Being a huge and complex undertaking, ensuring the highest quality standards is of utmost importance in all phases of the 2022 Community-Based Monitoring System (CBMS) Operations, including data processing. After undergoing preliminary scrutinization performed by the Field Supervisors (Team Supervisors, CBMS Area Supervisors and Head CBMS Area Supervisors), CBMS questionnaires and map files will now undergo thorough processing in the data processing phase. This manual is prepared to guide, direct, and coordinate the work of the processing staff who will be involved in the handling and processing of CBMS questionnaires and map files. It also provides information and instructions which will serve as a guide in the exercise of sound judgment during the course of the data processing work.
1.1 Objectives of Data Processing
Data processing is a major part of the quality assurance procedures of the CBMS implementation. This is done to ensure the highest quality of the CBMS data, in adherence to data quality commitment as emphasized in Rule II of the Republic Act No. 11315 Implementing Rules and Regulations. Data quality is also underscored as the basis for the PSA’s mandate to oversee the CBMS operations and set the standards for implementing such in the LGUs.
Data processing is hereby implemented to process, check the completeness and consistency, and validate the data. Specifically, it aims to:
- account for all the CBMS questionnaires and map files to be processed;
- ascertain that all questionnaires and maps are properly accomplished;
- verify the appropriateness of the codes corresponding to the write-in entries;
- check for the completeness, consistency, and reliability of entries in the questionnaires;
- subject the questionnaires to ID validation, completeness checking, and data consistency checking;
- validate map files and check the completeness and accuracy of geotagged outputs;
- encode entries from questionnaires and forms administered via Paper and Pencil Interview (PAPI) and digitize paper maps, if any;
- generate reports on frequency and consistency tables for evaluation; and
- submit clean/processed data and map files, as well as other administrative forms to the RSSO/CO.
1.2 Key Activities in the Data Processing Phase
The following are the key activities in the data processing phase with their corresponding sub-activities:
1.2.1 Pre-Data Processing
Pre-data processing includes the following activities:
- Setting up of the Data Processing Center (DPC) and configuration of Local Area Network (LAN);
- Installation of DPS, QGIS, R, and other related applications;
- Creation of accounts for data processing personnel; and
- Receipt/downloading and controlling of all data and map files that are certified by the Head CBMS Area Supervisors (HCAS).
1.2.2 Preliminary Data Processing
The following are the preliminary data processing activities:
- Completeness checking of files (Forms 1, 2, 3, 4, and shapefiles) for each enumeration area (EA)/barangay;
- Matching of CBMS Forms 1, 2, and 3;
- Deletion of dummy/test data and duplicates;
- Encoding of Form 2 and capturing image of Form 3 for PAPI; and
- Generation and evaluation of marginal and consistency tables and list of cases with inconsistencies.
1.2.3 Map Processing
The following are the activities under map processing:
- Digitize paper maps, if paper maps were used during geotagging of household buildings;
- Map data validation and scrutiny of geotagged points using QGIS;
- Checking and correcting of duplicate case IDs, blank case ID label, incomplete geocode data, incorrect geocode, unused HUSNs and HSNs; and
- Scrutiny and addressing of inconsistencies in geotagged outputs from the CBMS Forms 1, 2, and 3.
1.2.4 Data Processing
This is composed of the following activities:
- Completeness checking of entries in Forms 2 and 4;
- Verifying and consistency checking of entries within and between records;
- Scrutiny of forms by error list generation and assessing list of inconsistencies for Forms 2, 3, and 4;
- Editing/correction of entries in HPQs and BPQs;
- Re-coding of responses in ‘Others, specify’ fields;
- Saving of partially saved Form 2s;
- Provision of justifications to acceptable items in the error list and list of cases with inconsistencies;
- Checking of Form 3s (if with signature/if image is clear);
- Validation of processed files; and
- Generation and evaluation of marginal and consistency tables and list of cases with inconsistencies.
