Chapter 9

Instructions in Accomplishing Other CBMS Form

Contents

• CBMS Form 8a (Notice of Listing/Enumeration)
• CBMS Form 9 (Transmittal and Receipt Form)
• CBMS Form 10 (Appointment Slip to the Household/Barangay Official)
• CBMS Form 12 (Weekly Accomplishment Report of Team Supervisor)
• CBMS Form 13 (Weekly Accomplishment Report of the CAS)
• CBMS Form 16 (Observation Record)
• CBMS Form 17 (Spot-check/Reinterview Record)

This chapter discusses in detail the instructions in accomplishing the other forms for the 2022 CBMS. List of Other CBMS Forms:

• CBMS Form 8a (Notice of Listing/Enumeration)
• CBMS Form 9 (Transmittal/Receipt Form)
• CBMS Form 10 (Appointment Slip to the Household/ Barangay Official)
• CBMS Form 12 (Weekly Accomplishment Report of Team Supervisor)
• CBMS Form 13 (Weekly Accomplishment Report of CBMS Area Supervisor)
• CBMS Form 16 (Observation Record)
• CBMS Form 17 (Spot-check/Reinterview Record)
• CBMS Form 19 (Certification of Punong Barangay)
• CBMS Form 20 (Certificate of Work Completed)
• CBMS Form 21 (Summary Report on Field Supervision of CAS)
• CBMS Form 22 (Clearance)

Below is the summary of forms to be used by the CBMS supervisors

Form	TS	CAS	Head CAS
CBMS Form 8a	✓	✓	✓
CBMS Form 9	✓	✓	✓
CBMS Form 10	✓	✓	✓
CBMS Form 12	✓
CBMS Form 13		✓	✓
CBMS Form 16	✓	✓	✓
CBMS Form 17	✓	✓	✓
CBMS Form 19	✓	✓	✓
CBMS Form 20			✓
CBMS Form 21		✓
CBMS Form 22			✓

As a supervisor, you will use the aforementioned CBMS forms during the enumeration or supervision period. You will submit the forms that you have accomplished to your immediate supervisor during and/or after the listing and enumeration period. The CBMS Mobile Application is designed to accommodate the electronic submission of the CBMS Forms 16 and 17. Meanwhile, other CBMS forms listed above are to be printed by the PSO and distributed to the Head CAS; then the Head CAS to the CASs; and the CASs to the TSs.

CBMS Form 8a (Notice of Listing/Enumeration)

The CBMS Form 8a or the Notice of Listing/Enumeration is used to indicate that a household/vacant housing unit/building has already been enumerated. This is posted by the ENs after a completed household interview or enumeration (for the special cases).

In the conduct of reinterviews, the reinterview indicator part (enclosed in the red box below) of the CBMS Form 8a should be filled out.

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The following are the instructions in filling out the reinterview indicator of the CBMS Form 8a during reinterviews:

1. Locate the CBMS Form 8a and check if it is properly filled out by the EN.

   The EA, BSN, HUSN, HSN and Date of Enumeration should not be blank.

2. Indicate the date of reinterview in the lower right part of the listing notice, following the format MM/DD/YYYY.

3. Put a check mark on the line that corresponds to the designation of the one conducting the reinterview (can be from the CO, RSSO, PSO, LGU, other agencies or the HCAS, CAS and TS).

In the example above, the reinterview was conducted by the TS on July 17, 2022.

CBMS Form 9 (Transmittal and Receipt Form)

CBMS Form 9 will be used whenever tablet/ICT equipment, questionnaires, forms, manuals, maps and other CBMS supplies and materials are transmitted and/or received between the EN and the TS, the TS and the CAS, as well as between the CAS and the Head CAS. This form will also be used in returning incomplete or incorrectly filled-out questionnaires/forms to the EN and transmitting to the CAS all tablets/ICT equipment, unused CBMS forms and materials upon completion of the listing and enumeration. This form serves as a proof for both the transmitting and receiving personnel that the transfer of the number of items specified in the form has occurred.

Whenever forms, materials or supplies are transmitted, the receiving personnel should check the quantity transmitted and reflect the actual quantity received in the CBMS Form 9. In case of discrepancies in the quantity transmitted and received, the receiving personnel should promptly inform the transmitting personnel about the discrepancy so that necessary actions and/or corrections can be made.

Note: Prepare this form in duplicate copies – one copy each for the receiving and transmitting personnel.

Guidelines in Accomplishing the CBMS Form 9:

1. In the Geo-ID portion, fill in the names and codes of the region, province, and city/municipality in the boxes provided.

