This chapter presents an overview of the role and basic duties and responsibilities of the supervisors in the Community-Based Monitoring System (CBMS).
Each supervisor is responsible for the successful conduct of the CBMS in the area/s assigned to him/her. In the RSSO, a core team will be organized and will consist of the Statistical Specialist II and other designated permanent staff/officials, and Information Systems Analyst I. CBMS provincial statisticians from the PSA, i.e., the Senior Statistical Specialist/Statistical Specialist II and other designated permanent staff/officials, and Information Systems Analyst I, from the Provincial Statistical Office (PSO), will oversee province-wide CBMS operations.
The Head CBMS Area Supervisor (Head CAS) is a hired personnel from the PSA assigned by the Chief Statistical Specialist (CSS) of the PSO to focus on the supervision of city/municipal level operations. He/She is responsible for the supervision of each CBMS field personnel in his/her team of CASs, Team Supervisors (TSs), and Enumerators (ENs). The CAS is responsible for the CBMS operation in a city, municipality or a cluster of cities/municipalities in a district. He/She will be assisted by a TS in supervising all the ENs in their areas of assignment. The TS will supervise about five (5) ENs, who will be responsible for the complete and accurate coverage of the barangay or Enumeration Area (EA). The TS will serve as the link between the CAS and ENs. Similarly, the CAS will serve as the link between the Head CAS and TSs.
A. Designation and Appointment
The PSO-CSS with the PCCT will hire personnel who will be designated as HCAS, CAS, TSs, and ENs. All CBMS personnel will be provided with an identification card (ID) duly signed by the National Statistician and Civil Registrar General of the PSA and countersigned by the PSO-CSS. They should always bring with them their ID cards in case the respondents would seek verification of their identity and authority.
The PSO-CSS will issue a Special Order designating permanent PSO staff as members of the CBMS PCCT. A Contract of Service, meanwhile, will be executed between the PSO-CSS and all hired CBMS personnel in the province. All hired CBMS personnel will also sign an Oath of Data Privacy as proof of their commitment and responsibility in maintaining data confidentiality and data privacy.
Your contract as a supervisor will be effective officially at the start of the training. As a supervisor, you are required to undergo training before going out on fieldwork. You are expected to complete the tasks assigned to you within the specified enumeration period. Being designated as a supervisor means that you will be the one who will perform all the work that will be assigned to you. Allowing any unauthorized person to do the listing and interviewing on your behalf is strictly prohibited. In no instance, therefore, should you ask anybody else to do the listing and interviewing for you. Violation of this rule is a ground for dismissal from CBMS work or termination of your contract.
You are likewise cautioned that: (a) copying or reproducing of data in the questionnaires, (b) allowing unauthorized persons to accompany you during your data collection, which provides other persons with access to the information that you are gathering, or (c) administering other forms other than the 2022 CBMS questionnaires that are not provided clearance by the PSA through the Statistical Survey Review and Clearance System (SSRCS) are deemed violations of the confidentiality provision in Republic Act (RA) No. 11315. Such violations are grounds for dismissal/ termination of your contract and/or prosecution in proper court. In case you fail to perform your duties as a supervisor, the PSA management as overall supervisors of the 2022 CBMS conduct has the right to terminate your services. Compliance to supervisory standard protocols for both PSA-funded and LGU-funded CBMSs will also be checked by the PSA and the DILG. Noncompliance to PSA standard protocols on supervision will mean that the data files did not undergo the necessary data quality checks and are not advised to be analyzed in comparison with those that followed PSA standard protocols.
As a supervisor, you are also expected to work harmoniously with your other co-workers, the LGU concerned and perform other CBMS-related duties that assigned to you from time to time by your higher-level supervisors.
B. Head CBMS Area Supervisor
In coordination with the PCSS, the Head CBMS Area Supervisor (HCAS) formulates and recommends specific strategies for the efficient implementation of the 2021 Pilot CBMS plans in his/her area/s of assignment. He/She will be responsible for the supervision of all field personnel in his/her team composed of CBMS Area Supervisors (CAS), Team Supervisors (TS), and Enumerators (EN), and in the implementation of the field enumeration activities in all the areas assigned to the team.
