CBMS Resources

Chapter 6

Data Processing

Contents


6.1 Data Processing Activities for the CBMS Form 2 and CBMS Form 3

The following are the data processing activities for the CBMS Forms 2 and 3 to be performed by the Data Processor:

  1. Matching and Completeness Checking of Forms 2 and 3 vis-a-vis Manually Accomplished Form 1

    The DP should ensure the completeness of Forms 2 and 3 of the assigned EA vis-a-vis the manually accomplished Form 1. That is, all entries in the Listing Form that should have Form 2 should actually have Form 2 and all households that agreed to sign the waiver/consent form have Form 3.

    The following are the guidelines in performing the completeness checking of the CBMS Form 2 and CBMS Form 3:
    1. Log in to the DPS and go to the Data Validation module.
    2. Right-click on the assigned EA then click Form 1 Listing Record. An Excel file of Form 1 will be generated and saved in the Downloads folder.
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    3. Compare the Form 1 generated in the DPS to the manually accomplished form during data collection and ensure the following:

      • all entries in the paper-based Form 1 that should have corresponding Form 2 (regular households, homeless, special cases) match the entries in the DPS-generated Form 1
      • the number of Form 2 with corresponding waiver form should be the same for the two Form 1
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    4. Also compare the number of images in the CBMS Signature viewer and the number of households that agreed to sign the consent form/waiver and ensure that they are equal.
  2. Checking of Form 3 (if with signature/if image is clear)

    The following are the instructions in scrutinizing the CBMS Form 3:
    1. Go to the Data Validation module of the DPS.
    2. Right-click on the assigned EA then click Form 3. The CBMS Signature Viewer will launch.
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    3. The Form 3s in the list are color-coded. The following are their meanings:

      • GREEN: Form 2s that should have Form 3 (households that agreed to sign the waiver) and actually have Form 3
      • RED: Form 2s that should have Form 3 (households that agreed to sign the waiver) but don’t have Form 3
      • WHITE: Special cases and refusal (should not have Form 3)
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    Import images of Form 3 for all those highlighted in red by clicking the UPLOAD IMG button after selecting a Form 3 in the file tree, and by going to the directory where the images of the signatures are located. Then, select a signature to be imported and click the Open button. Signatures should be in .png, .jpg, and .jpeg format.

    Go over each green-colored Form 3 and ensure that the image is clear and if it really reflects a signature or photo of an accomplished Form 3. If NOT, import another copy of Form 3.

    Go over each white-colored Form 3 and check if it is really a special case. If upon checking, it is found to have regular HSNs, verify that it is a refusal then indicate so in the Remarks field.
  3. Addressing Inconsistencies Generated in R and Re-coding of Responses in ‘Others, Specify’ Fields

    The excel file of cases with inconsistencies that will be provided by the supervisor has 11 columns:
    1. CaseID - follows the format:

      <Region Code><Province Code><City/Mun Code><Barangay Code>


      <EA><BSN><HUSN><HSN>

    2. Region - name of the region where the assigned EA belongs
    3. Province - name of the province where the assigned EA belongs
    4. City/Mun - name of the city/municipality where the assigned EA belongs
    5. Barangay - name of barangay
    6. EA
    7. Priority Level
      1. Critical errors; MPI data items; items connected to age/birthday and sex.
      2. Other items that should not be blank or not in the value set; errors may be acceptable if justified.
      3. Answers in “Others, specify” field for possible re-coding
      4. Not applicable but with answer
    8. Section - HPQ section where the issue/inconsistency is found
    9. Title - brief description of the issue/inconsistency
    10. Description - detailed description of the issue/inconsistency
    11. Status - should either be “CORRECTED”, “JUSTIFIED” or “PENDING”
    12. Remarks/Justifications - where to indicate remarks or justifications

    The region, province, city/municipality, and EA should be the same for all inconsistencies. Use the title and the description as a guide in addressing the inconsistency. Indicate in Column K the remarks or justification that will support the status indicated.

