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INTERACTIVE PROJECT DESIGN SCHEMATIC 2006 Louisiana Health and Population Survey 2006 Louisiana Health and Population Survey 2 June 2014 Survey operations.

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Presentation on theme: "INTERACTIVE PROJECT DESIGN SCHEMATIC 2006 Louisiana Health and Population Survey 2006 Louisiana Health and Population Survey 2 June 2014 Survey operations."— Presentation transcript:

1 INTERACTIVE PROJECT DESIGN SCHEMATIC 2006 Louisiana Health and Population Survey 2006 Louisiana Health and Population Survey 2 June 2014 Survey operations and data management conducted by the Louisiana Public Health Institute on behalf of the Louisiana Department of Health and Hospitals and the Louisiana Recovery Authority, and in coordination with the US Centers for Disease Control and Prevention and the US Census Bureau.

2 Project Goals I.Obtain population estimates and key indicators for public health and economic development planning, II.Compare survey-based population estimates with modeled estimates, and III. Develop a sustainable survey program to provide continuous population estimates as requested by state and parish authorities. Ultimately, the purpose of this project is to provide state and local authorities with the information that they need to make informed decisions for rebuilding and future disaster preparedness.

3 Project History Hurricanes Katrina (August 29, 2005) and Rita (September 23, 2005) caused extensive damage across southern Louisiana and displaced numerous residents from the affected parishes. The mass migration which resulted from the 2005 hurricane season has caused great uncertainty around the population size and demographics in Louisiana. As recovery progresses, timely, accurate population estimates are critical to guide decision-makers across all sectors in efficient resource allocation and planning. Building upon methodology developed through federal and local collaboration in conducting rapid population estimates for December 2005 and January 2006, the US Centers for Disease Control and Prevention (CDC), US Census Bureau (Census), and the Louisiana Public Health Institute (LPHI) collaborated to conduct rapid surveys across coastal, severely hurricane- affected parishes in Louisiana on behalf of the Louisiana Department of Health and Hospitals (DHH) and Louisiana Recovery Authority (LRA).

4 PopEst-LA Project Design Schematic: Purpose The PopEst-LA Project Design Schematic is intended as a platform for documenting and articulating the principle survey activities, data flow, organizational structure, and administrative duties of the 2006 Louisiana Health and Population Survey (PopEst-LA). The purpose of the Design Schematic is to promote an understanding of the methods and mechanisms used to conduct the survey project. By documenting the project structure, the goals of the Design Schematic are to: 1. 1.Build capacity within the Louisiana Public Health Institute (LPHI) to repeat and improve upon the PopEst-LA survey project during future survey rounds. 2. Communicate conceptual and operational knowledge to current and potential stakeholders and partners. 3. Share PopEst-LA survey design concepts with other organizations interested or engaged in conducting similar projects. The Design Schematic is intended to present project components in a logical, graphical, and interactive framework. Flow diagrams, schematics, and descriptions are arranged contextually and in order of increasing granularity.

5 DATA AND PROCESS FLOW DATA AND PROCESS FLOW ORGANIZATIONAL STRUCTURE ORGANIZATIONAL STRUCTUREORGANIZATIONAL STRUCTUREORGANIZATIONAL STRUCTURE NOTE: All HYPERLINKED text is UNDERLINED To go back to the last slide viewed, right-click and select Last Viewed from the menu, or if the Last Viewed option does not appear, right-click and press P on the keyboard 2006 Louisiana Health and Population Survey INTERACTIVE PROJECT DESIGN SCHEMATIC ADMINISTRATIVE SUPPORT FUNCTIONS ADMINISTRATIVE SUPPORT FUNCTIONS PROPOSED PROJECT CONTINUATION ROADMAP

6 2006 Louisiana Health and Population Survey Data and Process Flow

7 PopEst-LA 2006 PROJECT COMPLETE: ALL DATA AND MATERIALS ARE GIVEN TO DATA OWNER(S) and PROJECT EVALUATION COMMENCES 2 June 2014 SAMPLE SELECTION DISTRIBUTION LOGISTICS DATA ANALYSIS PROJECT ORGANIZATION DIAGRAM 1.0 SAMPLE SELECTION SAMPLE SELECTIONSAMPLE SELECTION STAGE I - CLUSTER STAGE I - CLUSTER 2.0 LISTING LISTING SAMPLE SELECTION STAGE II: HOUSING UNIT 3.0 SURVEYING SURVEYING 4.0 SCANNING SCANNING 6.0 REPORT CREATION REPORT CREATIONREPORT CREATION 7.0 RESULTS DISSEMINATION RESULTS DISSEMINATIONRESULTS DISSEMINATION 5.0 SURVEY DATA MANAGEMENT SURVEY DATA MANAGEMENTSURVEY DATA MANAGEMENT DATA EXTRACTION SURVEY RESULTS DISSEMINATION CONDUCT SURVEY and QUALITY CONTROL DETAILED DATA AND PROCESS FLOW SCHEMATIC 2006 Louisiana Health and Population Survey – Data and Process Flow Diagram ADMINISTRATIVE SUPPORT FUNCTIONS

8 1.0 SAMPLE SELECTION US Census Bureau creates Block Clusters of one or more census blocks US CENSUS BUREAU US Census Bureau randomly selects 80 block clusters in urban parishes and 50 block clusters in rural parishes. US CENSUS BUREAU US Census Bureau delivers list of randomly selected block clusters in Microsoft Excel format.randomly selected block clusters US CENSUS BUREAUUS CENSUS BUREAU, TECHNICAL MANAGERTECHNICAL MANAGER SAMPLE SELECTION DESCRIPTIONDATA AND PROCESS FLOW SCHEMATIC

9 2.0 LISTING Listing Material Preparation: Listing Materials Packet given to Field Coordinators and ListersListing Materials PacketField Coordinators Listers TECHNICAL MANAGERTECHNICAL MANAGER, GIS TECHNICIAN, ADMINISTRATIVE ASSISTANTGIS TECHNICIAN ADMINISTRATIVE ASSISTANT Field Listing Activity: Housing Units randomly selected for surveying; QC FIELD COORDINATORSFIELD COORDINATORS, LISTERSLISTERS Listing Data Processing: 1.QC performed in management office 2.Data entry performed 3.Problem resolution TECHNICAL MANAGERTECHNICAL MANAGER, OPERATIONS MANAGER, DATA ENTRY/QC ASSISTANTOPERATIONS MANAGERDATA ENTRY/QC ASSISTANT 2.1 DETAILED LISTING SCHEMATICDETAILED LISTING SCHEMATICLISTING DESCRIPTION DATA AND PROCESS FLOW SCHEMATIC

10 Survey Materials Preparation: Survey Materials Packet is given to Coordinators and Surveyors TECHNICAL MANAGERTECHNICAL MANAGER, GIS TECHNICIAN, ADMINISTRATIVE ASSISTANTGIS TECHNICIANADMINISTRATIVE ASSISTANT Survey Field Activity: Surveyors go out to selected Housing Units to conduct Person-to-Person Interviews FIELD COORDINATORSFIELD COORDINATORS, SURVEYORSSURVEYORS Surveys Completed By:Surveys Mail /Telephon /Telephone FieldField Household, ADMIN. ASSISTANTSURVEYORSADMIN. ASSISTANTSURVEYORS Data Entry into PopEst-LA Project Database DATA ENTRY/QC ASSISTANTS QC: Field and Management, Problem resolution FIELD COORDINATORSFIELD COORDINATORS, TECHNICAL MANAGER, OPERATIONS MANAGER,DATA ENTRY/QC ASSISTANTTECHNICAL MANAGER OPERATIONS MANAGERDATA ENTRY/QC ASSISTANT QC: management office, Problem resolution DATA ENTRY/QC ASSISTANTDATA ENTRY/QC ASSISTANT, TECHNICAL MANAGER, OPERATIONS MANAGERTECHNICAL MANAGEROPERATIONS MANAGER Data Entry into PopEst-LA Project DatabasePopEst-LA Project Database DATA ENTRY/QC ASSISTANTS SURVEYING DESCRIPTION 3.0 SURVEYING DATA AND PROCESS FLOW SCHEMATIC3.3DETAILED SURVEYING SCHEMATIC 3.0 GENERAL SURVEYING SCHEMATIC

11 -MAIL- -TELEPHONE- Survey completed by Mail Sampled Household returns completed Door Hanger Survey via USPS Household Survey completed by Telephone: 1. 1.Sampled Household calls the PopEst Line to complete the survey 2. 2.via telephone interview Household is contacted by PopEst for survey QC DATA ENTRY/QC ASSISTANTDATA ENTRY/QC ASSISTANT, Household Completed surveys are into a filing system in the materials office OPERATIONS MANAGER Data Entry: 1. 1.Completed surveys are recorded Complete / final interview outcome is recorded for Housing Unit in the databasedatabase DATA ENTRY/QC ASSISTANTS LISTING SHEETS HAVE NOT YET BEEN ENTERED INTO THE DATABASEDATABASE LISTING SHEETS LISTING SHEETS HAVE BEEN ENTERED INTO THE DATABASE DATABASE LISTING SHEETS ARE RECORDED INTO DATABASEDATABASE SURVEY ID MATCH SURVEY ID DO NOT MATCH NEED TELEPHONE FOLLOW-UP Quality Control QC is conducted on 100% of surveys completed by mail or telephone. DATA ENTRY/QC ASSISTANTS PREPARATION FOR SCANNING COMMENCES SCANNING INCONSISTANCIES OR ERRORS ARE FOUND THAT WARRANT TELEPHONE FOLLOW-UP Methodological and logistical issues encountered in the field during surveying activity are communicated via chain of command to the appropriate person: Surveyor Coordinator Operations Manager Technical Manager CDC SurveyorCoordinatorOperations ManagerTechnical ManagerCDC Once solutions are decided upon communicated back down the chain of command 3.1 MAILED–IN and PHONED–IN SURVEYS DATA AND PROCESS FLOW SCHEMATIC3.0 GENERAL SURVEYING SCHEMATIC3.3 DETAILED SURVEYING SCHEMATIC SURVEYING DESCRIPTION

