Register of technical projects and questionnaires in the Basque Statistical

Office

Rome, July 10th, 2008

EUSKAL ESTATISTIKA ERAKUNDEAINSTITUTO VASCO DE ESTADÍSTICA

Authors: Marina Ayestarán Elena Goni Cristina Prado

What is EUSTAT?• An autonomous agency established by the Basque Statistical

Law of 1986.• Headquarters are located in Vitoria. Provincial offices are in

Bilbao, San Sebastián and Vitoria. • Some facts:

– Staff: 100– Statistical plans completed: 6 – Annual dissemination:

• Distribution > 10,000 publications• On average answers 500 petitions and 2,000 telephone requests• 1.130.000 users to web site and 4.000.000 access • Distribution of more than 140 press releases per year.

– Operations done by EUSTAT in 2008: 93 + 75 as a participant– Budget 2007: 12.127.000

Index:

1 Legal Framework

2 Decree of Technical Projects

3 Technical Project Model

4 Registry of Technical Projects

5 Documentation Data Base (Sharepoint)

6 Conclusions

1. Legal Framework

Legal Framework• Production of Quality Statistics based on

European quality– Establish a documentation procedure– Establish a continuous improvement plan – Establish a set of quality indicators for producing

statistics• Eustat competency to approve technical

projects on operations included in Statistical Plans and Programmes (art. 29 of the Statistics Law)

2. Decree of Technical Projects

Article 29 of the Basque Statistics Law

Aim• TP (Technical Project) approval procedure• Central Register of TPs and Questionnaires

Environment• Operations included in Statistical Plans

and Programmes

Definition• The document that systematically includes

all execution procedures for each phase of a statistical operation.

Production and approvalResponsible Entity Eustat Leadership

Report from Subdirection

Approval or Denial from Eustat

Entry and filing in the Central Register of TP and questionnaires

3. Technical Project Model

Technical Project: Aims

• Description of each phase of the survey and

its documentation

• Establish a set of quality indicators

• Establish a continuous improvement system

(revisions and updates)

Content (art. 4)1.-Definition, Aims and Dissemination

2.-Methodological Design

3.-Operation Execution Procedures

4.-Function and Responsibilities

5.-Quality Control Synthesis

6.-Computerization

1. Definition, Aims and Dissemination1.1 Definition and Aims

• General Objectives• Specific Objectives: Measurable goals,

quantitative or qualitative (by date, cost, satisfaction, …)– Associate the 7 quality factors – Measurable using Quality Indicators.

Quality Factors: examples of indicators• Relevance: Web visits per year: number• Accuracy: sampling error: %.• Opportunity and Timeliness: following the schedule• Accessibility and Clarity: Meta-information: yes or

no.• Comparability: series: yes or no. • Coherency: EUROSTAT Methodology: yes or no.• Thoroughness: Geographic: provinces, city.

1.2 Dissemination Framework• Basic: meets conceptual, territorial and seasonal levels of

desegregation predicted in Plans and Programmes.

• Synthetic: gathered from restrictions on levels of desegregation from basic dissemination. For example, Eustat webpage dissemination, Annual Statistics Report and Statistics Gazette.

• Specific: Regular institutional petitions

• Methodological: Methodology files on the web, methodology documents

1.2 Procedures for Dissemination Frameworks

• Procedures for Dissemination Frameworks:– Tables, graphics, texts …

• Procedures for preparing information for dissemination: – Describe how information is prepared for dissemination;

• Procedures for each type of dissemination:– description of each channel of dissemination and medium

(print, web, …)

2. Methodological Design2.0 Aim: To Describe the design process and

the procedures and documents that make up the design process.

Main sections:2.1 Scope: Population, Geography and

Periodicity2.2 Applicable documents2.3 Development: Concepts and Definitions,

Sampling design, Questionnaire design ...

3. Execution Procedures 3.1 Collecting information: the collection, coding and editing (field

work) phases. 3.1.4 DevelopmentDesign phase of the Basic Administrative DocumentDesign phase of the Basic Technical DocumentData Collection phaseTreatment, coding and recording phaseEditing phase

3.2 P. Tabulation and Imputation: statistical tabulation and analysis of collected data3.2.4 Development-Imputation phases-Tabulation phases

4. Functions and Responsibilities

4.1 Responsibility and staff

4.2 Work Schedule

4.3 Human Resources

4.4 Material Resources

4.5 Budget

5. Quality Control

5.1. Summary of quality indicators and procedures: Summary table of indicators that serve as a guide to reaching quality goals.

6. Computerization

Try to describe the process of computerization

Point of view from statistics expert

4. Register of Technical Projects and Questionnaires

Register Functions • Issues a certification for every entry• Issues requested certifications for

registered documents • Issues a certified copy of requested

documents. • Records modifications of technical projects

and registered questionnaires• Provides input to the guidelines for TPs

and questionnaires• Resolves any concerns of the Basque

Statistical Organisation

TP Register: Application• Aim:

– To store Technical documentation from the operation. – To generate administrative documentation related to the

entry of technical projects in the Register.

• Profiles to access: – Technical register (administrative profile),– Deputy Director (technical profile) – General Director.

• Flow chart of the application

DIRECTOR GENERAL

DIRECTOR GENERAL

SUBDIRECCIÓN DE COORDINACIÓN TÉCNICAREGISTRO TÉCNICO

PRESENTACIÓNDEL PROYECTO

ANALISIS DE LADOCUMENTACIÓN

SOLICITUDSUBSANACION SOLICITUD DE

SUBSANACIÓN DEERRORES

Con deficiencias

PROPUESTA DEDESISTIMIENTO

No subsanadosEN 10 DÍ AS

PROPUESTA DEDESISTIMIENTO

ELABORARINFORME

Subsanados

Sin deficiencias

DESISTIMIENTO

INFORMEPOSITIVO

RESOLUCIÓN

RESOLUCIÓNAPRO - DENE

RESOLUCIÓNDE DESISTIMIE ...

REGISTRO TÉCNICO

INSCRIPCIÓN

Si resolución positiva

CERTIFICADOINSCRIPCIÓN

INFORMENEGATIVO

ASIGNACIÓN DEPROYECTO -TÉCNICO

ADMISION ATRAMITE

NOTIFICACIONRESOLUCION

NOTIFICACIONINSCRIPCION

MODIFICACIÓNPROYECTOTECNICO

TOMA DE RAZONMODIFICACIÓN NOSUSTANCIAL

Modificación no sustancial CERTIFICADOMOD NO SUSTA

COMUNICACIÓNVIGENCIA

PETICIÓNCERTIFICADO

TOMA RAZONVIGENCIAPROYECTO

PREPARARCERTIFICADO

CERTIFICADOVIGENCIA

CERTIFICADO

NOTIFICACIÓNCERTIFICADO

EUSKAL ESTATISTIKA ERAKUNDEAINSTITUTO VASCO DE ESTADÍSTICA

5. Documentation Data Base (Sharepoint)

What is Sharepoint?

• Data base within the Sharepoint web environment

• Contains the Public Register: access for producers

• Other documents of interest for producers: methodological template documents …

6. Conclusions

Conclusions

• Slow to implement

• Leadership drive is fundamental

• Staff Awareness

• Usefulness of the Documentation Data Base