Going Digital: Use of Mobile Technology for Collecting Monitoring and Evaluation

Data

Overview

Introduction

Log Frames and M&E

Why digital/mobile data collection

Types of Mobile Data collection – Examples

Demo

INTRODUCTION

CLEAR South Asia Mandate

CLEAR South Asia strategy includes a focus on the use of cutting-edge technology for effective collection and utilization of M&E

In collaboration with Fieldata.Org, CLEAR South Asia aims to promote the use of M&E technology, such as mobile phones and PDAs, for more real-time aggregation and effective utilization of M&E.

Context – E-society

Emphasis on the use of technology for more

effective collection and utilization of M&E

The fundamental objective of all e-Society initiatives is to make Information, Communication & Technology (ICT) more inclusive – i.e. ALL members of society, especially those that are socially and economically marginalized, should gain access to and benefit from the knowledge, power and opportunities brought about by new ICTs

Sri Lankan Information and Communication Technology Agency has similar goals(http://www.icta.lk/en/programmes/e-society.html )

About Fieldata.org

Fieldata.Org is a mobile-&-web portal for NGOs to raise funds, by offering real-time monitoring, and objective data for evaluation.

Mission is to improve transparency & decision-making in development

organizations and government agencies, by empowering them with technology-tools for better monitoring, sharing, and application of data.

Want organizations and donors to objectively answer:

• Which projects should resources be allocated?  

• How well do projects utilize these resources?

About Fieldata.org

LOG FRAMES & M&E

Programme Theory – Log Frame

Inputs/Progra

m Activit

ies

Outputs

Intermediate outcomes

Goal

What we do as a part of the program - deliver, teach, offer loans, etc.

What are the resources used –funds, staff, equipment, curriculum, all materials.

Tangible products or services produced as a result of the activities - usually can be counted.

Short-term behavioral changes that result from the outputs - preventive health habits, usage of tablets.

Long-term changes that result from outcomes – the result of the program.

Reporting

• On Inputs and Outputs (Achievement of Targets)

Monitoring

• Of Processes and Implementation (Doing things right)

Evaluation

• Of Outcomes and Impact (Doing the right thing)

Management and Decision Making (MIS)

• Using relevant and timely information for decision making (reporting and monitoring for mid term correction; evaluation for planning and scale up)

ALL OF THE ABOVE DEPEND ON THE AVAILABILITY OF RELIABLE, ACCURATE AND TIMELY DATA

M&E Framework – Use of Data

Problems in Data Collection and Management

What do the following mean?

Data reliability (will we get the same data, when collected again?)

Data validity (Are we measuring what we say we are measuring?)

Data integrity (Is the data free of manipulation?)

Data accuracy/precision (Is the data measuring the “indicator” accurately?)

Data timeliness (Are you getting the data in time?)

Data security/confidentiality (Loss of data / loss of privacy)

Can technology help us address the above issues? How?

WHY DIGITAL DATA COLLECTION?

Device: Use electronic devices (such as mobile phones, tablets, netbooks/laptops) to collect data/information

Data Collection Software: Programme enables digitized data collection (free platforms such as OpenDataKit for Android phones, Visual Basic/Java etc. for laptops)

Data Transmission: Data from the field is transmitted to a server/remote location (manually or electronically)

Data Aggregation and Analysis: Data can be made available in excel, csv files. Aggregate tables and customized reports can be generated for analysis and sharing

What is Digital Data Collection?

Why use Mobile Technology in Evaluations

Improving transparency & accountability in development

organizations and government agencies, though

technology-enabled M&E for better monitoring, sharing,

and application of data.

Enabling organizations, donors and citizens to use M&E

data for real-time decision-making, better implementation

and delivery of projects and services

Mobile Technology Options

How is Mobile Technology Used

Why Mobile Data Collection?

Real-time data from the point of collection

Built-in logical flow and validation checks improves data quality

Ability to collect new types of data – Location (GIS), media (pictures, audio)

Cost effective over time- involves one-time hardware costs and ongoing maintenance. No paper, printing costs

Easy to manage and analyze large amounts of data

Reduces intermediate levels of data transmission

Why Mobile Technology for Reporting and Monitoring

Paper Reports

Delay between activity and reporting

Multiple levels between implementing agency and final report

Information flow is one way (bottom to top) and not actionable because of time lag

Bulky hard copies of reports Errors in entry, needs

additional scrutiny

Using Mobile Phones

Almost instantaneous reporting after activity

Implementing agency directly sends the information into final report

Information flow is both ways and interactive. Allows for quicker response and support

Web-enabled reports First level of checks and

data cleaning incorporated

Why Mobile Technology for Survey data

Paper Surveys

Logistics of printing and tracking forms is tedious for large surveys, changes costly

Errors in reading handwriting, data entry, cannot control/limit logical flow on paper, manual scrutiny

Effective monitoring of data quality is complicated and laborious

Requires additional hardware devices for non-text data such as gps, pictures, audio etc., difficult to integrate

