1 1 A systematic and strategic system for data collection management at Statistics Norway Seminar on New Frontiers for Statistical Data Collection Geneva,

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1 1 1 A systematic and strategic system for data collection management at Statistics Norway Seminar on New Frontiers for Statistical Data Collection Geneva, Switzerland, 31 October-2 November 2012 Bengt Oscar Lagerstrøm, bol@ssb.no, Statistics Norway

2 2 Outline Background What is a action plan? Use of action plans Results Conclusion/Further works

3 3 Background Increasing emphasis on quality management –Total quality management, continuous quality improving, six sigma, and so forth At the same time, our industry have experienced –Increased non response rates, and –(much) higher survey costs

4 4 Respons rates, Norway

5 5 Quality in data collection ”Number of ton produced” –Number of interview started –Item non-response –……. Optimal planning –How many interviewers and when? –Reduction of non-scheduled stops –Organization of good flow

6 6 Lean philosophy Is about –structuring, –operating, –controlling, –managing, and –continuously improving (our data collection)

7 7 Action plans and Lean Purpose: Make a environment for –reducing costs –increase efficiencies, and –improve our products/statistics How? –Reducing “waste” –“Only one time” –Organize and standardizes

8 8 Why action plans? A tool for designing and manage data collection within an allocated resource limit A tool to monitor that actions leads to better quality given a set of resources Documentation But most of all, a tool for making a (different) culture around a data collection –Improved competence through more systematically and strategic approaches

9 9 What is a action plan? A description of the planning and implementation of the set of process that make a data collection –Quality indicators –Demming’s quality wheel (PDCA) A preparation for both anticipated and unexpected challenges A documentation –Of actions and results A communication strategy –Who is responsible for what and when? A monitoring system –indicators A guidance –For next wave or a different survey Plan DoCheck Adjust

10 10 Action plans Goals and key figures Actions –Before and during the field period –What to do, when and who? Indicators –response rate, –contact rate, –recruitment rate, –r-indicator etc.

11 11 Goal Er målet nådd? 2. januar. Start ja 9. januar intervju 640 nei 16. januar 920 intervju Ja 30. januar 1140 intervju Ja 6. februar 1200 intervju Ja, 1227 Mål 60% intervju (anslag på ca 25 avganger), utvalg 2000, 16-79 år. Antall intervju 1200 Antall minutter: 11 minutter i gjennomsnitt.

12 12 Actions before the field period starts TILTAKHvordan?Når? Innen Status og vurdering Før utsending IO-brev med noteringshefteBrev sendt ut, Marit29.11.2011Ok PåminningsbrevBrev sendt ut, Marit28.12.2011Ok Sende telefonbrev til de med fasttelefonBrev sendes med påminningsbrev, Marit 28.12.2011 NummerkoblingTelefinn og DM-huset, ThoreUke 481644 telefonnummer (82,2%) Manuell sporing356 lagt inn i siv + eget excel-ark for sporing, Arnhild Uke 48.5 IO til frafall. 351 forsøkt sporet. Fant 262 (74,6%) Utsending IO-brev til ”returer”Oppdaterte adresser og sendt påminningsbrev, Marit 28.12.2011OK Oppstartmøte feltplan. Kom vi greit i gang? Bemanning CATI/lokale Marit, Arnhild, Tor

13 13 Actions during the field period, part 1 Etter utsending StartJytte2. januar  2000 IO lastet i SIV.  1906 m/tlf (95,3%)  17 nektere, 1 langvarig syk og 2 avganger før start (1%) Sjekk av cati-management innstillingerRune2. januarOk Sjekke at riktige variabler kommer opp i ringebildet / intervjuerlønn kan føres Arnhild/intervjuer2. januarOk Oppdatering av IntervjuersidenMarit/Arnhild2. januarok Brifing, Oslo + SupervisorerMarit/Arnhild2. januarOk Brifing, Kvg.Marit/Tor3. januarOk 1. sjekkpunkt. Er vi i rute? Antall statuser, intervju, timeforbruk. Mål 640 intervju (400t) 8 intervju per økt9. januar317 timer, 590 intervjuer SjekkpunktsmøteMarit/Bengt11. januar CAPIIO uten nummer sendes til lokale intervjuere. Lillian 9. januar

14 14 Actions during the field period, part 2 2. sjekkpunkt. Er vi i rute? Antall statuser, intervju, timeforbruk, Mål 920 intervju 350/(350t cati/ 50 timer capi) 5 intervju per økt, supervisor Marit/Bengt 16. januar907 intervjuer, 197 timer 1. runde nektereUtvalgte intervjuere (bemanningstiltak). Arnhild 23. januarSendes ut 19 jan 219 IO SMSAlle NB! Kode 35 Jytte/Arnhild 16. januarFremskynder fra 23. januar til 16. januar-OK CAPI - oppfølgingLillian23. januar 3. sjekkpunkt: Er vi i rute? Antall statuser, intervju, timeforbruk. Mål om 1120 intervju (250t cati/50 capi) 3 intervju per økt Supervisor Marit/Bengt 30. januar1130 intervju 2. runde nektereUtvalgte intervjuere (bemanningstiltak), Arnhild 6. februar SMSJytte/Arnhild30. januar Ferdig. Mål: 1300 intervju 250t/1250t)6. februar1227 intervju (61,9%), 948 timer Evaluering av tiltaksplan + ny HPMarit/Bengt20. mars

15 15 Indicators GoalLast quarterCheck 1Check 2Check 3Result Response rate605862 Contact rate75 Recruitment rate 807882 R-indicator0.80.740.71

16 16 Results, Omnibus Shorter field period –from 6-7 weeks to 5 Less interviewer hours Standardized procedures Steady state No jumping!

17 17 Results, LFS Shift in ‘mode’ between 2. and 3 quarter 2011 (from decentralized CATI to centralized CATI) –New challenges (questionnaire, contact strategies) Standardized procedures Steady state No jumping!

18 18 Conclusions Standards for planning, communication, reporting, correction, documentation and evaluation of the field period –Especially surveys with  less complexes structures,  few involvements (persons), or  high degree of repetitive actions Further work –Look for more similar iterative processes in different surveys –Work more with the teams (communication and standardization) –Not only steady state, but also continuous improvement  Higher response rate  Lower bias  Lower cost

19 19 Thank you for your attention! Bengt Oscar Lagerstrøm, bol@ssb.no, Statistics Norway