Training of personnel who will be involved in the actual collection of data is one of the crucial aspects of the implementation of the Community-Based Monitoring System (CBMS). This chapter describes the training which the CBMS Area Supervisor (CAS) will have to undergo before they can effectively train and supervise the Team Supervisors (TSs), and Enumerators (ENs).
This chapter discusses how the CAS will conduct the training of the TSs and ENs. Also included in this chapter are discussions on the inspection of Enumeration Area (EA) maps, familiarization/ocular inspection of areas of assignment, CBMS materials and supplies needed, and assignment of EAs to TSs and ENs.
A. Training of CAS
As a CAS, you should be trained on all aspects of CBMS work from pre-enumeration to post-enumeration activities. You should be familiar with all the mapping, and enumeration procedures, and the materials and supplies that will be used during the CBMS. Remember that you will not only supervise the TSs and ENs but will also be responsible for their training.
You will be taught the systematic procedures for checking the work of your TSs and ENs in the field, verifying the accuracy of the data that they collect or gather, and assisting them in times of difficulties during listing and enumeration. Moreover, you will also learn how to prepare regular progress reports on the conduct of the listing and enumeration and how to fill out the various CBMS questionnaires/forms and administrative forms.
As part of your training as CAS, instructions on what pre-enumeration activities you will undertake and how you can efficiently carry out the various tasks involved will be discussed to you extensively.
The data collection for the 2022 CBMS will be mainly undertaken using tablets. The data collection for CBMS Form 4 (Barangay Profile Questionnaire) will also be made available via Computer-Assisted Web Interview (CAWI). In view of the COVID-19 pandemic, telephone interviews may also be done to complement the face-to-face interview using tablets. In some extraordinary cases, Paper-and-Pencil Interview (PAPI) method may be employed.
In 2022 CBMS, some LGUs will undertake a full-scale PAPI implementation for household interviews. You should also thus be familiar in implementing a PAPI should the need arises.
B. Training of TS/EN
As a CAS, you may be called to act as a trainer during the five-day training for ENs and additional one-day training for TSs to discuss the Supervisor’s Manual. In such cases, you may be assisted by the Head CAS.
You should conduct the training properly so that the TSs and ENs would be ready to perform their job satisfactorily and in accordance with the prescribed rules and procedures. Exercises will be administered, and class participation is needed during mock interview. A field practice will be done to ensure that all TSs or ENs are able to understand correctly the terms, definitions, concepts, and procedures that will be taught during the training. It is important that you ensure that the venue is conducive to training and the class size is manageable.
A detailed day-to-day schedule has been prepared for the training of TSs and ENs (see Appendix 1). All trainers must adhere to this schedule as strictly as possible, so as not to compromise the timeliness and quality of the training. Attendance should be checked daily to ensure that the same TSs or ENs are attending the entire duration of the training.
After the training, the CAS will provide the TSs with the following: ● List of EAs and barangays with the assigned ENs and TSs; ● Printed/electronic copy of city/municipality, barangay, and EA/block maps; and ● Printed/electronic copy of the EARF for the specific areas assigned to them. The EARF contains the name and geographic code of the province (two digits), city/municipality (two digits), barangay (three digits), and EA number (six digits).
REMINDER: Do not change the geographic codes or order of listing of the barangays and EAs in the EARF. This will serve as the standard reference for all the CBMS forms and maps.
The training for CAS will also be an opportunity to install the needed files and applications on the tablets to be used for field operations. Meanwhile, the training for TSs and ENs will be focused on the familiarization of applications and files to be used for the field work.
C. Enumeration Area of Assignment
The Head CAS will be responsible for providing the areas of assignment of the CASs, TSs, and ENs. He or she shall also establish rapport and coordinate with the city/municipal statistician and/or LGU focal person during pre-enumeration, enumeration and post-enumeration activities. He or she shall also work closely with the PCCT to ensure effective monitoring and observation of implementation of 2022 CBMS standard protocols in cities and municipalities with CBMS operations.
Head CBMS Area Supervisor
The Head CAS is a regular PSA staff or hired staff assigned by the Chief Statistical Specialist (CSS) of Provincial Statistical Office (PSO) to supervise on a full-time basis, one or more cities/municipalities. His/Her areas of assignment and the team of CAS, TSs, and ENs were already identified prior to the enumeration.
The Head CAS will define the areas of assignment of the CAS. He/She will also distribute equitably the work among all the TSs and ENs. One EA may be assigned to only one (1) EN. Changes in the assigned workload to an EN will be undertaken using the 2022 CBMS Management Information System (MIS). Caution should be practiced in reassigning an EN to another EA. Any adjustments to be made by Head CAS and PCCT should be under close supervision of the PSA Provincial Focal Person. An EN should complete the field enumeration in his/her originally assigned EA. After which, he/she may be assigned to assist in another EA.
