphi.org
1.0 SAMPLE SELECTION STAGE I - CLUSTER
Block clusters randomly selected for each Parish
U.S. CENSUS BUREAU
2.0 LISTING
Listing Material Preparation: Listing Materials Packet given to Coordinators and ListersTECHNICAL MANAGER, GIS TECHNITIAN, ADMINISTRATIVE ASSISTANT
Field Listing Activity: Housing Units randomly selected for surveying; QCFIELD COORDINATORS, LISTERS
Listing Data Processing: 1.QC performed in management office 2.Data entry performed 3.Problem resolutionTECHNICAL MANAGER, OPERATIONS MANAGER, DATA ENTRY/QC ASSISTANT
3.0 SURVEYING3.0 SURVEYING
Survey Materials Preparation: Survey Materials Packet is given to Coordinators and SurveyorsTECHNICAL MANAGER, GIS TECHNITIAN, ADMINISTRATIVE ASSISTANT
Survey Field Activity: Surveyors go out to selected Housing Units to conduct Person-to-Person Interviews
FIELD COORDINATORS, SURVEYORD
Surveys Completed By: Mail /Telephone Field
Household, ADMINISTRATIVE ASSISTANT SURVEYORS
Data Entry into PopEst-LA Project DatabaseDATA ENTRY/QC ASSISTANTS
QC: Field and Management, Problem resolutionFIELD COORDINATORS, TECHNICAL MANAGER, OPERATIONS MANAGER, DATA ENTRY/QC ASSISTANT
QC: management office, Problem resolutionDATA ENTRY/QC ASSISTANT, TECHNICAL MANAGER, OPERATIONS MANAGER
Data Entry into PopEst-LA Project DatabaseDATA ENTRY/QC ASSISTANTS
4.0 SCANNING4.0 SCANNING
PopEst PROJECT COMPLETE: ALL DATA AND MATERIALS ARE GIVEN TO “DATA OWNER(S) and PROJECT EVALUATION COMMENCES
6.0 REPORT CREATION6.0 REPORT CREATIONTemplate of Survey Summary Report is created and given to the Stakeholders for approval
POPEST MANAGEMENT TEAM: TEAM LEAD, TECHNICAL MANAGER, OPERATIONS MANAGER AND STAKEHOLDERS: LRA, DHH,
Analyzed data is input into the Survey Summary Report. Report created for each Parish.LPHI
7.0 RESULT DISSEMINATION7.0 RESULT DISSEMINATION
Finalized reports are given to the stakeholders for review and approval.POPEST MANAGEMENT TEAM
Finalized reports are published on the PopEst website for public use.POPEST MANAGEMENT TEAM
April 10, 2023
SAMPLE SELECTION and SURVEY DISTRIBUTION
DATA COLLECTION
DATA PROCESSING
SURVEY RESULTS
Surveys are prepared for scanningDATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT
Surveys are scanned
DATA MANAGEMENT COORDINATOR
QC Scanned surveys are checked for errors and problems are resolved
1. Interpretation QC 2. Verification QC 3. Mass Verification QC
DATA MANAGEMENT COORDINATOR
Corrected data is saved
DATA MANAGEMENT COORDINATOR
Data QC and problem resolutionSTATISTICIAN(S), TECHNICAL MANAGER
5.0 SURVEY DATA MANAGEMENT5.0 SURVEY DATA MANAGEMENT
Data transferred into a statistical analysis softwareSTATISTICIAN(S0, TECHNICAL MANAGER
Variables for analysis are determinedSTAKEHOLDERS, STATISTICIAN(S0, TECHNICAL MANAGER
Data Analyzed (by Parish)STATISTICIAN(S), TECHNICAL MANAGER
2006 LOUISIANA HEALTH AND POPULATION SURVEY – DATA AND PROCESS FLOW DIAGRAM2006 LOUISIANA HEALTH AND POPULATION SURVEY – DATA AND PROCESS FLOW DIAGRAM
Coordinator QC
Listing Sheets are checked for accuracy.
