This chapter contains detailed instructions on how you will accomplish CBMS Form 9 (Transmittal/Receipt Form), CBMS Form 10 (Appointment Slip for Household/Barangay Official) and CBMS Form 11 (Daily Accomplishment Report of Enumerator). The CBMS Form 9 is used to monitor transfer of equipment, forms, and documents. Meanwhile, the CBMS Form 10 is used by the EN and TS to set appointments for callback with households or with barangay officials for the household interview and barangay data collection, respectively. The CBMS Form 11 is an important document for ENs as it summarizes progress of data collection which will then be reported to the team supervisor and submitted to the PSA/LGU to claim compensation for services related to undertaking the CBMS.
14.1. Instructions in filling out CBMS Form 9 – Transmittal/ Receipt Form
The CBMS Form 9 will be used when you transmit or receive CBMS forms, materials, and equipment/other paraphernalia to or from your TS. It will also be used when transmitting unused CBMS forms and materials to be returned after your enumeration work. This form serves as proof for both the transmitting and receiving personnel that the transfer of items specified herein had actually occurred.
Instructions in Filling Out CBMS Form 9
Accomplish this form in duplicate, i.e., one copy to the receiving personnel and the other copy for the transmitting personnel.
Fill out the geo-ID portion for the name and code of the region, province, and city/municipality.
Column 1 – Area/Description of Materials
Write the barangay name and EA number. Write also in this column the description of CBMS forms, materials and/or equipment/other paraphernalia to be transmitted.
- Column 2 – Unit
Write in Column 2 the unit of each material transmitted.
Examples:
• Booklet for CBMS Forms 1, 2 and 4
• Piece for CBMS Form 3
• Piece for CBMS Form 8a (sticker)
• Piece for CBMS Form 11 (Daily Accomplishment Report of Enumerator)
• Set of tablet, charger, and other tablet paraphernalia.
- Column 3 – Quantity Transmitted
Write in this column the number or quantity of materials according to its unit transmitted.
- Column 4 – Quantity Received
When you are the receiving personnel, check and write in this column the quantity of CBMS forms, materials and/or equipment received from your TS.
If the quantity received does not match with the quantity transmitted, you should inform your TS about the discrepancy.
The portion on “Transmitted by:” is found at the lower left corner of the Form. Write your name as the transmitting personnel, your position/designation, and the date when you transmitted the materials on the space provided. Sign the document.
The portion on “Received by:” is found at the lower right corner of the Form. The receiving personnel will write his/her name, position/designation, and the date of receipt of materials on the space provided. As an EN, let it be a standard practice to ask for a copy of the transmittal for your record.
The portion on “Sheet ___ of ___ Sheets” is found at the upper right corner of the Form. The first line is intended for the number that will indicate the order of CBMS Form 13 and shall be accomplished consecutively starting with “1” for the first sheet, “2” for the second sheet, and so on. The second line indicates the total number of CBMS Form 9 used for your transmittal. It shall be filled out only after you have completely determined the total number of CBMS Form 9 used for the transmittal.
At the end of the enumeration, when you transmit the materials and unused Forms to your TS, write “UNUSED FORMS” on a line in Column 1. Below this line, list the description of the Forms and materials to be returned. Then, ask the TS to write the date, quantity, and his/her signature under the “Received” column.
Refer to Illustration 14.1 for an example of filled out CBMS Form 9.
ILLUSTRATION 14.1
Filled Out CBMS Form 9
14.2. Instructions in filling out CBMS Form 10 – Appointment Slip to the household/ barangay official
Fill out this Form if during your first visit, there is no responsible or eligible respondent in the household who could provide you with accurate information, hence, necessitating a callback at a later date. This will serve as your appointment slip with a responsible member of the household for the CBMS Form 2. The same form can also be used by the TS to set an appointment for interview and data verification session with an authorized respondent from the barangay for the CBMS Form 4.
Try to ascertain the availability of the person whom you wish to interview and consider his/her available time in making the appointment. Inquire from other household member/s, household help/caretaker or neighbors of the household for the best day and time of that day to make a callback.
Follow the instructions below in filling out the CBMS Form 10 when setting an appointment with a household for the interview:
- Write ‘X’ in the box corresponding to ‘Household’.
- Indicate on the line provided the date you accomplished the form.
- Write your name on the corresponding line for CBMS Enumerator/ Supervisor. You may also write your mobile number beside your name.
- Indicate on the line provided the date you visited the household.
- Write the date and time you will revisit the household on the corresponding lines. Make sure to reflect the same date and time in Column 17 of CBMS Form 1. If you are using the CBMS application, you must also not forget to indicate in the application your date and time for callback. You must maintain a record of your appointments so that you can keep track of your scheduled visits.
- Provide information on the contact person (name of the Chief Statistical Specialist, email address and office address, and contact number of the PSA Provincial Statistical Office).