The specific duties and responsibilities of the Head CAS during each phase of the CBMS undertaking are as follows:
Pre-enumeration and Training
- Coordinate with the LGU and local chief executives for the efficient conduct of the CBMS in his/her areas of assignment;
- Assist the PSA PCCT in the coordination with LGU regarding the availability of suitable training venue/s;
- Assist the PSA PCCT in the coordination with LGU regarding the availability of CBMS headquarters to be used as office for the entire duration of CBMS operations and for safe keeping of the CBMS forms and materials;
- Assist in the recruitment of ENs, TSs, and CASs;
- Attend the 2022 CBMS training diligently;
- Assist in the distribution of CBMS Form 7 (Municipal/City LGU Data Sheet);
- Act as a trainer during the conduct of training for CASs, TSs, and ENs;
- Recommend the TSs to be selected from among the trained ENs based on latter’s performance during the training;
- Secure the copy of the EA Reference File (EARF) from PCSS,which contains the name and code of the province (2 digits), city/municipality (2 digits), barangay (3 digits), and EA number (6 digits);
- Provide the CAS under his/her supervision with their specific area/s of assignments (including the tasks of the assigned TS and EN under the CAS supervision);
- Provide or create the corresponding CBMS Personnel Unique Codes (generated in close coordination with the PFP of the field office) user credentials to CASs, TSs, and ENs;
- Provide digital and/or printed block maps of the EA/city/municipality/ barangay to CAS;
- Allocate and distribute all the CBMS questionnaires/forms, supplies, and materials needed for the enumeration in his/her area of assignment;
- Prepare list of status of CBMS Form 4 (BPQ) CAWI and inform/give advice CAS on this; and
- Perform other CBMS-related duties that may be assigned from time to time by the PCSS.
Enumeration
- Assist and accompany his/her team in paying courtesy calls to local officials (Mayors and/or Punong Barangays);
- Collect accomplished CBMS Form 7 (Municipal/City LGU Data Sheet) from city/municipal LGUs. Verify information submitted with city/municipal LGU focal persons and/or city/municipal statistician/s;
- Observe ENs using CBMS Form 16 (Observation Record) and discuss any error committed during interviews and provide corresponding solutions to correct these errors;
- Visit or conduct spot-check to CASs, TSs, and ENs to check on the progress of enumeration and determine if the correct operational procedures are being followed; visits as many EAs as possible and randomly checks if households of housing units with stickers were interviewed by the assigned EN. The HCAS shall reinterview households using CBMS Form 17 (Spotcheck/Reinterview Form);
- Evaluate the quality of the data collected by reviewing the error lists and randomly checking the contents of the accomplished questionnaires;
- Provide instructions/feedback and discuss with the EN the inconsistencies and correct the relevant entries in the questionnaire accordingly;
- Conduct a general meeting preferably in the first Friday or any convenient time within the first week of enumeration with ENs, TSs, and CASs to discuss issues and problems encountered;
- Supervise the interviews and data verification of CBMS Form 4 (BPQ) with the Punong Barangay or any barangay official who is knowledgeable about the characteristics of the barangay.
- Supervise using CBMS Form 18 (Central Office/Field Office Supervision Form: Data Collection). Guide and assist the team in the resolution of problems encountered during the course of enumeration and supervision;
- Oversee the supervisory activities of CASs;
- Meet with CAS, preferably every Monday to discuss the progress of enumeration in their respective areas of assignment. Unresolved problems encountered by the ENs, TSs, and CASs during the week and recommended actions to take should also be discussed during the meeting;
- Evaluate the performance of TSs/ENs, who were recommended by the CAS for dismissal and endorse their dismissal after confirming their poor performance;
- Help solve the problems encountered by the CASs, TSs, and ENs, such as cases of refusal, uncooperative households, and hard-to-reach enumeration areas;
- Inform the PCSS and/or CBMS Focal Person/PCCT in the PSO on the reported or observed irregularities relating to the conduct of enumeration and assist him/her in the investigation of such cases;
- Report the status of enumeration and other CBMS concerns to the PCSS and/or CBMS Focal Person/PCCT;
- Give timely feedback to incident reports, and record/submit thru the CBMS Mobile Application feedback/actions taken to all incidents submitted;
- Checks and certifies the data submitted by CAS as final data which are ready for data processing by PSO Machine Processor;
- Verify data gathered from the CBMS Form 7 (City/Municipal LGU Data Sheet) with the city/municipal LGU;
- Report any untoward incident to the PCSS; and
- Perform other CBMS-related duties that may be assigned from time to time by the PCSS.