2. In Column 1, write the name of the city/municipality, barangay, and EA number and the description of the materials (ICT equipment, forms, manuals, and supplies) to be transmitted. For example, write “TABLET AND OTHER ICT DEVICES” to refer to the tablet along with its paraphernalia such as charger, power bank, SD card, SIM card, etc. Also indicate if the forms for transmittal are unused.

3. In Column 2, write the unit of each material transmitted. Ex: “Piece”, “Booklet”, etc.

4. In Column 3, indicate the quantity of the materials transmitted.

5. In Column 4, indicate the actual quantity of the materials received.

6. In column 5, remarks/notes may be written if necessary.

7. Under “Transmitted by:”, the name and designation of the transmitting personnel should be written in printed form. The transmitting personnel should sign above his/her printed name and indicate in the space provided the date when he/she signed.

8. Upon checking the materials transmitted and indicating in column 4 the correct quantity, the receiving personnel should print his/her name in the “Received by” portion and affix his/her signature. He/she should also indicate the date when he/she signed.

9. Ensure that both the receiving and the transmitting personnel have their own copy of the CBMS Form 9 by accomplishing two (2) copies.

10. The portion “Sheet _____ of _____ Sheets” found at the top right corner of CBMS Form 9 should also be filled in. The number on the first line indicates the number of the current sheet. This is to be accomplished consecutively, starting with “1” for the first sheet, “2” for the second sheet, and so on. The number on the second line indicates the total number of CBMS Form 9 used during your transmittal. Fill this in only after determining the total number of sheets used.

An example of an accomplished CBMS Form 9 is provided below.

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CBMS Form 10 (Appointment Slip to the Household/Barangay Official)

This form is to be filled out by the EN/TS/CAS/Head CAS when setting an appointment with the household, and Punong Barangay or any authorized official in the barangay.

This form is to be used when a callback is necessary, that is, if during the first visit, there is no eligible respondent in the household/barangay LGU, who could provide accurate information about the household or barangay.

Instructions in Filling Out the CBMS Form 10:

1. Prior to the enumeration period, the Head CAS should ensure that the necessary information such as the name of the Chief Statistical Specialist (CSS) of the Provincial Statistical Office (PSO), the address, telephone number, and the email address of the PSO are indicated at the bottom part of the CBMS Form 10.
2. The EN/TS/CAS/Head CAS should write “X” in the box corresponding to the target respondent, i.e., a household or barangay official.
3. Write the date when you visited the household/ barangay official on the line provided opposite the date accomplished.
4. During the visit to the household/ barangay official, you should ask the most convenient time and date the qualified respondent of the household/ barangay official would be available for the interview.
5. Underline your designation (i.e., Enumerator or Supervisor), and write your name on the line provided.
6. Write the date and time when you will revisit the household/barangay official. Make sure that you maintain a record of your appointments in the calendar application on your tablet so that you can keep track of your scheduled visit/s properly.

Note that the EN should record the date and time of visit in the remarks portion of the CBMS Form 2 and should also be reflected in the corresponding Remarks column in the CBMS Form 1 (Listing Record of Buildings, Housing Units and Households).

Refer to the sample accomplished CBMS Form 10 below.

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CBMS Form 12 (Weekly Accomplishment Report of Team Supervisor)

This form is used to record the weekly output of the TS. Specifically, the TS should use this form to record the number of households spot-checked/reinterviewed and the number of household interviews he/she observed during the week. Moreover, the number of CBMS Forms 2 that he/she edited for the week should be recorded in this form. The TS should submit this form on a weekly basis. But he/she is advised to start filling out this form on the first day of the week and update this form daily. There should be entries in the number of interviews/geotagging activities observed for that week using the information on the CBMS Form 16 and the number of households spot-checked/ reinterviewed using the CBMS Form 17. This form will be shown and submitted to the CAS during their weekly meeting.

Instructions in Filling Out the CBMS Form 12: Write the name of the province and city/municipality and their corresponding geographic codes.

In Part I, Columns 1 to 9 are based on the editing of CBMS Form 2 and administering of CBMS Form 4.

1. Column 1 – Date Write in this column the date (MM/DD) you visited the barangay LGU assigned to you.

2. Columns 2 and 3 – Area of Assignment In columns 2 and 3, write the name of the barangay and the enumeration area number, respectively. If the enumeration area is not applicable (in case of the Form 4), leave it blank.