1. Any corrections or notes from the Coordinator are recorded on the Listing Sheet in Red Ink.
2. Correct Listing Sheets are validated with Coordinator’s initials, date and ID number. 3. Completed and validated Listing Sheets are recorded on the Lister Coordinator Sheet
FIELD COORDINATORS
Management QC
1.100% of Listing Sheets from Block Clusters with issues previously communicated by Coordinator are checked.
2. 10% of all Listing Sheets are randomly selected for Quality Control
TECHNICAL MANAGER/ OPERATIONS MANAGER, DATA ENTRY/QC ASSISTANT(S)
Data Entry
Data from the Listing Sheets is recorded in the PopEst-LA Project Database
DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANTS
““Double Check”
All entries are recorded twice to ensure accuracyDATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S)
Completed and validated Listing Sheets (by Parish) are delivered to the management office
FIELD COORDINATORS
Listers give completed Listing Sheets to Field Coordinators
LISTERS
Survey Distribution
Listers delivers door hanger survey to sampled housing unit. Records survey ID for every housing unit sampled on the Listing Sheet
LISTERS
Lister TrainingLister Training
Listers are trained in he field and classroom. Receive Field Manual CDC/US CENSUS BERAU/POPEST MANAGEMENT
Listing Materials PreparationListing Materials Preparation
1.1. Blank Listing Sheets 2. Door hanger surveys 3. Locater, Map-spotting, Overview Maps 4. Street Atlas 5. Emergency Contact list for Parish 6. Lister Coordinator Sheets OPERATIONS MANAGER, GIS TECHNITIAN, ADMINISTRATIVE ASSISTANT
Block Cluster AssignmentsBlock Cluster Assignments
Field Coordinator assigns Block Clusters to be listed to Listers within a Parish
FIELD COORDINATOR
Materials Distribution
Listers are given materials for listing activity:
1.Blank Listing Sheets
2. Door hanger surveys
3. Locator and spotting maps for assigned Block Cluster
4.. Street Atlas for Parish 5.List of emergency contacts for the Parish
FIELD COORDINATOR
Housing Unit Sample Selection
Listers selects a subset of recorded, habitable housing units, using Random Number Tables in the Field Manual. (Number of HUs to be sampled/Block Cluster determined by Random Number Table or US Census Bureau)
LISTERS
Housing Unit ListingHousing Unit Listing
Lister record all (habitable and inhabitable) housing units in assigned Block Cluster
LISTERS
Met
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anag
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CD
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GET
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FO
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“Spot-checks”
Listing Sheets that have been recorded in the database are picked at random and verified in the system
DATA MANAGEMENT COORDINATOR
LISTER TRAINING
LISTING ACTIVITY
LIISTING FIELD PREPARATION
LISTING DATA MANAGEMENT
MANAGEMENT QUALITY CONTTROL
1.1 HU SELECTION and SURVEY DISTRIBUTION (LISTING)1.1 HU SELECTION and SURVEY DISTRIBUTION (LISTING)
-MAIL--MAIL- -TELEPHONE--TELEPHONE-
Survey completed by Mail
Sampled Household returns completed Door Hanger Survey via USPS
Household
Survey completed by telephone:
1. Sampled Household calls the PopEst Line to complete the survey via telephone interview.
2. Household is contacted by PopEst for survey QC
DATA ENTRY/QC ASSISTANT, Household
Completed surveys are into a filing system in the materials office
OPERATIONS MANAGER
Data Entry:
1. Completed surveys are recorded 2. Complete / final interview outcome is recorded for Housing Unit in the database
DATA ENTRY/QC ASSISTANTS
LIST
ING
SH
EE
TS
HA
VE
N
OT
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T B
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N E
NT
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IN
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AT
AB
AS
E
LIST
ING
SH
EE
TS
HA
VE
BE
EN
EN
TE
RE
D
INT
O T
HE
DA
TA
BA
SE
Meth
od
olo
gic
al and
log
isti
cal iss
ues
en
coun
tere
d in
th
e fi
eld
duri
ng
su
rveyin
g a
ctiv
ity a
re c
om
mun
icate
d v
ia c
hain
of
com
mand
to
the a
pp
ropri
ate
pers
on:
S
urv
eyor
Coord
inato
r O
pera
tion
s M
an
ag
er
Tech
nic
al M
an
ag
er
CD
C
Once
solu
tions
are
deci
ded u
pon
com
mu
nic
ate
d b
ack
dow
n t
he c
hain
of
com
mand
As
surv
eys
are
com
ple
ted
by m
ail
or
tele
phone, th
e D
ata
Base
genera
tes
daily
rep
ort
of
Housi
ng
Un
its
wit
h r
ecord
ed
ou
tcom
es.
