Systematic observation data is collected through observers deployed nationwide who report responses to a uniform checklist assessing election quality. A data collection plan must determine what information needs reporting, the best communication mode, challenges that could disrupt collection, and if observers can understand the method. Rapid reporting uses short forms, the best transmission method, a reasonable timeline, streamlined bottom-to-top reporting, and transmitting checklists vs. incidents. Methods include SMS, phone, app, internet, fax, or paper backup. Planning ensures 100% reporting through backups, simulations testing systems, and tying observer stipends to completed reporting. Data management develops observer databases, election day protocols, data entry, analysis, and security.

1. DATA COLLECTION,
MANAGEMENT
AND ANALYSIS

2. What kind of data is collected
through systematic observation?
Observers deployed across
the country report
responses to questions on
a uniform checklist that
assess the quality of the
election process observed,
and, in some cases, collect
vote count results for
verification.

3. Developing a Data Collection Plan
• What kind of information needs to be reported
on election day?
• What is the strongest nationwide mode of
communication that could be used on election
day?
• What challenges could occur on election day to
disrupt your data collection strategy?
• Will observers be able to realistically understand
and use the method of data collection?

4. Strategies for Rapid Reporting
• Use short forms with limited questions
• Identify the most appropriate method of
transmission
• Determine a reasonable timeline for data
collection
• Streamline and simplify bottom-to-top reporting
• Transmitting election day checklists vs. critical
incidents

5. Methods of Transmission
• SMS
• Phone call
– Mobile, landline, satellite
• Smartphone app
• Internet
• Fax
• Paper, hand delivery
– Usually back-up plan

6. Planning for 100% Reporting Rates
• Back-ups and contingency plans
– Build into trainings
• Conduct a simulation
– Test communication systems for weaknesses before
election day
• Use observer stipends strategically to encourage
response rates
– Pay observers after they have completed their
reporting duties

7. Reporting timelines
Reporting often happens at the end of
certain key election day processes
– Observer arrival
– Opening
– Voting
– Closing
– Counting

8. Internal Communication Schema
• (image)

9. Data Management
• Developing an observer database
– Compiling all information about field supervisors and
observers
• Creating an election day protocol
– Developing a document that outlines what you will do with
your data
• Entering the data
– Entering data from your observation forms into electronic
files
• Analyzing the data
– Inspecting, cleaning, detecting patterns and developing
explanations to your data

10. Database for Observer Management
• Collect information for centralized
observer database starting at recruitment
• Assign and track observer deployment

11. Election Day Protocol
The protocol should answer at least the following question:
• How is the data flow at the data center? What are the roles of different staff? Who
reports to the board? What is the most efficient paper handling process at the data
center?
• How will staff process incoming observer data on election day?
• How will you analyze the data? Which part of the dataset will be examined first? In
what order will the data be analyzed?
• What is the protocol if findings indicate some problems? What problems seem most
likely to occur on Election Day?
• Who will have access to your observation findings internally, and when?
• What information will be provided to outsiders?
• To whom will the data be released?
• What is the estimated time for the information to be shared?
• How will you share your findings?

12. Data Security
• Install basic protections. Your network should be secure from all predictable forms of
malicious attacks
• Create a network log-in protocol. You need to provide different security levels for each
person based on their defined roles, an efficient method of managing users
• Establish a storage and back-up protocol. In the event of server/ computer crash, data
back-up will allow you to recover your data and continue your election day operation

13. Organizing and Staffing the Data
Center
• Logistics
• Calculations for number of operators
needed
• Trainings and simulation

14. Simulation

15. Data Analysis
• Gather contextual information which will help you to interpret your data
• Develop a clear election day protocol
• Create Software to visualize the findings
Before Election Day
On Election Day
• Analyzing initial data
• Scanning the data
• Searching for systematic patterns
• Determining the impact of the problems

16. Quality Control
• Data management – built in verification
• Simulation as test of management and
communication structure
• Training data clerks
• Back-up plans and systems