3. Column 4 – Number of pages of CBMS Form 1 Scrutinized/ Edited Write the number of pages of CBMS Form 1 which were scrutinized/ edited for the week.

4. Column 5 and 6 – Number of CBMS Form 2 Edited and uploaded and Returned to EN In columns 5 and 6, write the number of CBMS Form 2 that were checked/ scrutinized/edited for the whole week and the number of CBMS Form 2 that were returned to EN during the week, respectively.

5. Column 7 and 8 – Number of CBMS Form 4 Administered and Number of CBMS Form 4 Reviewed and verified with barangay. Write in column 7 the number of CBMS Form 4 administered for the week and in column 8 the number of CBMS Form 4 reviewed and verified with barangay during the week.

6. Remarks column Write in this column any information that would be useful for CAS in evaluating the weekly accomplishments of the TS in relation to CBMS Form 4 interview with the barangay LGU and scrutinizing/editing the questionnaires/forms. These may include information on whether the interview was assigned to another enumerator, date of appointment/callback or pickup of accomplished CBMS Form 4 was scheduled, etc. In the case of a self-administered CBMS Form 4, kindly indicate in the Remarks column that the said form/section/s was/were accomplished by the barangay LGU. The TS should thus take charge in reviewing the contents/sections accomplished by the barangay LGU respondent. The number of sections in CBMS Form 4 scrutinized/edited by the TS should be recorded in Column 7.

On Part II, Columns 1 to 12 are based on the field supervision activities done by the TS during the week.

1. Column 1 – Date Write in this column the date (MM/DD) of your supervision.
2. Columns 2 and 3 – Area of Assignment In columns 2 and 3, write the name of the barangay and the enumeration area number, respectively.
3. Column 4 – Number of Interviews Observed (CBMS Form 16) Write in this column the number of household interviews that you have observed during the week using the CBMS Form 16.
4. Column 5 – Number of Households Spotchecked/Reinterviewed Write in this column the number of households that you have spot-checked/reinterviewed during the week using the CBMS Form 17.
5. Columns 6 to 8 – Other accomplishments Write in this column any other accomplishments such as coordination with home-owners association, LGU, meeting with EN or CAS, etc.
6. Column 9 – Remarks

Write in this column any information that would be useful for CAS in evaluating the weekly accomplishments of the TS in relation to his/her field supervision. These may include information on the evaluation of performance of the EN, number of callbacks/revisits personally undertaken by TS on behalf of the EN, among others.

On Part III, Columns 1 to 7 collects information on issues/concerns and actions taken by the TS in line with enumeration, supervision and field editing .

1. Columns 1 and 2 – Barangay Write in this column the name of the barangay and the equivalent PSGC code, where the issue was encountered/deemed applicable.
2. Column 3 – EA Number Write in this column the EA Number where the issue was encountered/deemed applicable.
3. Column 4 – Issue/Concern List in each line the issue/concern encountered corresponding to the EA and barangay.
4. Column 5 – Action Taken Write in each line the actions taken in response to each issue/concern listed in Column 4.
5. Column 6 – Status of Resolution Write in each line the status of resolution, that is, if it is resolved or referred to CAS.
6. Columns 7 and 8 – Referrals In case of referrals, write the name and designation of the CBMS personnel to whom the issue/concern was directed for action.

Kindly print in BLOCK LETTERS your name (TS) and the date (MM/DD/YYYY) when the report was submitted. Upon receipt of the CBMS Form 10, the CAS should verify the contents of the CBMS Form 12; print his/her name in BLOCK LETTERS; and put the date of verification.

CBMS Form 13 (Weekly Accomplishment Report of the CAS)

This form is used to record the supervisory activities of the CAS. Specifically, this form is used to record, for each EA, the number of households spot-checked/reinterviewed, number of interviews observed, and number of questionnaires/forms scrutinized/edited.

The CAS should accomplish this form daily. During the weekly meeting with the Head CAS, the accomplishments recorded in this form will be used as references in the discussion of the progress of enumeration in the areas assigned to the CAS.

Instructions in Filling Out the CBMS Form 13:

On Part I, Columns 1 to 13 are based on the field supervision activities done by the CAS during the week.