Opera
tion
s M
an
ag
er
com
mu
nic
ate
s to
the F
ield
Coord
inato
r to
wh
ich h
ou
sin
g u
nit
s to
dis
conti
nu
e s
urv
ey a
ctiv
ity.
INCORRECT/ INCOMPLET
E
Survey Visit Assignments
Field Coordinator assigns Housing Units to be surveyed within Block Cluster to surveyors
FIELD COORDINATOR
Material Distribution to Surveyors
Surveyors are given a Surveying Materials Packet for their respective Block Clusters
FIELD COORDINATOR
Field QC
Coordinator conducts QC on 100% of the completed Survey Visit Tracking Forms and surveys for the Housing Units with recorded outcomes. Correct/ complete forms are validated with Coordinator’s name, ID number, and date of validation.
FIELD COORDINATOR
Surveyors deliver Completed Survey Visit Tracking Forms and Surveys (when applicable) with recorded outcome to Field Coordinators SURVEYOR
INCORRECT/ INCOMPLET
E
CORRECT/ COMPLETE
Validated Survey Visit Tracking Forms and Surveys are brought to Operations Manager at the management office
FIELD COORDINATOR
Office QC
10% of randomly selected Survey Visit Tracking Forms and Surveys without previously indicated issues are QC
100% of Survey Visit Tracking Forms and Surveys with issues previously indicated by the Field Coordinator are QC
DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S)
“Spot Checks”
Survey Visit Tracking Forms and surveys( when applicable) that have been recorded in the database are picked at random and verified in the system
TECHNICAL MANAGER, DATA MANAGEMENT COORDINATOR
Data Entry QC: ”Double Check”
All entries are recorded twice to ensure accuracy
DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S)
Data Entry
Information from the Survey Visit Tracking Forms is recorded in the PopEst-LA Project Database
DATA ENTRY/QC ASSISTANTS
-FIELD--FIELD-
LISTING SHEETS ARE RECORDED INTO DATABASE
SURVEY ID MATCH
SURVEY ID DO NOT MATCH NEED TELEPHONE FOLLOW-UP
Quality Control
QC is conducted on 100% of surveys completed by mail or telephone.
DATA ENTRY/QC ASSISTANTS
PREPARATION FOR SCANNING COMMENCES
INCONSISTANCIES OR ERRORS ARE FOUND THAT WARRANT TELEPHONE FOLLOW-UP
3.3 DATA COLLECTION: DETAILED 3.3 DATA COLLECTION: DETAILED SURVEYING SCHEMATICSURVEYING SCHEMATIC
Survey VisitSurveyor conducts a minimum of 4 visits * to assigned Housing Unit unless one of the following occurs:1. Encounter is made and interview is completed or hard refusal occurs.2. Sampled housing unit no longer exists (due to demolition).3. Completed Survey was attained during that time by mail or telephone.4. Two ‘reliable’ proxies state that the housing unit is unoccupied.SURVEYOR
Household Contact is Made Household Contact is NOT Made
SURVEY OUTCOMES
Re-V
isit
Preparation of Surveying Materials Packet
1.Survey Visit Tracking Form for each Housing Unit to be surveyed within a Block Cluster
2. Locator, Overview and Mapspotting Maps for Block Clusters to be surveyed
3. Blank Surveys
4. Governor’s Letter
5. Refusal Letter
