Post on 27-Mar-2015
Budgeting and fund raising
EHES Training Material
Purpose of the survey budget
• Gives an estimate of the amount of money needed to carry out the planned survey
• Can be used in discussions with the collaborators/stakeholders• Cost of additional modules• Cost of increased sample size
Components of the survey budget
1. Planning and preparing
2. Coordination3. Training of personnel4. Dissemination (PR-
activities)5. Piloting6. Sampling7. Recruitment of
participants
8. Fieldwork of the full-size HES
9. Laboratory analysis and sample storage
10.Data entry and cleaning
11.Quality assurance12.Analysis and
reporting
• Personnel costs• Salaries and per diems• Insurances
• Equipment and material costs
• Other costs• Travel• Renting • Etc.
Cost categories
Planning and preparing
• Personnel• Project leader• Survey coordinator• Senior researchers and experts, incl. laboratory
experts and experts of legal and ethical issues• IT expert• Survey statistician• Press officer
Coordination
• Personnel• Project leader• Survey coordinator• Fieldwork
supervisor
• Other costs• Coordination office• Travel costs• Recruitment of
fieldwork staff
• Equipment and materials• Computers with
internet connection, printers, software licences, scanners
• Office supplies
Training of personnel• Personnel
• Trainers for each measurement included in the survey
• IT person• Press officer• Statistician• Legal and ethical
expert• Trainees i.e.
fieldwork staff
• Equipment and materials• Measurement
devices• Computers
• Other costs• Premises for the
training• Travel costs
Dissemination
• Personnel• Press officer• Possibly also graphical designer
• Other costs• Printing of the promotion materials• Press conferences• TV and radio adds• Design of the website• Travel costs
Piloting• Personnel
• Full fieldwork teams• IT support • Laboratory
personnel • Data manager• Statistician
• Equipment and materials• Measurement
devices • Computers
• Other costs• Printing invitations,
questionnaires etc.• Travel costs• Transfer of materials• Rent of the
examination site• Evaluation• Re-training• Updating of computer
programs, if needed
Sampling
• Personnel• Statistician• Data manager
• Equipment and materials• Computers• Software licenses
• Other costs• Sample drawing / obtaining the sampling
frame(s)
Recruitment of participants
• Personnel • Assistant to prepare
and mail invitation letters and/or to make the phone calls
• Contact person to provide more information about the survey
• Data manager or assistant
• Equipment and materials• Computers • Software licenses
• Other costs• Toll-free phone
number
Fieldwork • Personnel
• Full fieldwork teams• IT support• Data manager• Medical doctor for
consultations, if needed
• Equipment and materials• Measurement
devices
• Other costs• Travel costs• Transport of
materials• Rents of the
examination sites• Storage of the
materials on the field
• Data transfer• Phone and internet
connections
Laboratory analysisand sample storage
• Personnel• Laboratory
personnel• Data manager• Medical doctor for
consultation, if needed
• Equipment and materials• Material for sample
handling in the laboratory
• Reagents• Deep freezers
(-70oC)
• Other costs• Security system for
the deep freezers
Data entry and cleaning
• Personnel• Data manager• Data entry personnel if data is keyed in from
the paper forms• Statistician
• Equipment and materials• Computers• Software licenses
Quality assurance
• Personnel• Senior researcher/
epidemiologist • Data manager• Statistician• Laboratory
personnel
• Equipment and materials• Measurement
specific devices • Computers• Software licenses
• Other costs• Travel costs
Analysis and reporting
• Personnel• Data manager• Statistician• Researchers
• Equipment and materials• Computers• Software licenses
• Other costs• Graphical design of
the reports• Printing of the
reports
Funds vs. survey contents
Available funds
Included:
• measurements
• questionnaire modules
Sample size
Adding a new module
• Additional examination or questionnaire module increases budget by• Equipment / questionnaire preparation costs• Personnel cost and examination site rents
through increased examination time per participant
• Training and piloting costs• Data management and handling costs• Quality control costs• Data analysis and reporting costs
Example budget: assumptions
• Sample size 4000 persons• Planning and preparation takes 12 months• 2 fieldwork teams working simultaneously
• Composition of the fieldwork team• 2 Nurses• 1 Laboratory technician
Example budget: assumptions
• Questionnaire self-administered at home before the examination• Returned at the examination
• Flow of the examination• Nurse 1: Reception, checking of the
questionnaire and obtaining informed consent
• Nurse 2: Blood pressure measurement and anthropometric measurements
• Laboratory technician: Blood sample drawing and handling
Example budget: assumptions
• Examination takes 30 minutes• Fieldwork team works 7 hours per day• Can examine 3 participants per hour • Scheduling 20 participants per day• Staying 5 days (one week) in one location per
team• Total of 100 participants per location• Total of 40 locations
Example budget – total costs
• Total budget 820.000€• Personnel costs 63% • Equipment costs 7%• Other costs 30%
• Travels and material transfer costs
• Cost per invited person 205 €
Example budget – costs Category Cost
Planning 133.000 €
Coordination 135.000 €
Training 48.000 €
Dissemination 30.000 €
Piloting (200 persons) 13.000 €
Sampling 8.000 €
Recruitment of participants 71.000 €
Fieldwork of the full-size HES 220.000 €
Laboratory analysis and sample storage 32.000 €
Data entry and cleaning 19.000 €
Quality assurance 18.000 €
Analysis and reporting 93.000 €
Cost of adding one examination module
• Assumptions• Can be performed by same nurses as the core
measurements• Training of the nurses to perform the added
measurement correctly takes one day• Added measurement takes about 5 minutes
per participant
Cost of adding one examination module
• Additional costs for planning:• Preparation and documentation of the protocol
(at least one week full time job for researcher)• Preparation and coding of the data item
definitions (together with following, at least one week full time job for data manager)
• Preparation of • the measurement recording form (paper or
electronic)• the feedback to the participants
Total addition about 3100 €
Cost of adding one examination module
• Additional costs for training:• Equipment for two teams • One more day salaries of the fieldwork team
members• One more day salaries of the trainer• One more day of the room rent for training
place
Total addition about 7000 €
Cost of adding a examination module
• Additional costs for piloting• 200 participants, 5 minutes additional per
participant, total of additional days (1.5 days per team)• Salaries of
• Fieldwork team• IT support• Data manager• Coordination team
Total addition about 7400 €
Cost of adding one examination module
• Additional costs for fieldwork:• 4000 persons, 5 minutes additional time each,
total of 48 additional examination days (24 days per team)• Salaries of
• the fieldwork team• IT support• Data manager• Coordination team
• Rents of examination sites Total additional cost about 53 000 €
Cost of previous HESs
• Total cost• 1.000.000 € - 5.000.000 €
• Cost per invited person• 55 € - 600 €
• Cost per examined persons• 78€ - 700 €
Tolonen et al. Review of health examination surveys in Europe. Available athttp://www.ktl.fi/attachments/suomi/julkaisut/julkaisusarja_b/2008/2008b18.pdf
Sources of funding in previous national HESs
• Ministries• Health, Public Health, Social affairs• Research and Education• Agriculture and Nutrition
• Insurance Institutes• Research organization• Associations and foundations
Excel programme for budgeting
http://www.ehes.info/rc/tools/tools.htm
Acknowledgements
• Slides and the Excel program for budgeting• Hanna Tolonen