1. Column 1 – Date Write in this column the date (MM/DD) of your field supervision or scrutiny of forms.
2. Columns 2 and 3 – Area of Assignment In columns 2 and 3, write the name of the barangay and the enumeration area number, respectively.
3. Column 4 – Number of Interviews Observed (CBMS Form 16) Write in this column the number of household interviews that you have observed during the week using the CBMS Form 16.
4. Column 5 – Number of Households Spot-checked/Reinterviewed (CBMS Form 17) Write in this column the number of households that you have spot-checked/ reinterviewed during the week using the CBMS Form 17.
5. Column 6 – Number of CBMS Form 1 Scrutinized/ Edited Write in this column the number of CBMS Form 1 that you have scrutinized/edited during the week.
6. Columns 7 and 8 – Number of Questionnaires/Forms Scrutinized/Edited Write in Columns 7 and 8 the number of CBMS Form 2 and CBMS Form 4 checked/scrutinized/edited during the week, respectively.
7. Columns 9 to 11 – Other accomplishments Write in this column any other accomplishments such as coordination with home-owners association, LGU, meeting with EN or CAS, and others.
8. Column 12 – Remarks Write in this column any information that would be useful for HCAS in evaluating the weekly accomplishments of the CAS in relation to scrutinizing/editing the questionnaires/forms. These may include information on the evaluation of performance of the EN and TS. On Part II, Columns 1 to 7 collects information on issues/concerns and actions taken in line with the enumeration and field editing.
9. Columns 1 and 2 – Barangay Write in this column the name of the barangay and the equivalent PSGC code, where the issue was encountered/deemed applicable.
10. Column 3 – EA Number Write in this column the EA Number where the issue was encountered/ deemed applicable.
11. Column 4 – Issue/Concern List in each line the issue/concern encountered corresponding to the EA and barangay.
12. Column 5 – Action Taken Write in each line the actions taken in response to each issue/concern listed in Column 4.
13. Columns 6 and 7 – Referrals In case of referrals, write the name and designation of the CBMS personnel to whom the issue/concern was directed for action. Kindly print in BLOCK LETTERS your name (CAS) and the date (MM/DD/YYYY) when the report was submitted. Upon receipt of the CBMS Form 13, the Head CAS should verify its contents and print his/her name in BLOCK LETTERS. The HCAS should also indicate the date of verification.

CBMS Form 16 (Observation Record)

The supervisor should accomplish the CBMS Form 16 with observations on how the EN performed the interview as well as the procedures for geotagging and listing of households, VHU/VBLDG and other special cases. It is advised that the supervisor undertake the observation of enumerators in at least two (2) instances.

Instructions in Accomplishing the CBMS Form 16:

1. Write the geographic name and code of the province, city/municipality, and barangay, and the EA number. Also write the name of the EN assigned in the area.
2. Fill out the Observation Record following the instructions:

• a. Copy from the CBMS Form 1, the BSN, HUSN and HSN of the household interviewed by the EN.

• b. Answer the questions listed in the Observation Record. These questions are designed to evaluate if the EN followed the prescribed procedures for:

  • determining the buildings eligible for enumeration,
  • mapping and geotagging procedures, and
  • conducting an interview with households.

Answer also the questions on whether the EN reviewed the questionnaire/form before leaving the household and whether he/she has properly accomplished the CBMS Form 8a (Notice of Enumeration).

In each of these questions, write “1” for “Yes” if the EN followed the correct procedure. Otherwise, write “2” for “No”.

• c. Write in the Remarks column explanations or comments for entries needing clarification.

• d. Repeat steps a to c for each household interview or geotagging/ mapping activity that you observe.

• e. Record the questions that were found difficult to administer, confusing to respondent. Indicate the specific item number or section, actions taken by the supervisor to correct and recommendations for the future conduct of CBMS.

• f. Write the recommendation or action taken for any observation about the performance of EN needing appropriate action on the space provided at the bottom of the Observation Record.

3. Under the “Prepared by:” portion, write your name and designation and affix your signature. Also indicate the date when you accomplished the form.

While in the EA, the supervisor is expected to accompany the EN and observe the conduct of interviews. He/she should note down his/her observations and comments on CBMS Form 16, while the interview is in progress. The observations and suggestions must be discussed with the EN right after the interview.

Major areas for improvement and recommendations for development based on the supervisor’s observations should be given right away to the EN, so that he/she can correct his/her mistakes while he/she is in his area of assignment. The weekly meetings with the EN should also be used to remind ENs on common errors in mapping/geotagging and conducting interviews and how to deal/correct these.

CBMS Form 17 (Spot-check/Reinterview Record)

Spot-checking and reinterviewing of households using CBMS Form 17 (Spot-check and Reinterview Record) is done to verify if the EN adheres strictly to the CBMS concepts and definitions and to the prescribed procedures in conducting data collection.

