Quality Assurance and Technology for the Field

1. Quality Assurance and Technology for the Field Baku Training Module

2. Overview • Discuss: • Quality assurance for field operations • Technology issues for field operations • Questions

3. What is 'quality' when it comes to the Field operation? • Attributes of quality: • relevance, cost, timeliness and data accuracy • Underlying: • Coverage of the Census is a key standard by which the Census is judged • Of all the Census processes, the Field operation has the best opportunity to improve this coverage • Quality of the coverage is a Field responsibility • At the same time, there is perhaps less opportunity to assure and improve quality due to the time frame involved

4. Preparations that assist in assuring quality • Recruitment • understanding the nature and skills of the enumerators • will govern how procedures and training are developed • Procedures • developed for the target audience • need to remain simple and focused on key activities • provide clear context - count each dwelling and each person • leave difficult cases or exceptions for inclusion in supervisors manuals - enumerators should ask if needed • the more complex the procedures, the more likely enumerators will make it up anyway

5. Preparations that assist in assuring quality • Training • develop training based on the likely skills of the enumerators • train the trainers, and consider adult learning principles • follow the "rule of three" - repeat main points at three different times

6. Preparations that assist in assuring quality • Quality assurance points • predefined and suitably documented • training provided on the activities needed for each point • clear process on what to do, and what to do if a quality is not as expected • relies on supervisors and the supervisors supervisor • Need to remember that the quality of each individual enumeration area is important

7. Role of the supervisors • The supervisor and their supervisors are key to assuring quality of the Field operation • Supervisors need to be trained in procedures for conducting quality assurance of enumerators work, and these procedures need to be included in their manuals • Procedures should include reports that supervisors need to complete to ensure there • The supervisors supervisor also has a role in touching base with their staff to see that functions are being carried out

8. Improving Quality • Supervisors can work with enumerators to improve quality by: • ascertain enumerators have checked their maps of dwelling lists • observe and provide feedback on: • the enumerator making contact with dwellings • the completion of questionnaires (if via interview) • editing undertaken • to visit a sample of dwellings to see if the enumerator has visited, and provide feedback if applicable • Supervisors also need to review that the enumeration area has been covered, by working with the enumerator to reconcile forms to the maps or household lists used by the enumerator

9. Quality Assurance Checks • Supervisors need to ensure they establish a positive relationship with their enumerators - feedback is provided to help the process improve! • Supervisors should also check completed Census forms to ensure: • all fields that the enumeration should complete are completed • all forms are accounted for • Census forms have been completed • Summary information has been completed correctly • This latter checking should be carried out as soon as the enumerator has completed a proportion of their work, so that feedback can be provided and later completion improved

10. Questions?

11. Technology in the Field • Implementing technology in the field has two objectives: • improve enumeration through improved communications • improve accuracy and quality of administrative and operational information during field operations • Planning for a Census should aim to maximise the use of technology, but minimise reliance on unproven or unreliable technology • Another important consideration is the type of information to be transmitted and what confidentiality requirements apply

12. Types of technology • Telephone • generally widespread availability • most practical for person to person communication • can be supports with answering machines or voice mail boxes • alternatives such as satellite phones may be available for more remote areas • cell phones may be readily available, but consideration of the call cost may need to be considered

13. Types of technology • Facsimile • generally widespread availability • provides a written record and can be supported with forms designed for facsimile use • need to consider the cost/process of obtaining information off the facsimile

14. Types of Technology • Computers and Handheld Devices • can greatly enhance the range of management information collected • if supplying the computing equipment, it is a major undertaking that needs consideration, • need to consider issues like skills and training needed, support and maintenance of the equipment, how will information be secured and transferred, asset issues such as transport, replacement and return

15. Types of Technology • Internet on computer/handheld device • like computers, can assist in enhancing the management information and communication • e-mail, for example, provides a good communications channel • needs computing facilities so all those issues equally apply • need to consider processing time and in-house facilities • costs of using the Internet at suitable speed needs to be considered

16. Types of Technology • The final considerations are: • is what will be the fallback solution if the chosen technology fails or does not perform at expected levels • how do you cover cases where field staff who can do the job cannot use the technology, for example due to a lack of suitable facilities in their area. • Australian Experience in 2006 • use of Internet using a purpose built secure site on employees own equipment • supported with other options such as Facsimile for those without the equipment • use of Cell Phone for incoming text messages - enumerators would receive a text message when an Internet form was completed, when a mailed form was received or when a person needed assistance

17. 2006 Census Field Communications - Overview CIS and Collector Messaging Solution • TO ABS • Daily call centre statistics • Collector Message records • Messages requiring address coding SALMAT Secure Internet access Action Advices Messaging Provider • ABS STAFF • Central Office • CMUs • Census PR Census Backend DBs • FROM ABS • eCensus and Mailback notification • Address Coded messages • Collector contact details SMS or Voice Message to Census Collector Internet Non Private Dwelling DB CFS Workload DB Field Data Repository • Area Supervisor working from home can: • View employee and workload information • View messages from CMU • View action advices from the CIS • Send messages to the CMU • Provide updates and status reports Secure Internet access Oracle DB CD Profile DB CFS Field Staff DB IBM Secure Internet access ABS Address Coder eRegister • Householder can submit Census form by: • Internet • Mailback • Pickup • Data Processing Centre • Receipt of eCensus • Scanning mailbacks • Address coding AA's without CFN AusPost

18. Questions?