Increasing Efficiency in Data Collection Processes
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Transcript of Increasing Efficiency in Data Collection Processes
Increasing Efficiency in Data Collection Processes
Arie Aharon, Israel Central Bureau of Statistics
General
In recent years there has been a significant increase in the Central Bureau of Statistics‘ activities An increase in the number of surveys An increase in the number of administrative files received
by the CBS The increase in administrative files has not decreased
the number of interviewers, in fact their number has doubled (450)
General – cont. The large number of interviewers generated the
need for new methods and means to collect data. It was decided to expand use of the Internet and to
use administrative files more efficiently.
The purpose of this presentation is to present the difficulties in implementing this decision.
Conducting Surveys Online
The response rate was low in surveys conducted online.
The question was raised – Currently, is the cost of development justified in light of the low response rate? For this reason the topic was abandoned.
The increase in the number of surveys brought the topic again into focus and it was decided to develop an online response process in any case.
We decided to examine three surveys
Business Trends Survey The questionnaire is sent to company managers.
Higher Education Survey The questionnaire is sent to students in their second year
of studies. Consumer Confidence Survey
The survey is based on a sample from the Social Survey, in which email addresses are collected in the field. The response will be examined in February 2014.
How data was collected online until January 2013: For reasons of information security, online response
was conducted as follows: A letter was sent by mail to each sampled person
with a user name and password. Each sampled person had to enter the CBS
website and download the questionnaire with the password provided in the letter.
The results for the Business Trends Survey – a response rate of 7% – a very low result.
Examining the Response Rate in the Higher Education Survey We expected a higher response rate in this survey.
The survey involves students who use the Internet regularly.
We decided to examine the response rate in the following possibilities: Response by mail only Online response only Option of online or mail response Completion by telephone
Enumeration Results by Experimental System
Total sampled persons
Mail Internet Telephone Total who were enumerated
Number % Number % Number % Number %
Universities – mail only 3100 1525 49 41 1 1101 36 2667 86Universities – Internet only 3100 107 3 1379 45 1206 39 2692 87Universities – mail and Internet 3100 680 22 906 29 1067 35 2653 86Colleges of education – mail only
334 121 37 4 1 141 43 266 82
Colleges of education – Internet only
333 12 4 108 33 146 45 266 82
Colleges of education – mail and Internet
333 77 23 64 19 124 37 265 82
Conclusions from the Response Rate Results in the Business Trends and Higher Education Surveys
As mentioned, the online response rate was low in the Business Trends Survey
In the Higher Education Survey, the response was relatively higher. However, a large percentage responded by mail or CATI.
The question arises: Why is the online response rate low even among a population in which the percentage would be expected to be higher?
Our Estimations for the Reasons for the Low Response Rate
The method of response was not user-friendly - sending a letter with passwords is inconvenient and not easy to use.
Information security concerns. Technical problems on the sampled persons’
computers.
Solutions Proposed
Solution for the problem of user-friendliness: Sending an email with a link to the online questionnaire that can then be filled out online.
The difficulty in implementation – information security How would we know who responded and how would we
know if the respondent was the sampled person? We knew this would require an efficient and elegant
solution.
The Solution Used
A letter with passwords would not be sent. An email would be sent to each sampled person with a link to
the online questionnaire. Every questionnaire opened would have a company number
for the sampled person or business. (The number is used for CBS purposes alone). The person reporting the information does not see it.
This method solves the problem of user-friendliness.
Implementing the Method
We started this method in February 2013 and the number of respondents increased from 7% about 14% of the sample in this month.
Weekly reminders were sent to those who did not respond.
The result of the reminders was an increase in the rate of response by fax.
Reasons for Non-Response in March
By means of CATI, we asked those who did not respond online, why? The answers were: 25% answered that they wish to continue responding as before, by fax
or telephone. 25% answered that they cannot answer online due to issues of
information security. A few percent responded that they have no email address. A few percent responded that they had problems in installation or
operation on the computer. Others gave an evasive answer and said that they would respond next
month.
Conclusion
A process of training the sampled persons how to respond online should be implemented, especially for those who respond by fax.
The importance of a transition to a 'green' paperless environment should be explained.
Support should be provided for technical problems. One should explain that the process involves a high
level of information security.
Summary of Actions Taken
The process of training yielded results: We reached a current 50% response rate among those with an email
address. This demonstrates that:
A user-friendly system is required; The importance of responding online must be explained to the
sampled persons. It was effective to send reminders every four days. In online responses, all the questionnaire items were completed fully,
which indicates a good quality response. The sampled person fills out the questionnaire in his free time.
Summary of Actions Taken (cont.)
The larger the company, the greater the chances for an online response.
The industry with the highest rate of online response was the manufacturing industry, followed by the service industry.
These conclusions led us to take action (through explanation and persuasion) with the large corporations and industries, which have higher response rates, so as to raise their response rate even more.
Summary of Actions Taken (cont.)
There was a concern among interviewers who lost work hours due to the online response. We provided them with work hours as a result of receiving new
surveys. Those who responded online were mainly Deputy CEOs or
CFOs.
The new method has led to an increase in response and from this we can conclude that we need to develop it for additional surveys and thereby economize on interviewers’ hours.
Increased Use of Administrative Files
In recent years, the CBS has received dozens of administrative files in which the following problems were discovered: Each file has a different structure. Each file had a different technology - different
applications were used by each information provider.
Administrative Files (cont.)
Each file would be delivered to a specific person in the office who had responsibility for it; he/she would then use the file according to his/her own understanding
There was no uniformity among the files and there were no shared definitions.
As a result, it was decided to develop one uniform system for all files. We decided to start with files in the field of education.
Definitions for a Uniform System
1. Organization-wide system capable of receiving, improving, maintaining and retrieving data.
2. Metadata definition for the various files.3. Processing files by defined standards and in a
documented manner. 4. Improving information security. 5. The ability to produce integrated products. 6. Continuous absorption of files.
Uniform System (cont.)
The system was begun in education, as mentioned, and has been successful. It has created standardization for all the files obtained.
An expert was defined for each file; his/her role is to know the file well and to treat it according to the defined standards. The expert is responsible for the production of the
statistical product as well. This system will lead to better utilization of existing
information in the CBS. Proper use will lead to a reduction in questions in the classical
surveys.
Summation
The increasing use of the Internet and administrative files will lead to: A reduction in the response burden Improvement in the quality of dataA reduction in the load of managers on various
levelsMore free time to improve the system of
management and supervision of work processes.
Thank You!