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Scheduling and Budgeting for Survey-Related Activities

Juan MuñozKristen HimeleinJanuary 2010

Margaret E. Grosh and Juan Munoz. 1996 "A Manual for Planning and Implementing the LSMS Survey." World Bank Living Standards Measurement Study, Working Paper No. 126.

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Building the in-country work program

Juan Muñoz

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Activity groups(See page 200)

• 1 Management and logistics

• 2 Questionnaire development

• 3 Sampling

• 4 Staffing and training

• 5 Data management

• 6 Field work

• 7 Data analysis and documentation

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Activity groups 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

1 Management and logistics

2 Questionnaire development

3 Sampling

4 Staffing and training

5 Data management

6 Field work

7 Data analysis and documentation

Design

Data collection

Analysis

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Management and logistics

1 Management and logistics 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

1.01 Agreements and institutional environment

1.02 Appoint core staff

1.03 Core staff logistics

1.04 Acquire anthropometric equipment

1.05 Acquire computers

1.06 Acquire survey materials

1.07 Mobility startegy and vehicle acquisition

1.08 Publicity and hh motivation strategy

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Questionnaire development

2 Questionnaire development 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

2.01 Identify policy-relevant issues

2.02 Prepare draft of household questionnaire

2.03 Distribute draft of household questionnaire

2.04 Seminar

2.05 Finalize the draft and plan the field test

2.06 Field test

2.07 Review field test

2.08 Print household questionnaire

2.09 Prepare community/price questionnaires

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Sampling

3 Sampling 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

3.01 Sample design

3.02 Develop the sample frame

3.03 Select Primary Sampling Units (PSUs)

3.04 Plan the field assignments

3.05 Dwelling listing and cartographic updating

3.06 Select dwellings in each PSU

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Staffing and training

4 Staffing and training 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

4.01 Select and train field test staff

4.02 Prepare supervision procedures & manuals

4.03 Prepare interviewer manual

4.04 Select interviewers

4.05 Train interviewers

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Data management

5 Data management 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

5.01 Prepare first version of data entry program

5.02 Final version of data entry program

5.03 Prepare data entry manual

5.04 Install data entry computers for training

5.05 Train data entry operators

5.06 Install data entry computers in the field

5.07 Data entry in the field (first month)

5.08 Evaluation and debugging

5.09 Define data management procedures

5.10 Data entry in the field

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Field work

6 Field work 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

6.01 Survey in the field (first month field test)

6.02 Evaluation

6.03 Survey in the field

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Data analysis and documentation

7 Data analysis and documentation 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

7.01 Define first plan of tabulations

7.02 Create data sets for first six months

7.03 Prepare preliminary statistical abstract

7.04 Distribute statistical abstract

7.05 Seminar

7.06 Revise contents of abstracts

7.07 Create complete data sets

7.08 Prepare complete statistical abstract

7.09 Prepare survey documentation

7.10 Distribute raw data sets to analysts

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Activity groups 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

1 Management and logistics

2 Questionnaire development

3 Sampling

4 Staffing and training

5 Data management

6 Field work

7 Data analysis and documentation

Design

Data collection

Analysis

Nominate core team

Field test Training First statistical abstract

Key activities

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Staffing Your Survey

Kristen Himelein

Required Skill Sets for HH Surveys

• Knowledge of Policy Issues / Local Context

• Questionnaire Design

• Sampling and Statistics

• Data Entry

• Procurement and Logistics

• Training

• Data Checking / Analysis

Optimal Allocation

Tasks

Logistics

Technical Assistance

Supervision

Resources

Local Team

Consultants / Experts

World Bank

Tasks

• Logistics: form local steering committee / data users group, advertising for and hiring of staff, training, personnel management, cash flow…

• Technical: Selecting sample, drafting questionnaire, pilot testing, material preparation, data entry development / customization, documentation / dissemination

• Supervision: Data quality checks, adherence to TOR, “big picture” issues

Local Team

• Could be national statistics bureau, firm, university / research institute, individuals, etc.

