Digital Data Collection

1. Going Digital: Use of Mobile Technology
for Collecting Monitoring and Evaluation
Data

2. Overview
 Introduction
 Log Frames and M&E
 Why digital/mobile data collection
 Types of Mobile Data collection – Examples
 Demo

3. INTRODUCTION

4. CLEAR South Asia Mandate
 CLEAR South Asia strategy
includes a focus on the use of
cutting-edge technology for
effective collection and utilization
of M&E
 In collaboration with
Fieldata.Org, CLEAR South Asia
aims to promote the use of M&E
technology, such as mobile
phones and PDAs, for more real-time
aggregation and effective
utilization of M&E.

5. Context – E-society
Emphasis on the use of
technology for more effective
collection and utilization of
M&E
The fundamental objective of all e-
Society initiatives is to make
Information, Communication &
Technology (ICT) more inclusive –
i.e. ALL members of society, especially
those that are socially and
economically marginalized, should
gain access to and benefit from the
knowledge, power and opportunities
brought about by new ICTs
Sri Lankan Information and Communication Technology Agency has similar goals
(http://www.icta.lk/en/programmes/e-society.html )

6. About Fieldata.org
Fieldata.Org is a mobile-&-web portal for NGOs to raise funds, by
offering real-time monitoring, and objective data for evaluation.
Mission is to improve transparency & decision-making in development
organizations and government agencies, by empowering them with
technology-tools for better monitoring, sharing, and application of data.
Want organizations and donors to objectively answer:
• Which projects should resources be allocated?
• How well do projects utilize these resources?

7. About Fieldata.org

8. LOG FRAMES & M&E

9. Programme Theory – Log Frame
Inputs/Progra
m Activities
Outputs
Intermediate
outcomes
Goal
What we do
as a part of
the program
- deliver,
teach, offer
loans, etc.
What are the
resources
used –funds,
staff,
equipment,
curriculum,
all materials.
Tangible
products
or services
produced
as a result
of the
activities -
usually
can be
counted.
Short-term
behavioral
changes
that result
from the
outputs -
preventive
health
habits,
usage of
tablets.
Long-term
changes
that result
from
outcomes –
the result
of the
program.

10. M&E Framework – Use of Data
 Reporting
• On Inputs and Outputs (Achievement of Targets)
 Monitoring
• Of Processes and Implementation (Doing things right)
 Evaluation
• Of Outcomes and Impact (Doing the right thing)
 Management and Decision Making (MIS)
• Using relevant and timely information for decision making (reporting and
monitoring for mid term correction; evaluation for planning and scale up)
ALL OF THE ABOVE DEPEND ON THE AVAILABILITY OF RELIABLE,
ACCURATE AND TIMELY DATA

11. Problems in Data Collection and Management
What do the following mean?
 Data reliability (will we get the same data, when collected
again?)
 Data validity (Are we measuring what we say we are
measuring?)
 Data integrity (Is the data free of
manipulation?)
 Data accuracy/precision (Is the data measuring the “indicator”
accurately?)
 Data timeliness (Are you getting the data in
time?)
 Data security/confidentiality (Loss of data / loss of
privacy)

12. WHY DIGITAL DATA
COLLECTION?

13. What is Digital Data Collection?
 Device: Use electronic devices (such as mobile phones, tablets,
netbooks/laptops) to collect data/information
 Data Collection Software: Programme enables digitized data
collection (free platforms such as OpenDataKit for Android phones,
Visual Basic/Java etc. for laptops)
 Data Transmission: Data from the field is transmitted to a
server/remote location (manually or electronically)
 Data Aggregation and Analysis: Data can be made available in
excel, csv files. Aggregate tables and customized reports can be
generated for analysis and sharing

14. Why use Mobile Technology in Evaluations
 Improving transparency & accountability in development
organizations and government agencies, though technology-enabled
M&E for better monitoring, sharing, and application of
data.
 Enabling organizations, donors and citizens to use M&E data for
real-time decision-making, better implementation and delivery of
projects and services

15. Mobile Technology Options

16. How is Mobile Technology Used

17. Why Mobile Data Collection?
 Real-time data from the point of collection
 Built-in logical flow and validation checks improves data quality
 Ability to collect new types of data – Location (GIS), media (pictures,
audio)
 Cost effective over time- involves one-time hardware costs and
ongoing maintenance. No paper, printing costs
 Easy to manage and analyze large amounts of data
 Reduces intermediate levels of data transmission

18. Why Mobile Technology for Reporting and Monitoring
Paper Reports
 Delay between activity and
reporting
 Multiple levels between
implementing agency and
final report
 Information flow is one way
(bottom to top) and not
actionable because of time
lag
 Bulky hard copies of reports
 Errors in entry, needs
additional scrutiny
Using Mobile Phones
 Almost instantaneous
reporting after activity
 Implementing agency
directly sends the
information into final report
 Information flow is both
ways and interactive.
Allows for quicker
response and support
 Web-enabled reports
 First level of checks and
data cleaning incorporated

19. Why Mobile Technology for Survey data
Paper Surveys
 Logistics of printing and
tracking forms is tedious for
large surveys, changes costly
 Errors in reading handwriting,
data entry, cannot
control/limit logical flow on
paper, manual scrutiny
 Effective monitoring of data
quality is complicated and
laborious
 Requires additional hardware
devices for non-text data
such as gps, pictures, audio
etc., difficult to integrate
Using Mobile Phones
 Can be deployed remotely
and tracked in real time,
changes possible on the
field
 Limited errors on account of
1 level of entry, built in logic
flows, validation and
cleaning of data at collection
 Real time tracking, features
(time/date/GPS) makes data
quality monitoring efficient
 Single device for gps, audio,
pictures. Easy to integrate
and can be used in real-time
for verification

