Outsourcing the 2002 Census in Slovenia Danilo Dolenc Statistical Office of the Republic of Slovenia

Slovenia - some facts  2 million people  The most western part of former Yugoslavia – independent since 1991 Bordering to Austria, Italy, Hungary and Croatia  EU Member State since 1 May 2004  GDP per capita EUR (2006) 84 % of EU-25 (based on PPS)

A U S T R I A ITALYITALY C R O A T I A HUNGARY

Basics about 2002 Census  First Census after independency  Carried out under new circumstances methodological organization financial lack of human resources privacy and confidentiality issues

Starting-points in preparation  Register orientation Maximum use of available data sources  Rational use of financial sources Introducing new technologies Shortening of data processing  No additional employment Even for part time Limited number of SORS employees can be involved

Two main decisions  Combined method of enumeration Register based (persons)  About 10 administrative and statistical sources have been used  Pre-printed questionnaires  10 topics entirely taken over (not included in questionnaire) Complete field enumeration (dwellings, households, persons – data not available in sources)  OUTSOURCING

Before outsourcing  Dilemmas Is there a conflict of interests between public and private sector How to ensure privacy and confidentiality How to maintain public trust

What is census outsourcing  Three domains Contracts with suppliers of IT infrastructure and services in preparatory phase – classical cooperation between public and private sector  Novelty - public tenders Organization of field enumeration  Novelty – decentralization of financial management Data processing – real outsourcing

Choosing a partner  Transparency Public tender announced in June 2001  Complete service Printing and personalization Distribution and storage Data processing  Selected tender had to provide Complete hardware and software Adequate number of staff

The role of the Statistical Office  Determination of basic demands for data processing Mostly already published in the tender  Methodological support  Staff training  Monitoring the process On daily basis

The contract  Only two companies competed Cetis Celje offered lower price First cooperation with SORS Company known by printing passports  Value of contract 1,5 mio EUR (15 % of total budget of 2002 Census) No additional charge, no annex

Some features (1)  Printing and personalization 13 mio of A4 pages, 4,5 mio personalized  Data editing Scanning - 4 scanners, 3 months, 4 persons per shift, 2 shifts  Optical photo archive created simultaneously Recognition and verification - 12 PC, 5 months, 12 persons per shift, 2 shifts  Including automatic coding

Some features (2)  Consistency check 90 % automated Processing on-line without paper 12 PC, 2,5 months, 4 persons per shift, 3 shifts  Very short time for the data processing – 7 months

Managemant  Contractor (Cetis) Project manager (1) IT experts (3)  SORS Project leader (1) Methodological experts (3)

Advantages for the SORS  Less burden on SORS staff more time for methodological work IT experts involved only in data storage and applications for dissemination no logistic problems no feeling of pressure because of census  No expenditure for once used hardware  Transfer of knowledge from contractor

Key factors for sucsess story  Fulfillment of very clearly specified contracting duties  Permanent communication and current solving of arising problems  Regular monitoring  Trust between partners  Great enthusiasm of staff involved

Conclusion  Outsourcing was the best solution in demanding circumstances  We maintain public trust – no misuse of data  The same confidentiality rules applied for regular staff and contractor’s staff  Cost efficiency – we estimate we got the best value for the money invested  Our experience is absolutely positive