Session 27: Overview of data collection procedures
HHFA
Data Collection Training
By the end of this session, you will be able to:
describe the different activities to plan ahead of data collection
identify the data collection responsibilities before arrival at facilities, on arrival at facilities, and on arrival at the service site
identify the data collection responsibilities for the different team members
list all the materials necessary for data collection
Session 27 content
Data collection responsibilities
Data collection team
data collector
team leader
area supervisor
The HHFA data collection team consists of 3 core roles:
HHFA data collector
Responsibility:
Data collector’s responsibilities
to collect high-quality HHFA data based on training received during the Data Collection Training workshop
HHFA data collector
Data collector’s responsibilities
collect the HHFA data in the designated health facilities
apply the interviewing skills learned during the data collection training
use the:
mobile data collection device
HHFA CSPro application
Data collector’s responsibilities
record the GPS coordinates of each visited health facility
check that assigned questionnaire sections are completed
transfer completed questionnaire sections to the team leader
HHFA team leader
Responsibility:
Team leader’s responsibilities
leading a team of HHFA �data collectors
ensuring that data are collected according to quality standards
ensuring synchronization of �the data to the server
Team leader’s responsibilities
prepare a schedule �of facility visits
make an appointment for the data collection visit
assign sections of the questionnaire to the data collection team
introduce the team
to the facility in-charge
Team leader’s responsibilities
The team leader should also:
create a complete facility record
check that the data for the facility are complete
The team leader should contact the area supervisor concerning any problems encountered during data collection.
HHFA area supervisor
Responsibility:
Area supervisor’s responsibilities
all aspects of data collection �in the region
ensuring the accuracy and consistency of data collection
Area supervisor’s responsibilities
The area supervisor should oversee and coordinate the teams �of data collectors in the assigned area.
Area supervisor’s responsibilities
plan the work of data collectors
facilitate access to health facilities
ensure data collection equipment is available and functioning
ensure that logistic means are effectively deployed
Area supervisor’s responsibilities
The area supervisor should also:
monitor the process of data collection using CSPro
accompany data collector teams to facilities (rotating among teams)
troubleshoot problems during data collection
validate data collection
Group knowledge check:
Responsibilities | Data Collectors | Team Leaders | Area supervisors |
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Planning the fieldwork
Contact authorities in advance
national survey manager
managing authority
There should be advance contact with authorities
notify appropriate authorities of the nature and purpose of the health facility assessment
send an official letter to the regional or district offices for that organization
team leader
Planning fieldwork
area supervisor
Planning fieldwork
1
Prepare materials and tools
2
Plan data collection visits
3
Arrange for transport
4
Confirm appointments
5
Assign questionnaire sections
Prepare materials and tools for data collectors
contact details of area supervisor
official identification document
electronic data collection device
back-up devices
mobile phones, internet access and airtime
electronic copy of questionnaire
list of facilities to be visited
blank consent forms
notebook and pen
details of facility in-charge
Area supervisor
Plan data collection visits
establishes appointment date
prepares a written schedule of facility visits
Team leader
prepares a list of the sampled health facilities
Area supervisor
Arrange for transport
arranges for transport and regular communication
the facilities to be visited
the number of teams involved
the number of people per team
Data collectors may also be provided with an allowance to organize �their own transport.
Confirm appointments
confirms appointments with health facilities
Team leader
Assign questionnaire sections
assigns questionnaire sections to data collectors
Team leader
Data collector
Data collection in health facilities
Before arrival at facility
Notify
the facility in-charge ahead of time
have all the necessary tools and supplies
easier to get cooperation at the beginning of the day
Be prepared
The team should be very familiar with the questionnaire and tools �before starting data collection.
Arrive early
Before arrival at facility
Plan for lunch at the facility
respondents may only be available during lunchtimes
facility may have limited lunch choices available
no time to leave the facility
bring snacks and water
On arrival at facility
Locate and verify the survey facility
if the team cannot locate a facility, contact the area supervisor �for advice
if a facility on the list has closed, a replacement facility will be assigned to the team
The team should not visit and survey any facility �that is not included on the team’s list.
On arrival at facility
Team leader checks that the identifying information in questionnaire Section 1 is complete
If there are any errors, the team leader informs the area supervisor at the end of the day
Validate the cover page of the questionnaire
On arrival at facility
Take geographic coordinates
Geographic coordinates are collected through GPS
GPS coordinates use a space-based satellite system
Used to locate the geographic position of the facility
On arrival at facility
Meet with the facility in-charge
The team leader should:
introduce the team
give the facility in-charge the letter of introduction
explain the purpose, activities and estimated duration of �the visit
reassure facility staff that individual respondents will �not be identified
respond to any questions and concerns
request consent to conduct the survey
ask the facility in-charge to sign the Informed Consent form
On arrival at facility
Meet with the facility in-charge
services where staff may leave early
services that may close early or during lunch
services only offered at certain times
Identify any services where staff need to be interviewed at specific times, for example:
On arrival at facility
Surgical, emergency, delivery, newborn care units
commonly close for lunch/
at specific times
request schedules to ensure staff are available
Laboratory and pharmacy services
easiest to organize
lower risk of staff not �present
On arrival at facility
Identify facility staff to interview
The team leader should ask facility in charge to:
managers, finance and health information system staff for availability and management sections
nurses in-charge and service providers for outpatient services
staff in charge of support services (e.g. laboratory, �X-ray, pharmacy)
identify key informants
assign someone to take �team members to the data collection sites / introduce them to staff at the sites
Key informants
On arrival at service site
service providers are busy
patient rights need to be protected
The respondent’s time is required, so data collectors may need to compromise to find a suitable time for the interview.
It is important to minimize non-productive time by being organized.
On arrival at service site
be familiar with questionnaire sections and different respondents needed
be flexible with the order of data collection
contact the team leader if problems arise
To achieve this, data collectors should:
On arrival at service site
request access �and cooperation
explain information needed
reassure respondent about information needed
On arrival at service site
When speaking to the respondent:
speak clearly and loud enough to be heard
read each question aloud exactly as it is written
listen carefully and without judgment
accurately record responses
probe for additional information when necessary
if uncertain of response, check if a more appropriate respondent can be identified
avoid giving their own opinions on service conditions or patient care
avoid promises for actions or changes
thank the respondent
verify there are no missing responses
You have now completed Session 27.
In the next session, we will clarify issues raised and still pending up to now.