12 3.2 FIELD SURVEYS As surveys are completed by mail or telephone, the Data Base generates daily report of Housing Units with recorded outcomes. Operations Manager communicates to the Field Coordinator about which housing units to discontinue survey activity.Operations ManagerField Coordinator Preparation of Surveying Materials Packet Surveying Materials PacketSurveying Materials Packet OPERATIONS MANAGEROPERATIONS MANAGER, GIS TECHNICIAN, DATA MANAGEMENT COORDINATOR, ADMINISTRATIVE ASSISTANT GIS TECHNICIANDATA MANAGEMENT COORDINATOR ADMINISTRATIVE ASSISTANT OPERATIONS MANAGERGIS TECHNICIANDATA MANAGEMENT COORDINATOR ADMINISTRATIVE ASSISTANT Survey Visit Assignments Field Coordinator Field Coordinator assigns Housing Units to be surveyed within Block Cluster to surveyors surveyors Field Coordinator surveyors FIELD COORDINATOR FIELD COORDINATOR Material Distribution to Surveyors SurveyorsSurveyors are given a Surveying Materials Packet for their respective Block Clusters Surveying Materials Packet SurveyorsSurveying Materials Packet FIELD COORDINATOR FIELD COORDINATOR Survey Visit A minimum of 4 visits * to assigned Housing Unit is conducted unless one of the following occurs: 1.Encounter is made and interview is completed or hard refusal occurs. 2.Sampled housing unit no longer exists (due to demolition). 3.Completed Survey was attained during that time by mail or telephone. mail or telephon or telephone 4. Two reliable proxies state that the housing unit is unoccupied. SURVEYOR Household Contact is MadeHousehold Contact is NOT Made Partial Interview Refusal Complete Interview Null Field QC Coordinator conducts QC on 100% of the completed Survey Visit Tracking Forms and surveys for the Housing Units with recorded outcomes. Correct/ complete forms are validated with Coordinators name, ID number, and date of validation. FIELD COORDINATOR FIELD COORDINATOR SurveyorsSurveyors deliver Completed Survey Visit Tracking Forms and Surveys (when applicable) with recorded outcome to Field Coordinators Survey Visit Tracking Forms SurveysField Coordinators SurveyorsSurvey Visit Tracking Forms SurveysField Coordinators SURVEYORS SURVEY OUTCOMES OUTCOMES Correct/ Complete Validated Survey Visit Tracking Forms and Surveys are brought to Operations Manager at the management office Survey Visit Tracking Forms SurveysOperations Manager Survey Visit Tracking Forms SurveysOperations Manager FIELD COORDINATOR FIELD COORDINATOR Office QC 10% of randomly selected Survey Visit Tracking Forms and Surveys without previously indicated issues are QC Survey Visit Tracking Forms SurveysSurvey Visit Tracking Forms Surveys 100% of Survey Visit Tracking Forms and Surveys with issues previously indicated by the Field Coordinator are QC Survey Visit Tracking Forms SurveysField CoordinatorSurvey Visit Tracking Forms SurveysField Coordinator DATA MANAGEMENT COORDINATORDATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S) DATA ENTRY/QC ASSISTANT(S) DATA MANAGEMENT COORDINATORDATA ENTRY/QC ASSISTANT(S) Spot ChecksSpot Checks Survey Visit Tracking Forms Survey Visit Tracking Forms and surveys( when applicable) that have been recorded in the database are picked at random and verified in the system Survey Visit Tracking Forms TECHNICAL MANAGERTECHNICAL MANAGER, DATA MANAGEMENT COORDINATOR DATA MANAGEMENT COORDINATOR TECHNICAL MANAGERDATA MANAGEMENT COORDINATOR Data Entry QC: Double Check All entries are recorded twice to ensure accuracy DATA MANAGEMENT COORDINATORDATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S) DATA ENTRY/QC ASSISTANT(S) DATA MANAGEMENT COORDINATORDATA ENTRY/QC ASSISTANT(S) Data Entry Information from the Survey Visit Tracking Forms is recorded in the PopEst-LA Project Database Survey Visit Tracking Forms PopEst-LA Project DatabaseSurvey Visit Tracking Forms PopEst-LA Project Database DATA ENTRY/QC ASSISTANTS DATA ENTRY/QC ASSISTANTS PREPARATION FOR SCANNING COMMENCES SCANNING Probable Unoccupied Confirmed Unoccupied Probable Occupied Re-Visit Methodological and logistical issues encountered in the field during surveying activity are communicated via chain of command to the appropriate person: Surveyor Coordinator Operations Manager Technical Manager CDC SurveyorCoordinatorOperations ManagerTechnical ManagerCDC Once solutions are decided upon communicated back down the chain of command DATA AND PROCESS FLOW SCHEMATIC DATA AND PROCESS FLOW SCHEMATICIncomplete/Incorrect Incomplete/ Incorrect 3.3 DETAILED SURVEYING SCHEMATIC 3.3 DETAILED SURVEYING SCHEMATIC 3.0 GENERAL SURVEYING SCHEMATIC 3.0 GENERAL SURVEYING SCHEMATIC SURVEYING DESCRIPTION SURVEYING DESCRIPTION Confirmed Occupied Re-visit a minimum of 3 times

13 4.0 SCANNING Surveys are prepared for scanning DATA MANAGEMENT COORDINATORDATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANTDATA ENTRY/QC ASSISTANT SurveysSurveys are scanned DATA MANAGEMENT COORDINATOR QC Scanned surveys are checked for errors and problems are resolved 1. Interpretation QC. 2. Verification QC 3. Mass Verification QC DATA MANAGEMENT COORDINATORDATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANTDATA ENTRY/QC ASSISTANT Survey data is output in a text file DATA MANAGEMENT COORDINATORDATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANTDATA ENTRY/QC ASSISTANT 4.1 DETAILED SCANNING SCHEMATIC SCANNING DESCRIPTION DATA AND PROCESS FLOW SCHEMATIC DATA AND PROCESS FLOW SCHEMATIC

14 SCANNING PREPARATION SCANNING QUALITY CONTROL DATA MAINTANANCE Prepare for Scanning 1. Rip survey booklets apart along the perforated line. 2. Put together batches of 5 survey packets, separating each individual survey with a paperclip until scanning commences. DATA MANAGEMENT COORDINATORDATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANTDATA ENTRY/QC ASSISTANT Start Scanning Prepared survey packets are scanned using the Readsoft program in the management office DATA MANAGEMENT COORDINATOR ALL DATA SUCCESSFULLY SCANNED IN WITHOUT ERROR (MATCH SURVEY ID AND PAGE NUMBERS) ERROR OCCURS: SURVEY ID ILLEGIBLE OR DOES NOT MATCH, PAGES OUT OF ORDER. PAGES WITH ERRORS ARE TAKEN OUT AND RE-SCANNED Data QC Program identifies problems and errors in the survey fields during the Verification Module. Data Management Coordinator Data Management Coordinator corrects errors in the system during the Verification phase DATA MANAGEMENT COORDINATOR DATA TRANSFER Recorded data is saved in : 1. 1.Image Archive, as an image file. Saved data is sorted by Parish, and black and white, and color surveys within each Parish Output Folder as a text file. Saved data is sorted by Parish. Data in output folder is statistical analysis software compatible. 4.1 DATA PROCESSING: DETAILED SCANNING ACTIVITY FLOW SCANNING DESCRIPTION4.0 GENERAL SCANNING SCHEMATIC DATA AND PROCESS FLOW SCHEMATIC DATA AND PROCESS FLOW SCHEMATIC

15 5.0 SURVEY DATA MANAGEMENT Data QC and problem resolution DATA MANAGERDATA MANAGER, DATA MANAGEMENT TECHNICIAN. TECHNICAL MANAGERDATA MANAGEMENT TECHNICIANTECHNICAL MANAGER Data transferred into a statistical analysis software DATA MANAGERDATA MANAGER, TECHNICAL MANAGERTECHNICAL MANAGER Variables for analysis are determined STAKEHOLDERS STAKEHOLDERS : LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS, LOUISIANA RECOVERY AUTHORITY, STATISTICIAN, TECHNICAL MANAGERLOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS LOUISIANA RECOVERY AUTHORITYSTATISTICIANTECHNICAL MANAGER Data is Analyzed STATISTICIAN DATA AND PROCESS FLOW SCHEMATIC DATA ANALYSIS DESCRIPTION

16 6.0 REPORT CREATION Survey Summary Report Template is developed LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS Stakeholders review Survey Summary Report Template for content STAKEHOLDERSSTAKEHOLDERS: LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS, LOUISIANA RECOVERY AUTHORITYLOUISIANA DEPARTMENT OF HEALTH AND HOSPITALSLOUISIANA RECOVERY AUTHORITY Survey Summary Report is finalized based on Stakeholder suggestions LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS Survey Summary Report is created for each Parish LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS Completed Final Report by Parish in PDF format DATA AND PROCESS FLOW SCHEMATIC

17 7.0 RESULTS DISSEMINATION Final Report(s) by Parish distributed to Stakeholders STAKEHOLDERSSTAKEHOLDERS: LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS, LOUISIANA RECOVERY AUTHORITYLOUISIANA DEPARTMENT OF HEALTH AND HOSPITALSLOUISIANA RECOVERY AUTHORITY Final Report(s) approved by Stakeholders STAKEHOLDERSSTAKEHOLDERS: LOUISIANA DEPARTMENT OF HEALTH AND HOSPITALS, LOUISIANA RECOVERY AUTHORITYLOUISIANA DEPARTMENT OF HEALTH AND HOSPITALSLOUISIANA RECOVERY AUTHORITY Web dissemination of validated Final Report(s) through the PopEst website (www.popest.org) and through NOLA Dashboard (www.noladashboard.org)www.popest.orgwww.noladashboard.org TECHNICAL MANAGER DATA AND PROCESS FLOW SCHEMATIC