1.2.5 Post-Data and Map Processing
This is composed of the following activities:
- Merging of household building points at the barangay and municipality level;
- Consolidation of justifications to acceptable items in the error list and list of cases with inconsistencies;
- Certification of clean data and map files; and
- Submission of clean data and map files as well as justifications to acceptable items in the error list and list of cases with inconsistencies.
1.2.6 Documentation and Data Verification
It is crucial that data issues such as inconsistencies, outliers and other questionable data be flagged, documented and given explanations. Such are very important as the data from the 2022 CBMS operations will be used as a basis in formulating policies and programs at the local level. During data processing, several CBMS Forms shall be filled out by the concerned CBMS personnel to document the issues and concerns in data, as well as data that need to be verified with the household, barangay, city/municipal local government unit (LGU) or relevant service institution.
1.2.7 Community Data Validation
During the community data validation workshops with barangay and city/municipal LGU officials and relevant resource persons, there will be presentations on the key data tables generated from the 2022 CBMS Operations gathered from their city/municipality. The said workshop will also be an opportunity to document the inconsistencies and reasons for the outliers found in the data.
1.3 Data Collection Methods
In order to better understand the extent of processing to be done, it is important to know about the following data collection methods employed in the 2022 CBMS implementation.
1.3.1 Computer-Assisted Personal Interview (CAPI)
This is the main mode of data collection for the 2022 CBMS. Tablet-based application (CBMS Mobile Application) is used by the enumerators during the interview with respondents from households. The enumerators and supervisors submit data collected/verified using the CAPI applications from their tablets to the PSA server. Daily submissions to the PSA server should be done by the enumerators and supervisors. However, there are areas with limited internet access. In such cases, field personnel are advised to submit data to the PSA server at least once every week.
1.3.2 Computer-Aided Web Interview (CAWI)
For the 2022 CBMS, the PSA implemented CAWI data collection for the Barangay Profile Questionnaire (BPQ) and the CBMS Form 7 or the LGU Data Sheet. In this mode of collection, the LGU officials were given login credentials which they used to log in to the BPQ and LGU CAWI. Guided by their training/orientation on how to accomplish the BPQ and LGU Data Sheet, the respondents from the LGUs filled out their respective BPQs/LGU Data Sheet while connected to the internet. In some cases, PSA personnel or CBMS-hired team supervisors assisted in the accomplishment of the BPQ, especially those which had challenges in internet connectivity.
1.3.3 Paper and Pencil Personal Interview (PAPI)
In this mode of data collection, the enumerators conducted the interview while manually accomplishing relevant CBMS questionnaires using pencil. Household Profile Questionnaires (HPQs) and other CBMS forms were printed by LGUs who opted to use PAPI for the 2022 CBMS. Also, printed CBMS forms were provided to the majority of the participating LGUs for backup purposes (in cases where there were challenges in using CAPI applications or tablets) and to complement with the use of CAPI.
1.3.4 Self-Administered Questionnaire (SAQ)
In extraordinary circumstances, the enumerators and team supervisors may be allowed to leave a copy of the HPQ or BPQ for the household/barangay respondent to fill out on his/her own. The responsible enumerator or supervisor should schedule a pickup time and date should the respondent opt to accomplish the questionnaire by himself/herself. This method of data collection is recommended to be implemented sparingly given the complexity of the skipping instructions and concepts that would have to be understood in order to answer the questions. Those who made use of this mode of data collection are then advised to encode the responses in their tablets using the relevant CAPI applications. Nevertheless, if these were not encoded during data collection, the data processor using the Data Processing System (DPS) should be able to encode the SAQ responses of households.
