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Budgeting and fund raising

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

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Budgeting and fund raising

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  1. Budgeting and fund raising

  2. Based on EHES Manual, Part A. Planning and preparation of the survey, 2nd edition (2016) • Available at: http://urn.fi/URN:ISBN:978-952-302-700-8 • 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 • 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 • 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 • Statistician • Data manager • Equipment and materials • Computers • Software licenses • Other costs • Sample drawing / obtaining the sampling frame(s)

  9. Training of personnel • Personnel • 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 • Press officer • Possibly also graphical designer • Other costs • Printing of the promotion materials • Press conferences • TV and radio/social mediaadds • Design of the website • Travel costs

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

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

  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 • 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 800.000€ • Personnel costs 63% • Equipment costs 7% • Other costs 30% • Travels and material transfer costs • Cost per invited person 200 €

  24. Example budget – costs

  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 53 000 €

  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 http://www.ehes.info/rc/tools/time_cost.xls

  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 2009-2012 through SANCO/2008/C2/02-SI2.538318 EHES and Grand Agreement number 2009-23-01, and in 2015-2017 through Grand Agreement number 664691/BRIDGE Health

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

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