18 2006 Louisiana Health and Population Survey Organizational Structure

19 2006 Louisiana Health and Population Survey – Organizational Structure Louisiana Recovery Authority (LRA) Louisiana Recovery Authority (LRA) Louisiana Department of Health and Hospitals (DHH) Louisiana Department of Health and Hospitals (DHH) Centers for Disease Control and Prevention (CDC) Centers for Disease Control and Prevention (CDC) U.S. Census Bureau U.S. Census Bureau Director, Urban Health Initiatives Operations Manager Operations Manager Technical Manager Technical Manager Team Lead Team Lead Survey Unit GIS Technician GIS Technician Data Management Coordinator Data Management Coordinator Field Coordinators Field Coordinators (Listing and Surveying) ListingSurveying Field CoordinatorsListingSurveying Operations Coordinator Operations Coordinator Administrative Support Staff Administrative Support Staff Field Staff ( and ) Field Staff ( Lister and Surveyors ) Lister Surveyors Technical Staff (Data Entry/QC Assistants) (Data Entry/QC Assistants) (Data Entry/QC Assistants) Statistician Data Manager Data Manager Data Management Technician Data Management Technician Key: Denotes Supervisory Relationship Denotes Collaborative Relationship STAKEHOLDERS / PARTNERS DIRECTORSHIP MANAGEMENT CONSULTANT COORDINATOR STAFF LPHI Human Resource Manager LPHI Media Relations Louisiana Public Health Institute Louisiana Public Health Institute 2 June 2014 Stakeholders Technical Advisors The CDC Foundation The CDC Foundation Funders Operations Evaluation Consultant Evaluation Consultant Field Coordinator Assistant Field Coordinator Assistant ADMINISTRATIVE SUPPORT FUNCTIONS DATA AND PROCESS FLOW SCHEMATIC

20 2006 Louisiana Health and Population Survey Administrative Support Functions

21 2 June 2014 PLANNING The project planning process was conducted by the PopEst Team Lead, Technical Manager and Operations Manager with the assistance of US Census Bureau, LRA, CDC, DHH and LPHI, encompasses the following activities: Deciding upon goals and objectives Scope of work Activities timeline Identifying human, financial, technical and material resource needs Budget 2006 Louisiana Health and Population Survey – Administrative Support Functions CommunicationsHuman Resources Project Sustainability Develop Budget Plans TECHNICAL MANAGERTECHNICAL MANAGER, TEAM LEAD, OPERATIONS MANAGERTEAM LEAD OPERATIONS MANAGER Manage Budget Monitor Expenses TEAM LEAD Approve Purchases LPHILPHI (RESOURCE MANAGER)RESOURCE MANAGER) Maintain Records TEAM LEAD Advocacy for funds TEAM LEAD Final financial expenditures report for all funders TEAM LEADTEAM LEAD, LPHI,LPHI Stakeholders: DHH and LRA TEAM LEAD, TECHNICAL MANAGER, OPERATIONS MANAGER Partners: CDC, Census, LPHI TEAM LEADTEAM LEAD, TECHNICAL MANAGER, OPERATIONS MANAGER TECHNICAL MANAGER, OPERATIONS MANAGER Media and general population TEAM LEADTEAM LEAD, LPHI (MEDIA RELATIONS)LPHIMEDIA RELATIONS) Communicate with staff TEAM LEAD, TECHNICAL MANAGER, OPERATIONS MANAGER Team Lead Team Lead collaborated with LPHI Media Relations to devise a communications strategy for fundraising from potential donors and existing fundersLPHIMedia Relations Assess human resource needs throughout project implementation TEAM LEAD Conceptualize and document roles and responsibilities for each position TEAM LEADTEAM LEAD, TECHNICAL MANAGERTECHNICAL MANAGER Take disciplinary action. Hire and Terminate project personnel TEAM LEADTEAM LEAD, TECHNICAL MANAGER, OERATIONS MANAGERTECHNICAL MANAGER OERATIONS MANAGER Ensure adherence to position description TEAM LEADTEAM LEAD, TECHNICAL MANAGER, OERATIONS MANAGERTECHNICAL MANAGER OERATIONS MANAGER Manage payroll and personnel files TEAM LEAD, LPHI Project documentation PopEst-LA Project Operations Manual TEAM LEAD PopEst-LA Project Survey Methods and Protocols TECHNICAL MANAGER PopEst-LA Survey Quality Control Manual TEAM LEADTEAM LEAD, TECHNICAL MANAGER,TECHNICAL MANAGER OPERATIONS MANAGER PopEst-LA Database Schematic TECHNICAL MANAGER PopEst-LA Data Entry Manual EVALUATION CONSULTANT PopEst-LA Scanning Process Manual DATA MANAGEMENT COORDINATOR PopEst-LA Data Management Manual DATA MANAGER Capacity Building/Skills Transfer: Identify local professionals to gain project skill sets and expertise. CDC, U.S. CENSUS BUREAUSCDC, U.S. CENSUS BUREAUS, LPHILPHI Project Evaluation Identifying potential data users and assessing current and future need for project data LPHI Articles regarding project findings, methodology and impact published in academic journals CDCCDC, DHH, LRA, CENSUS, LPHI, TEAM LEAD, TECHNICAL MANAGER, OPERATIONS MANAGER, CONSULTANTSDHHLRACENSUSLPHI, TEAM LEADTECHNICAL MANAGEROPERATIONS MANAGERCONSULTANTS DATA AND PROCESS FLOW SCHEMATIC PROJECT ORGANIZATION DIAGRAM

22 2006 Louisiana Health and Population Survey Data and Process Descriptions

23 1.0 Sample Selection The 2006 Louisiana Health and Population Survey relies on a two-stage cluster sample design in which n block clusters are selected and k housing units (HU) are sampled in each block cluster. Block clusters are geographic areas composed of one or more census blocks. The U.S. Census Bureau creates block clusters based on the number expected housing units (i.e. number of housing units recorded during the 2000 Census). The Census Bureau randomly selects a predetermined number of block clusters within each parish – 80 block clusters in urban parishes and 55 block clusters in rural parishes. In the case of Orleans Parish, a geographic stratification was made to separate the East Bank from the West Bank of the Mississippi River and within the East Bank a stratification was made to separate generally flooded from generally un- flooded areas. The US Census Bureau provides the Technical Manager with an Excel Spreadsheet of the selected block clusters for Listing.Technical Manager Excel Spreadsheet Listing

24 2.0 Listing A lister is sent to each selected block with the object of creating a list of all HUs within the block cluster. At this time a determination of habitability is made for each HU based on standardized definitions and criteria. Once the block cluster is listed, the lister consults a table to determine how many housing units to sample based on the difference between the expected number of housing units (the number recorded during the 2000 census) and the actual number of housing units recorded from listing. In urban parishes, five (5) HUs are sampled in each block cluster and in rural parishes 10 HUs are sampled in each block cluster. However, if the number of expected housing units differs significantly from the number of actual housing units listed, the lister is instructed to sample additional housing units. Additional sampled housing units are selected in increments of five (5) with a maximum of 20 sample housing units selected for one block cluster. Once the lister determines the number of HUs to select, he/she refers to the appropriate random number table and selects the row which corresponds to the actual number of housing units listed. This row in the random number table instructs the lister which habitable housing units to select based on their order on the listing sheet. The lister then leaves a doorhanger survey packet at each sampled HU. The doorhanger packet includes a request for participation from the Governor of Louisiana and the Secretary of the Louisiana Department of Health and Hospitals, a Frequently Asked Questions sheet, a copy of the survey, and a postage-paid envelope with which to return the completed survey by mail.

25 3.0 Surveying Approximately 2-3 weeks after the listing activity is completed in a parish, a team of surveyors travels to the block clusters in the parish to conduct follow-up survey visits on those housing units that were sampled during the listing phase and did not return a completed survey by mail or did not call in to conduct the interview by telephone. Housing units that require follow-up survey visits are called housing units to survey (HUTS). Surveyors will visit each HUTS a minimum of four (4) times during the survey period unless one of the following scenarios occurs: (1) an encounter produces a completed interview, (2) an encounter produces a hard refusal to participate, (3) the HUTS no longer exists (e.g. demolition), or (4) two reliable proxies confirm that the HUTS is unoccupied. HUTS which result in completed surveys are classified as Complete Interview and Partial Interview when only some of the survey is completed (this happens on occasion when a respondent concedes to participate but subsequently refuses to participate any further).

26 4.0 Scanning When returned surveys have been entered into the PopEst-LA Project Database and quality controlled, the survey booklets are prepared for scanning. This is done by separating the survey booklets along the perforated line and putting the sheets together in batches of five (5) booklets. The prepared surveys are then scanned using the ReadSoft Documents software. The software is used to scan, read, and record data from submitted surveys for the purposes of dataset creation. The software consists of 5 modules which are a part of the scanning procedure: Manager, Scan, Interpret, Verify, Transfer. All modules play a vital role in the scanning and reading process. During the scanning process, the ReadSoft Documents software identifies characters that are illegible and general mistakes, such as non-matching survey ID. The staff member who is conducting the scanning is able to correct these mistakes in the Interpret and Verify stages of the process. After all problems have been resolved, the scanned data is output as a text file. An image file is created for each page of the survey. The text and image files are saved in a secure server platform. Text output files can then be migrated into a database or imported into a statistical software application.