1.4 CBMS Forms to be Processed
Listed below are the CBMS questionnaires and data collection forms that will be scrutinized during the data processing phase.
| CBMS Forms | Description |
|---|---|
| CBMS Form 1 - Listing Record of Buildings, Housing Units and Households | This record lists the households/housing units covered, the results of visits, and the household population. This is automatically generated in the CAPI application based on all the Form 2s in the CBMS Mobile App. In this record, you will see the names of the household heads and the addresses of the household/housing units, and any other information relevant for monitoring. Manually accomplished CBMS Form 1s were also required to record and monitor the pace of the data collection activities for each EA. This printed form is used to reflect corrections on serial numbers (BSN, HUSN and HSN), if there are any. |
| CBMS Form 2 - Household Profile Questionnaire | This is the questionnaire used to collect household information. It contains 18 sections, namely: demographic characteristics, migration, education and literacy, community and political participation, economic characteristics, entrepreneurial and household sustenance activities, agricultural and fishery activities, family income, food consumption expenditure, food security, financial inclusion, health, climate change and disaster risk management, e-commerce and digital economy, crime victimization, social protection programs, water, sanitation and hygiene, and housing characteristics. It also includes questions for the households that refused to be interviewed. |
| CBMS Form 3 - Consent Form/ Waiver | This form solicits the consent of the respondent/household in sharing the household information to selected agencies through a data sharing agreement. This is to be signed if the household permits the PSA and the LGU to share their data. |
| CBMS Form 4 - Barangay Profile Questionnaire | The form gathers information about the barangay. It was administered largely via CAWI, while some barangays submitted their responses via PAPI. The BPQ is composed of two (2) parts:
|
| CBMS Form 7 - City/Municipal LGU Data Sheet | The form collects information on the infrastructure and non-infrastructure government projects, specifically on the project name or title, budget allocated/cost incurred, status and geographic location. Intended respondents of the CBMS Form 7 are the city/municipal planning officers and other concerned personnel in the city/municipal LGUs. |
Both electronic and printed forms and files will be scrutinized and will undergo data processing. Aside from these forms, the Provincial Statistics Offices (PSOs) and the Local Government Units (LGUs) will be in charge of processing the shapefiles and paper maps that were manually accomplished and generated from the mapping and geotagging activities during the data collection phase.
1.5 Timeline of Activities
The revised timetable of activities for the 2022 CBMS data processing phase is as follows:
| Activity | August Round | October Round | ||
|---|---|---|---|---|
| Start | End | Start | End | |
| A. Training | ||||
| 1. Task Force and Regional Level Training | 26-Sep-22 | 30-Sep-22 | ||
| 2. Provincial Level Training | 03-Oct-22 | 07-Oct-22 | 12-Dec-22 | 16-Dec-22 |
| 3. City/Municipal Level Training (if applicable) | 10-Oct-22 | 14-Oct-22 | 19-Dec-22 | 23-Dec-22 |
| B. Data processing | 24-Oct-22 | 30-Dec-22 | 26-Dec-22 | 27-Mar-23 |
| Provincial level training on data processing | 12-Dec-23 | 19-Dec-23 | ||
| C/M level training on data processing (LGU-funded) | 19-Dec-23 | 30-Dec-23 | ||
| C. Geotagging meetings and preparations | 24-Oct-22 | 03-Feb-23 | ||
| D. Preliminary data/results | 26-Dec-22 | |||
| E. Data evaluation and tabulation | 05-Dec-22 | 24-Apr-23 | ||
1.6 Duties and Responsibilities of CBMS Personnel in the Data Processing Phase
1.6.1 Regional Focal Person (RFP)
The following are the duties and responsibilities of the CBMS RFP:
- Attentively participate in the Data Processing Task Force/Regional Level Training;
- Serve as resource person in the Data Processing Provincial Level Training and City/Municipality Level Training;
- Validate output files (error lists, list of cases with inconsistencies, tables, and justifications) submitted by PSOs;
- Endorse for certification the data files with no issues/inconsistencies to the Regional Director;
- Relay to the concerned PSOs the data files with issues/inconsistencies and provide feedback for their reference;
- Conduct onsite supervision at CBMS DPCs;
- Provide necessary technical support to PSOs; and
- Prepare and submit to the SOCD CSS (cc: RD) status reports on the data processing phase.
1.6.2 Regional Mapping Focal Person
The following are the duties and responsibilities of the CBMS Regional Mapping Focal Person:
- Attentively participate in the Data Processing Task Force/Regional Level Training;
- Serve as resource person in the Data Processing Provincial Level Training and City/Municipality Level Training specifically on map processing module;
- Recommend measures to ensure adherence to map processing timeline;
- Check and review certification pass report on mapping before submitting map data to the central office; and
- Prepare and submit to the Regional Director the overall status report of the map data processing.
