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Scheduling and Budgeting for Survey-Related Activities

Kathleen BeegleJuan MuñozModule 1: Multi-Purpose Household SurveysJanuary 2008

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 logistics2 Questionnaire development3 Sampling4 Staffing and training5 Data management6 Field work7 Data analysis and documentation

Design

Data collection

Analysis

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1 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 environment1.02 Appoint core staff1.03 Core staff logistics1.04 Acquire anthropometric equipment1.05 Acquire computers1.06 Acquire survey materials1.07 Mobility startegy and vehicle acquisition1.08 Publicity and hh motivation strategy

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2 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 issues2.02 Prepare draft of household questionnaire2.03 Distribute draft of household questionnaire2.04 Seminar2.05 Finalize the draft and plan the field test2.06 Field test2.07 Review field test2.08 Print household questionnaire2.09 Prepare community/price questionnaires

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3 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 design3.02 Develop the sample frame3.03 Select Primary Sampling Units (PSUs)3.04 Plan the field assignments3.05 Dwelling listing and cartographic updating3.06 Select dwellings in each PSU

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4 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 staff4.02 Prepare supervision procedures & manuals4.03 Prepare interviewer manual4.04 Select interviewers4.05 Train interviewers

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5 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 program5.02 Final version of data entry program5.03 Prepare data entry manual5.04 Install data entry computers for training5.05 Train data entry operators5.06 Install data entry computers in the field5.07 Data entry in the field (first month)5.08 Evaluation and debugging5.09 Define data management procedures5.10 Data entry in the field

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6 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 Evaluation6.03 Survey in the field

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7 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 tabulations7.02 Create data sets for first six months7.03 Prepare preliminary statistical abstract7.04 Distribute statistical abstract7.05 Seminar7.06 Revise contents of abstracts7.07 Create complete data sets7.08 Prepare complete statistical abstract7.09 Prepare survey documentation7.10 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 logistics2 Questionnaire development3 Sampling4 Staffing and training5 Data management6 Field work7 Data analysis and documentation

Design

Data collection

Analysis

Nominate core team

Field test

Training

First statistical abstract

Key activities

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Shaking the Trees for People

Kathleen Beegle

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Skills Needed

Sampling and Statistics Knowledge of Policy Issues

Questionnaire DesignProcurement and LogisticsProgramming and Data EntryTrainingData Analysis

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WHO DOES WHAT?

• LOCAL TEAM• TECHNICAL ASSISTANCE• SUPERVISION FROM THE

BANK

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Local Team

• Responsible for overall project

• Interaction among all phases

• Entity to receive any needed technical assistance

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Role of Local Team• Depends on goals of project

• Expand or contract based on skills

• Actual Implementation ---------------------------------- Responsible for the survey Links with end users Specific Tasks

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Specific Tasks: Local Team• Steering Committee, “Champion”• Sample: Select, enumerate, materials prep.• Questionnaire Production• Advertising and hiring• Training• D.E. Customization• Personnel Management, Logistics, Field• Documentation, Dissemination

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WHO DOES WHAT?

• LOCAL TEAM

• TECHNICAL ASSISTANCE

• SUPERVISION FROM THE BANK

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Technical Assistance• Original Mode - Research Projects

– Researcher - Designer- Supervisor

• Now roles separated

• Three primary methods– One long term consultant [and others?]– Series of short term experts– Firm

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Long Term Consultant

Advantages

• Continuity

• Responsibility• Timing

Disadvantages

• Head of project

• Cost

• Few

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Short Term Consultants

Advantages

• Expertise-high

• Each piece gets attention

Disadvantages

• Need good local team--continuity

• Logistics/Time

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Firm

Advantages

• Continuity

• Decrease logistics

• Expertise

Disadvantages

• Cost

• Few

• Time lag

• Institution Build.

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WHO DOES WHAT?

• LOCAL TEAM

• TECHNICAL ASSISTANCE

• SUPERVISION FROM THE BANK

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Minimum Tasks for Project Supervision

• Initial Contacts, Identification 3 wks

• Design 5 wks

• Administrative 3 wks

• Review Documents 2 wks

• Review Pilot 2 wks

• Analysis 4 wks MINIMUM 19 wks

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Who in the Bank?• Task Manager

• DECRG (includes LSMS team)– Advice in planning and design– Participate in missions– Carry out supervision– Review at key stages

• Consultants– Long term– Short term

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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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1 Base salariesLevel of Unit Total

No. 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 39,000

Female Facilitators 200 PSUs 50 10,000

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2 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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3 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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4 Printing and xerox

Level of Unit Total No. 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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5 Consultancy and travel

Level of Unit TotalNo. effort amount

Consultancy and travel 236,500

Foreign consultants 14 months 10,000 140,000Local consultants 5 months 2,500 12,500International travel 12 trips 4,000 48,000International per diem 240 days 150 36,000

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6 Other

Level of Unit TotalNo. effort amount

Other 147,000

Office space 100,000 100,000Communications 30 months 200 6,000Pilot survey 5,000 5,000Household listing 20,000Software 10,000 10,000Translation 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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Shaking the Trees for People Pesos

Kathleen Beegle

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Financing

• Originally Research Funding

• Now other sources of funding

• Implications– administration– content– time– credibility

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Grant / Loan Funding

• Sources– Government– U.N. Agencies - Multilaterals– Bilaterals - Development Bank

• Why Fund?-Recognize Need

-Political Mandate

-Decrease Poverty

-Convenience

-Increase Effectiveness

-Special Interests

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Bank Funding• Sources Loan Projects (traditional, PRSC) Paris21: Trust Fund for Statistical Capacity

Building- NSDS Statistical Capacity Loans Institutional Development Funds Japanese Grant Funds Trust funds

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Advantage and Disadvantages

• Loans: long term, capacity building– Procurement, flow of funds, gov’t staff

• TFSC- primarily NSDS• IDF- small, capacity building focus• Trust funds- tied aid, often good for

analysis• Multiple funding sources => multiple rules

for procurement/auditing

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Key Messages

• REQUIRES CAREFUL PLANNING

• Commitment from Country

• Adequate Budget

• Time schedule reasonable and flexible

• Assess Technical Assistance Needs Early– Budget time and resources for this

• Plan explicitly for capacity building

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Key Messages

Have Patience:

the end results areare worth it