    The following are the instructions in addressing inconsistencies and re-coding of responses:
    1. Get the list of cases with inconsistencies and the list of cases with fields for re-coding for the assigned EA from the supervisor.
    2. Log in to the DPS then go to the Data Entry module.
    3. Right-click on the assigned EA and click on Open Data Entry.
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    4. A confirmation box will appear; click the OK button. The CSEntry application will be opened showing the HPQ cases of the EA.
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    5. Check the number of forms reflected upon opening the batch file. Report to the focal if there are discrepancies in the recorded number of forms.
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    6. Based on the list of cases with inconsistencies and/or the list of cases with fields for re-coding, select a Form 2 from the File Tree and click it.
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    7. Go to the item/s to be addressed and/or re-coded by using Page Down/Up keys or Tab/Shift + Tab (or click on the left/right arrow).

      If Page Up/Down does not work, press the Tab/Shift + Tab (or click on the left/right arrow) for the meantime then try using Page Up/Down again.
    8. Perform appropriate corrections and/or re-coding until all inconsistencies/ fields for re-coding are addressed. Do not forget to delete the entries in the corresponding ‘Specify’ field/s of those items to be re-coded.

      Press F8 to close warning/error boxes.
    9. Save the changes to the case by pressing F12. A dialogue box will appear; click the Yes button.
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    10. Perform steps 6 to 9 for all cases with inconsistencies/fields for re-coding.
  4. Generation of Error List and Addressing Error Items

    The following are the instructions in generating the error list and addressing error items:
    1. Log in to the DPS and go to the Data Validation module.
    2. Right-click on the assigned EA and click on Validate Form 2/HPQ.
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    3. A dialogue box will appear stating “Running Data Validation Program. Please wait.”. Press F8 to clear.
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    4. Wait for the 2nd dialog box saying, “Data Validation report complete!” then press F8 again.
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    5. A window will appear (HTML Viewer) reflecting the error list.
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      Click the maximize (+) button to see additional details.
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      There may be items in the error list on line numbers of household members in sections B to E (error codes: B01.0, C01.0, D01.0 and E01.0). To address these issues, just open the case by clicking on the data items (B/C/D/E_AUX01). It will then redirect to the data item following the line number with the issue and the issue will automatically be resolved (either the line number will be loaded or be deleted). Then, continue addressing other items in the error list by clicking on the Data Validation button at the upper left corner.
    6. Address each item in the list by clicking on the items under the DATA_ITEMS column/s (whichever needs to be corrected). The CSEntry app will be opened and be redirected to the specific item with inconsistency.
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      It is possible that upon clicking an item in the error list, it will redirect to the field preceding/following the original field. It applies to data items that should have no answer but actually have. For these scenarios, do the following:
      1. If it redirects to a data item following the original data item, use Shift + Tab to go to the item to be addressed
      2. If it redirects to a data item located preceding the original data item, go to the item following the original field. Then, use Shift + Tab to go to the item to be addressed

      Another way is to just click on the item to be addressed then perform the correction.
    7. Perform necessary corrections then click on the Data Validation button at the upper right-hand side to generate the error list again.
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    8. Perform steps 6 and 7 until all the errors are addressed.
  5. Provision of Justifications

    There will be items in the error list and list of cases with inconsistencies that are not really inconsistencies/errors. For such cases, justifications should be provided. The following are the guidelines in documenting/providing justifications:
    • For the list of cases with inconsistencies:

      Indicate it in the Remarks column (column K) of the provided excel file of cases with inconsistencies.
    • For the error list:

      1. In the Excel file of cases with inconsistencies, create a sheet named Error List Justification.
      2. Copy and paste the remaining items in the error list to the Error List Justification tab.

        Remaining items in the error list can be copied directly from the HTML Viewer or the text file located at C:\CBMS-LOCAL-FILES\PENS\dv\report.