1.6.3 Provincial Focal Person
The following are the duties and responsibilities of the CBMS PFP:
- Attentively participate in the Data Processing Task Force/Regional Level Training;
- Serve as resource person in the Data Processing Provincial Level Training and City/Municipality Level Training;
- Serve as the overall supervisor at the CBMS data processing center in the province and ensure strict adherence to the timeline;
- Recommend to the CSS the location of the CBMS DPC and design a detailed working plan for the DPC for approval of the CSS;
- Manage and create user accounts of data processing personnel;
- Perform completeness, consistency and validation checks on clean data files submitted by processors (for centralized DPC);
- Generate and evaluate output files (marginal, consistency and output tables, error list, list of cases with inconsistencies and justifications);
- Coordinate with field personnel if there are issues for verification and validation;
- Validate output files (error lists, list of cases with inconsistencies, tables and justifications) submitted by LGUs (with satellite DPCs);
- Certify and endorse to the CSS for certification the data files with no issues/inconsistencies;
- Relay to the concerned LGUs (if with satellite DPC) or data processors (for centralized DPC) the data files with issues/inconsistencies and provide feedback for their reference;
- Conduct onsite supervision at satellite DPCs;
- Provide necessary technical support to LGUs; and
- Prepare and submit to the CSS status reports on the data processing phase.
1.6.4 Provincial Mapping Focal Person
The following are the duties and responsibilities of the CBMS Provincial Mapping Focal Person:
- Attentively participate in the Data Processing Task Force/Regional Level Training;
- Serve as resource person in the Data Processing Provincial Level Training specifically on map processing module;
- Act as alternate supervisor at the CBMS processing center and recommend measures to ensure adherence to processing timeline;
- Recommend possible Map Data Processors to the CSS of PSO;
- Design a working arrangement for the CBMS Map Processing;
- Scrutinize processed maps before submission to the central server in terms of consistency and completeness;
- Merge processed maps into barangay level before submission to central server; and
- Prepare and submit the overall status report of the map data processing to the CSS.
1.6.5 Head CBMS Area Supervisor
The following are the duties and responsibilities of the HCAS:
- Attentively participate in the Data Processing Provincial Level Training;
- Serve as resource person in the Data Processing City/Municipality Level Training;
- Serve as the overall supervisor at the DPC in the LGU and ensure strict adherence to the timeline;
- Manage and create user accounts of data processing personnel;
- Perform completeness, consistency and validation checks on clean files submitted by processors;
- Relay to the concerned data processors the data files with issues/inconsistencies and provide feedback for their reference;
- Generate and evaluate output files (marginal, consistency and output tables, error list and justifications);
- Scrutinize processed maps in terms of consistency and completeness;
- Merge processed maps by barangay before uploading;
- Coordinate with field personnel if there are issues for verification and validation;
- Certify and upload the clean data files and submit to the PFP the justifications to remaining issues/inconsistencies; and
- Prepare and submit to the PFP status reports on the data processing phase.
1.6.6 Information Systems Analyst/Statistical Specialist II/Statistical Analyst
The following are the duties and responsibilities of the CBMS ISA/SSII:
- Attentively participate in the Data Processing Task Force Training;
- Provide assistance in the conduct of the Data Processing Provincial Level Training and City/Municipality Level Training;
- Act as alternate supervisor at the CBMS DPC whenever the regular personnel are not available;
- Assist in setting up of the CBMS DPC which includes networking and installation of all necessary systems, applications and equipment;
- Control all documents pertaining to data processing;
- Provide necessary technical support to LGUs;
- Conduct onsite visits at satellite DPCs, if needed;
- Update the concerned supervisors on the status of data processing from time-to-time; and
- Perform other CBMS related functions as assigned by the immediate supervisors.
