9. Needed resources and preparation of a survey budget

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1 Last updated: 05 March.2008 HT 9. Needed resources and preparation of a survey budget Hanna Tolonen 1, 1 National Public Health Institute, Department of Health Promotion and Chronic Disease Prevention, Helsinki, Finland 9.1 Issues affecting to the needed resources Conducting a national health examination survey (HES) requires resources, which include personnel costs and materials as well as possible travel expenses, accommodations, rents, material shipments, etc. The type and amount of needed resources is dependent on the survey mode and survey size, i.e. what is measured, on what settings and from how many persons has a direct effect on required resources. The budget puts the actual prize tag for the needed resources and in many cases also gives the direction for the survey mode and size. The preparation of the budget should be started already in the early stages of the planning. Extend of the survey i.e. number of included measurements and number of examined persons effects directly to the required resources and budget. Also the survey model i.e. is survey measurements conducted at the home of the participants, at the fixed examination clinics or on the mobile examination units has an effect to the required resources. 9.2 Needed resources in different stages of HES Conducting a health examination survey can be divided into 11 stages: (1) planning, (2) coordination, (3) training, (4) piloting, (5) sampling, (6) recruitment, (7) field work, (8) laboratory analysis, (9) data entry and cleaning, (10) quality assurance, and (11) analysis and reporting Planning The planning of the survey sets the foundation to the actual survey and therefore enough resources should be reserved for this task. The planning stage mainly requires personnel resources; senior researchers, advisers, data management, statisticians, and laboratory technicians who have special knowledge how different issues should be taken into account in the actual survey Coordination 114

2 Responsible person (usually senior researcher) Coordinator Possibly secretary (usually with internet connection) Telephones / mobile phones Office materials (pens, papers, etc.) Premises for the coordinating office Travels and accommodations of the coordinator(s) to the field Resources needed for the recruitment of the fieldwork personnel (newspaper adds, etc.) Training Trainers, number and qualifications depend on survey contents Depends on included measurements See list of needed equipments per measurement in Chapter 7 Travels and accommodations of the trainers Travels and accommodations of the trainees Premises for the training Piloting Fieldwork personnel (amount dependent on survey mode, and extend) Data management person(s) Statistician(s)s Laboratory personnel Equipment obtained already for the training can be used in the pilot. There may be need to obtain extras for the pilot. Equipment needed for data transfer Premises for the pilot Transfer of the materials to and from the pilot site 115

3 Travels and accommodations of the personnel during the pilot Sampling determination of sample size selection and/or preparation of sampling frame sample selection (may also be bought service from sampling frame owner) data management (computer resources, database manager) (database, etc.) Recruitment person(s) preparing the invitation letters, questionnaires, other printed materials Person(s) doing recruitment (mailing of invitations, calling the appointments, answering request by phone and mail, etc.) data management computers telephones / mobile phones software licenses printing of the materials mailing costs, telephone costs, home visit costs reminder costs toll-free telephone number for more information and examination time booking incentives newspaper advertisement, radio advertisement, etc Fieldwork fieldwork teams (number and qualification of the personnel depends on survey mode and extend) data manager Equipment obtained already for the training can be used in the pilot. There may be need to obtain extras for the pilot. Office materials (pens, papers, etc.) 116

4 transfer of the materials to the field examination site transfer of personnel to the field examination site accommodation of the personnel during the field work period storage of the materials on the field transfer of the materials from field examination site to the coordination centre/laboratory rents of the examination sites data transfer connections / phones / faxes etc Laboratory analysis Number and qualifications of the laboratory personnel depends on laboratory analysis needed and about the number of samples to be analyzed Data management allocation tubes storage tubes pipettes storage tracks storage boxes reagents?? Data entry and cleaning Data entry person(s) Statistician Data management Scanners (if data is not keyed in manually but scanned) Transfer of the materials (questionnaires) to and from the data entry Quality assurance.. 117

5 Analysis and reporting Statistician(s) for the analysis Researcher(s) for the reporting Construction of web reports (if done) Printing of the reports Sending the laboratory and other test results to the participants Press releases 9.3 Preparation of the survey budget Preparation of the survey budgets starts with the list of the needed resources. After that, it has to be assessed how many working days for each personnel group is needed, how many of each equipment is needed and how much of the other resources are needed so that the planned survey can be completed. After that the prize of the one unit is determined and then the budget for each needed resource will come as the product of number of units by cost per unit. The total budget is the sum of the resource specific budgets. Often a lot about the planning and coordination tasks of the survey are done by the public officers who do the work as part of their official duties. In cases like this, it may be difficult to define the personnel costs of their work for the budget. 9.4 Example of the needed resources and budget A health examination survey is conducted in country A, among years old men and women. More to be added later. 118

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