27 5.0 Data Analysis The number of expected housing units from the 2000 Census, the number of actual housing units identified during listing, and the number of housing units sampled are applied to survey response rates to calculate a statistical weight for each block cluster within the parish. Statistical weights are then applied to survey data to calculate parish-level estimates for each variable.

28 Survey Outcomes TERMDEFINITION Complete Interview Survey has been completed. Partial Survey has been partially completed; resident could not be contacted or refused to complete the survey. Refusal Resident refused to participate in the survey Confirmed Occupied Six visits made correctly; signs of occupancy; 1 or more proxies say it is occupied. Probable Occupied Six visits made correctly; signs of occupancy; no proxy found. Confirmed Unoccupied No resident encounter; 1 or more proxies say it is not occupied Probable Unoccupied Four visits made correctly; no resident encounter; no proxy found Null Housing unit no longer exists

29 2006 Louisiana Health and Population Survey Project Documents

30 Listing Materials Packet 1.Blank Listing Sheets……………………………….. 1.Blank Listing Sheets………………………………..OPERATIONS MANAGERBlank Listing SheetsBlank Listing SheetsOPERATIONS MANAGER 2. Door Hanger Surveys…………………..…… 2. Door Hanger Surveys…………………..……ADMINISTRATIVE ASSISTANTADMINISTRATIVE ASSISTANT (Door Hanger surveys contain: Blank Survey Booklet, Letter of Support from the Governor, Fact Sheet -in English and Spanish, and a return envelope with pre-paid postage)Blank Survey BookletLetter of Support from the GovernorFact Sheet 3. Maps:……………………………………………………….. 3. Maps:………………………………………………………..GIS TECHNICIANGIS TECHNICIAN * Locator Map Locator MapLocator Map * Mapspotting Map Mapspotting MapMapspotting Map * Overview Map Overview MapOverview Map 4. Street Atlas……………………………………ADMINISTRATIVE ASSISTANT ADMINISTRATIVE ASSISTANTADMINISTRATIVE ASSISTANT 5. Emergency Contact List for the Parish……..ADMINISTRATIVE ASSISTANT Emergency Contact List for the ParishADMINISTRATIVE ASSISTANTEmergency Contact List for the ParishADMINISTRATIVE ASSISTANT 6. Lister Coordinator Sheet…………………………. 6. Lister Coordinator Sheet………………………….OPERATIONS MANAGERLister Coordinator SheetLister Coordinator SheetOPERATIONS MANAGER

31 Surveying Materials Packet 1.Blank Surveys…………………..…………….. 1.Blank Surveys…………………..……………..ADMINISTRATIVE ASSISTANTBlank SurveysBlank SurveysADMINISTRATIVE ASSISTANT 2. Maps:……………………………………………………….. 2. Maps:………………………………………………………..GIS TECHNICIANGIS TECHNICIAN * Locator Map Locator MapLocator Map * Mapspotting Map Mapspotting MapMapspotting Map * Overview Map Overview MapOverview Map 4. Street Atlas……………………………………ADMINISTRATIVE ASSISTANT ADMINISTRATIVE ASSISTANTADMINISTRATIVE ASSISTANT 5. Emergency Contact List for the Parish……..ADMINISTRATIVE ASSISTANT Emergency Contact List for the ParishADMINISTRATIVE ASSISTANTEmergency Contact List for the ParishADMINISTRATIVE ASSISTANT 6. Lister Coordinator Sheet…………………………. 6. Lister Coordinator Sheet………………………….OPERATIONS MANAGERLister Coordinator SheetLister Coordinator SheetOPERATIONS MANAGER

32 Selected Block Clusters File–US Census

33 Overview Map

34 Locator Map

35 Mapspotting Map

36 Letter of Support from the Governor

37 Fact Sheet

38 Soft Refusal

39 Lister Coordinator Sheet

40 Listing Sheets TEXT ENTERED BY HAND BY THE LISTERS FOR EACH ASSIGNED BLOCK CLUSTER

41 Parish Emergency Contact Numbers

42 Survey Visit Tracking Form Front Back

43 Survey Form Black and White Version Color Version

44 Quality Control By Phone For In-Field Completed Surveys TEXT ENTERED BY HAND BY THE DATA ENTRY/QC ASSISTANTS FOR 10% OF SURVEYS COMPLETED IN THE FIELD

45 PopEst-LA Project Access Database

46 2006 Louisiana Health and Population Survey Position Descriptions

47 Team Lead POSITION SUMMARY The Team Lead manages project finances, human resources, and administration in coordination with LPHI core administrative staff. This individual consults with the Technical Manager and stakeholders and partners on methodological development and the logistics of project implementation. The Team Lead is the principle point of contact to the Director of Urban Health Initiatives who oversees the implementation of the project. This individual works in collaboration with project stakeholders and partners on administrative issues. The Team Lead is responsible for working under the supervision of the Director of Urban Health Initiatives and in collaboration with the Technical Manager to develop initial budgetary projections, project timelines, implementation strategies, and human and technical resource procurements. This individual is also responsible for public and media relations, outreach activities, continual human resource recruitment, and budgetary oversight. The Team Lead is additionally responsible for compiling an operations manual. DUTIES AND RESPONSIBILITIES Maintain and manage operations budget for the duration of the project. Develop field and office staffing plans and manage contracting process. Manage project human resources in coordination with LPHI administration: organize personnel files, ensure continuity of payroll, incentives, and reimbursements. Terminate/ transition project staff in coordination with LPHI administration as necessary. Develop systems, procedures and protocols for administrative and human resource activities. Coordinate closely with CDC, Census, DHH, LRA and LPHI to ensure optimal communication and participation from collaborating organizations. Interact with stakeholders, funders, government officials and the general public providing information about the project as appropriate. Coordinate with communications team and superiors at LPHI to create appropriate public messaging. Monitor project progress and deliverable outputs. Facilitate in training and briefing of field staff as needed.

48 POSITION SUMMARY Working in collaboration with technical advisors from the CDC and the Census Bureau and in accordance with guidelines from the LRA and DHH, the Technical Manager is responsible for the design of project implementation strategies, survey methodology, data management system(s), and the data analysis and report production processes of the 2006 Louisiana Health and Population Survey. This individual is the key point of contact and accountability for all methodological, data management, and analysis activities. The Technical Manager is responsible for devising and deploying a data management team comprised of contracted data management and analysis professionals and data entry and quality control personnel. The Technical Manager is responsible for working under the supervision of the Director of Urban Health Initiatives and in collaboration with the Team Lead to develop initial budgetary projections, project timelines, implementation strategies, and human and technical resource procurements. This individual is responsible for developing data use, security, and delivery policies and procedures and for ensuring the successful analysis and dissemination of survey results. DUTIES AND RESPONSIBILITIES Determine technical and human resource needs for fieldwork and data management activities. Identify and recruit the appropriate individuals for technical, methodological, and evaluation consultation. Devise and document methodological, data collection, data management, data extraction, and quality control systems, protocols, and procedures. Design, develop, and maintain project administrative and data management database. Devise project implementation strategies and prioritize human and technical resource deployment. Communicate strategies and priorities to project stakeholders and partners. Facilitate data management, analysis, and technical meetings with stakeholders and partners. Create progress and data reporting mechanisms for effective communication with stakeholders and partners. Work in collaboration with the IT Group and under the supervision of the Director of Urban Health Initiatives to procure essential equipment and software. Work in collaboration with stakeholders and partners to develop and document data use, security, and delivery protocols and procedures. Ensure adherence to protocol through staff training and oversight of staff activities. Work in collaboration with stakeholders and partners to produce a summary report for each parish surveyed. Work in collaboration with the IT Group and project stakeholders and partners to design a project internet site to communicate project information and disseminate survey reports. Technical Manager

49 Operations Manager POSITION SUMMARY The Operations Manager is responsible for planning, organizing, and executing data collection activities in the field; and is the single point of contact for Data Collection Team Coordinators. This individual will direct project level listing and surveying implementation and coordinate field activities from the central office and the field as necessary. DUTIES AND RESPONSIBILITIES Direct supervision of, and single point of contact for, Data Collection Team Coordinators Logistics Creation and management of a data collection schedule for activities, both for the project and in each of the 18 parishes in conjunction with the Team Lead and Technical Manager as well as stakeholders and funders. Organize and conduct training for field staff in coordination with CDC and Census. Contact parish leaders and procure on-site locations within each parish for field team operations. Create emergency contact list and parish contact list for each team for each parish. Prepare travel logistics (including hotels) and supply coordinators with location and details as needed. Create and maintain personnel management tools to assure accounting for all personnel in the field. Assign field work teams via Coordinators and ensure communication between coordinators for team changes, changes in staff, and important information related to LPHI or collaborating agencies. Operations Manage Data Collection Team Coordinators while in the field: provide materials, location assignments, and support. Brief Team Lead and Technical Manager regarding the progress of field activities, resources needed and any issues that arise. Discuss any methodological issues and create protocols as needed in coordination with central staff and collaborating entities. Conduct daily briefing with all Coordinators on progress in the field; develop quality control protocols and assure consistent implementation. Monitor the safety of staff in the field and respond to safety concerns as they arise.