1.6.7 Shift Supervisor
The following are the duties and responsibilities of the CBMS Shift Supervisor:
- Attentively participate in the Data Processing Provincial Level Training;
- Supervise the map and data processing activities and assist map and data processors in resolving issues and problems encountered during the data processing phase;
- Manage workload assignments;
- Perform validation, consistency, and completeness checks and generate error lists upon receipt of processed data files, ensuring that the data files are free from any error/inconsistency;
- Act as data processor, if needed, to hasten the data processing and ensure that all data processors can attain their expected outputs;
- Inform the PFP on the problems encountered during operations and record such problems;
- Perform other tasks necessary in relation to the abovementioned activities.
1.6.8 CBMS Data Processor
The following are the duties and responsibilities of the CBMS DP:
- Attentively participate in the Data Processing Provincial Level Training (if centralized DPC in the province or Data Processing City/Municipality Level Training (if satellite DPC in the LGU);
- Encode HPQ PAPI and capture image of Form 3;
- Perform validation, consistency, and completeness checks and generate error list until all the data files are free from errors;
- Modify entries for items with issues/inconsistencies or enter answers for items that need to be accomplished by coordinating with concerned field personnel or households;
- Provide and submit justifications for the remaining items in the error list;
- Conduct re-interview, field editing and data verification with households and barangays, if needed;
- Inform the supervisor of the problems encountered during the data processing phase;
- Prepare and submit Daily Accomplishment Report, Daily Time Record and other administrative documents to the supervisor as may be required in the CBMS standard protocol;
- Work closely with map processors in reviewing and validating CBMS data files, particularly on the location data; and
- Perform other tasks necessary in relation to the abovementioned activities.
1.6.9 CBMS Map Data Processor
The following are the duties and responsibilities of the CBMS Map Data Processor (MDP):
- Attend and participate in the Data Processing Training;
- Digitize block maps using QGIS, if necessary;
- Check the assigned shapefiles using QGIS Desktop Application and Data Processing System. Perform the following tasks:
- Validate and scrutinize shapefile using QGIS
- Check that only one building point is positioned on a building;
- Ensure that the building points are plotted at the center of the buildings;
- Ensure that Building Serial Numbers (BSNs) do not have duplicate values;
- Verify that there are no duplicate and or overlap coordinates;
- Identify duplicate HUSN and HSN;
- Ensure the consistency of region code; and
- Identify geotagged points outside the enumeration area boundary.
- Validate geoid of data file using DPS
- Find duplicate case IDs;
- Determine list of cases without proper case ID label;
- Identify cases with incomplete and incorrect geocode data; and
- Verify list of unused HUSNs and HSNs.
- Check the consistency of location data and geoid of shapefile and data file using DPS
- Ensure correct and consistent location data of data file and shapefile;
- Check and validate missing Form 2 in the data file but with geotagged points in the shapefile;
- Check and validate Form 2 in the data file but without geotagged building points in the shapefile; and
- Identify list of unused HUSNs and HSNs.
- Consolidate and Submit
- Submit consolidated shapefiles to PSO Focal Person in Mapping for the Certification Pass; and
- Submission of map processing reports.
- Inform the Provincial Focal Person on the issues and concerns during the data processing;
- Prepare and submit Daily Accomplishment Report and Daily Time Record to the Provincial Focal Person; and
- Perform other activities necessary with the above tasks.
1.7 Transitioning from Data Collection to Data Processing
1.7.1 Transitioning from Data Collection to Data Processing
- In a PSA desktop PC, create a new folder. For brevity, we will call this as the ‘main folder’.
<reg code><prov code><space> <Province Name>
- For each participating city/municipality, create a folder inside the main folder.
<reg code><prov code><city/mun code><space><city/mun name>
- Create the following folders inside each city/municipality folder:
- Tablet files
- Scanned forms
Tablet files from EN, TS, CAS, HCAS
- Inside the Tablet files folder, create a folder for each hired EN, TS, CAS and HCAS in the city/municipality using their usernames as the folder name. The number of personnel folders should be equal to the number of hired EN, TS, CAS and HCAS. Each personnel folder shall contain Form 2, Form 3, shapefiles and back-up folder of each EA that he/she covered. If two or more EAs were assigned to the personnel, group the tablet files per EA.