6. List of Emergency ContactsOPERATIONS MANAGER, GIS TECHNICIAN, DATA MANAGEMENT COORDINATOR,
ADMINISTRATIVE ASSISTANT
Partial Interview
RefusalComplete Interview
NullProbable Unoccupied
Confirmed Unoccupied
Probable Occupied
Confirmed Occupied
Re-visit a minimum of
3 times
DELIVERABLES
Completed (TXT) file, statistical analysis software compatible, of all variables by Parish
DELIVERABLES
Creation of data tracking Database in Access
SAMPLE SELECTION STAGE I - SAMPLE SELECTION STAGE I - CLUSTERCLUSTERBlock clusters randomly selected for each Parish
U.S. CENSUS BUREAU
2.0 LISTING
PopEst Project Database creation
TECHNICAL MANAGER
Listing Materials Creation and Preparation1. Blank Listing Sheets 2. Door hanger surveys 3. Locater, Map-spotting, and Overview Maps 4. Street Atlas 5. Emergency Contact list for Parish 6. Lister Coordinator Sheets OPERATIONS MANAGER, GIS TECHNITIAN, ADMINISTRATIVE ASSISTANT
LISTING ACTIVITY IS DETAILED IN FIGURE 1FIGURE 1
LISTERS
PopEst PROJECT COMPLETE: ALL DATA AND MATERIALS ARE GIVEN TO “DATA OWNER(S) and PROJECT EVALUATION COMMENCES
April 10, 2023
5.0 SURVEY DATA MANAGEMENT5.0 SURVEY DATA MANAGEMENT
Data is transferred into a statistical analysis softwareDATA MANAGER, TECHNICAL MANAGER
Data is QC for problems and resolutions
TECHNICAL MANAGER, DATA MANAGEMENT TECHNICIAN DATA MANAGER
DELIVERABLES
XL spreadsheet; parishes, block clusters, blocks, probability of being selected, number of expected housing units, notes.
CORRECT/ COMPLETE
~SURVEYING~
Met
hodo
logi
cal a
nd lo
gist
ical
is
sues
enc
ount
ered
in t
he f
ield
dur
ing
surv
eyin
g ac
tivity
are
com
mun
icat
ed v
ia c
hain
of
com
man
d to
the
app
ropr
iate
per
son:
S
urv
eyo
r C
oo
rdin
ato
r O
per
atio
ns
Man
ager
T
ech
nic
al M
anag
er
CD
C
O
nce
solu
tions
are
dec
ided
upo
n co
mm
unic
ated
bac
k do
wn
the
chai
n of
com
man
d
As
surv
eys
are
com
plet
ed b
y m
ail o
r te
leph
one,
the
Dat
a B
ase
gene
rate
s da
ily r
epor
t of
Hou
sing
Uni
ts w
ith r
eco
rded
ou
tco
mes
. O
pera
tions
Man
ager
com
mun
icat
es t
o th
e F
ield
Coo
rdin
ator
to
whi
ch
hous
ing
units
to
disc
ontin
ue s
urve
y ac
tivity
.
INCORRECT/ INCOMPLET
E
Preparation of Surveying Materials Packet
1. Survey Visit Tracking Form for each Housing Unit to be surveyed within a Block Cluster
2. Locator, Overview and Map spotting maps for Block Clusters to be surveyed
3. Blank Surveys
4. Governor’s Letter
5. Refusal Letter
6. List of Emergency Contacts per Parish
OPERATIONS MANAGER, GIS TECHNITIAN, DATA MANAGEMENT COORDINATOR, ADMINISTRATIVE ASSISTANT
Survey Visit Assignments
Field Coordinator assigns Housing Units to be surveyed within Block Cluster to surveyors
FIELD COORDINATOR
Material Distribution to Surveyors
Surveyors are given a Surveying Materials Packet for their respective Block Clusters
FIELD COORDINATOR
Survey Visit
Surveyor conducts as many as 4 visits * to assigned Housing Unit unless one of the following occurs:
1. Encounter is made and interview is completed or hard refusal occurs.
2. Sampled Housing Unit no longer exists (due to demolition)
3. Completed Survey was attained during that time by mail or telephone
SURVEYOR
Household Contact is MadeHousehold Contact is Made Household Contact is NOT Made
Field QC
Coordinator conducts QC on 100% of the completed Survey Visit Tracking Forms and surveys for the Housing Units with recorded outcomes
. Correct/ complete forms are validated with Coordinator’s name, ID number, and date of validation.FIELD COORDINATOR
Surveyors deliver Completed Survey Visit Tracking Forms and Surveys (when applicable) with recorded outcome to Field CoordinatorsSURVEYORS
Validated Survey Visit Tracking Forms and Surveys are brought to Operations Manager at the management office
FIELD COORDINATOR
Office QC
10% of randomly selected Survey Visit Tracking Forms and Surveys without previously indicated issues are QC
100% of Survey Visit Tracking Forms and Surveys with issues previously indicated by the Field Coordinator are QC
DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S)
“Spot Checks”
Survey Visit Tracking Forms and surveys( when applicable) that have been recorded in the database are picked at random and verified in the system
TECHNICAL MANAGER, DATA MANAGEMENT COORDINATOR
Data Entry QC: ”Double Check”
All entries are recorded twice to ensure accuracy
DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S)
Data Entry
Information from the Survey Visit Tracking Forms is recorded in the PopEst-LA Project Database
DATA ENTRY/QC ASSISTANTS
-FIELD--FIELD-
PREPARATION FOR SCANNING COMMENCES
-MAIL--MAIL- -TELEPHONE--TELEPHONE-
Survey completed by Mail
Sampled Household returns completed Door Hanger Survey via USPS
Household
Survey completed by telephone:
Sampled Household calls the PopEst Line to complete thesurvey via telephone interview.
Household is contacted by PopEst for survey QC
DATA ENTRY/QC ASSISTANT, Household
Completed surveys are into a filing system in the materials office
OPERATIONS MANAGER
Data Entry:
1. Completed surveys are recorded
2. Complete / final interview outcome is recorded for Housing Unit in
the database
DATA ENTRY/QC ASSISTANTS
LISTIN
G S
HEETS
HA
VE N
OT
YET B
EEN
EN
TER
ED
INTO
TH
E
DA
TA
BA
SE
LISTIN
G S
HEETS
HA
VE B
EEN
EN
TER
ED
INTO
TH
E
DA
TA
BA
SE
LISTING SHEETS ARE RECORDED INTO DATABASE
SURVEY ID MATCH
SURVEY ID DO NOT MATCH NEED TELEPHONE FOLLOW-UP
Quality Control
QC is conducted on 100% of surveys completed by mail or telephone.DATA ENTRY/QC ASSISTANTS
INCONSISTANCIES OR ERRORS ARE FOUND THAT WARRANT TELEPHONE FOLLOW-UP
Coordinator QCCoordinator QC
Listing Sheets are checked for accuracy.
1. Any corrections or notes from the Coordinator are recorded on the Listing Sheet in Red Ink
2. Correct Listing Sheets are validated with Coordinator’s initials, date and ID number.
3. Completed and validated Listing Sheets are recorded on the Lister Coordinator Sheet
FIELD COORDINATORS
Management QC Management QC
11. 100% of Listing Sheets from Block Clusters with issues previously communicated by Coordinator are checked.
