Copyright 2010, The World Bank Group. All Rights Reserved. Agricultural Coding and Data Processing Section B 1

Copyright 2010, The World Bank Group. All Rights Reserved. What is Data Processing? The set of operations that translates the information collected into a useful and timely set of statistical reports 2

Copyright 2010, The World Bank Group. All Rights Reserved. Data Processing Considerations Manual processing required Equipment to be used Supplies needed Decentralization Work flow Control procedures 3

Copyright 2010, The World Bank Group. All Rights Reserved. Data Processing Components Receipt and check-in of materials Manual editing and coding Data capture Computer editing Tabulating the data 4

Copyright 2010, The World Bank Group. All Rights Reserved. Manual versus Computer Processing Manual processing –Increases time and costs –Can introduce errors Computer processing –Knowledgeable IT staff –Sufficient equipment and infrastructure –Outsourcing management 5

Copyright 2010, The World Bank Group. All Rights Reserved. Centralized versus Decentralized Centralized –Uniform procedures –Better controls –Fewer IT staff needed Decentralized –By type of activity –Communication is important –More controls and staff needed 6

Copyright 2010, The World Bank Group. All Rights Reserved. Data Capture Method Choice Choice of data capture method affects questionnaire design, data collection, type of staff and budget Decision must be made during planning Review recent organizational experience Conduct equipment inventory Test any new technologies 7

Copyright 2010, The World Bank Group. All Rights Reserved. Outsourcing Data Capture Partial or complete solution –Involve leads from processing operations Buying rather than building technical expertise –Involve permanent staff for knowledge transfer –Incorporate outsourcing as one step in a technology adoption plan Loss of control of operation –Specify requirements, acceptable outputs, and complete documentation of the process 8

Copyright 2010, The World Bank Group. All Rights Reserved. Data Capture Controls Keyed data entry –Independent verification –Monitor operator statistics Scanning –Manual entry for rejected forms –Manual verification to check for false positives 9

Copyright 2010, The World Bank Group. All Rights Reserved. Selection of Software Packages Decide on the generalized software package(s) to be used for data processing If using existing software: –Latest version –Programming staff available If purchasing software –Evaluate ability to meet project’s needs, staff capability and cost –Hardware requirements and training 10

Copyright 2010, The World Bank Group. All Rights Reserved. Software Evaluation Questions 1.Fit for purpose? 2.Readily available? 3.How much programming required? 4.Staff familiarity with software? 5.Hardware requirements? 6.Complete documentation and support? 11

Copyright 2010, The World Bank Group. All Rights Reserved. Computer Hardware Evaluation System requirements Current inventory Procurement Support and maintenance 12

Copyright 2010, The World Bank Group. All Rights Reserved. Physical Environment Adequate space, seating, tables, cords and accessories Temperature and humidity controls Constant and steady power supply Physical and electronic security 13

Copyright 2010, The World Bank Group. All Rights Reserved. Data Processing Systems Test Procedures tested for clarity, completeness and effectiveness Use pre-test or test deck Poorly designed data processing operations can negatively impact budget, schedule and quality Testing should provide production and quality control statistics 14

Copyright 2010, The World Bank Group. All Rights Reserved. When to Start Developing Programs Tabulations (outputs) should be agreed upon when defining the project Tabulation programming can begin as soon as tables are defined Editing programs can begin as soon you have a final questionnaire Adjustments will be made with final data 15

Copyright 2010, The World Bank Group. All Rights Reserved. Physical Security Restrict access to unauthorized personnel Track laptops and external storage devices Password protection and antivirus Brief staff on physical security procedures 16

Copyright 2010, The World Bank Group. All Rights Reserved. Electronic Security Turn off internet, Bluetooth, functionality outside production programs Disable CD drive and ensure no usb ports are used Laptops and external media are scanned when they access the server The server administrator should set levels of access and monitor users 17

Copyright 2010, The World Bank Group. All Rights Reserved. Data Back Up Procedures Back up data regularly Store back up in remote location that is safe from temperature or humidity variations Determine back-up medium and procedures Rotate external back-ups every few days 18

Copyright 2010, The World Bank Group. All Rights Reserved. Data Processing System Documentation All data processing system design decisions All manual procedures including check-in, editing and coding Data capture, computer editing, coding and tabulation procedures and programs Quality control procedures and measures Budget, costs and staff by operation, including production statistics 19

Copyright 2010, The World Bank Group. All Rights Reserved. Section A Quiz 1.When do you develop tabulations? (a)After data capture and editing (b)After the questionnaire is finalized (c)When determining project deliverables 2.Why is it important to make data processing decisions during planning? 3.Which tends to be slower with more errors, manual or computer processing? 4.What two forms of security should your data processing operations have? 20