20. Potential challenges with mobile data collection
 Formats for data collection are standardized and require
development of software tools upfront (unlike paper surveys which
are more flexible)
 Local language programming and compatibility being developed
 Typing through keypad/keyboard may be slower, learning may take
time (scribbling on paper is faster)
 Handwriting, voice recognition software in their infancy
 Lack of connectivity on field limits real-time transmission of data
20

21. Mobile
 Initial one-time cost of
devices
 Additional costs for
maintenance such as
batteries and replacement
due to loss of devices
 Ongoing data-plan costs, and
service-provider costs
 Real-time access to data to
monitor quality and progress
 Environmentally friendly as
printing surveys is avoided
Cost Effectiveness
Paper
 No one-time ‘hardware’ cost
 Ongoing costs of printing,
transporting and storing
paper questionnaires
 Data-entry operations take
significant time and resources
– training, data-entry
operators, transliterating local
languages, ensuring quality
through double data entry,
and reconciliation through
hard copy checks.
 Longer time-frame before
data is available for
analysis

22. Examples
TYPES OF MOBILE DATA
COLLECTION

23. Data Quality & Real-time Data for Monitoring Purposes
Quick & Easy Set
up:
 Improving:
• Data quality
• Speed
• Transparency
• Accessibility
• Flexibility

24. Mobile-based Monitoring and Evaluation in Action:
 MFI agents entering weekly loan repayments
for instant tabulation
 Community health workers feeding
back information on beneficiaries
for automatic identification of high
risk cases
 Auditors collecting survey,
observational, photographic and GIS
data on infrastructure in slums.

25. Use of Mobile-based Technology in M&E
REPORTING/MIS
 Routine (Real-time) reporting
• Weekly loan repayment information of MFI clients reporting by field
staff
MONITORING
 Ongoing program monitoring
• Beneficiary information collected and sent by health workers (for
disease surveillance, delivery of benefits etc.)
 Occasional (Surprise) checks
• Spot checks by supervisors to monitor attendance and performance
of staff
EVALUATION
 Survey data
• Household survey data to assess impact of <<xx>> program

26. Use of Mobile Technology as key intervention in Programs
 Information/Messages
• SMS reminders to beneficiaries about important health activities
(treatment compliance)
 Implementation Tools
• Videos and online teaching aids used in schools for regular or
remedial education programs
 Biometric, GIS information
• Record beneficiary information for easier tracking and follow up.
Complementarities with other programs by same organization

27. Case Study: Delhi Voters Project
 Project description and objectives
• An RCT evaluating whether providing information to government
officials and slum dwellers can lead to higher accountability and
thereby improved service delivery.
 Interventions evaluated:
• The effect of providing information on spending and quality of
public services delivered by elected officials during election
sensitive periods

28. Role of mobile-based data collection
 The intervention
• Field-based audits of public services in slums using mobile-based
technology
• Surveys and observations
• Photographs
• GIS indicators
• Send report cards to elected representatives highlighting the
quality and access to public services in their area

29. The implementation
Started by auditing …
GARBAGE FACILITIES
1) Dumpsters
2) Bins
3) Informal Points
TOILETS
Open Public Toilet
Complex
Public Urinals

30. Audit Report Cards

31. Going a step further with Mobile Based GIS software
 Accessibility to public
services
• How far is the
nearest toilet?
• How far is the
nearest formal point
of disposing
garbage?
 Spread Analysis
• Does cleanliness of a
toilet affect
household health?
MOBILE GIS !

32. DEMO

33. Delhi Voters Project Technology Demo
Setting up Wireless (already done on the demo phones):
1. Click on the blue icon in the bottom right hand corner of the phone
2. Scroll right and click on the settings icon
3. Select Wireless and networks Wi-Fi Settings Connect to wireless
network
4. Return to the main menu via the arrow in the bottom corner and select the
Fieldata app on the main dashboard
Downloading Fieldata App (already downloaded on phones)
1. m.fieldata.org
2. Download first option (not the Oriya script)
3. Go back to the handset’s downloads and select Fieldata app

34. Designing the Survey Form

35. Filling out the Form
Select
Fill Blank
Form
Garbage Audit V3
TAKE 5-10 minutes to fill out the form. Take note of the “logic
and control features” built into the survey form.

36. Filling out the Form
Key Features:
1. Compulsory Questions
2. Grouping – (Repeats & Loops)
3. Location – Mapping
4. Skips & Branching
5. Photo
6. Multiple question types (GPS, photos, audio/video) to cover
information not possible on paper

37. Editing or Sending Form
Edit Saved
Form
1. Edit and Check your data by selecting
2. See all your answer and change them and save these changes if you want
Send Finalized
Form
3. Finally
4. Mark the tick box green of your Saved Survey
5. Press “Send Selected”
6. Username: ClearSA (press Next).
7. Password: IFMR
8. Upload Results message saying: “Garbage Audit Survey v3 – Success”
9. Log on to immediately view your data on a map & as graphs!
www.fieldata.org

38. How much Time, Money and Effort Does it Take?
Less than what it is costing you now!