1. Budgeting and fund raising

2. Available at: http://urn.fi/URN:ISBN:978-952-302-700-8
Based on EHES Manual, Part A. Planning and preparation of the survey, 2nd edition (2016)
Available at:
These slides can be used freely, translated and adapted to national use (e.g. concerning national sources of funding).

3. Purpose of the survey budget
Gives an estimate of the amount of money needed to carry out the planned survey
Can be used in discussions with the collaborators/stakeholders
Cost of additional modules
Cost of increased sample size

4. Components of the survey budget
Planning and preparing
Coordination
Sampling
Training of personnel
Dissemination (PR-activities)
Piloting
Recruitment of participants
Fieldwork of the full-size HES
Laboratory analysis and sample storage
Data entry and cleaning
Quality assurance
Analysis and reporting

5. Cost categories Personnel costs Equipment and material costs
Salaries and per diems
Insurances
Equipment and material costs
Other costs
Travel
Renting
Etc.

6. Planning and preparing
Personnel
Project leader
Survey coordinator
Senior researchers and experts, incl. experts on specific measurements, laboratory experts and experts of legal and ethical issues
ICT expert
Survey statistician
Press officer

7. Coordination Personnel Equipment and materials Other costs
Project leader
Survey coordinator
Fieldwork supervisor
Other costs
Coordination office
Travel costs
Recruitment of fieldwork staff
Equipment and materials
Computers with internet connection, printers, software licences, scanners
Office supplies

8. Sampling Personnel Equipment and materials Other costs Statistician
Data manager
Equipment and materials
Computers
Software licenses
Other costs
Sample drawing / obtaining the sampling frame(s)

9. Training of personnel Equipment and materials Personnel Other costs
Trainers for each measurement included in the survey
ICT support/expert
Press officer
Statistician
Legal and ethical expert
Trainees i.e. fieldwork staff
Equipment and materials
Measurement devices
Computers
Other costs
Premises for the training
Travel costs

10. Dissemination Personnel Other costs Press officer
Possibly also graphical designer
Other costs
Printing of the promotion materials
Press conferences
TV and radio/social media adds
Design of the website
Travel costs

11. Piloting Personnel Equipment and materials Other costs
Full fieldwork teams
ICT support
Laboratory personnel
Data manager
Statistician
Equipment and materials
Measurement devices
Computers
Other costs
Printing and mailing invitations, questionnaires etc.
Travel costs
Transfer of materials
Rent of the examination site
Evaluation
Re-training
Updating of computer programs, if needed

12. Recruitment of participants
Personnel
Assistant to prepare and mail invitation letters and/or to make the phone calls
Contact person to provide more information about the survey
Data manager or assistant
Equipment and materials
Computers
Software licenses
Other costs
Toll-free phone number

13. Fieldwork Other costs Personnel Equipment and materials Travel costs
Transport of materials
Rents of the examination sites
Storage of the materials on the field
Data transfer
Phone and internet connections
Personnel
Full fieldwork teams
ICT support
Data manager
Medical doctor for consultations, if needed
Equipment and materials
Measurement devices

14. Laboratory analysis and sample storage
Equipment and materials
Material for sample handling in the laboratory
Reagents
Deep freezers (-70oC)
Other costs
Security system for the deep freezers
Personnel
Laboratory personnel
Data manager
Medical doctor for consultation, if needed

15. Data entry and cleaning
Personnel
Data manager
Data entry personnel if data is keyed in from the paper forms
Statistician
Equipment and materials
Computers
Software licenses

16. Quality assurance Personnel Equipment and materials Other costs
Senior researcher/
epidemiologist
Data manager
Statistician
Laboratory personnel
Equipment and materials
Measurement specific devices
Computers
Software licenses
Other costs
Travel costs

17. Analysis and reporting
Personnel
Data manager
Statistician
Researchers
Equipment and materials
Computers
Software licenses
Other costs
Graphical design of the reports
Printing of the reports

