Experiences with Scanning Technologies: Selected Censuses in Africa

1. Experiences with Scanning Technologies: Selected Censuses in Africa

2. “Best Practice & Exchanging experience…”

3. Who are DRS?

4. 1)What is DRS experience in Census? Recent DRS Census Projects • Australian Census 1996 DRS Scanners • Bangladesh census 2000DRS Scanners

5. 1)What is DRS experience in Census? Recent DRS Census Projects • Zambia Census 2000 DRSScanners, forms, software, training • Tanzania Census 2002 DRSScanners, forms, software, training

6. 1)What is DRS experience in Census? Recent DRS Census Projects • Ethiopia Census 2007 DRS Scanners, forms, software, training • Sudan Census Pilot 2007 DRS Scanners, forms, software, training

7. 1)What is DRS experience in Census? Ethiopia census 2007: • 23 million forms • 11 DRS scanners in total. • Keying of corrections from image • Data capture Contract, funded by UNDP

8. 2)What is the Objective of best Practice in Data Capture? • Speed • Accuracy • Security

9. 3) Which Scanning Technology should be selected? • OMR • ICR • or OMR/ICR/Keying combination • Use a scanning solution which is appropriate for you

10. 3) Which Scanning Technology should be selected? • Scanners with a heavy duty metal construction, 24 hour duty cycle • Open paper path – with an ability to detect and prevent double feeds

11. 3) Which Scanning Technology should be selected? • Easy to replace consumables • Scanners designed for African climate and geography • Scanners which can be operated and maintained by your staff

12. DRSPS900: a Desktop scanner

13. 4) On what basis should a data capture supplier be chosen? • Select supplier offering: • Combined solution of forms and scanners for census • Track record in International census

14. 5)How should Forms be designed? • Design your form in collaboration with technology provider Census forms need to be designed precisely and with enumerator task in mind • Finalise the form design in good time in advance of census

16. 6)Printing forms? • Print forms with sequential unique barcode • Print with ISO 9001:2000 • Print on suitable paper and use correct inks

17. 7) What speed benefits can be expected by using scanning?

18. 7) What speed benefits can be expected by using scanning? Scenario 1 million formsData to be captured in one month

19. 7) What speed benefits can be expected by using scanning? 1 million forms • Keying OMR • 7,200 keystrokes/ hr 3,000 forms /hr • 360 forms 8 hour day 24,000 forms day • 1,800 forms per week 120,000 forms/week • 7,200 forms per month 480,000 forms/month • 139 operators 3 PS900s

20. Tanzania Census

21. Tanzania Census • Nov 2001 : • 100K pilot, end to end, using DRS forms, scanners and software

22. Tanzania Census • Aug 2002 – Census period • 35K enumerators,18M DRS OMR census forms:3.5M long and 14.5M short

23. Tanzania Census • Sept 2002 start scanning • Early 2003: Announcement of preliminary results

24. 8)What purpose has the Pilot Census? An opportunity to experience the technology trial your systems, test your training, staff and data capture infrastructure Implement necessary changes for main census

25. 9) What do 3 million census forms look like?

30. 10)filling in of forms • Fill in the forms correctly!

31. 10)filling in of forms • Training of enumerators is fundamental to success! • Use the correct pencils, shade the responses properly, keep the forms dry • Treat the forms with respect!

32. 10)filling in of forms • Bonus on successful scanning of their forms? • Awards for excellence in service?

33. 10)filling in of forms • Emphasise team work – give enumerators a uniform/distinct census identity? – make them proud to be selected. • Training & motivation of enumerators is fundamental to success!

36. 11) Prepare the forms for scanning • quality control starts before scanning

37. 12) Keep Track of the forms As they go through the data capture process • Control software in place to manage: • distribution of forms, • receipt of forms at the scanning centre • batch processing at the scanning centre

39. 13) scanning of the forms: • Have a suitable computer network and infrastructure in place and scanning workflow/ environment

41. 14)if forms not filled in correctly? • Validation/logic rules to be agreed in advance • Management to control the correction process – clear lines of authority on what corrections can be made, by whom and under what circumstances • Correction on screen

42. Validation & Correction

45. Summary 1) • Note of Caution: Modern Scanning techniques are not a “Panacea” to solve all census problems • Modern Scanning techniques are a tool to be used

46. Summary 2) • Select supplier offering: • Combined solution of forms and scanners for census • Track record in International census • A long term commitment and record in major data capture projects in Africa • Track record with donor agencies • A cost effective and appropriate solution

47. Solutions for census data capture: High Speed, Accurate, Cost Effective www.drs.co.uk mike.smethurst@drs.co.uk