        NOTE: Do not edit/revise the text file. Just copy the errors to the Excel file.
      3. Add a column with Remarks as header and indicate there the justifications.
      Indicate it in the Remarks column (column K) of the provided excel file of cases with inconsistencies.
  6. Saving Partially Saved Cases

    The following are the instructions in saving partially saved cases:
    1. Log in to the DPS then go to the Data Entry module.
    2. Right-click on the assigned EA and click on Open Data Entry.
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    3. A confirmation box will appear; click the OK button. The CSEntry application will be opened showing the HPQ cases of the EA.
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    4. From the File Tree, select a case with a pencil or plus icon, and double-click on it.
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    5. Place the cursor in any field in the HPQ, then press F12.
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    6. A dialogue box will appear. Click the Yes button. The case will now be saved, and the icon (plus or pencil) will be removed.
  7. Submission of Processed Forms to the Supervisors

    The following are the guidelines in submitting processed forms:
    1. After performing all the data processing activities for the CBMS Forms 2 and 3. Submit the processed files to the supervisor by following the steps below:
      • Go to the Data Validation module.
      • Select the EA to be submitted and click on the SUBMIT button at the lower right side.
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      • Submit also the excel file of justifications
    2. Inform the supervisor that the EA has been processed and submitted in the DPS.

6.2 Data Processing Activities for the CBMS Form 4

The following are the step-by-step procedures in scrutinizing Form 4 using the DPS which is to be performed by the DP:

  1. Log in to the DPS then go to the Form 4 module.
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  2. All assigned BPQ will be listed on the screen. Right-click on the assigned barangay and click on Open BPQ.
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  3. It will redirect to the CAWI page of the barangay. Click on the Enable Editing button to start processing.
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  4. Perform appropriate corrections until all inconsistencies are addressed.
  5. Always make it a habit to save the changes made. It can be done by performing the following:
    • Pressing Ctrl + S;
    • Moving to different section; and
    • Clicking on the “Save” button at the end of Form 4.
    After saving, a confirmation will appear in the upper left corner of your screen.
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  6. Perform steps d to e for all items with inconsistencies.
  7. Submit the changes to the case by pressing the Verify CAWI button. A dialogue box will appear; click on the Yes button.
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  8. Logout the current CAWI then inform the PFP or his/her alternates that the BPQ assigned was already processed.

6.3 Guidelines in Scrutinizing the CBMS Form 4

The following are the general guidelines in reviewing and field editing the Form 4:

  • All items should be accomplished. Zero or “NONE” answers should be keyed in.
  • Each box corresponds to alpha-numeric responses.
  • If number-coded, only one answer is allowed. If letter-coded, multiple answers are allowed.
  • On the Certification from the Barangay, ensure that the names of the respondents are properly recorded. If applicable, a middle initial and extension (e.g., Jr., III, etc.) should be written beside the first name.
  • The data on the CBMS BPQ that are verified with the barangay respondent/ Punong Barangay should be signed and certified by the Punong Barangay.
  1. On Part I.A (Physical Characteristics of the Barangay)
    1. NO answers to all topographic features shall not be accepted.
    2. Check the totals in items A6
    3. On the list of puroks and sitios, the word Purok or Sitio should be entered before the purok/sitio name, e.g., Purok Tres, Sitio Sarimanok.
    4. On A7, check the North, South, East and West boundaries vis-à-vis the map.
  2. On Part I.B (Service Institutions and Infrastructure)
    1. Check the spelling of names and addresses of facilities vis-à-vis the accomplished CBMS Form 7 and/or reference list of service institutions and infrastructure, as well as the maps.
    2. If the “Others, specify” option is chosen, the space provided should not be left blank.
    3. Consider only the facilities that are currently operating/being used/utilized and located in the barangay whether private-, government-owned, etc., unless otherwise indicated.
    4. Consider each facility by its main purpose. For example, schools with libraries should only be considered in College/University / Senior/Junior High School under Education Facility, NOT in Library under Service Facility. You may include the other purpose of the facilities in answering the questions, “Is there other purpose of the facility?” and “What is/are other purpose/s of the facility?”. Enter the corresponding codes using the reference data.
    5. To assist in the estimation of distance between the barangay hall and the identified facility, you may use Google Maps (https://maps.google.com). Simply pin the location of the barangay hall and the facility.
    6. Check the definitions and examples vis-à-vis the list of service institutions provided by the barangay. Verify with the barangay respondent.
    7. As an input dealer may or may not be physically located in the barangay permanently, consider those that are considered available regularly in the barangay, e.g., on-call dealers. In such cases, write down the address where they are usually located. Otherwise, put down “mobile” in the address field. Also, put remarks in the Note section.
    8. On water facilities, kindly check if the facilities are used publicly or by the community. Individual household deep wells, for instance, are excluded. It is recognized that some water facilities do not have names. In such cases, the name of the nearest household or the name it was known for should be recorded.
    9. On the source of electricity, it should be clarified with the respondent that the questions/responses about generator, solar, and battery refer to the barangay hall (use) only.
    10. On financial credit institutions, only NGOs that provide credit services should be listed for purposes of the CBMS.
    11. Natural wildlife/marine parks (natural sites) and theme parks (e.g., Enchanted Kingdom, Skyranch) on tourism sites and destinations should be different from those noted as parks under service facility. Parks under service facility are not natural, geological, and physiographical formations (natural sites), historical landmarks and commercial theme parks.
    12. Those transport facilities that do not operate due to travel restrictions but are in order and can readily be used anytime should be accounted for in the list of service institutions and infrastructure.
    13. On garbage and waste disposal facilities, rented garbage collection trucks should be included. Waste collection bins owned and maintained by the barangay are included. There should be further details on the garbage collection system and record these in the Notes section.
  3. On Part I.C (Information and Communications Technology)
    Probe for examples from the barangay respondent on the following:
    1. IT9 (Use of computers in transactions with clients) – Check which transactions use computers.
    2. IT10 (Computerized database) – Check if the barangay has a computer and that the computer has some files that pertain to data recording and safekeeping by the barangay.
    3. IT11 (IT personnel) – Inquire if these staff are holding IT positions; IT graduates that are employed in non-IT positions. Either way, they may be recorded here as long as they perform IT functions. But there should be notes if the staff holds an IT position but does not perform IT tasks.
    4. IT13 (Website) and IT15 (Social media account) – Check if the official website URL and social media accounts are active.
    5. If there are “Yes” answers provided in BPQ CAWI on these data items, please check if there really is a document/equipment present during the schedule of data verification with the barangay. The response should be “No” if the barangay cannot show a file/operational equipment to the supervisor:
      • IT17 (Local strategy in using new technologies)
      • IT19 (E-government strategy)
      • IT21 (ICT equipment/facilities for security purposes)
  4. On Part I.D (Significant Events in the Barangay)

    Probe for both “No” and “Yes” responses. Request for examples from the barangays and record additional information using the Notes section. If the examples do not match the definitions, edit as may be necessary.
  5. On Part I.E (Disaster Risk Reduction and Management)

    Request for the following files and documents showing:
    • DP1 (Presence of a written/published DRRM plan)
    • DP2 (Presence of disaster management committee)
    • DP3 (Presence of disaster/ emergency response team)
    • DP4 (Presence of succession plan during emergency)
    • DP5 (Presence of disaster/emergency hotline)
    • DP7 (Disaster preparedness guide for PWDs)
    • DP8 (Presence of localized early warning system)
    • DP9 (Presence of disaster contingency plan)
    • DP11 (Presence of evacuation map)
    • DP12 (Presence of hazard map)
    • DP15 (Barangay disaster preparedness seminars
    • DP16 (Disaster kits)
    • DP17 (Evacuation facilities in the barangay)
  6. Edit response of the barangay if there is error in entry
    1. On Part II.A (General information about the barangay), secure copies of the list of business units from the barangay. Verify with the respondent the number of establishments and household-based economic activities as of reference period (by industry).
    2. On Part II.E (Disaster Supplies and Equipment), check the presence of these in the barangay at the time of verification.
    3. On Part II.F (Budget, Revenue and Expenditure), request for copies of the financial documents citing the figures declared as responses in the data items under this.
    4. On Part II.G (Programs, Projects, and Activities (Based on the Barangay Annual Investment Program), request the barangay respondent to show reference documents. Check the status of government projects as stated in the document versus what is/are declared by the barangay through the CAWI. Note also the differences between the observation at the time of geotagging using CBMS Form 5 versus the barangay report.
    5. Ensure that the start date of government and completion/ expected completion date of government projects are correct. The start date should be an earlier date compared to the completion/ expected completion date.