• Responsible for day-to-day management and in-country logistics

• Provides input on context and local knowledge

• Creates links with end users of data

• Expand or contract responsibilities based on capacity

Consultants / Experts

• Additional assistance beyond what is provided by WB project team

• Primary forms:

• Long term consultant

• Short term experts

• Firm

Consultants / Experts

Long Term Consultant• Single person, generally based in-country, to manage

specified tasks• Advantages:

– expertise in survey design and management– continuity in project– direct responsibility

• Disadvantages: – expensive– relinquishing control to new de facto head of project– difficult to recruit

Consultants / Experts

Expert / Short Term Consultant• Single person, generally based out of country, charged

with doing single (or limited) task

• Advantages:

– specialized expertise

– lots of attention for single task

• Disadvantages:

– can disrupt continuity

– logistically challenging as you need to recruit / contract each individual piece

Consultants / Experts

Firm• Local or international organization charged with survey

implementation• Advantages:

– expertise– continuity– simplifies logistics / contracting

• Disadvantages: – limited pool of applicants– expensive– no capacity / institution building

World Bank

• In addition to the work of the local team and outside consultants, primary data collection also requires significant time commitment on the part of the WB project team

World Bank

• In addition to the work of the local team and outside consultants, primary data collection also requires significant time commitment on the part of the WB project team

• TTL / project staff will need to supervise team and provide input at intermediate steps to ensure process stays on track

World Bank

Minimum Set of Tasks• Initial Identification / Contracting 3 weeks

• Instrument Design 5 weeks

• Administrative Support 3 weeks

• Document Review 2 weeks

• Review of Pilot Results 2 weeks

• Analysis 4 weeks

Minimum Total 19 weeks

World Bank

Team within World Bank can include:

• Task Manager and project team

• DECRG (including LSMS)– Advice on survey planning and questionnaire design

– Identify consultants

– Participate in missions

– Carry out supervision

– Review at key stages

• Consultants

Example of Possible Team Structure

Local Team

• Collaboration on questionnaire, drafting of training materials, fieldwork logistics, personnel and data management

Experts

• Sampler

• Data Entry Development

Consultants

• Long term in-country field coordinator to assist local team

• Short term for data cleaning and documentation

World Bank

• Drafting of questionnaire

• Finalization of all materials, administrative support, supervision

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Budgeting for Data Collection

Juan Muñoz

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395,300114,400313,330

16,500236,500147,000

1,214,030121,303

1,335,333

Generic budgetFor a 1 year, 3,200 household LSMS (all-inclusive)

(see page 190)

1 Base salaries2 Travel allowance3 Materials4 Printing and xerox5 Consultancy and travel6 Other

Sub-TotalContingency (10%)Total

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Base salaries

Level of Unit TotalNo. effort amount

Base salaries 385,300

Project manager 1 30 months 800 24,000Data manager 1 30 months 600 18,000Field manager 1 30 months 600 18,000Assistant managers 2 30 months 450 27,000Accountant 1 24 months 450 10,800Secretary 1 30 months 350 10,500Supervisors 10 14 months 400 56,000Interviewers 20 13 months 350 91,000Anthropometrists 10 13 months 350 45,500Data entry operators 10 13 months 350 45,500Drivers 10 13 months 300 39,000Female Facilitators 200 PSUs 50 10,000

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Travel allowance

Level of Unit TotalNo. effort amount

Travel allowance 114,400

Project manager 1 90 days 40 3,600Data manager 1 60 days 40 2,400Field manager 1 90 days 40 3,600Assistant managers 2 60 days 40 4,800Supervisors 10 200 days 10 20,000Interviewers 20 200 days 10 40,000Anthropometrists 10 200 days 10 20,000Drivers 10 200 days 10 20,000

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MaterialsLevel of Unit Total

No. effort amount

Materials 313,330

Vehicles 12 15,000 180,000Fuel 12 13 months 220 34,320Car maintenance 12 13 months 110 17,160

Data entry computers 10 1,200 12,000Data entry printers 10 500 5,000UPS, stabilizers, etc. 12 800 9,600Air conditioners and safety 12 1,200 14,400

Core team computers 4 1,400 5,600Computer for analysis 1 6,000 6,000Core team printer 1 500 500Laser printer 1 1,500 1,500Computer supplies 15 13 months 50 9,750

Photocopier 1 4,000 4,000Fax machine 1 500 500Stationery, toner, etc 30 months 50 1,500

Measuring tapes (adults) 10 50 500Scales (adults) 10 150 1,500Measuring boards (children) 10 300 3,000Scales (children) 10 150 1,500Survey material 10 50 500

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Printing and Xerox

Level of Unit TotalNo. effort amount

Printing and xerox 16,500

Questionnaires 4000 2 8,000Manuals 400 5 2,000First abstract 1000 4 4,000Other 500 5 2,500

