Census Management Workshop

1. Census Management Workshop Prototype PowerPoint March, 2009 Census Management Workshop based on UN Handbook

2. Census Management Workshop Topics by Day • Overall Census Management • Preparatory Tasks • Field Operations • Data Processing • Census Products/Evaluation Census Management Workshop based on UN Handbook

3. Day 1. Overall Census Management • The imperative of relevance • Census planning • Quality assurance • Management structure • Software and hardware evaluation and acquisition • Use of sampling • Selecting and managing external consultation and outsourcing Census Management Workshop based on UN Handbook

4. 1A. The importance of relevance • Introduction • Relevance to user needs * • Public relations to reinforce relevance to ordinary population * • Relevance to overall national strategies • Relevance to other elements of national statistical systems * * Asterisk means that item is discussed below Census Management Workshop based on UN Handbook

5. 1A2. Relevance to user needs When assessing potential census topics: • Is the topic of major national importance? • Is there a need for data on the topic for small groups in the population or for small geographic areas? • Is the topic suitable for inclusion in the census? • Are there sufficient resources available to collect and process the data for that topic? • Does it allow for international comparability? Census Management Workshop based on UN Handbook

6. 1A2. Relevance to user needs What goes in an information paper: • The topics planned for inclusion in the forthcoming census • The topics planned for exclusion from the forthcoming census • Other topics, to assess user demand Census Management Workshop based on UN Handbook

7. 1A2. Relevance to user needs Elements of census testing relevance: • Design of enumeration areas • Design of operational tasks • Training of field staff • Dissemination of data Census Management Workshop based on UN Handbook

8. 1A3. Public relations to reinforce relevance to ordinary population • Major releases of data from the previous census • Seizing opportunities for case studies, like opening of new schools and hospitals • Publicizing the development of census information in forms easily accessible and in accessible places Census Management Workshop based on UN Handbook

9. 1A4. Relevance to overall national strategies Depends on: • Stage of country’s economic develop-ment • Quantity and quality of existing infra- structure (e.g., electricity?) • Extent to which population characteristics are evenly dispersed across the country (e.g., where no clerical workers?) Census Management Workshop based on UN Handbook

10. 1A4. Relevance to overall national strategies Other objectives: • An opportunity to acquire funding for improving and increasing the stock of information technology equipment • Providing employment in economically depressed areas • Opportunity to train a large number of people in tasks such as data processing or census collection • To improve the mapping capabilities Census Management Workshop based on UN Handbook

11. 1A5. Relevance to other elements of national statistical systems • Population estimates • Household survey program Census Management Workshop based on UN Handbook

12. 1B. Census planning • Introduction • Specifying the role of the census • The role of Government * • Setting goals * • Developing project plans * • Monitoring project plans * • Developing a budget * Census Management Workshop based on UN Handbook

13. 1B3. Census planning – Role of Government • Providing a legal framework for the conduct of the census * • Providing funding for the census • Providing logistical support for census activities * Census Management Workshop based on UN Handbook

14. 1B3a. Census planning – Legal Framework • The authority of the census agency to undertake census activities • Topics to be included in the census • Requirements of individuals to provide information • Provisions about confidentiality of information supplied by individuals • The role of other organizations (especially government ministries) in census taking Census Management Workshop based on UN Handbook

15. 1B3a. Census planning – Legal Framework • Reference date • Form of census should not be mandated • Penalties for noncompliance Census Management Workshop based on UN Handbook

16. 1B3c. Census planning – Logistical support • Funding • Use of teachers • Use of other agencies Census Management Workshop based on UN Handbook

17. 1B3c. Census planning – Logistical support Examples of govt organizations supporting: • Local or provincial governments, which may encourage staff of their agencies to work on census • Local or provincial steering committees made up of staff from govt organizations • Other govt agencies that supply special services such as form printing, mapping, transport, media liaison Census Management Workshop based on UN Handbook

18. 1B4. Setting goals • What do the stakeholders want? • Current and potential users Census Management Workshop based on UN Handbook