Prior to the enumeration, the output rate per day for each EA will be determined based on the objective assessment of the area and recommendation made by the PSO-CSS. As a standard for all cities and municipalities, an average quota of four (4) to five (5) household interviews per day will be observed. Adjustments to this quota can be made with the discretion of the PSO-CSS and following the 2022 CBMS Field Operations Manual. The dispersion of the houses, building structures, terrain, mode of transportation, and other related factors will be taken into consideration. Thus, the daily output rate may vary from one EA to another. The output rate per EA has been established in the workload analysis done in the PSO.
A Head CAS is expected to assist in the coordination with city/municipal LGU and support to the PCCT in the city/municipal level monitoring and supervision of implementation of the CBMS.
CBMS Area Supervisor
A CAS is expected to supervise at least five (5) TSs. However, every city/municipality will have at least one (1) CAS, who will supervise the enumeration in the entire city/municipality. The CAS will provide the areas of assignment of the TSs in his/her areas of jurisdiction. Mentoring the TSs and ENs should be prioritized by CAS to ensure data quality. A CAS should also deal well with local officials in the communities in order to garner public support to the CBMS.
Team Supervisor
The TS will assist the CAS in providing the EA of assignment of the ENs. Each TS must be assigned to supervise ENs, whose areas of assignment are contiguous and accessible. This is done to facilitate close supervision in his/her areas of assignment and so that he/she can effectively carry out the other duties assigned to him/her. On the average, a TS is expected to supervise five (5) ENs. The TS shall also verify data submitted via the CBMS Form 4 CAWI and administer the CBMS Form 4 (Barangay Profile Questionnaire) in cases when the barangay has not responded to the call for responses to the CBMS Form 4 CAWI. Should there be two (2) barangays assigned to a TS, he or she may assign an EN to undertake data collection for CBMS Form 4 in one of these barangays.
Enumerator
The EN will be assigned to cover an entire barangay or just a portion of it, that is, an EA. It is also possible that the EN will be assigned in more than one EA. However, he or she should finish and submit all his/her data for the first assigned EA before he or she could be assigned to proceed enumerate the next one. The specific areas of assignment will be given by the TS (in close coordination with CAS and HCAS and thru the 2022 CBMS MIS) to the ENs under his/her team during the last day of the training. It is his/her responsibility to make sure that the EN finishes the field work within the prescribed enumeration period. The TS should give emphasis on data quality in their supervision of ENs while ensuring that health and safety protocols are practiced during field enumeration.
City/Municipal Statistician (or LGU Focal Person on the CBMS)
The City/Municipal Statistician will be assigned by the LGU to coordinate with the PSA on CBMS matters. In the absence of a City/Municipal Statistician, the LGU may assign an LGU Focal Person or C/MCCT, who would usually come from the City/Municipal Planning and Development Office, Research/ Geographic Information Systems/Management Information Systems Unit/Division/Office of the City/Municipal LGU. He or she will work with the Head CAS/PCCT/PSO-CSS in: (a) providing responses to the CBMS Form 7 (Municipal/City LGU Data Sheet); (b) identifying training venues, CBMS operations headquarters; (c) providing assistance to the hiring of data collectors and supervisors; (d) coordinating CBMS advocacy activities at the city/municipal level to encourage barangay and public participation in the CBMS; (e) monitoring progress of CBMS operations in their locality, especially on the compliance of the barangays in responding to the BPQ; (f) validating/verifying results of the CBMS; (g) facilitating the preparation of the LGU in analyzing, using and preserving/securing CBMS data; and (h) ensuring right use and dissemination of CBMS data to its intended internal users following the data sharing protocol.
The City/Municipal Statistician or LGU Focal Person on the CBMS may also be requested to provide information on the barangay and/or city/municipal boundaries. He/she will attend the orientation for the barangay officials on the CBMS Form 4 (Barangay Profile Questionnaire) CAWI as well as the Provincial Level Training. He/she may also be asked to serve as one of the trainers in the City/Municipal Level Training.
The City/Municipal Statistician or LGU Focal Person on the CBMS will have no specific EA assigned to him/her. However, in selected cases when he or she exhibits technical preparedness to lead or supervise a team or conduct interviews, the City/Municipal Statistician or LGU Focal Person on the CBMS may be called to serve full-time throughout the duration of data collection phase as CAS, TS, or EN as the need arises and as approved by the PSO-CSS.
The Head CAS/PCCT will inform and work closely with the City/Municipal Statistician or LGU Focal Person about the status of data collection, and shall alert him/her about incidents in which the LGU can help address issues faced during enumeration.