- Connect the tablets to the PC and copy the tablet files to their respective folders. Refer to the following paths in the tablet:
- Forms 2 and 3
(Internal storage > Android > data > gov.census.cspro.csentry > files > csentry > CBMS > Data > HPQ) - shapefiles
(Internal storage > PSA-GIS) - CBMSBackUpFolder
(Internal storage > CBMSBackUpFolder)
- Forms 2 and 3
- Repeat steps i and ii until all personnel’s local files have been successfully copied.
1.7.2 Scanning and consolidation of CBMS Forms 1, 3, and 19
All CBMS Form 1 (Listing Record of Buildings, Housing Units and Households), CBMS Form 3 (Consent Form/Waiver) and CBMS Form 19 (Certification of Punong Barangay) must be scanned and consolidated by EA and city/municipality.
For Forms 1 and 19, scanned forms should be named following their geocodes as reflected below:
<reg code><prov code><city/mun code><barangay code><EA> - <Form Name>
e.g., 141105002002000 - Form 1
141105002002000 - Form 19
For Form 3, scanned forms should be named following their geocodes as reflected below:
<reg code><prov code><city/mun code><barangay code><EA><BSN> <HUSN><HSN>
e.g., 141105002002000000100010001
Scanned Form 3s should be in .png, .jpg, or .jpeg format.
Consolidating the scanned forms
- Inside the Scanned forms folder in the city/municipality folder, create a subfolder for each EA in the city/municipality.
- Then, copy and paste the scanned forms to the respective EA folder.
- Create a subfolder for the CBMS Form 3 and then copy and paste all the Form 3s of the EA.
- Repeat steps i to iii until all scanned forms are placed in their EA folders.
Secure the main folder by protecting it with a password following this format: 2022CBMS<Province>
e.g., 2022CBMSBenguet
1.7.3 Instructions in Folioing CBMS Forms
Folioing of CBMS forms will be done to facilitate their systematic transmission to the 2022 CBMS Data Processing Center (DPC). This section discusses the procedures in folioing the accomplished CBMS Forms 1, 2 (and computation sheet), 3, 4 and 7, as well as other CBMS administrative forms.
Preliminary folioing of accomplished CBMS Form 1 (Listing Record of Buildings, Housing Units, and Households), CBMS Form 2 (Household Profile Questionnaire), Computation Sheet, CBMS Form 3 (Waiver/Consent Form), CBMS Form 4 (Barangay Profile Questionnaire), and CBMS Form 7 (City/Municipal LGU Data Sheet) by barangay/Enumeration Area (EA) was already done by the Head CBMS Area Supervisor (HCAS) prior to the submission of these questionnaires to the Provincial Statistical Office (PSO).
The CBMS Forms 1, 2, 3, 4, and 7 and the co, on the other hand, should remain properly folioed by barangay/EA throughout the different stages of data processing phase. Folioing of other administrative forms should also be done by the CBMS office-based Contact of Service Workers (COSWs) for control, monitoring, and reference purposes.
Folioing means compiling the basic CBMS questionnaires and CBMS administrative forms (including control and monitoring forms) using a shoelace inserted into the holes of these forms.
Questionnaires and Forms to be Folioed (FOR PAPI)
The following questionnaires are to be folioed:
CBMS Form 1 - Listing Record of Buildings, Housing Units, and Households
CBMS Form 2 - Household Profile Questionnaire
Computation Sheet
CBMS Form 3 - Waiver/Consent Form
The following CBMS forms used for control and monitoring purposes and other administrative forms are to be folioed:
CBMS Form 9 - Transmittal and receipt form
CBMS Form 11 - Daily Accomplishment Report of Enumerator
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 - Spotcheck/reinterview record
CBMS Form 19 - Certification of Punong Barangay
CBMS Form 20 - Certification of Work Completed
CBMS Form 21 - Summary Report on Field Supervision of CAS
Preparing the Questionnaires for Data Processing
The CBMS office-based staff in the DPC should follow the following instructions in folioing the major CBMS questionnaires and CBMS administrative forms:
Folio by city/municipality all CBMS Form 1.