2. 10% of all Listing Sheets are randomly selected for Quality Control
TECHNICAL MANAGER/ OPERATIONS MANAGER, DATA ENTRY/QC ASSISTANT(S)
Data EntryData Entry
Data from the Listing Sheets is recorded in the PopEst-LA Project Database
DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANTS
““Double Check”Double Check”
All entries are recorded twice to ensure accuracy
DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S)
Completed and validated Listing Sheets (by Parish) are delivered to the management office
FIELD COORDINATORS
Listers give completed Listing Sheets to Field Coordinators
LISTERS
Survey DistributionSurvey Distribution
Listers delivers door hanger survey to sampled housing unit. Records survey ID for every housing unit sampled on the Listing Sheet
LISTERS
Lister TrainingLister Training
Listers are trained in he field and classroom. Receive Field Manual
CDC/US CENSUS BERAU/POPEST MANAGEMENT
Listing Materials Preparation Listing Materials Preparation 1. 1. Blank Listing Sheets 2. Door hanger surveys 3. Locater, Map-spotting, Overview Maps 4. Street Atlas 5. Emergency Contact list for Parish 6. Lister Coordinator Sheets OPERATIONS MANAGER, GIS TECHNITIAN, ADMINISTRATIVE ASSISTANT
Block Cluster AssignmentsBlock Cluster Assignments
Field Coordinator assigns Block Clusters to be listed to Listers within a Parish
FIELD COORDINATOR
Materials DistributionMaterials Distribution
Listers are given materials for listing activity:
1. Blank Listing Sheets
2. Door hanger surveys
3. Locator and spotting maps for assigned Block Cluster
4. Street Atlas for Parish
5. List of emergency contacts for the Parish
FIELD COORDINATOR
Housing Unit Sample SelectionHousing Unit Sample Selection
Listers selects a subset of recorded, habitable housing units, using Random Number Tables in the Field Manual.
(Number of Housing Units to be sampled/Block Cluster determined by Random Number Table or US Census Bureau)
LISTERS
Housing Unit ListingHousing Unit Listing
Lister record all (habitable and inhabitable) housing units in assigned Block Cluster
LISTERS
INC
OR
EE
CY
AN
D I
NC
OM
LE
TE
LIS
TIN
G S
HE
ET
S G
ET
RE
AS
SIG
NE
D F
OR
LIS
TIN
G
““Spot-checks”Spot-checks”
Listing Sheets that have been recorded in the database are picked at random and verified in the system
DATA MANAGEMENT COORDINATOR
FIGURE 1. LISTING
DELIVERABLES Completed Listing Sheet(s) for all assigned Block Clusters by
Parish.Listing Data Processing
Data entry and data QC in the field and office
FIELD COORDINATOR, DATA MANAGEMENT COORDINATOR, OPERATIONS MANAGER
DELIVERABLES
Completed and clean database of all sampled Housing Units and surveys delivered, by Parish.
3.0 SURVEYING
Survey Materials Preparation
OPERATIONS MANAGER,GIS TECHNITIAN, ADMINISTRATIVE ASSISTANT
DELIVERABLESPreparation of Surveying Materials Packet1. Survey Visit Tracking Form for each Housing Unit to be surveyed within a Block Cluster 2. Locator, Overview and Map spotting maps for Block Clusters to be surveyed 3. Blank Surveys 4. Governor’s Letter 5. Refusal Letter 6. List of Emergency Contacts per Parish
The SURVEY MATERIALS PACKET is given to Field Coordinator, who hands the materials out to Surveyors, by Block Cluster assigned.
SURVEY ACTIVITY IS DESCRIBED IN FIGURE 2
FIELD COORDINATOR, SURVEYORS
FIGURE 2. SURVEYING
Survey Data Processing:Data QC and EntryDATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANTS
DELIVERABLES
Survey outcomes are obtained for all sampled Housing Units
DELIVERABLES
Completed and clean database of survey outcomes for all sampled Housing Units
4.0 SCANNING Figure 3.Scanning Materials Preparation
DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S)
Prepare for Scanning Prepare for Scanning
1. . Rip survey booklets apart along the perforated line
2. Put together batches of 5 survey packets, separating each individual survey with a paperclip until scanning commences.
DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S)
Start ScanningStart Scanning
Prepared survey packets are scanned using the Readsoft program in the management office
DATA MANAGEMENT COORDINATOR
ALL DATA SUCCESSFULLY SCANNED IN WITHOUT ERROR (MATCH SURVEY ID AND PAGE NUMBERS)
ERROR OCCURS: SURVEY ID
ILLEGIBLE OR DOES NOT MATCH, PAGES
OUT OF ORDER.