6.4 Data Processing Activities for CBMS Form 7 (City/Municipal LGU Data Sheet)

CBMS Forms 4 (BPQ) and 7 (City/Municipal LGU Data Sheet) provide important information as inputs to the CBMS geotagging activities. It is crucial that this information is processed prior to the CBMS geotagging activities scheduled from January to February 2023.

The Information Technology and Dissemination Service (ITDS) will generate CBMS Form 7 data submitted to the PSA server as of 31 October 2022. The said data file for each province will be in Excel format and shall contain all information submitted to the PSA server.

CBMS Form 7 data files will be uploaded at: https://soidnas.psa.gov.ph/sharing/9r6qh8gkBopen in new window. Password to the file folder will be shared to the CBMS focal persons in the PSOs and RSSOs.

Kindly undertake the following procedure to review, scrutinize and process CBMS Form 7 data files:

  1. Assign CBMS Form 7 data file as workload to a data processor/shift supervisor.
  2. For those CBMS Form 7 accomplished via PAPI, the data processor shall encode via Excel following the prescribed database template. The shift supervisor/ISA under the supervision of the focal person in the PSO shall review the entries in terms of completeness and consistency.
  3. For those CBMS Form 7 accomplished via CAPI, check for completeness on entries in the CBMS Form 7. All government projects should have details on title, location, type, status, start and end dates of project, budget, coordinating agencies/orgs, and sectors benefiting the projects. All natural resources information should contain data on names and location of forest, grazing lands, mineral resources including those in reservation, watershed areas, and lands of the public domain.
  4. CBMS Form 7 data shall be checked in terms of consistency with CBMS Form 4. Thus, it is advised that the data processors in-charge of reviewing the CBMS Form 4 should also be the ones assigned to review the responses in the CBMS Form 7. The following are aspects on government projects to be checked for consistency between CBMS Form 4 and CBMS Form 7:
    1. Check whether the same project declared in both CBMS Forms 4 and 7 has the same details on title, location, type, status, start and end dates of project, budget, coordinating agencies/orgs, and sectors benefiting the projects.
    2. If there are discrepancies, the data processor/shift supervisor shall list down in an Excel file the discrepancies.
    3. The consolidated list of discrepancies between CBMS Forms 4 and 7 shall be submitted to the PSO focal person on the CBMS.
    4. The PSO focal person on the CBMS with the assistance of his/her alternate and ISA shall convene meetings with city/municipal LGU focal person/s and/or statistician/s and barangays concerned to discuss and make consistent responses in both the CBMS Forms 4 and 7.
    5. The Provincial CBMS Core Team shall effect the changes in the relevant CBMS Forms 4 and 7 data files.
  5. Submit the CBMS Form 7 data file in Excel format to the RSSO focal person via email, copy-furnish the official CBMS emails: cbms@psa.gov.ph, psacbms@gmail.com and psacbsd.staff@gmail.com.
  6. Upon certification pass of RSSO, processed CBMS Form 7 data files saved as a zipped folder of the province shall be submitted to the official CBMS emails: cbms@psa.gov.ph, psacbms@gmail.com and psacbsd.staff@gmail.com.
  7. Deadline of submission of processed CBMS Form 7 data files is on 31 December 2022.
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