Folio by city/municipality all CBMS Forms 4 and 7.
Ensure that CBMS Forms 2 and 3 remain properly folioed by barangay/EA.
Prepare CBMS Form 9 before the folios are transmitted to the DPC data processing.
- Record the date when the folio will be transmitted.
- Ask the Provincial Focal Person to affix his/her signature in the column next to the date recorded.
- Also ask the CSS to affix his/her signature and write the date the folios are to be transmitted.
Prepare/arrange the folio in the box for transmittal.
Folioing Instructions for CBMS Forms 1, 2, 3, 4, and 7
The following are the detailed instructions in folioing CBMS Forms 1, 2, 3, 4, and 7, as well as other CBMS administrative forms:
- CBMS Form 1
- Sort all accomplished CBMS Form 1 for a particular city/municipality. Arrange them in ascending order of the geographic code of the barangay, EA number, and booklet number.
- Ensure that all accomplished CBMS Form 1 have corresponding CBMS Form 9 by city/municipality.
- Fill out the required information in CBMS Form 9, such as the name and code of the province and city/municipality, barangay, and Enumeration Area Number and total number of CBMS Form 1, signature of the person responsible, and remarks.
- All CBMS Form 9 must be placed on top of the questionnaires in a folio.
- Set aside the folioed forms. They will be used as reference during verification and evaluation.
- CBMS Forms 2, and 3
- Make sure that the CBMS Forms 2, and 3 are still folioed by type of form and by EA and are arranged by ascending order of HUSN and HSN.
- Make sure that each form type has a corresponding CBMS Form 9.
- Fill out the required information in CBMS Form 9, such as the name and code of the province and city/municipality, barangay, and Enumeration Area Number and total number of CBMS Forms 2, and 3, signature of the person responsible, and remarks.
- All CBMS Form 9 must be placed on top of the questionnaires in a folio.
- CBMS Forms 4, and 7
- Sort all CBMS Forms 4, and 7 for a city/municipality. Arrange them by ascending order of the geographic code of the city/municipality and barangay.
- Make sure that there is CBMS Form 9 on top of the folio.
- Fill out the required information in CBMS Form 9, such as the name and code of the province and city/municipality, barangay, and Enumeration Area Number and total number of CBMS Forms 4, and 7, signature of the person responsible, and remarks.
Folioing Instructions for Other CBMS Control Monitoring Forms
Upon receipt of all the control, monitoring, and administrative forms such as CBMS Forms 9, 11, 12, 13, 16, 17, 19, 20, and 21, the RCC shall folio these forms in the following manner:
- Sort all the control, monitoring, and administrative forms to be folioed for a particular province in ascending order of the geographic code of the city/municipality, barangay, EA number.
- Use a fastener/shoelace to bind the forms.
- Cover each folio with CBMS Form 9.
- Set aside the folioed forms. They will be used as reference during verification.