Post-Enumeration
- Collect all tablets, files, folioed questionnaires and maps for completed EAs/barangays from CAS;
- Accomplish CBMS Form 21 (Summary of Report on Field Supervision of CAS) to summarize the problems encountered and action taken during enumeration/ supervision;
- Certify the correctness of financial claims made by the CASs, TSs, and ENs and recommend the payments thereof;
- Evaluate CBMS Form 11 (Daily Accomplishment Report of Enumerator) submitted by the CAS by checking, for instance, the average household size;
- Submit all CBMS Forms 11 (Daily Accomplishment of Enumerator), CBMS Form 19 (Certification of Punong Barangay), accomplished/unused questionnaires/forms, administrative and other forms, and maps to the PSO-CSS;
- Sign the CBMS Form 20 (Certificate of Work Completed) of CAS, TS, and EN after the completion of works assigned to them; and
- Perform other CBMS-related duties that may be assigned from time to time by the PCSS.
C. CBMS Area Supervisor
Each CAS is responsible for (5) TSs. He/She will be assigned in at least one (1) city or municipality. However, in large cities or municipalities, two (2) or more CAS may be assigned.
The specific duties and responsibilities of the CAS during each phase of the CBMS data collection undertaking are as follows:
Pre-enumeration and Training
- Help in the coordination with local government agencies and local executives regarding the efficient conduct of the CBMS in his/her assigned area;
- Assist in the publicity of information dissemination campaign, by distributing 2022 CBMS primers and posting in strategic places the posters and other materials provided by the PCSS;
- Assist in the establishment of CBMS headquarters;
- Attend the 2022 CBMS training diligently;
- Act as trainer during the conduct of training, following strictly the schedule/plans specified in the Training Guide for TSs and ENs;
- Recommend the TSs to be selected from among the trained ENs on the basis of their performance during the training;
- Conduct a meeting with his/her TSs on the area/s of assignment and their itinerary;
- Assists in providing the CBMS Personnel Unique Codes for TS, and EN;
- Assist in securing the copy of the EA Reference File (EARF) from PCSS for his/her assigned area,
- Assist in providing the TS and EN with the block maps for their area of assignment;
- Allocate and distribute all the CBMS questionnaires/forms, supplies, and materials needed for the enumeration in areas assigned to him/her; and
- Perform other CBMS-related duties that may be assigned from time to time by the PCSS and HCAS.
Enumeration
- Accompany the TS/EN in paying courtesy call to local officials (Mayors and Punong Barangays) and carrying out ocular inspection of barangay/EA boundaries;
- Observe the EN as they do the mapping, listing, and interviewing of households and record the observations in CBMS Form 16 (Observation Record). Discuss with the TS and EN the observations recorded in CBMS Form 16;
- Conduct editing and scrutinizes all the accomplished CBMS Forms 1, 2 and 4 for the day using the CBMS Mobile Application; makes the appropriate corrections in the data or actions (e.g., ask the EN or TS to revisit the household).
- Discuss with the TS and/or EN all the inconsistencies observed in the questionnaires;
- Visit/spotcheck the TS, and EN to check on the progress of enumeration and determine if the correct operational procedures are being followed. Visit as many EAs as possible and check randomly if households of housing units with stickers were actually interviewed by the EN. Reinterview households using CBMS Form 17 (Spot check/Reinterview Record).
- Performs the matching of the contents of CBMS Form 17 with the accomplished CBMS Form 2 Household Profile Questionnaire. Discuss inconsistencies with the EN or TS;
- Assist the TS in interviewing the Punong Barangay or any barangay official who is knowledgeable about the characteristics of the barangay using CBMS Form 4 (Barangay Profile Questionnaire);
- Perform the monitoring of CBMS Form 4 data collection and data verification efforts. Discuss inconsistencies with the EN or TS;
- Submit all the completed and checked data under his/her jurisdiction to HCAS for further review and possible consideration for data processing;
- Supervise, guide, and assist the TS in solving problems encountered in the assigned areas;
- Supervise TSs/ENs who will enumerate special areas;
- Accomplish the CBMS Form 13 (Weekly Report of CBMS Area Supervisor);
- Give timely feedback to incident reports, and record/submit thru the CBMS Mobile Application feedback/actions taken to all incidents submitted;
- Perform other CBMS-related duties that may be assigned from time to time by the PCSS and HCAS.
Weekly Meeting with the TS
- Meet with the TS, preferably every Friday; and discuss the progress of enumeration and geotagging activities in their respective areas of assignment using the CBMS Form 12 (Weekly Report of Team Supervisor). In this meeting, unsettled problems encountered during the week should be discussed;
- Discuss with the TS the major findings from the matching and/or checking of data through CBMS mobile app and manual scrutiny/field editing of CBMS questionnaires/forms; provides announcements, guidance and reminders to the TS on concepts and definitions and procedures that should be followed/observed.