18. Funds vs. survey contents
Included:
measurements
questionnaire modules
Sample size
Available funds

19. Adding a new module
Additional examination or questionnaire module increases budget by
Equipment / questionnaire preparation costs
Personnel cost and examination site rents through increased examination time per participant
Training and piloting costs
Data management and handling costs
Quality control costs
Data analysis and reporting costs

20. Example budget: assumptions
Sample size 4000 persons
Examination takes 45 minutes
Fieldwork team works 7 hours per day
Can examine 3 participants per hour
Scheduling 20 participants per day
Staying 5 days (one week) in one location per team
Total of 100 participants per location
Total of 40 locations

21. Example budget: assumptions
Mailed or web-questionnaire self-administered at home before the examination
Returned (checked) at the examination
Flow of the examination
Nurse 1: Reception, checking of the questionnaire and obtaining informed consent
Nurse 2: Blood pressure measurement and anthropometric measurements
Laboratory technician: Blood sample drawing and handling

22. Example budget: assumptions
Planning and preparation takes 12 months, required personnel (total: 68,000.00€)
ICT expert: 2 fte (full-time-equivalent=fte)
Statistician: 2 fte
Researchers/advisers: 4.5 fte
Laboratory experts: 1 fte
PR person: 0.6 fte
2 fieldwork teams working simultaneously
Composition of the fieldwork team (salary 3,000€/person)
2 Nurses
1 Laboratory technician

23. Example budget – total costs
Total budget €
Personnel costs 63%
Equipment costs 7%
Other costs 30%
Travels and material transfer costs
Cost per invited person 200 €

24. Example budget – costs Category Cost Planning 68,000.00 € Coordination
Sampling
3, €
Training
53, €
Promotion and dissemination
30, €
Piloting (200 persons)
20, €
Recruitment of participants
92, €
Fieldwork of the full-size HES
300, €
Laboratory analysis and sample storage
32, €
Data entry and cleaning
19, €
Quality assurance
21,000,00 €
Analysis and reporting
94, €

25. Cost of adding one examination module
Assumptions
Can be performed by same nurses as the core measurements
Training of the nurses to perform the added measurement correctly takes one day
Added measurement takes about 5 minutes per participant

26. Cost of adding one examination module
Additional costs for planning:
Preparation and documentation of the protocol (at least one week full time job for researcher)
Preparation and coding of the data item definitions (together with following, at least one week full time job for data manager)
Preparation of
the measurement recording form (paper or electronic)
the feedback to the participants
Total addition for preparation costs 3100 €

27. Cost of adding one examination module
Additional costs for training:
Equipment for two teams
One extra day salaries of the fieldwork team members
One extra day salaries of the trainer
One extra day of the room rent for training place
Total addition for training costs about 7000 €

28. Cost of adding a examination module
Additional costs for piloting:
200 participants, 5 minutes additional per participant, total of additional days (1.5 days per team)
Salaries of
Fieldwork team
ICT support
Data manager
Coordination team
Total addition for pilot costs about 7400 €

29. Cost of adding one examination module
Additional costs for fieldwork:
4000 persons, 5 minutes additional time each, total of 48 additional examination days (24 days per team)
Salaries of
the fieldwork team
ICT support
Data manager
Coordination team
Rents of examination sites
Total addition for fieldwork cost about €

30. Sources of funding in previous national HESs
Common sources of funding:
Ministries, mainly Ministry of Health and Ministry of Research
National Public Health Institutes
Social and other insurance institutes/organizations
Research foundations/institutes/organizations
Associations/Foundations

31. Excel programme for budgeting
Available at

32. Acknowledgements
Slides and the Excel program for budgeting: Hanna Tolonen
Experiences and feedback from the EHES network have been utilized in the preparation of these slides
Funding: Preparation of the slides is part of the activities of the EHES Coordinating Centre which has received funding from the EC/DG SANTÉ in through SANCO/2008/C2/02-SI EHES and Grand Agreement number , and in through Grand Agreement number /BRIDGE Health

33. Disclaimer
The views expressed here are those of the authors and they do not represent the Commission’s official position.