PAGES WITH ERRORS ARE TAKEN
OUT AND RE-SCANNED
Data QCData QCProgram identifies problems and errors in the survey fields during the Verification Module.Data Management Coordinator corrects errors in the system during the Verification phase
DATA MANAGEMENT COORDINATOR
DATA TRANSFER DATA TRANSFER
Recorded data is saved in :
1. “Image Archive”, as an image file. Saved data is sorted by Parish, and black and white, and color surveys within each Parish.
2. “Output Folder” as a text file. Saved data is sorted by Parish. Data in output folder is statistical analysis software compatible.
FIGURE 3. SCANNING
Scanning and QCDATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S)
DELIVERABLES
Complete Database of survey variables
DELIVERABLES
Clean dataset of survey variables
Variables of interest to be analyzed are identifiedSTAKEHOLDERS: DHH, LRA AND , TECHNICAL MANAGER
Final Statistical Analysis is performed
STATISTICIAN, TECHNICAL MANAGER
DELIVERABLES
Shell Tables are created
DELIVERABLES
Shell Tables are filled in with statistically viable variables from each Parish
6.0 REPORT CREATION6.0 REPORT CREATION
7.0 RESULTS DISSEMINATION7.0 RESULTS DISSEMINATION
Survey Summary Report Template is developed MANAGEMENT TEAM (TECHNICAL MANAGER, OPERATIONS MANAGER, TEAM LEAD).
DELIVERABLES
Survey Summary Report Template is created
Stakeholders review Survey Summary Report Template for content
STAKEHOLDERS: DHH, LRA
Survey Summary Report is finalized based on Stakeholder suggestions MANAGEMENT TEAM: TEAM LEAD, TECHNICAL MANAGER, OPERATIONS MANAGER
Survey Summary Report is created for each ParishTEAM LEAD, TECHNICAL MANAGER, OPERATIONS MANAGER
DELIVERABLES
Survey Summary Report is Finalized
DELIVERABLES
Completed Final Report by Parish in PDF format
Final Report(s) by Parish distributed to Stakeholders
TEAM LEAD, TECHNICAL MANAGER, OPERATIONS MANAGER
Final Report(s) approved by Stakeholders
STAKEHOLDERS: DHH, LRA
DELIVERABLES
Validated Final Report
Web dissemination of validated Final Report(s) through the PopEst
website (www.popest.org) and through NOLA DashboardMANAGEMENT TEAM: TEAM LEAD, TECHNICAL MANAGER, OPERATIONS MANAGER
DELIVERABLE: Final Report(s) posted for use by potential data users and the general public.
2006 LOUISIANA HEALTH AND POPULATION SURVEY: PROGRAM DATA AND OPERATIONS FLOW DETAILED SCHEMATIC2006 LOUISIANA HEALTH AND POPULATION SURVEY: PROGRAM DATA AND OPERATIONS FLOW DETAILED SCHEMATIC
SURVEY OUTCOMES
Re-
Vis
it
INCORRECT/ INCOMPLETE
Me
tho
do
log
ica
l an
d lo
gis
tica
l is
sue
s e
nco
un
tere
d in
th
e f
ield
du
ring
su
rve
yin
g a
ctiv
ity a
re c
om
mu
nic
ate
d v
ia c
ha
in o
f co
mm
an
d t
o t
he
ap
pro
pria
te p
ers
on
:
S
urv
ey
or
Co
ord
ina
tor
Op
era
tio
ns
Ma
na
ge
r T
ec
hn
ica
l M
an
ag
er
CD
C
On
ce s
olu
tion
s a
re d
eci
de
d u
po
n c
om
mu
nic
ate
d b
ack
do
wn
th
e c
ha
in o
f co
mm
an
d
Partial Interview
RefusalComplete Interview
NullProbable Unoccupied
Confirmed Unoccupied
Probable Occupied
Confirmed Occupied
Re-visit a minimum of 3 times
Acknowledgements
Content Development:Content Development:Gregory Stone, Technical Manager
Erin Bertschy, Team Lead
Schematic Design and Creation:Schematic Design and Creation:Arina Lekht, Evaluation Consultant
Conceptual Model:Conceptual Model:Centers for Disease Control and Prevention (CDC)