- Collect from the TS all reviewed accomplished questionnaires and notes/computation sheets for further review and checking, and/or for possible submission to the HCAS;
- Review and edit the accomplished questionnaires submitted to him/her by TSs the during the weekly meeting before he/she submits to the HCAS;
- Collect information necessary for his/her submission of CBMS Form 13 (Weekly Accomplishment Report of CAS) and CBMS Form 21 (Summary Report on Field Supervision of CAS; and
- Supervise, guide, and assist the TSs in the resolution of problems encountered during enumeration and supervision.
Weekly Meeting with the HCAS
- Meet with the Head CAS, preferably every Monday to discuss the progress of enumeration;
- Endorse and recommend to the Head CAS the replacement of TS who are unable to perform their work satisfactorily;
- Evaluate the performance of the ENs, who were recommended by the TS for dismissal and endorse their dismissal after confirming their poor performance; and
- Report to the HCAS the status of the enumeration and other CBMS concerns in his/her assigned areas.
Post-enumeration
- Collect all the tablets and files; and folio questionnaires, maps, and administrative forms of his/her team;
- Ensure that all accomplished questionnaires, maps, and administrative forms are properly submitted by the TSs;
- Collect the CBMS Form 19 (Certification of Punong Barangay) submitted by the TS (for completely enumerated barangays) and submit these to HCAS;
- Collect from the TS all remaining accomplished questionnaires/ forms and maps; collects also all unused questionnaires/forms and other CBMS materials;
- Transmit to the HCAS, within the prescribed period all accomplished questionnaires/forms, files and maps, unused questionnaires/forms, and other CBMS materials of the completely enumerated barangays/EAs;
- Countersign the certificates of completion and clearances of TSs, and ENs at the end of the enumeration period;
- Certify the correctness of financial claims made by the TSs, and ENs and recommend the payments thereof;
- Endorse the CBMS Form 20 (Certificate of Completed Work) of TSs and ENs by affixing his/her signature (initials) after the completion of the works assigned to them;
- Fill out CBMS Form 21 (Summary Report on Field Supervision of CAS) to record/document the problems encountered, and actions taken during the supervision;
- Prepare a narrative report on all phases of the field operations (pre-enumeration, enumeration, and post-enumeration) and submit this report to the HCAS within 10 days after completion of the enumeration; and
- Perform other CBMS-related duties that may be assigned from time to time by the PCSS and HCAS
D. Team Supervisor
The TS serves as the link between the CAS and EN on all matters about the CBMS undertaking. The TS is responsible for a group of five (5) ENs. He/She will directly and closely supervise the ENs during the listing, mapping, and enumeration and make sure that the CBMS data collection operations are completed on time.
Specifically, the duties and responsibilities of the TS are as follows:
Pre-enumeration and Training
- Attend the 2022 CBMS training diligently to gain all the knowledge necessary to understand the concepts and instructions in the Enumerator’s Manual and Supervisor’s Manual;
- Assist the CAS in providing the area/s of assignments of the EN;
- Assist the CAS in the allocation and distribution of the questionnaires/forms and other CBMS supplies and materials that are needed in the mapping and enumeration to EN;
- Coordinate with the Punong Barangay and other barangay officials regarding the conduct of the CBMS in their barangay.
- Provide the local officials and the community members background and information on the nature of the CBMS undertaking;
- Accompany the EN in the courtesy call to the Punong Barangay or any barangay official regarding the conduct of the CBMS and makes an ocular inspection of the boundaries of the EA; and
- Perform other CBMS-related duties that may be assigned from time to time by the CAS.
Enumeration
- Conduct the interview to Punong Barangay or other barangay officials using CBMS Form 4 (Barangay Profile Questionnaire) if the Barangay was not able to complete the CBMS Form 4 via CAWI;
- Verify data submitted by the barangay through the CBMS Form 4 CAWI;
- Accompany the EN, especially during the first week of the enumeration period to determine if the CBMS concepts and operational procedures are strictly being followed. Observe the interview conducted by the EN and record the observations in CBMS Form 16 (Observation Record). Discuss with the EN the observations after the conduct of the interview;
- Closely supervise the work of the EN under his/her supervision during listing and enumeration by spot-checking and revisiting the households enumerated by the EN.