19. 1B4. Setting goals • Stakeholders within the census program • Census evaluation • Census processing • Census dissemination • Other areas – internal stakeholders for transport and printing • Other stakeholders w/in the statistical agency * • Community * Census Management Workshop based on UN Handbook

20. 1B4. Stakeholders within the census program • Integration of phases: “Quality circle” • Potential stakeholders for the field operations phase: how field operations influence others Census Management Workshop based on UN Handbook

21. 1B4b. Setting goals – Other stake- holders in the statistical agency • Regional offices are important • Sometimes the census office is NOT the Statistics office • Sometimes various statistical results are interrelated (census, survey, admin records) • Use of census results on daily basis Census Management Workshop based on UN Handbook

22. 1B4b. Setting goals – Other stake- holders in the statistical agency Examples of special skills: 1. Statistical methodology (design of follow-up samples, advice on quality monitoring sampling rates) 2. Information technology (evaluation of processing systems, hardware and software maintenance 3. Public relations (training and advice on public relations strategies and advertising campaigns) Census Management Workshop based on UN Handbook

23. 1B4b. Setting goals – Other stake- holders in the statistical agency Stakeholders using as part of operations: • Statistical analysts preparing material by further analysis: e.g., income, housing • Client services, sales and marketing units identifying and satisfying external clients'’ needs • The area responsible for household surveys using census small area counts to update sample frames Census Management Workshop based on UN Handbook

24. 1B4c. Setting goals – Community • Often only occasional interest • Confidentiality • Privacy • Sensitivity • Timing – the longer it takes to get the results, the less the interest • Goals will interact: the following goals Census Management Workshop based on UN Handbook

25. 1B4c. Setting goals – Community Goals of census: • The topics to be collected • Confidentiality • Timeliness of data release • Data quality • The nature of the output • Trade-off between what topics can be collected and costs • The total cost of the census Census Management Workshop based on UN Handbook

26. 1B5. Census planning – Developing project plans The basic structure – these form a hierarchy: • Projects. The total set of tasks needed to achieve a specific goal * • Phases. The major project components * • Activities. The phase components * • Tasks. The smallest identifiable amount of work leading to a deliverable * • Milestones. Specific points in time at which key outcomes are expected and which measure a project’s progress – measurements! Census Management Workshop based on UN Handbook

27. 1B5a. Developing project plans -- Projects Project definition: • Planning: Setting strategic directions for the entire census program and developing project plans • Preparation: Establishing the basis of enumeration, form design and testing, mapping, and printing the census forms • Field operations: Recruiting and training field staff, public relations campaigns, form distribution and return Census Management Workshop based on UN Handbook

28. 1B5a. Developing project plans -- projects • Data processing: Recruiting and training data processors, selecting and managing premises, processing forms • Dissemination: User consultation, product development, marketing and sales strategies • Evaluation: All Evaluation plans and processes. Census Management Workshop based on UN Handbook

29. 1B5b. Developing project plans – Example of Phases • Need a head for each phase • Need time frames for each • Need milestones • Phases will overlap, so use flow charts Census Management Workshop based on UN Handbook

30. 1B5b. Developing project plans – Example of Phases 3.01 Methods and procedures: Development of all enumeration and administrative procedures. Includes determining how enumerators and supervisors will conduct the census, as well as the procedures for recruitment and payment of temporary field staff Census Management Workshop based on UN Handbook

31. 1B5b. Developing project plans – Example of Phases 3.02 Test program: Development and implementation of all tests. As a major activity, this brings together all aspects of the enumeration, on a small scale, and can act effectively as a quality assurance measure on the operation in addition to the specific goals of each test. 3.03 Field mapping: Design of enumeration area and preparation of maps Census Management Workshop based on UN Handbook

32. 1B5c. Developing project plans – Activities for Field mapping 3.03.01 Enumeration area design 3.03.02 Enumeration area file 3.03.03 Management area design 3.03.04 Map production 3.03.05 Enumerator record book preparation Census Management Workshop based on UN Handbook