Using Mobile Phones

Can be deployed remotely and tracked in real time, changes possible on the field

Limited errors on account of 1 level of entry, built in logic flows, validation and cleaning of data at collection

Real time tracking, features (time/date/GPS) makes data quality monitoring efficient

Single device for gps, audio, pictures. Easy to integrate and can be used in real-time for verification

Formats for data collection are standardized and require development of software tools upfront (unlike paper surveys which are more flexible)

Local language programming and compatibility being developed

Typing through keypad/keyboard may be slower, learning may take time (scribbling on paper is faster)

Handwriting, voice recognition software in their infancy

Lack of connectivity on field limits real-time transmission of data

Potential challenges with mobile data collection

20

Initial one-time cost of devices

Additional costs for maintenance such as batteries and replacement due to loss of devices

Ongoing data-plan costs, and service-provider costs

Real-time access to data to monitor quality and progress

Environmentally friendly as printing surveys is avoided

Mobile

No one-time ‘hardware’ cost

Ongoing costs of printing, transporting and storing paper questionnaires

Data-entry operations take significant time and resources – training, data-entry operators, transliterating local languages, ensuring quality through double data entry, and reconciliation through hard copy checks.

Longer time-frame before data is available for analysis

Paper

Cost Effectiveness

TYPES OF MOBILE DATA COLLECTION

Examples

Data Quality & Real-time Data for Monitoring Purposes

Improving:

• Data quality

• Speed

• Transparency

• Accessibility

• Flexibility

Quick & Easy Set up:

Mobile-based Monitoring and Evaluation in Action:

MFI agents entering weekly loan repayments

for instant tabulation

Community health workers feeding back information on beneficiaries for automatic identification of high risk cases

Auditors collecting survey, observational, photographic and GIS data on infrastructure in slums.

Use of Mobile-based Technology in M&E

REPORTING/MIS Routine (Real-time) reporting

• Weekly loan repayment information of MFI clients reporting by field staff

MONITORING Ongoing program monitoring

• Beneficiary information collected and sent by health workers (for disease surveillance, delivery of benefits etc.)

Occasional (Surprise) checks

• Spot checks by supervisors to monitor attendance and performance of staff

EVALUATION Survey data

• Household survey data to assess impact of <<xx>> program

Use of Mobile Technology as key intervention in Programs

Information/Messages

• SMS reminders to beneficiaries about important health activities (treatment compliance)

Implementation Tools

• Videos and online teaching aids used in schools for regular or remedial education programs

Biometric, GIS information

• Record beneficiary information for easier tracking and follow up. Complementarities with other programs by same organization

Case Study: Delhi Voters Project

Project description and objectives

• An RCT evaluating whether providing information to government officials and slum dwellers can lead to higher accountability and thereby improved service delivery.

Interventions evaluated:

• The effect of providing information on spending and quality of public services delivered by elected officials during election sensitive periods

Role of mobile-based data collection

The intervention

• Field-based audits of public services in slums using mobile-based technology

• Surveys and observations

• Photographs

• GIS indicators

• Send report cards to elected representatives highlighting the quality and access to public services in their area

The implementation

GARBAGE FACILITIES

1) Dumpsters2) Bins

3) Informal Points

TOILETS

Open Public Toilet Complex

Public Urinals

Started by auditing …

Audit Report Cards

Going a step further with Mobile Based GIS software

Accessibility to public services• How far is the

nearest toilet?• How far is the

nearest formal point of disposing garbage?

Spread Analysis• Does cleanliness

of a toilet affect household health?

MOBILE GIS !

DEMO

Delhi Voters Project Technology Demo

Setting up Wireless (already done on the demo phones):

1. Click on the blue icon in the bottom right hand corner of the phone

2. Scroll right and click on the settings icon

3. Select Wireless and networks Wi-Fi Settings Connect to wireless network

4. Return to the main menu via the arrow in the bottom corner and select the Fieldata app on the main dashboard

Downloading Fieldata App (already downloaded on phones)

5. m.fieldata.org 

6. Download first option (not the Oriya script)

7. Go back to the handset’s downloads and select Fieldata app

Designing the Survey Form

Filling out the Form

Select

Garbage Audit V3

TAKE 5-10 minutes to fill out the form. Take note of the “logic and control features” built into the survey form.

Fill Blank Form

Filling out the Form

Key Features:

1. Compulsory Questions

2. Grouping – (Repeats & Loops)

3. Location – Mapping

4. Skips & Branching

5. Photo

6. Multiple question types (GPS, photos, audio/video) to cover information not possible on paper

Editing or Sending Form

1. Edit and Check your data by selecting

2. See all your answer and change them and save these changes if you want

3. Finally

4. Mark the tick box green of your Saved Survey

5. Press “Send Selected”

6. Username: ClearSA (press Next).

7. Password: IFMR

8. Upload Results message saying: “Garbage Audit Survey v3 – Success”

9. Log on to immediately view your data on a map & as graphs!

www.fieldata.org

Edit Saved Form

Send Finalized Form

How much Time, Money and Effort Does it Take?

Less than what it is costing you now!