D. CBMS Materials and Supplies
The CAS will be given several boxes/packages containing the questionnaires, administrative forms, and other supplies and materials that the ENs will need during the enumeration work. Also included in the boxes/packages are other CBMS materials and supplies that the CAS/TS will use in the course of their supervisory work.
The CAS should verify the contents of the boxes by checking the types and quantities of the questionnaires, forms, supplies, and materials indicated in CBMS Form 9 (Transmittal/Receipt Form) vis-à-vis the actual types and quantities received. He/She should report to his/her Head CAS any discrepancy in the contents of the boxes/packages for appropriate action. A copy of all accomplished CBMS Form 9 should be kept in file by both the transmitting and receiving personnel.
The following are supplies and materials, tools and documents that should be considered in preparation for training and data collection:
ICT Equipment a. Tablet, charger and other paraphernalia (for CAPI implementation) b. Powerbank (for CAPI implementation) c. Calculator (optional)
Training Materials a. Enumerator’s Manual b. Supervisor’s Manual c. CBMS Form 1 - Listing Record of Buildings, Housing Units and Households d. CBMS Form 2 - Household Profile Questionnaire e. CBMS Form 3 - Waiver/Consent Form f. CBMS Form 4 - Barangay Profile Questionnaire g. Answer Sheet for CBMS Training Workbook h. Barangay/EA/Block Map (printed or electronic copy) i. CBMS Training Workbook (printed or electronic copy) j. CBMS Codebook (printed or electronic copy) k. CBMS Training Guide (printed or electronic copy) l. Enumerator’s Kit – bag, black/blue ballpen, pencil, eraser, sharpener, and notebook m. Blown-up questionnaires (optional)
Enumeration Forms and Other Supplementary Materials a. CBMS Form 1 - Listing Record of Buildings, Housing Units and Households b. CBMS Form 2 - Household Profile Questionnaire c. CBMS Form 3 - Waiver/Consent Form d. CBMS Form 4 - Barangay Profile Questionnaire e. CBMS Form 7 - Municipal/City LGU Data Sheet f. CBMS Form 8A - Notice of Listing/ Enumeration: Sticker g. CBMS Form 10 - Appointment Slip to the Household /Barangay Official h. Printed/electronic copies or city/municipality, barangay, and EA/block maps corresponding to the areas of assignment i. Showcards (list of rare diseases, agricultural facilities/equipment, etc.) j. Computation Sheets k. Files needed for mapping/geotagging housing units and buildings l. Data collection applications (for CAPI implementation): i. PSA CBMS Mobile Application ii. PSA E-Classification Mobile Application iii. QField Application iv. CSPro Application
Field Enumeration/Supervision Reporting Forms a. CBMS Form 11 - Daily Accomplishment Report of Enumerator
b. CBMS Form 12 - Weekly Report of Team Supervisor c. CBMS Form 13 - Weekly Report of CBMS Area Supervisor d. CBMS Form 16 - Observation Record e. CBMS Form 17 - Spotcheck/Reinterview Record f. CBMS Form 18 - Central Office and Field Office Supervision Form: Data Collection g. CBMS Form 21 - Summary Report on Field Supervision of CASCertification Forms a. CBMS Form 19 - Certification of Punong Barangay
b. CBMS Form 20 - Certification of Work Completed c. Certificate of Travel CompletedOther CBMS Forms a. CBMS Form 9 – Transmittal/Receipt Form b. CBMS Form 22 – Clearance
Other Administrative Forms a. Identification Card b. Itinerary of Travel c. Daily Time Record (CSC Form48) d. Disbursement Voucher (General Form5A) e. Payroll (General Form7A)
Health and safety materials a. Medical kit b. Face masks c. Alcohol and/or soap d. COVID-19 test results (if required by LGU) e. COVID vaccination card f. Cap, umbrella and/or raincoat g. Tumbler or water bottle
Post-enumeration Materials a. Folder b. Glue c. Corrugated boxes d. Packaging tape e. Plastic twine f. Shoelace g. Wrapping paper
Other CBMS supplies such as clipboard, permanent marker, t-shirts, etc.
All needed enumeration materials and equipment will be distributed to the TSs and ENs by the CAS during the last day of the training. The distribution will be based on the allocation list provided by the Head CAS and the PSA Provincial Focal Person. It should be noted that some of the questionnaires and forms are intended as reserves, which the CAS and Head CAS should keep. These reserves will only be given to TSs or ENs who experience shortage of such questionnaires and forms.
The CAS should maintain a record of the types and quantities of the forms and supplies that he/she provides to each TS/EN using CBMS Form 9. The PSO staff assigned for receipt and control, who will transmit/receive the materials should sign his/her name and indicate the date of transmittal/receipt.
The hired personnel of the PSA provincial offices may assist in the distribution and checking of the completeness of materials.