This form is used for any of the following:

• Recording the observations during spot-checking, and
• Recording the answers of the respondent during the reinterview.

A supervisor will conduct reinterviews of households to verify if the EN has conducted the interview following the prescribed procedures. This should be carried out especially in areas suspected of padding or splitting of households.

For supervisors who will use CAPI in administering the CBMS Form 17, they will need to choose five (5) households for reinterview and download their corresponding Form 2. The downloaded Form 2 will then be stored in the “For Matching” tabs. Under this tab, select the household to be re-interviewed and click on the “Spot-check” button. The CS Entry Application will then appear, and the supervisor can start performing the reinterview.

Instructions in Filling Out CBMS Form 17:

1. Write the geographic name and code of the province, city/municipality, and barangay, and the EA number. Also write the name and code number of the EN assigned in the area.

   If the CAPI application is used, select the barangay; indicate the EA number; and type in the EN’s name and code number.

2. Fill out the Spot-check/Reinterview Record by following the instructions below.

   I. SPOTCHECK RECORD

   a. Indicate the date (MM/DD/YYYY) of spot-checking/reinterview.

   b. For each building/housing unit spot-checked, answer the following questions through observation:

   • Is there a 2022 CBMS sticker posted on the building/housing unit?
   • Are the BSN, HUSN, and HSN correctly written on the sticker?
   • Are there needs for improvement? What are these?
   • Is there an “X” mark for callback on the sticker?

Note that the CBMS Form 8a (Notice of Enumeration) or CBMS sticker will be posted in building/housing unit and barangay halls signifying that these structures were covered in the CBMS. c. On the printed CBMS Form 17, put “X” mark in the box for either “Yes” or “No” in each of the questions. If the CAPI application is used, simply select either “Yes” or “No”.

II. REINTERVIEW RECORD a. Write/enter the date of the reinterview (MM/DD/YYYY).

b. Copy the BSN, HUSN, and HSN from the sticker of the household to be reinterviewed.

c. Ask the respondent of the household being reinterviewed about the questions indicated in the Reinterview Record. These questions pertain to the name of the respondent, the address and whether a CBMS EN visited the household. If the answer is “YES”, ask the date the EN visited the household and the name of the respondent interviewed during that visit.

d. Ask for the number of male and female members in the household and record the figures in the spaces provided. The CAPI application should be able to sum the number of males and females to derive the total number of household members.

e. Proceed to administer a short version of the CBMS Form 2 (Household Profile Questionnaire) in the Reinterview Record. Selected CBMS Form 2 data items covered in the CBMS Form 13 include data items on demographic, economic and housing characteristics of the households.

f. If the CBMS Form 17 is administered through CAPI, go to the “For Validation” tab upon completing the CBMS Form 17 then match the CBMS Form 17 with its corresponding CBMS Form 2 by cling on the “Match” button.

As TS/CAS, you can run a summary of the “Comparison with Accomplished CBMS Form 2” using the CBMS Mobile Application. An error list will then be generated showing the inconsistencies between the two forms, if there are any.

Relay to the EN for verification any inconsistencies found. If there is a need to edit the corresponding Form 2, return it to him/her by clicking on the “Return” button. If the entries in both forms are consistent, upload the accomplished Form 17 by clicking on the “Upload” button.

g. If the CBMS Form 17 is administered through PAPI, accomplish the portion marked “Comparison with Accomplished CBMS Form 2”. Write the date when the selected entries in CBMS Form 17 were compared with the selected entries in CBMS Form 2. Put an “X” mark in the box for either “Yes” or “No” if the name of the respondent of the CBMS Form 2 is the same as the one reinterviewed in this CBMS Form 13. Record the response as in CBMS Form 2 as well as the CBMS Form 17.

h. Write the result of matching the entries in CBMS Form 2 and CBMS Form 17. Write “1” for matched or “2” for unmatched.

3. After accomplishing the CBMS Form 17 in paper format, write your name, and affix your signature on the line corresponding to “Prepared by”. Also write your designation and the date when you accomplished this form.

4. Inconsistencies on the responses of the household in items marked with (*) in the above-listed indicators would mean that the EN should revisit the household to correct entries in the CBMS Form 2, especially if the respondent of the CBMS Form 17 is the same as in the CBMS Form 2. The supervisor should instruct the concerned EN to act on the matter at the soonest possible time. Questionnaires with inconsistencies when compared to CBMS Form 17 will have to be returned to EN (or TS, for CAS, HCAS and other Supervisors) for verification/editing. The EN/TS may go back to the household for verification, if necessary.