33. 1B5d. Developing project plans – Enumerator area design tasks 3.03.01.01 Review previous census methods, procedures and outcomes 3.03.01.02 Establish or review enumeration area design principles and criteria 3.03.01.03 Prepare enumeration area design manual 3.03.01.04 Establish enumeration area update methods, procedures and processes 3.03.01.05 Test enumeration area design process 3.03.01.06 Implement and monitor enumeration area design 3.03.01.07 Evaluate enumeration area design Census Management Workshop based on UN Handbook

34. 1B5i1. Activity issues – Overview • Activities are parts of phases • Each activity needs a leader Census Management Workshop based on UN Handbook

35. 1B5i1. Activity issues – Overview Description Describe enough background to the activity for people to quickly gather where it fits in Questions How would I describe this activity to someone in 2 or 3 sentences Census Management Workshop based on UN Handbook

36. 1B5i2. Activity issues – Approval Description Note if there has been, or should be, any formal approval for this activity Questions Does this activity need to be approved by anyone? Census Management Workshop based on UN Handbook

37. 1B5i3. Activity issues – Goals/objectives Description Describe the goals of the activity Questions What is the purpose of this activity? Why do it? Is it important? How does this activity add value to what we are going? Census Management Workshop based on UN Handbook

38. 1B5i4. Activity issues – Deliverables/output Description What the end result of the activity is. This may be a specification document, a manual, a computer system, etc. They may be inputs to other activities Questions What is the actually produced activity? Census Management Workshop based on UN Handbook

39. 1B5i5. Activity issues – Schedule/dates Description Start and finish dates as well as any key dates along the way. This may simply be a file that progress is shown in or it may be a separate document Questions What do people need to know about the timing or scheduling of this activity? Are there are critical dates involved? Census Management Workshop based on UN Handbook

40. 1B5i6. Activity issues – Stakeholders Description People relationships. The people or areas, including outside the agency, are important to this activity. They may be dependent on this activity or vice versa. Questions Who would I need to involve in planning, developing or implementing this activity? Who is the client? Census Management Workshop based on UN Handbook

41. 1B5i7. Activity issues – Dependencies Description Process relationships. The activities or tasks, including other areas, depend on this activity or vice versa. Questions What inputs do I need? Where do the outputs of this activity go? Census Management Workshop based on UN Handbook

42. 1B5i8. Activity issues – Key tasks Description Describe the key tasks that make up this activity Questions What tasks have to be done for the activity to be completed? Census Management Workshop based on UN Handbook

43. 1B5i9. Activity issues – Risks Description Describe the potential risks, their likelihood and contingency plans Questions What can go wrong and how likely is it? What are the critical success factors? Census Management Workshop based on UN Handbook

44. 1B5i10. Activity issues – Specifications Description These may be technical specifications as for an information technology application or a description of what is involved in this activity. Will depend very much on the nature of the activity Questions What do I have to specify in order for the activity to get done? What would I have to tell someone about how to go about it? Census Management Workshop based on UN Handbook

45. 1B5i11. Activity issues – Resources Description Staffing, budgets, costs, etc. Staffing costs refer to people working on the activity and do not have to be exact Questions How much is this activity costing in terms of people and money? Census Management Workshop based on UN Handbook

46. 1B5i12. Activity issues – Training Description Training that may be required to enable this activity to be done Questions What skills would someone need to do this activity? For example, software, acceptance testing, negotiation and procurement Census Management Workshop based on UN Handbook

47. 1B5i13. Activity issues – Performance measures Description The performance measures against which the success of this activity will be measured Questions How will I know if this activity has been successful? Census Management Workshop based on UN Handbook

48. 1B5i14. Activity issues – Management Information Description Information that can be extracted from the activity to inform people about the progress, et. And also to provide data for analysis (number of people paid, number of EAs) Questions What information from this activity will help people know how many things are going or assist in analyzing the activity later? Census Management Workshop based on UN Handbook

49. 1B5i15. Activity issues – Testing Description The testing plan for this activity Questions How will I test this activity to be confident that it will work or that the right outcomes will be achieved? Census Management Workshop based on UN Handbook

50. 1B5i16. Activity issues – Evaluation Description The evaluation plan for the activity Questions How will this activity be evaluation? How will other items in this table contribute to the evaluation? How has previous feedback been dealt with? Census Management Workshop based on UN Handbook