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Consultancy and travel

Level of Unit Total

No. effort amount

Consultancy and travel 236,500

Foreign consultants 14 months 10,000 140,000

Local consultants 5 months 2,500 12,500

International travel 12 trips 4,000 48,000

International per diem 240 days 150 36,000

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Other

Level of Unit Total

No. effort amount

Other 147,000

Office space 100,000 100,000

Communications 30 months 200 6,000

Pilot survey 5,000 5,000

Household listing 20,000

Software 10,000 10,000

Translation 6,000 6,000

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Comparing Budgets across Surveys• Often difficult to compare costs since reported

budgets don’t always include some important costs:

– WB staff time and travel

– Technical assistance (STCs, sampling expert)

• Sometimes budgets include costs not related to data collection itself

– Analysis

– Study tours for NSO staff

• Sometimes budgets include capital equipment which has value after the survey (computers, vehicles)

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Timor-Leste Survey of Living Standards 2006

• 5,400 households

• $1.8 million ($333 per household)

– $500,000 financed by government

– includes some TA (Juan...) but not all (WB staff time and travel)

• Had to ‘purchase’ lots of cars

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Angola Income and Expenditure Survey 2007

• 12,400 households

• $4.9 million ($395 per household)

– $1 million financed by government

– includes all TA (Juan, Diane): $300,000, which includes travel costs

• High transport costs ($1.2 million)

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Albania LSMS 2002

• 3,600 households

• $550,000 ($153 per household)

– $400,000 DFID TF

– $150,000 WB project

– includes TA (Gero,…)

• DFID did not cover equipment/vehicles

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Panama ENV 2003

• 6,800 households

• $1.6 million ($235 per household)

– funded by GoP and WB

– includes buying lot of equipment and vehicle rental (which is more costly than buying)

– includes some TA but not WB TA time and travel (Kinnon)

– includes analysis: poverty profile and map

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Iraq Household Socio-Economic Survey 2006

• ~18,000 households

• $3.3 million: expenses within Iraq (field work, some analysis)

• $1.5 million: TA and analysis from WB

• These budget figures exclude government contribution

• At least $267 per household

• High transport costs ($1.2 million of budget)

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Kagera Health and Development Survey, Tanzania, 2004

• 2,700 households

• $400,000 ($148 per household)

– $200,000 TF at WB

– $200,000 Danida (local)

– not including TA (Kathleen)

• Panel data: Most HH interviewed in baseline village but many of the households entailed tracking within region and to other regions

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Kenya Integrated Household Budget Survey 2005/06

• 13,430 households • $8.6 million ($660 per household)

– funding from multiple donors including WB Stat Capacity Building loan

– not including TA for design (Juan, Kathleen…)• Includes new vehicles, maybe analysis

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Funding Your Survey

Kristen Himelein

Financing

• Original module for LSMS was complete funding from WB research budget

• Now there many funding alternatives – both externally and within the Bank

• Implications of funding– Administration (who can use who’s money for what?)– Content (partners might want topics detrimental or

unfeasible)– Time (now subject to someone else’s deadlines as

well)– Credibility (partner might help or hurt credibility)

External Funding

Sources

• Government

• UN Agencies

• Development Banks

• Bilaterals

• Multilaterals

• Philanthropic Organizations

• Etc. etc. etc…

External Funding

Rational for Funding• Recognized Need : good statistics for national accounts,

CPI, LFS, poverty reduction plans, etc.• Political Mandate : general assistance for poverty

reduction, diagnostics for future project funding, seat at table with government

• Convenience : easy to co-fund if confident work will be done well

• Increase Effectiveness : better targeting of future project funding

• Special Issues : may have special interest in certain topic, could be planning impact evaluation, etc.

WB Funding

Sources• Loan projects (traditional, PRSC)

– Long term, Capacity Building• Paris 21: Trust Fund for Statistical Capacity Building – NSDS• Statistical Capacity Loans• Institutional Development Funds

– Small loans with capacity building focus• Trust Funds

– Tied aid, good for many things but beware of rules– Fairly easy to set up as long as under $1M– Examples: Spanish Trust Fund for Impact Evaluation, Post

Conflict Trust Fund, Trust Fund for Sustainable Development, Statistics for Results, etc.

Key Messages

• Requires Careful Planning

• Commitment from Country

• Adequate Budget

• Time Schedule Reasonable and Flexible

• Assess TA Need Early in Process

–Budget time and resources for this

• Plan explicitly for capacity building