50 Data Manager POSITION SUMMARY The data manager is responsible for all aspects of data entry, storage, and quality control protocols. DUTIES AND RESPONSIBILITIES Create an SPSS database for survey data. Establish data management protocol. Create data management manual. Create quality control protocols in coordination with the Technical and Operations Managers. Train Data Management Coordinator and Data Management Technician in quality control protocols and ensure proper utilization. Guide Data Management Coordinator in management process for data entry Ensure integrity of data entry process through scanning technology. Coordinate with LPHI Information Systems and Technology Development division for general oversight of scanning activity. Consult with Technical Manager as needed for length of project on key data management decisions

51 Statistician POSITION SUMMARY Working in collaboration with technical advisors from the CDC and the Census Bureau and in accordance with guidelines from the LRA and DHH, the statistician will be responsible for conducting data analysis. Work in collaboration with the Technical Manager to identify statistically viable variables from those that have been selected by the LRA and DHH. DUTIES AND RESPONSIBILITIES Work in collaboration with the Technical Manager and the Stakeholders to identify statistically viable indicators. Conduct statistical analysis Document the statistical analysis process Assist with the interpretation of the results Act as a continual resource in identifying future data usage

52 Evaluation Consultant POSITION SUMMARY The Evaluation Consultant is responsible for documenting and evaluating project activities. The Evaluation Consultant works under the guidance of the Technical Manager to create and interactive project design schematic, documenting data flow, survey operations and logistics, and organizational and administrative functions. The Evaluation Consultant provides support to the Technical Manager to evaluate quality control procedures, conduct database cleaning functions, and identify data variables and indicators of interest to derive from the survey instrument. The Evaluation Consultant also supports the Team Lead in definening project management and staff roles. The Evaluation Consultant performs additional documentation and evaluation functions as directed by the Technical Manager. DUTIES AND RESPONSIBILITIES Create an interactive project design schematic, documenting data flow, survey operations and logistics, and organizational and administrative functions. Support the Technical Manager to identify data variables and demographic, health, and economic indicators of interest to derive from the survey instrument. Support the Team Lead to define roles and areas of responsibility for project management and staff. Evaluate quality control performed on completed surveys to determine the integrity of the survey data. Create a data entry manual for the project database. Perform database cleaning and quality control functions

53 Data Management Coordinator POSITION SUMMARY The Data Management Coordinator is responsible for coordinating and implementing all aspects of data entry, storage, and quality control protocols as developed by the Technical Manager. The Data Management Coordinator is responsible for working under the guidance of the Technical Manager and Operations Manager to prioritize data entry and quality control activities. This Individual is also responsible for training and supervising data extraction procedures for completed surveys. The Data Management Coordinator is responsible for addressing personnel management issues among the data entry/QC staff under the guidance of the Technical Manager. DUTIES AND RESPONSIBILITIES Conduct initial and periodic trainings to ensure competence among the data entry/QC staff. Coordinate the data entry/QC staff to conduct data entry and quality control activities. Implement database cleaning and data integrity procedures Work under the guidance of the Technical Manager to identify quality control issues within the project database, completed surveys, and data extraction procedures. Work in collaboration with the LPHI IT Group to identify and solve data extraction issues. Create a data extraction manual for instructing new data entry/QC staff members on using the data extraction software. Maintain a log to track the completion of materials preparation, quality control, and data entry.

54 Data Management Technician POSITION SUMMARY The Data Management Technician is responsible for ensuring the integrity of the data through following quality control protocol and conducting data cleaning activities for all collected data. DUTIES AND RESPONSIBILITIES Work under the supervision of Technical Manager and in collaboration with Data Manager to systematically check data collected for each parish. Follow data management protocol created by the Data Manager to clean datasets by correcting data collection and data entry errors. Consult with Technical Manager and Data Manager as needed for the duration of project on key data management decisions.

55 Operations Coordinator POSITION SUMMARY The Operations Coordinator assists the Operations Manager in daily activities, such as planning, organizing, and executing data collection activities in the field. To serve as a liaison between Operations Manager and field staff, as needed. DUTIES AND RESPONSIBILITIES Work under the supervision of the Operations Manager to assist with organization, supervision and execution of data collection in the field Prepare listing and/or surveying materials for Field Coordinators as needed. Organize and conduct training for field staff in coordination with CDC and Census. Assist with travel logistics (including hotels) and supply coordinators with location and details as needed. Assist with the provision of materials, location assignments, and support. Brief Operations Manager regarding the progress of field activities, resources needed and any issues that arise. Assist with daily briefing with all Coordinators on progress in the field.

56 Field Coordinator POSITION SUMMARY The Lister/Survey Coordinator will be responsible for organizing and executing parish specific field activity. Coordinator will receive assignments from the Operations Manager and coordinate all field work for those assignments. They will report directly to the Operations Manager through a daily briefing. Coordinator will over see a team of approximately 6-7 lister/surveyors. DUTIES AND RESPONSIBILITIES Logistics Attend training hosted by the CDC and US Census Bureau Travel to parishes across southern Louisiana. Much of this travel will require overnight stays for up to 5 days at a time Maintain a headquarters for the survey within selected parishes Manage overnight accommodations for surveyors Report activities, questions and concerns to Operations Team while in the field Operations Manage listers/surveyors in the field: provide materials, location assignments, and support Communicate with management team at LPHI regarding the progress of field activities, resources needed and any issues that arise Brief surveyors every day, which includes ensuring the quality of completed field work Monitor the safety of surveyors in the field and respond to safety concerns as they arise

57 GIS Technician POSITION DESCRIPTION The GIS Technician will perform GIS activities for the Louisiana Health and Population Survey at LPHI. They are responsible for receiving the parish mapping schedule from the Operations Manager, creating the maps for all selected parishes using CDC/ATSDR GRASP methods and cross checking to ensure all maps needed are available to the field team. The Technician will also create new maps as needed and work closely with the Operations Manager to solve mapping issues. DUTIES AND RESPONSIBILITIES Complete competency training in ArcGIS and CDC/ATSDR GRASP methods conducted by Technical Manager Create a map making schedule based on parish field work plan Print maps using CDC/ATSDR GRASP methods, according to map making schedule Cross check maps created to ensure all census blocks are represented. Review maps for accuracy and accessibility. Create new maps based on guidance from the Operations Manager and according to needs in the field and central office Solve mapping issues as they arise in coordination with Operations Manager

58 Administrative Assistant POSITION SUMMARY The administrative assistant will conduct office activities within the Population Estimate headquarters at LPHI. The Administrative Assistant is responsible for the duplication and management of all materials used in the field. The assistant will perform clerical duties in the office such as filing, record keeping, and data storage. He/she will also be responsible for completing telephone surveys and conducting quality control for surveys collected from the field under the direction of the Operations Manager. Further duties will be determined by the Operations Team at LPHI. DUTIES AND RESPONSIBILITIES Maintain a working filing system for all data, in coordination with the Data Management Coordinator. Compile all packets for personnel in the field including: lister/surveyor packets and questionnaires for residents. Assist Operations Manager with field logistics such as materials gathering, research for Parish specific information, and working with coordinators on field needs. Assist Operations Team with training materials as needed. Complete surveys over the phone with residents who request this option. Conduct a 10% quality control check on all surveys from the field. Assist team lead with human resource filing and paperwork processing for all new hires. Perform clerical duties such as filing, record keeping, answering phones, and correspondence for the length of the project.

59 Lister/Surveyor POSITION SUMMARY Listers/Surveyors will identify households to be surveyed using a US Census Bureau method and surveying selected households using a standardized questionnaire. They will evaluate residences for habitability and engage residents for information on selected households. Questions will gather data on demographic, health, education and economic indicators. Listers/Surveyors will be continually supported by a Lister/Surveyor Coordinator while in the field. DUTIES AND RESPONSIBILITIES Logistics Attend training hosted by the CDC and US Census Bureau Travel to parishes across southern Louisiana. Much of this travel will require overnight stays for up to 5 days at a time Report activities, questions and concerns to coordinator while in the field Operations Enumerate households within a designated census block Randomly select households to be surveyed using US Census Bureau method and supply survey materials for chosen households Survey residents of selected households. Interviews take approximately 20 minutes to complete Keep an accurate log of all activity in the field Attend daily debriefing with coordinator at parish headquarters

60 Field Coordinator Assistant POSITION SUMMARY The Survey Coordinator Assistant will work closely with the Survey Coordinator to prep materials for field work, organize and distribute daily assignments, conduct quality control on completed field work and assist with paperwork completion for each parish. Coordinator Assistant will receive assignments from the Survey Coordinator and report directly to this position for all responsibilities. The assistant is essentially a surveyor who is asked to complete coordinator assistant activities on an as-needed basis. The assistant will continue to receive field assignments for surveying when coordinator assistant duties are not requested. DUTIES AND RESPONSIBILITIES Assist in the preparation of materials for field work once Survey Coordinator is provided with materials from the Operations Manager Receive daily assignments from Survey Coordinator and assist in their distribution to surveyors. Assist in organization of daily assignments as needed Assist with quality control on completed tracking forms and surveys. Call residents and surveyors to verify responses as needed Enter on a daily basis all appropriate fields from tracking forms onto survey master sheet

61 Data Entry/QC Assistant POSITION SUMMARY The Data Entry/QC Assistant performs data entry and quality control (QC) activities. The Data Entry/QC Assistant receives training from the Data Management Coordinator to navigate the project database and record new data as survey materials return from the field. The Data Entry/QC Assistant works under the coordination of the Data Management Coordinator to perform quality control and record survey data in the project database. The Data Entry/QC Assistant may have additional duties such as conducting follow-up interviews by telephone as directed by the Data Management Coordinator. DUTIES AND RESPONSIBILITIES Receive initial and periodic data entry and QC training from the Data Management Coordinator or Technical Manager. Record survey data in the project database accurately. Maintain organization of completed and pending data entry and quality control assignments.

62 2006 Louisiana Health and Population Survey Partners and Stakeholders

63 The CDC Foundation The CDC Foundation helps the Centers for Disease Control and Prevention do more, faster by forging effective partnerships between CDC and individuals, foundations and corporations to fight threats to health and safety. The CDC Foundation provided the initial $89,000 for the 2006 Louisiana Health and Population Survey /

64 Louisiana Recovery Authority The Louisiana Recovery Authority (LRA) is the planning and coordinating body that was created in the aftermath of hurricanes Katrina and Rita by Governor Kathleen Babineaux Blanco to plan for the recovery and rebuilding of Louisiana. The authority is working with Governor Blanco to plan for Louisiana's future, coordinate across jurisdictions, support community recovery and resurgence, and ensure integrity and effectiveness. Working in collaboration with local, state and federal agencies, the authority is also addressing short-term recovery needs while simultaneously guiding the long-term planning process. The LRA is the second of the projects two principal stakeholders. The LRA receives all survey data and serves as a key advisor to LPHI. LPHI is primarily accountable to DHH and the LRA for the prioritization of survey activities and the results produced.