1.8 Data Processing Personnel, Flow and Procedures
1.8.1 Data Processing Personnel
| Personnel | Systems/Applications to be Used and DPS Modules that can be Accessed |
|---|---|
| CO Personnel (CBSS) | DPS (All modules), QGIS, RCBMS |
| Regional Focal Person (RFP)/ RFP for Mapping | QGIS and RCBMS |
| Provincial Focal Person (PFP) | DPS (All modules) and RCBMS |
| PFP for Mapping | QGIS |
| Information Systems Analyst I (ISA)/Shift Supervisor (SS) | DPS (All modules except certification and uploading in Utilities module) and RCBMS |
| Data Processor | DPS (Data Entry, Data Validation, Form 4, and Help modules) |
| Map Data Processor (MDP) | DPS (Data Validation and Help modules) and QGIS |
1.8.2 Data Processing Flow and Major Procedures
Below is the flow of major procedures in the conduct of the data processing phase:
- Configuration and User Management
- Configuration of LAN Setup in the DPC by the LGU/PSO Data Processing Personnel
- Installation of DPS, R, QGIS and other relevant applications (Java, CSPro and RStudio) by the LGU/ PSO Data Processing Personnel
- Creation of DPS accounts in the MIS for ISA/SS/DP/MDP by the PFP/HCAS
- Workload Management
- Receipt/downloading and controlling of all data and map files by the HCAS/PFP/ISA/SS
- Assigning of workload to DPs/MPDs by the HCAS/PFP/ISA/SS
- Adding of number of HPQ PAPI for encoding by the HCAS/PFP/ISA/SS
- Accepting submitted processed EA files from DP/MDP by the HCAS/PFP/ ISA/SS
- Preliminary Data and Map Processing
- Completeness checking of files (Forms 1, 2, 3, 4 and shapefiles) for each enumeration area (EA)/barangay by HCAS/PFP/ISA/SS
- Matching of CBMS Forms 1, 2 and 3 by DP
- Deletion of dummy and test data and duplicates by DP with clearance from PFP/HCAS
- Encoding of Form 2 and capturing image of Form 3 for PAPI by DP
- Generation and evaluation of marginal and consistency tables and list of cases with inconsistencies by HCAS/PFP/ISA/SS
- Data and Map Processing
Processing of Map Files
- Digitization of paper maps if paper maps were used during geotagging of household buildings by MDP
- Map data validation and scrutiny of geotagged points using QGIS by MDP
- Checking and correcting of duplicate case IDs, blank case ID label, incomplete geocode data, incorrect geocode, unused HUSNs and HSNs by MDP
- Scrutiny and addressing of inconsistencies in geotagged outputs from the CBMS Forms 1, 2 and 3 by MDP
Processing of Forms 1, 2, 3 and 4
- Completeness checking of entries in Forms 2 and 4 by DP
- Verifying and consistency checking of entries within and between HPQs and BPQs by DP
- Scrutiny of forms by error list generation and assessing list of inconsistencies for Forms 2, 3, and 4 by DP
- Editing/correction of entries in HPQs and BPQs by DP
- Re-coding of responses in ‘Others, specify’ fields by DP
- Saving of partially saved Form 2s by DP
- Provision of justifications to acceptable items in the error list and list of cases with inconsistencies by DP
- Checking of Form 3s (if with signature/if image is clear) by DP
- Validation and Uploading of Clean Data Files by LGU/PSO
- Running of data validation by HCAS/PFP
- Generation and evaluation of marginal, consistency and output tables and list of cases with inconsistencies by HCAS/PFP
- Evaluation and consolidation of justifications by HCAS/PFP
- Certification of EA files using DPS by HCAS/PFP
- Merging of shapefiles by barangay by PFP for mapping
- Uploading of clean data files and consolidated shapefiles by barangay by HCAS/PFP
- Submission of consolidated justifications to acceptable items in the error list and list of cases with inconsistencies
- Evaluation/Certification at PSO
- Downloading and evaluation of output files (shape files, error list, justifications, and marginal, consistency and output tables) by CSS (and PFP if with LGU DPC)
- Running of R Scripts to generate list of items with inconsistencies by PFP (if with satellite DPC in LGU)
- Provision of feedback if there are inconsistencies by CSS (and PFP if from LGU DPC)
- Certification of clean data files by municipality by CSS (and PFP if from LGU DPC)
- Evaluation/Certification at RSSO
- Downloading and evaluation of output files (shape files, error list, list of cases with inconsistencies, justifications, and marginal, consistency and output tables) by RFP/RD
- Merging of shapefiles by city/municipality by RFP for mapping
- Provision of feedback if there are inconsistencies by RFP/RD
- Certification of clean data files by province by RD
- Evaluation/Certification at CO
- Downloading of clean data files
- Running of validation checks
- Editing/modifying of entries in the questionnaires
- Validation of shapefiles using QGIS modeler
- Generation and evaluation of error list, marginal, consistency and output tables and justifications
- Generation and evaluation of list of cases with inconsistencies using R
- Returning of data files and provision of feedback, if necessary
- Certification of clean data files
The succeeding sections of this manual will discuss the details of this general process.