designing and conducting business surveys for official ... · designing and conducting business...
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Designing and Conducting Business Surveys for Official Statistics, Tbilisi, Georgia, November 2016
Business Survey Planning
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Remember this: Process map: Business Survey Life Cycle
1. Specifying Target population
Sample frame (obs)
Sample
Indicators/q’stions
Questionnaire Data collection mode
Fieldwork
Survey communication
Analysis & estimation
Dissemination/Archive
Evaluation (PDCA)
Required output
Data cleaning
2. Designing Building, Testing survey components
3. Collection
4. Processing
5. Analysis, dissemination, archiving
6. Evaluation
Information needs
Reporting unit(s) Response
Testing
Constraints: org.&bus.
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1. Specifying Target population
Sample frame (obs)
Sample
Indicators/q’stions
Questionnaire Data collection mode
Fieldwork
Survey communication
Analysis & estimation
Dissemination/Archive
Evaluation (PDCA)
Required output
Data cleaning
2. Designing Building, Testing survey components
3. Collection
4. Processing
5. Analysis, dissemination, archiving
6. Evaluation
Information needs
Reporting unit(s) Response
Testing
Constraints: org.&bus.
Haraldsen & Snijkers, EFTA course, Tbilisi, Nov. 2016 3
Suppose, within your office, you are commissioned to do a business survey. Data are needed on a new topic, and those data are not available in secondary sources (like registers), so you need to design and conduct a business survey: What is the actual first thing you will do?
Remember this: Process map: Business Survey Life Cycle
Question:
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Key Statement: survey planning
• The survey data are not achieved by itself
• All planning activities are aimed at
producing a pre-agreed level of
quality, at minimum costs and
response burden
• Plan for quality within constraints:
Data quality is not achieved by itself
Quality management
• Identify risks: what can go wrong?
Risk management
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A Survey Project Plan is one of the survey components!
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Overview & Take aways
• Planning a survey – basics: - What is a project?
- Project management basics
- Source of project failure
• Planning a business surveys within constraints: - Constraints to consider, specific for business surveys
- the planning process
• An example
• Planning and progress tool
Take aways:
• Issues to take into account when planning a business survey
• Detailed planning issues will be discussed with the various
survey components
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What is a project?
• A project is a goal-oriented set of activities aimed at
delivering a pre-agreed, concrete and clearly specified
result
• Which has to be realized within constraints: money, time,
resources
• Which is produced by a temporary organization unit,
lead by a project manager
• While facing high levels of uncertainty
• A project has a clear stakeholder/client
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Clear beginning and ending
In contrast to an ongoing process, but also applies to recurring surveys (tile structure of linked projects)
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Examples of business survey projects
• (Re)designing and conducting a business survey
• (Re)designing a questionnaire
• Introducing a new mode of data collection
• (Re)designing a business survey communication strategy
• (Re)designing a new data collection system
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Project management basics (§4.2)
1. Start with the planning the survey as a project, then
comes the “doing” • Plan people, resources, activities, and money in time, to make
sure that all survey components are ready in time, for the desired levels of data quality (e.g. response rates)
• Conduct risk assessment: an important part of the production process is outside the control of a project manager, and put in place mitigating plans and actions
• Deal with the project environment: balance between specific needs, established standards and production constraints
• Make expectations clear from the beginning
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Relevant for
planning business surveys
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Project management basics (§4.2)
2. Manage the project according to the plan: after the
planning comes the doing
3. Control and monitor the survey project
4. Communicate project progress
5. Improve the quality of processes:
apply the PDCA-cycle: Plan – Do – Evaluate – Adjust
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The Project Manager role (§4.2)
• Make things happen: plan, start, and manage the project
• Control and monitor the survey project
• Focus on management tasks
This should be a separate role!
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Three sources of project failure:
The project management principles are aimed at minimizing
project failure, caused by:
1. Organizational factors - Determine internal constraints - Conduct risk assessment and put in place mitigating plans and actions
2. Poorly identified customer needs and inadequately
specified project requirements
- Steps in the planning process
3. Poor planning and control
- SMART planning - Using paradata (process data) to monitor
progress and achieved levels of quality (using indicators)
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“Quality is established through processes,
systems and procedures” (Biemer & Lyberg, 2003)
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So, what does planning a survey involve?
1. Specifying Target population
Sample frame (obs)
Sample
Indicators/q’stions
Questionnaire Data collection mode
Fieldwork
Survey communication
Analysis & estimation
Dissemination/Archive
Evaluation (PDCA)
Required output
Data cleaning
2. Designing Building, Testing survey components
3. Collection
4. Processing
5. Analysis, dissemination, archiving
6. Evaluation
Information needs
Reporting unit(s) Response
Testing
Constraints: org.&bus.
1. Project plan
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Planning the survey, includes:
1. Specifying the survey
2. Planning the survey process in detail
3. Specifying required resources: money, people, materials
4. Specifying the timetable
5. Project management issues
6. Risk management issues
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Structure of project plan
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Step 1: Specifying the survey (§4.3.1)
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Step 1: Specifying the survey
1. Specifying Target population
Sample frame (obs)
Sample
Indicators/q’stions
Questionnaire Data collection mode
Fieldwork
Survey communication
Analysis & estimation
Dissemination/Archive
Evaluation (PDCA)
Required output
Data cleaning
2. Designing Building, Testing survey components
3. Collection
4. Processing
5. Analysis, dissemination, archiving
6. Evaluation
Information needs
Reporting unit(s) Response
Testing
Constraints: org.&bus.