65 Louisiana Department of Health and Hospitals The mission of the Department of Health and Hospitals (DHH) is to protect and promote health and to ensure access to medical, preventive, and rehabilitative services for all citizens of the State of Louisiana. The Department of Health and Hospitals is dedicated to fulfilling its mission through direct provision of quality services, the development and stimulation of services of others, and the utilization of available resources in the most effective manner. In order to fulfill its mission, the Department of Health and Hospitals intends to: Provide quality services Protect and promote health Develop and stimulate services by others Utilize available resources in the most effective manner The Louisiana Department of Health and Hospitals is one of two principal stakeholders for the 2006 Louisiana Health and Population Survey. All data collected through the survey is the property of DHH who uses this information to inform health and hurricane recovery planning. In addition to data owner, DHH serves as a key advisor and technical/administrative resource for the project. LPHI is primarily accountable to DHH for the prioritization of survey activities and the results produced.

66 Centers for Disease Control and Prevention The Centers for Disease Control and Prevention (CDC), as the sentinel for the health of people in the United States and throughout the world, strives to protect peoples health and safety, provide reliable health information, and improve health through strong partnerships. The CDCs mission is to promote health and quality of life by preventing and controlling disease, injury, and disability. As a component of the CDC, the Agency for Toxic Substances and Disease Registry (ATSDR), based in Atlanta, Georgia, is a federal public health agency of the U.S. Department of Health and Human Services. ATSDR serves the public by using the best science, taking responsive public health actions, and providing trusted health information to prevent harmful exposures and diseases related to toxic substances. In October of 2005, the CDC/ATSDR provided technical assistance to personnel from the City of New Orleans Emergency Operations Center (CNO-EOC) to conduct rapid population estimate surveys after Hurricane Katrina. Building upon the success of the CNO-EOC surveys, the Louisiana Department of Health and Hospitals (DHH) and the Louisiana Recovery Authority (LRA) requested technical assistance from the CDC/ATSDR to conduct similar rapid population estimate surveys across hurricane-affected parishes in Louisiana. The CDC/ATSDR has served as the principle technical advisor throughout the development and implementation of the 2006 Louisiana Health and Population Survey.

67 US Census Bureau The US Census Bureau (Census) serves as the leading source of quality data about the nation's people and economy. The Census honors privacy, protects confidentiality, shares its expertise globally, and conducts its work openly. The Census Bureaus mission is to provide the best mix of timeliness, relevancy, quality, and cost for the data we collect and services we provide. In collaboration with the Louisiana Public Health Institute (LPHI), the Centers for Disease Control and Prevention (CDC), the Louisiana Department of Health and Hospitals (DHH), and Louisiana Recovery Authority (LRA), the US Census Bureau developed the sampling methodology for the 2006 Louisiana Health and Population Survey. The Census provides continual technical assistance with issues related to the sampling design and data analysis.

68 Louisiana Public Health Institute Louisiana Public Health Institutes (LPHI) goal is to promote and improve the health and quality of life in Louisiana through public-private partnering at the community, parish and state levels. The initiatives of LPHI improve the health of Louisiana's people and communities, and provide information for decision making and policy development. Current activities employ a community-based systems approach to improving access to care, environmental tobacco policy change, and enhancing the capacity of communities to address critical health issues. The Louisiana Public Health Institute (LPHI) is the implementing agency responsible for all survey operations. LPHI manages project-level administration and directs all fieldwork operations. LPHI worked closely with all stakeholders and partners to develop the sampling and survey methods and to support data analysis and report writing.

69 2006 Louisiana Health and Population Survey Proposed Project Continuation Roadmap

70 Health and Population Survey - Proposed* Project Continuation Roadmap Secondary analyses and specialty reports Final survey reports Preliminary survey reports RESULTS PRESENTATION ADVOCACY PROJECT IMPROVEMENT TIMELINE PopEst–LA 2007 Human Resources/ Recruitment Resource and supply acquisition Budget Management Project Timeline Survey methodology and survey instrument design PopEst–LA 2006 Interactive Project design Schematic Management Team evaluation and lessons learned report Data user feedback survey Planning and preparation for 2007 survey round Test Personal Digital Assistants (PDA) PopEst–LA 2007 Strategic Plan Advocacy for funds and resources PopEst–LA 2007 Project proposal and funding request Scholarly Publications PopEst–LA 2006 Project Final Report Press releases and media advisories News Articles and other Media Coverage October, 2006 May, 2007 * DISCLAIMER: This is proposed timeline of activities necessary to conduct another round of the Health and Population Survey in At this time, there are no definitive plans or funding to conduct a second round of surveys in Louisiana. February, 2007 Key: denotes direct relationship activity denotes supportive relationship document

71 2006 Louisiana Health and Population Survey Supplemental Flow-Charts Detailed Schematics The following slides may not be readable from a computer screen. They are designed to be printed in poster size. They are designed to be printed in poster size. To obtain a printer-friendly copy of these slides please send your request via to

72 1.0 SAMPLE SELECTION STAGE I - CLUSTER Block clusters randomly selected for each Parish U.S. CENSUS BUREAU 2.0 LISTING Listing Material Preparation: Listing Materials Packet given to Coordinators and Listers TECHNICAL MANAGER, GIS TECHNITIAN, ADMINISTRATIVE ASSISTANT Field Listing Activity: Housing Units randomly selected for surveying; QC FIELD COORDINATORS, LISTERS Listing Data Processing: 1.QC performed in management office 2.Data entry performed 3.Problem resolution TECHNICAL MANAGER, OPERATIONS MANAGER, DATA ENTRY/QC ASSISTANT 3.0 SURVEYING Survey Materials Preparation: Survey Materials Packet is given to Coordinators and Surveyors TECHNICAL MANAGER, GIS TECHNITIAN, ADMINISTRATIVE ASSISTANT Survey Field Activity: Surveyors go out to selected Housing Units to conduct Person-to-Person Interviews FIELD COORDINATORS, SURVEYORD Surveys Completed By: Mail /Telephone Field Household, ADMINISTRATIVE ASSISTANT SURVEYORS Data Entry into PopEst-LA Project Database DATA ENTRY/QC ASSISTANTS QC: Field and Management, Problem resolution FIELD COORDINATORS, TECHNICAL MANAGER, OPERATIONS MANAGER, DATA ENTRY/QC ASSISTANT QC: management office, Problem resolution DATA ENTRY/QC ASSISTANT, TECHNICAL MANAGER, OPERATIONS MANAGER Data Entry into PopEst-LA Project Database DATA ENTRY/QC ASSISTANTS 4.0 SCANNING PopEst PROJECT COMPLETE: ALL DATA AND MATERIALS ARE GIVEN TO DATA OWNER(S) and PROJECT EVALUATION COMMENCES 6.0 REPORT CREATION Template of Survey Summary Report is created and given to the Stakeholders for approval POPEST MANAGEMENT TEAM: TEAM LEAD, TECHNICAL MANAGER, OPERATIONS MANAGER AND STAKEHOLDERS: LRA, DHH, Analyzed data is input into the Survey Summary Report. Report created for each Parish. LPHI 7.0 RESULT DISSEMINATION Finalized reports are given to the stakeholders for review and approval. POPEST MANAGEMENT TEAM Finalized reports are published on the PopEst website for public use. POPEST MANAGEMENT TEAM 2 June 2014 SAMPLE SELECTION and SURVEY DISTRIBUTION DATA COLLECTION DATA PROCESSING SURVEY RESULTS Surveys are prepared for scanning DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT Surveys are scanned DATA MANAGEMENT COORDINATOR QC Scanned surveys are checked for errors and problems are resolved 1. 1.Interpretation QC 2. Verification QC 3. Mass Verification QC DATA MANAGEMENT COORDINATOR Corrected data is saved DATA MANAGEMENT COORDINATOR Data QC and problem resolution STATISTICIAN(S), TECHNICAL MANAGER 5.0 SURVEY DATA MANAGEMENT Data transferred into a statistical analysis software STATISTICIAN(S0, TECHNICAL MANAGER Variables for analysis are determined STAKEHOLDERS, STATISTICIAN(S0, TECHNICAL MANAGER Data Analyzed (by Parish) STATISTICIAN(S), TECHNICAL MANAGER 2006 LOUISIANA HEALTH AND POPULATION SURVEY – DATA AND PROCESS FLOW DIAGRAM