- Records, spot-checks, and reinterviews using CBMS Form 17 (Spot check/Reinterview Record); Performs the matching of the contents of CBMS Form 17 with the accomplished CBMS Form 2 Household Profile Questionnaire. Discuss inconsistencies with the EN or TS;
- Review error list. Conduct editing and scrutinize all the accomplished CBMS Forms 1 and 2 for the day using the CBMS Mobile Application. Make the appropriate corrections in the data or actions (e.g., ask the EN to revisit the household).
- Discuss with the EN all the inconsistencies observed in the questionnaires;
- Update the CBMS Form 8A (Notice of Listing/Enumeration) sticker posted on the door or any part of the building where it can easily be seen or noticed.
- Accomplish or check using CBMS Mobile Application the status of enumeration by the EN under his/her team using CBMS Form 1 (Listing Record of Buildings, Housing Units and Households).
- Address the concerns or observations flagged by CAS by correcting the entries in the forms or reinterview the respondent.
- Submits (or uploads) the accomplished questionnaires (data) daily to CAS through the CBMS Mobile Application.
- Back-up accomplished questionnaire daily using the CBMS Mobile Application.
- Ensure the complete enumeration of all households and/or barangays in the EA;
- Accomplish CBMS Form 12 (Weekly Report of TS);
- Render periodic reports to the CAS regarding the progress of work in the areas of assignment using CBMS Form 12 (Weekly Report of TS);
- Help solve and report to the CAS problems encountered by the ENs such as callbacks, areas in lockdown, and others;
- Report any untoward incidents or problems encountered either to CAS or by encoding through the CBMS Mobile Application.
- Recommend to the CAS the replacement of ENs who are unable to perform their work satisfactorily or for some other reasons;
- Perform such other duties as may be assigned from time to time by the CAS
Weekly Meeting with the EN
- Meet with the ENs, preferably every Wednesday to review their accomplished questionnaires, discuss inconsistencies found in the questionnaires, and the corresponding corrections;
- Facilitate data submission by ENs. Collect all the questionnaires accomplished by the ENs for a more thorough review;
- Scrutinize as many accomplished questionnaires to check for the completeness, legibility, correctness, and consistency of responses. Inform ENs on actions to be taken after scrutiny of accomplished questionnaires;
- Check the consistency of entries in the data items indicated in the CBMS Form 17 (Spot check/Reinterview Form);
- Check if the tablet and its other paraphernalia as well as maps (printed and digital) of the EN are updated and/or are still in good condition (that is, not ripped, cut or soiled). If so, report the matter to the CAS for possible reprinting of the map and addressing of issues on the digital format of map. Record status of tablet used for data collection. Instruct the EN to redraw the symbols and reflect the necessary updates on the reprinted map;
- Collect the accomplished forms and notes/computation sheets from the EN;
- Help solve the problems encountered by the ENs, such as callbacks, uncooperative households, hard-to-reach enumeration areas, and peace and order, among others;
Weekly Meeting with the CAS
- Meet with the CAS, preferably every Friday to discuss the progress of enumeration in the EAs, and to report problems that were not settled;
- Study/review and submit (if area covered is already completed) CBMS Form 1;
- Transmit to the CAS, preferably every Friday all accomplished CBMS Forms 2, 3, 4;
- Recommend to the CAS the replacement of ENs who are unable to perform their work satisfactorily or for some other reasons;
- Report untoward incidents to the CAS.
Post-enumeration
- Request the Punong Barangay to certify in the CBMS Form 19 (Certification of Punong Barangay) that the barangay had already been completely covered by the EN. For barangays with two (2) or more TS, the TS assigned in the EA where the Barangay Hall is located should facilitate the accomplishment of the CBMS Form 19;
- Scrutinize all the maps, forms and questionnaires before submission to the CAS;
- Instruct the ENs to return all unused questionnaires and other CBMS forms, ID card, manual, and other CBMS supplies and materials. Transmit to the CAS using CBMS Form 9 (Transmittal/Receipt Form) all the remaining accomplished questionnaires, administrative forms, and maps;
- Assist the CAS in folioing, packaging, and transmittal of the accomplished questionnaires;
- Prepare a narrative report on all phases of the field operations (pre-enumeration, enumeration, and post-enumeration) and submit to the CAS within 10 days after the completion of enumeration; and
- Perform such other CBMS-related duties that may be assigned from time to time by the CAS.
E. Preferred Schedule of Weekly Meetings of CBMS Personnel
| Preferred Day of Meeting | Head CAS | CAS | TS | Personnel to Meet |
|---|---|---|---|---|
| Monday | × | CAS | ||
| Wednesday | × | EN | ||
| Friday | × | TS |