Scheduling and Budgeting for Survey-Related...

Scheduling and Budgeting for Survey-Related Activities

Juan Muñoz

Kristen Himelein

March 2012

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.

BUILDING THE IN-COUNTRY

WORK PROGRAM

Juan Muñoz

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

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

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

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

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

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

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

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

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

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


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


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

• 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

BUDGETING FOR DATA

COLLECTION

Juan Muñoz

395,300

114,400

313,330

16,500

236,500

147,000

1,214,030

121,303

1,335,333

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

(see page 190)

1 Base salaries

2 Travel allowance

3 Materials

4 Printing and xerox

5 Consultancy and travel

6 Other

Sub-Total

Contingency (10%)

Total

Base salaries

Level of Unit Total

No. effort amount

Base salaries 385,300

Project manager 1 30 months 800 24,000

Data manager 1 30 months 600 18,000

Field manager 1 30 months 600 18,000

Assistant managers 2 30 months 450 27,000

Accountant 1 24 months 450 10,800

Secretary 1 30 months 350 10,500

Supervisors 10 14 months 400 56,000

Interviewers 20 13 months 350 91,000

Anthropometrists 10 13 months 350 45,500

Data entry operators 10 13 months 350 45,500

Drivers 10 13 months 300 39,000

Female Facilitators 200 PSUs 50 10,000

Travel allowance

Level of Unit Total

No. effort amount

Travel allowance 114,400

Project manager 1 90 days 40 3,600

Data manager 1 60 days 40 2,400

Field manager 1 90 days 40 3,600

Assistant managers 2 60 days 40 4,800

Supervisors 10 200 days 10 20,000

Interviewers 20 200 days 10 40,000

Anthropometrists 10 200 days 10 20,000

Drivers 10 200 days 10 20,000

Materials Level of Unit Total No. effort amount

Materials 313,330

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

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

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

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

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

Printing and Xerox

Level of Unit Total

No. effort amount

Printing and xerox 16,500

Questionnaires 4000 2 8,000

Manuals 400 5 2,000

First abstract 1000 4 4,000

Other 500 5 2,500

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

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

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)

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

Angola Income and Expenditure

Survey 2007



– $1 million financed by government

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

includes travel costs

• High transport costs ($1.2 million)

Albania LSMS 2002


• $550,000 ($153 per household)

– $400,000 DFID TF

– $150,000 WB project

– includes TA (Gero,…)

• DFID did not cover equipment/vehicles

Panama ENV 2003



– 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

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)

Kagera Health and Development

Survey, Tanzania, 2004


• $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

Kenya Integrated Household

Budget Survey 2005/06



– funding from multiple donors including WB Stat

Capacity Building loan

– not including TA for design (Juan, Kathleen…)

• Includes new vehicles, maybe analysis

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…

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

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