73 Coordinator QC Listing Sheets are checked for accuracy. 1. Any corrections or notes from the Coordinator are recorded on the Listing Sheet in Red Ink. 2. Correct Listing Sheets are validated with Coordinators initials, date and ID number. 3. Completed and validated Listing Sheets are recorded on the Lister Coordinator Sheet FIELD COORDINATORS Management QC % of Listing Sheets from Block Clusters with issues previously communicated by Coordinator are checked % of all Listing Sheets are randomly selected for Quality Control TECHNICAL MANAGER/ OPERATIONS MANAGER, DATA ENTRY/QC ASSISTANT(S) Data Entry Data from the Listing Sheets is recorded in the PopEst-LA Project Database DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANTS Double Check All entries are recorded twice to ensure accuracy DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S) Completed and validated Listing Sheets (by Parish) are delivered to the management office FIELD COORDINATORS Listers give completed Listing Sheets to Field Coordinators LISTERS Survey Distribution Listers delivers door hanger survey to sampled housing unit. Records survey ID for every housing unit sampled on the Listing Sheet LISTERS Lister Training Listers are trained in he field and classroom. Receive Field Manual CDC/US CENSUS BERAU/POPEST MANAGEMENT Listing Materials Preparation Listing Materials Preparation Blank Listing Sheets 2. Door hanger surveys 3. Locater, Map-spotting, Overview Maps 4. Street Atlas 5. Emergency Contact list for Parish 6. Lister Coordinator Sheets OP ERATIONS MANAGER, GIS TECHNITIAN, ADMINISTRATIVE ASSISTANT Block Cluster Assignments Field Coordinator assigns Block Clusters to be listed to Listers within a Parish FIELD COORDINATOR Materials Distribution Listers are given materials for listing activity: 1. 1.Blank Listing Sheets Door hanger surveys Locator and spotting maps for assigned Block Cluster Street Atlas for Parish 5. 5.List of emergency contacts for the Parish FIELD COORDINATOR Housing Unit Sample Selection Listers selects a subset of recorded, habitable housing units, using Random Number Tables in the Field Manual. (Number of HUs to be sampled/Block Cluster determined by Random Number Table or US Census Bureau) LISTERS Housing Unit Listing Lister record all (habitable and inhabitable) housing units in assigned Block Cluster LISTERS Methodological and logistical issues encountered in the field during listing activity are communicated via chain of command to the appropriate person: Lister Coordinator Operations Manager Technical Manager CDC Once solutions are decided upon communicated back down the chain of command INCOREECY AND INCOMLETE LISTING SHEETS GET REASSIGNED FOR LISTING Spot-checks Listing Sheets that have been recorded in the database are picked at random and verified in the system DATA MANAGEMENT COORDINATOR LISTER TRAINING LISTING ACTIVITY LIISTING FIELD PREPARATION LISTING DATA MANAGEMENT MANAGEMENT QUALITY CONTTROL 1.1 HU SELECTION and SURVEY DISTRIBUTION (LISTING) 1.1 HU SELECTION and SURVEY DISTRIBUTION (LISTING)

74 -MAIL- -TELEPHONE- Survey completed by Mail Sampled Household returns completed Door Hanger Survey via USPS Household Survey completed by telephone : 1. 1.Sampled Household calls the PopEst Line to complete the survey via telephone interview Household is contacted by PopEst for survey QC DATA ENTRY/QC ASSISTANT, Household Completed surveys are into a filing system in the materials office OPERATIONS MANAGER Data Entry: 1. Completed surveys are recorded 2. Complete / final interview outcome is recorded for Housing Unit in the database DATA ENTRY/QC ASSISTANTS LISTING SHEETS HAVE NOT YET BEEN ENTERED INTO THE DATABASE LISTING SHEETS HAVE BEEN ENTERED INTO THE DATABASE Methodological and logistical issues encountered in the field during surveying activity are communicated via chain of command to the appropriate person: Surveyor Coordinator Operations Manager Technical Manager CDC Once solutions are decided upon communicated back down the chain of command As surveys are completed by mail or telephone, the Data Base generates daily report of Housing Units with recorded outcomes. Operations Manager communicates to the Field Coordinator to which housing units to discontinue survey activity. INCORRECT/ INCOMPLETE Survey Visit Assignments Field Coordinator assigns Housing Units to be surveyed within Block Cluster to surveyors FIELD COORDINATOR Material Distribution to Surveyors Surveyors are given a Surveying Materials Packet for their respective Block Clusters FIELD COORDINATOR Field QC Coordinator conducts QC on 100% of the completed Survey Visit Tracking Forms and surveys for the Housing Units with recorded outcomes. Correct/ complete forms are validated with Coordinators name, ID number, and date of validation. FIELD COORDINATOR Surveyors deliver Completed Survey Visit Tracking Forms and Surveys (when applicable) with recorded outcome to Field Coordinators SURVEYOR INCORRECT/ INCOMPLETE CORRECT/ COMPLETE Validated Survey Visit Tracking Forms and Surveys are brought to Operations Manager at the management office FIELD COORDINATOR Office QC 10% of randomly selected Survey Visit Tracking Forms and Surveys without previously indicated issues are QC 100% of Survey Visit Tracking Forms and Surveys with issues previously indicated by the Field Coordinator are QC DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S) Spot Checks Survey Visit Tracking Forms and surveys( when applicable) that have been recorded in the database are picked at random and verified in the system TECHNICAL MANAGER, DATA MANAGEMENT COORDINATOR Data Entry QC: Double Check All entries are recorded twice to ensure accuracy DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S) Data Entry Information from the Survey Visit Tracking Forms is recorded in the PopEst-LA Project Database DATA ENTRY/QC ASSISTANTS -FIELD- LISTING SHEETS ARE RECORDED INTO DATABASE SURVEY ID MATCH SURVEY ID DO NOT MATCH NEED TELEPHONE FOLLOW-UP Quality Control QC is conducted on 100% of surveys completed by mail or telephone. DATA ENTRY/QC ASSISTANTS PREPARATION FOR SCANNING COMMENCES INCONSISTANCIES OR ERRORS ARE FOUND THAT WARRANT TELEPHONE FOLLOW-UP 3.3 DATA COLLECTION: DETAILED SURVEYING SCHEMATIC Survey Visit Surveyor conducts a minimum of 4 visits * to assigned Housing Unit unless one of the following occurs: 1. 1.Encounter is made and interview is completed or hard refusal occurs Sampled housing unit no longer exists (due to demolition) Completed Survey was attained during that time by mail or telephone.mail or telephone Two reliable proxies state that the housing unit is unoccupied. SURVEYOR Household Contact is Made Household Contact is NOT Made SURVEY OUTCOMES Re-Visit Preparation of Surveying Materials PacketSurveying Materials Packet 1. 1.Survey Visit Tracking Form for each Housing Unit to be surveyed within a Block ClusterSurvey Visit Tracking Form 2. Locator, Overview and Mapspotting Maps for Block Clusters to be surveyedLocatorOverviewMapspotting Maps 3. Blank SurveysBlank Surveys 4. Governors Letter Governors Letter 5. Refusal LetterRefusal Letter 6. List of Emergency ContactsList of Emergency Contacts OPERATIONS MANAGEROPERATIONS MANAGER, GIS TECHNICIAN, DATA MANAGEMENT COORDINATOR, ADMINISTRATIVE ASSISTANTGIS TECHNICIANDATA MANAGEMENT COORDINATORADMINISTRATIVE ASSISTANT Partial Interview Refusal Complete Interview NullProbable Unoccupied Confirmed Unoccupied Probable Occupied Confirmed Occupied Re-visit a minimum of 3 times