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Step 1: Specifying the survey (§4.3.1)
• Consult with stakeholder, determine: - Survey objectives, target population and information needs
- Deliverables and desired levels of quality (e.g. response rates)
- Budget, timeframe, and response burden
- Survey specifications
Signed tender
• Consult with survey organization: - Determine constraints
Establish business case: pre-plan go/no-go?
• Appoint project manager
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Constraints to take into account
• Survey deliverables: the quality of the results, survey
specifications, delivery date Check if this can be achieved
• People, material resources, money, time Apply project
management principles
• Quality considerations: effects of methodologies on data
quality Have the quality framework in mind
• The business context: response process and response
burden Study the process that is outside of control and
reduce risks upfront
• Survey production environment Check and consider
upfront
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Especially relevant when planning
business surveys
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Study the business context
What do want to know upfront about the businesses you are
going to study?
• What data are available Questionnaire
• What terminology and definitions are used
• Where are the data (one/many departments)
• Format of the data (spread sheet, other format) & Mode
• Whom to contact Communication strategy
• Arguments for getting survey participation
• Other surveys they get (multi-surveyed businesses)
• When to inform businesses about the survey, so they have enough time to get prepared
• When are the data available Fielding survey & Frequency
Haraldsen & Snijkers, EFTA course, Tbilisi, Nov. 2016 18 Remember: business survey response process
Input for:
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Study the business context
Example:
Redesign of Survey on Financial Position of businesses
• 2013-2014: new data model was developed, based on data
requirements
• End of Q1 in 2017: Fielding of new survey
• At the end of 2014: Planning of survey was discussed
- What is needed to reach this deadline?
- Including a feasibility study (business context)
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This has to be planned in and carried out at an early stage, in order to reduce risks. Otherwise risks will be pushed downstream.
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The survey production environment
(§4.3.2.2)
If working in a survey or statistical organization,
you will need to consider the survey production
environment that you are working in.
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Constraints
Elements of a business
survey production
environment:
• These constraints have
to be checked upfront
• They are input for
(planning) the
survey process
• See pp. 139-140
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This is the picture for one survey! However:
for business surveys, the designs are not independent of each other, but related!
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The survey production environment
Investigate what other surveys your
businesses get and how these designs are
related:
• Data asked for (overlap in data requests)
• Timing of surveys
• Response Burden (workload) of surveys
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Take into account that businesses may be multi-surveyed!
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Plan for quality within constraints
Identify:
• Optimal survey design
• Trade-offs between quality and constraints (costs and
response burden):
- How do constraints affect the survey design?
- The consequences of these trade-offs regarding quality
• Decisions that need to be taken, and identify the risks for
the various options,
document
these decisions
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Step 2: Plan the survey in detail (§4.3.2)
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Step 2: Plan the survey in detail
• Plan all stages of the survey: Plan the entire survey process up to and including survey
deliverables and survey evaluation, including how it will be
monitored and managed.
• Write the project plan
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Step 2: Project plan (Fig. 4.3)
Results of step 2: project plan, with the following sections: 1. Statement of the survey
- Objectives, deliverables, specifications, constraints
2. The survey in detail
- Work breakdown structure of activities
3. Required resources
- needed human and material resources,
money based on work breakdown structure
4. The timetable
- who is doing what and when core of the plan
5. Project management
- how the survey will be planned, managed, controlled and monitored
6. Risk management
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Step 2: Plan the survey in detail (Fig. 4.2)
What the
business survey
project plan
needs to cover
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Planned in step 2 (discussed in next sessions)
Desired quality Business context Response burden
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Step 2: planning the survey
1. Specifying Target population
Sample frame (obs)
Sample
Indicators/q’stions
Questionnaire Data collection mode
Fieldwork
Survey communication
Analysis & estimation
Dissemination/Archive
Evaluation (PDCA)
Required output
Data cleaning
2. Designing Building, Testing survey components
3. Collection
4. Processing
5. Analysis, dissemination, archiving
6. Evaluation
Information needs
Reporting unit(s) Response
Testing
Constraints: org.&bus.
1. Project plan
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Step 2: Planning the survey in detail
Combine the planning for all survey components and stages:
1. List and number all activities in a work breakdown structure
table with activities
start with last activity: delivery of survey results, work backward
2. Determine critical path: no delays afforded
questionnaire design: start ASAP!
3. Prepare a timetable with milestones:
final delivery date of survey results
start and end of fieldwork
start and end of development of survey components
4. Plan the survey on a real-life calendar
5. Communicate the plan to those involved and revise, get sign-off
Remember: the plan is likely to change!
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Three rules of thumb
• Do things right from the start, otherwise you are pushing
problems and costs downstream!
• Do not underestimate the time needed for DBT activities:
multiply estimated time by 1.5 or 2
• Plan for quality within constraints: quality is not achieved by
itself use the total survey error framework
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Survey planning and Total Survey Framework
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To conclude: planning a survey is …
• a complex process: planning and developments efforts rise
with survey complexity
• not a linear process: it is an iterative process, going back and
forth, making amendments to the plan. The project plan is
very likely going to change
• It requires communication skills, ingenuity, and creativity
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After the planning comes the “doing”
Finalizing the project plan:
• Discuss with everybody involved
• Get commitment and approval
Getting started:
• Kick-off meeting
• The project is running
• Everybody is expected to do their jobs according to
the plan
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Planning and progress tool (Fig.4.7)
To summarize:
A tool to assist the planning process and monitor progress
Progress Status Overview:
• Work breakdown structure for a business survey:
- are all activities planned?
• Overview of milestones:
- to monitor the survey progress: to be ticked off during the
various survey stages
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Planning and progress tool (Fig.4.7)
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