75 DELIVERABLES Completed (TXT) file, statistical analysis software compatible, of all variables by Parish DELIVERABLES Creation of data tracking Database in Access SAMPLE SELECTION STAGE I - CLUSTER Block clusters randomly selected for each Parish U.S. CENSUS BUREAU 2.0 LISTING PopEst Project Database creation TECHNICAL MANAGER Listing Materials Creation and Preparation 1. 1.Blank Listing Sheets 2. 2.Door hanger surveys 3. 3.Locater, Map-spotting, and Overview Maps 4. 4.Street Atlas 5. 5.Emergency Contact list for Parish 6. 6.Lister Coordinator Sheets OPERATIONS MANAGER, GIS TECHNITIAN, ADMINISTRATIVE ASSISTANT FIGURE 1 LISTING ACTIVITY IS DETAILED IN FIGURE 1 LISTERS PopEst PROJECT COMPLETE: ALL DATA AND MATERIALS ARE GIVEN TO DATA OWNER(S) and PROJECT EVALUATION COMMENCES 2 June SURVEY DATA MANAGEMENT Data is transferred into a statistical analysis software DATA MANAGER, TECHNICAL MANAGER Data is QC for problems and resolutions TECHNICAL MANAGER, DATA MANAGEMENT TECHNICIAN DATA MANAGER DELIVERABLES XL spreadsheet; parishes, block clusters, blocks, probability of being selected, number of expected housing units, notes. CORRECT/ COMPLETE ~SURVEYING~ Methodological and logistical issues encountered in the field during surveying activity are communicated via chain of command to the appropriate person: Surveyor Coordinator Operations Manager Technical Manager CDC Once solutions are decided upon communicated back down the chain of command As surveys are completed by mail or telephone, the Data Base generates daily report of Housing Units with recorded outcomes. Operations Manager communicates to the Field Coordinator to which housing units to discontinue survey activity. INCORRECT/ INCOMPLETE Preparation of Surveying Materials Packet 1. 1.Survey Visit Tracking Form for each Housing Unit to be surveyed within a Block Cluster 2. 2.Locator, Overview and Map spotting maps for Block Clusters to be surveyed 3. 3.Blank Surveys 4. 4.Governors Letter 5. 5.Refusal Letter 6. 6.List of Emergency Contacts per Parish OPERATIONS MANAGER, GIS TECHNITIAN, DATA MANAGEMENT COORDINATOR, ADMINISTRATIVE ASSISTANT Survey Visit Assignments Field Coordinator assigns Housing Units to be surveyed within Block Cluster to surveyors FIELD COORDINATOR Material Distribution to Surveyors Surveyors are given a Surveying Materials Packet for their respective Block Clusters FIELD COORDINATOR Survey Visit Surveyor conducts as many as 4 visits * to assigned Housing Unit unless one of the following occurs: 1. Encounter is made and interview is completed or hard refusal occurs. 2. Sampled Housing Unit no longer exists (due to demolition) 3. Completed Survey was attained during that time by mail or telephone SURVEYOR Household Contact is Made Household Contact is NOT Made Field QC Coordinator conducts QC on 100% of the completed Survey Visit Tracking Forms and surveys for the Housing Units with recorded outcomes. Correct/ complete forms are validated with Coordinators name, ID number, and date of validation. FIELD COORDINATOR Surveyors deliver Completed Survey Visit Tracking Forms and Surveys (when applicable) with recorded outcome to Field Coordinators SURVEYORS Validated Survey Visit Tracking Forms and Surveys are brought to Operations Manager at the management office FIELD COORDINATOR Office QC 10% of randomly selected Survey Visit Tracking Forms and Surveys without previously indicated issues are QC 100% of Survey Visit Tracking Forms and Surveys with issues previously indicated by the Field Coordinator are QC DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S) Spot Checks Survey Visit Tracking Forms and surveys( when applicable) that have been recorded in the database are picked at random and verified in the system TECHNICAL MANAGER, DATA MANAGEMENT COORDINATOR Data Entry QC: Double Check All entries are recorded twice to ensure accuracy DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S) Data Entry Information from the Survey Visit Tracking Forms is recorded in the PopEst-LA Project Database DATA ENTRY/QC ASSISTANTS -FIELD- PREPARATION FOR SCANNING COMMENCES -MAIL- -TELEPHONE- Survey completed by Mail Sampled Household returns completed Door Hanger Survey via USPS Household Survey completed by telephone: Sampled Household calls the PopEst Line to complete thesurvey via telephone interview. Household is contacted by PopEst for survey QC DATA ENTRY/QC ASSISTANT, Household Completed surveys are into a filing system in the materials office OPERATIONS MANAGER Data Entry: 1. Completed surveys are recorded 2. Complete / final interview outcome is recorded for Housing Unit in the database DATA ENTRY/QC ASSISTANTS LISTING SHEETS HAVE NOT YET BEEN ENTERED INTO THE DATABASE LISTING SHEETS HAVE BEEN ENTERED INTO THE DATABASE LISTING SHEETS ARE RECORDED INTO DATABASE SURVEY ID MATCH SURVEY ID DO NOT MATCH NEED TELEPHONE FOLLOW- UP Quality Control QC is conducted on 100% of surveys completed by mail or telephone. DATA ENTRY/QC ASSISTANTS INCONSISTANCIES OR ERRORS ARE FOUND THAT WARRANT TELEPHONE FOLLOW-UP Coordinator QC Listing Sheets are checked for accuracy. 1. Any corrections or notes from the Coordinator are recorded on the Listing Sheet in Red Ink 2. Correct Listing Sheets are validated with Coordinators initials, date and ID number. 3. Completed and validated Listing Sheets are recorded on the Lister Coordinator Sheet FIELD COORDINATORS Management QC Management QC % of Listing Sheets from Block Clusters with issues previously communicated by Coordinator are checked % of all Listing Sheets are randomly selected for Quality Control TECHNICAL MANAGER/ OPERATIONS MANAGER, DATA ENTRY/QC ASSISTANT(S) Data Entry Data from the Listing Sheets is recorded in the PopEst-LA Project Database DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANTS Double Check All entries are recorded twice to ensure accuracy DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S) Completed and validated Listing Sheets (by Parish) are delivered to the management office FIELD COORDINATORS Listers give completed Listing Sheets to Field Coordinators LISTERS Survey Distribution Listers delivers door hanger survey to sampled housing unit. Records survey ID for every housing unit sampled on the Listing Sheet LISTERS Lister Training Listers are trained in he field and classroom. Receive Field Manual CDC/US CENSUS BERAU/POPEST MANAGEMENT Listing Materials Preparation Listing Materials Preparation Blank Listing Sheets 2. Door hanger surveys 3. Locater, Map-spotting, Overview Maps 4. Street Atlas 5. Emergency Contact list for Parish 6. Lister Coordinator Sheets OPERATIONS MANAGER, GIS TECHNITIAN, ADMINISTRATIVE ASSISTANT Block Cluster Assignments Field Coordinator assigns Block Clusters to be listed to Listers within a Parish FIELD COORDINATOR Materials Distribution Listers are given materials for listing activity: 1. 1.Blank Listing Sheets 2. 2.Door hanger surveys 3. 3.Locator and spotting maps for assigned Block Cluster 4. 4.Street Atlas for Parish 5. 5.List of emergency contacts for the Parish FIELD COORDINATOR Housing Unit Sample Selection Listers selects a subset of recorded, habitable housing units, using Random Number Tables in the Field Manual. (Number of Housing Units to be sampled/Block Cluster determined by Random Number Table or US Census Bureau) LISTERS Housing Unit Listing Lister record all (habitable and inhabitable) housing units in assigned Block Cluster LISTERS INCOREECY AND INCOMLETE LISTING SHEETS GET REASSIGNED FOR LISTING Spot-checks Listing Sheets that have been recorded in the database are picked at random and verified in the system DATA MANAGEMENT COORDINATOR FIGURE 1. LISTING DELIVERABLES Completed Listing Sheet(s) for all assigned Block Clusters by Parish. Listing Data Processing Data entry and data QC in the field and office FIELD COORDINATOR, DATA MANAGEMENT COORDINATOR, OPERATIONS MANAGER DELIVERABLES Completed and clean database of all sampled Housing Units and surveys delivered, by Parish. 3.0 SURVEYING Survey Materials Preparation OPERATIONS MANAGER,GIS TECHNITIAN, ADMINISTRATIVE ASSISTANT DELIVERABLES Preparation of Surveying Materials Packet 1. 1.Survey Visit Tracking Form for each Housing Unit to be surveyed within a Block Cluster 2. 2.Locator, Overview and Map spotting maps for Block Clusters to be surveyed 3. 3.Blank Surveys 4. 4.Governors Letter 5. 5.Refusal Letter 6. 6.List of Emergency Contacts per Parish The SURVEY MATERIALS PACKET is given to Field Coordinator, who hands the materials out to Surveyors, by Block Cluster assigned. SURVEY ACTIVITY IS DESCRIBED IN FIGURE 2 FIELD COORDINATOR, SURVEYORS FIGURE 2. SURVEYING Survey Data Processing:Data QC and Entry DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANTS DELIVERABLES Survey outcomes are obtained for all sampled Housing Units DELIVERABLES Completed and clean database of survey outcomes for all sampled Housing Units 4.0 SCANNING Figure 3. Scanning Materials Preparation DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S) Prepare for Scanning Prepare for Scanning. 1. Rip survey booklets apart along the perforated line 2. Put together batches of 5 survey packets, separating each individual survey with a paperclip until scanning commences. DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S) Start Scanning Prepared survey packets are scanned using the Readsoft program in the management office DATA MANAGEMENT COORDINATOR ALL DATA SUCCESSFULLY SCANNED IN WITHOUT ERROR (MATCH SURVEY ID AND PAGE NUMBERS) ERROR OCCURS: SURVEY ID ILLEGIBLE OR DOES NOT MATCH, PAGES OUT OF ORDER. PAGES WITH ERRORS ARE TAKEN OUT AND RE- SCANNED Data QC Program identifies problems and errors in the survey fields during the Verification Module. Data Management Coordinator corrects errors in the system during the Verification phase DATA MANAGEMENT COORDINATOR DATA TRANSFER Recorded data is saved in : 1. 1.Image Archive, as an image file. Saved data is sorted by Parish, and black and white, and color surveys within each Parish Output Folder as a text file. Saved data is sorted by Parish. Data in output folder is statistical analysis software compatible. FIGURE 3. SCANNING Scanning and QC DATA MANAGEMENT COORDINATOR, DATA ENTRY/QC ASSISTANT(S) DELIVERABLES Complete Database of survey variables DELIVERABLES Clean dataset of survey variables Variables of interest to be analyzed are identified STAKEHOLDERS: DHH, LRA AND, TECHNICAL MANAGER Final Statistical Analysis is performed STATISTICIAN, TECHNICAL MANAGER DELIVERABLES Shell Tables are created DELIVERABLES Shell Tables are filled in with statistically viable variables from each Parish 6.0 REPORT CREATION 7.0 RESULTS DISSEMINATION Survey Summary Report Template is developed MANAGEMENT TEAM (TECHNICAL MANAGER, OPERATIONS MANAGER, TEAM LEAD). DELIVERABLES Survey Summary Report Template is created Stakeholders review Survey Summary Report Template for content STAKEHOLDERS: DHH, LRA Survey Summary Report is finalized based on Stakeholder suggestions MANAGEMENT TEAM: TEAM LEAD, TECHNICAL MANAGER, OPERATIONS MANAGER Survey Summary Report is created for each Parish TEAM LEAD, TECHNICAL MANAGER, OPERATIONS MANAGER DELIVERABLES Survey Summary Report is Finalized DELIVERABLES Completed Final Report by Parish in PDF format Final Report(s) by Parish distributed to Stakeholders TEAM LEAD, TECHNICAL MANAGER, OPERATIONS MANAGER Final Report(s) approved by Stakeholders STAKEHOLDERS: DHH, LRA DELIVERABLES Validated Final Report Web dissemination of validated Final Report(s) through the PopEst website (www.popest.org) and through NOLA Dashboardwww.popest.org MANAGEMENT TEAM: TEAM LEAD, TECHNICAL MANAGER, OPERATIONS MANAGER DELIVERABLE: Final Report(s) posted for use by potential data users and the general public LOUISIANA HEALTH AND POPULATION SURVEY: PROGRAM DATA AND OPERATIONS FLOW DETAILED SCHEMATIC SURVEY OUTCOMES Re-Visit INCORRECT/ INCOMPLETE Methodological and logistical issues encountered in the field during surveying activity are communicated via chain of command to the appropriate person: Surveyor Coordinator Operations Manager Technical Manager CDC Once solutions are decided upon communicated back down the chain of command Partial Interview RefusalComplete Interview NullProbable Unoccupied Confirmed Unoccupied Probable Occupied Confirmed Occupied Re-visit a minimum of 3 times

76 Acknowledgements Content Development: Gregory Stone, Technical Manager Erin Bertschy, Team Lead Schematic Design and Creation: Arina Lekht, Evaluation Consultant Conceptual Model: Centers for Disease Control and Prevention (CDC)


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