- Request for the contact number from the possible respondent or the member of household who received the CBMS Form 10, if possible. Encode his/her number in the CBMS Form 10 (printed or in the CBMS Mobile Application).
Leave the CBMS Form 10 to any member of the household (such as the son/daughter of the household head or domestic helper) to make the household aware of your future visit. The signature of the possible respondent may also be requested to be affixed on the CBMS Form 10 to ensure that the contents of the appointment slip is understood.
If no one can receive the appointment slip, put it in the mailbox or in a conspicuous place near the entrance/door. To help you monitor your schedule of callbacks, you shall also record the callback date and time using the CAPI application and/or in your notebook/calendar.
ILLUSTRATION 14.2
Filled Out CBMS Form 10
14.3. Instructions in accomplishing CBMS FORM 11 – Daily Accomplishment Report of Enumerator
CBMS Form 11 is a one-page form designed to record your daily accomplishments that you have listed/interviewed. Moreover, the number of households with special serial numbers will also be recorded. This form, which will be used to monitor the progress of enumeration in your assigned barangay/EA, will be submitted to your supervisor during your weekly meeting.
The entries in the CBMS Form 11 will come from the accomplished CBMS Form 1. Bear in mind that all information gathered in the CBMS will be kept STRICTLY CONFIDENTIAL. Hence, you should neither give nor show the information from CBMS Form 11 or from other accomplished CBMS Forms to unauthorized PSA and non-PSA personnel.
The CBMS Form 11 is divided into three parts, namely: Geographic Identification (Geo-ID) Panel, Accomplishment Record, and Submission, Verification, and Sent Portion.
The Geographic Identification Panel contains the name and codes of the province, city/municipality, and barangay, and enumeration area (EA) number. Boxes are also provided to record week number and status of enumeration.
a. Copy from the CBMS Form 1 the name and code of the province, city/municipality, and barangay and the EA number to the corresponding lines and boxes provided. See Illustration 14.3.
b. For the week number, write ‘1’ if the report that you will submit corresponds to the first week of enumeration, ‘2’ for the second week, ‘3’ for the third week, and so on, until the last week of enumeration.
c. On the box provided for the status of enumeration, write ‘1’ if the status of enumeration in your assigned EA is still ongoing or ‘2’ if you have completely covered your area.
The Accomplishment Record portion consists of the number of geotagged buildings, number of households successfully enumerated, number of households for callback, total household member count by sex, number of households with special BSN and HUSN (5555 and 6000), number of Form 2 with special HSNs (7777, 8888, 8889, and 9999), number of uploaded CBMS Form 2 (HPQ), and other accomplishments.
The basis for the information to be entered in the CBMS Form 10 is mainly the CBMS Form 1 (Listing Record of Buildings, Housing Units and Households).
In cases when the EN uses the CBMS Mobile Application, a Daily Accomplishment Report can be viewed and can also serve as reference for the accomplishing a printed CBMS Form 10 for compensation for services rendered. Below is a sample screenshot of what information is contained in the CBMS Mobile Application’s Daily Accomplishment Report.
- The Submission portion is where you will write your complete name, the date when you submit this Form, and your code. The EN Code is your ID number and shall serve as your digital identity in all your transactions when using the CBMS Mobile Application. On the other hand, the Verification portion is where the TS will write his/her name, the date he/she verified the entries in this Form, and his/her code. The Certification portion is where the CAS will write his/her name, the date he/she certified the entries in the row totals of this Form, and his/her code.
Below are additional instructions in filling out CBMS Form 11:
Accomplish CBMS Form 11 in duplicate copies. One (1) copy will be submitted to your TS every meeting.
If you are assigned to cover more than one EA, accomplish CBMS Form 11 for each EA assigned to you.
Below are illustrative examples on how to use the CBMS Form 1 information in accomplishing the Geographic Identification Panel and Accomplishment Record for the CBMS Form 11.
ILLUSTRATION 14.3
How to fill out the Geographic Identification of CBMS Form 11
Note that you will only write ‘2’ in the box for status of enumeration on the last CBMS Form 11 accomplished for a completely enumerated EA. Hence, in CBMS Form 1, there should also be an entry of ‘00’ for the date of visit (Column 1) after the last household has been enumerated.
The following are detailed instructions on how to accomplish out Columns 1 to 17 of CBMS Form 11 everyday with the required data based on CBMS Form 1.
a. Column 1 – Date: Write the actual date (MM/DD) of enumeration that corresponds to the entries.
b. Columns 2 to 17: In filling out these columns, always refer to Column 1 (Day of Visit). Entries in these columns should be those listed/ enumerated on the same day.
c. Column 2 – Number of Geotagged Buildings: Write in this column the total number of geotagged buildings successfully listed.
Refer to Column 2 (BSN) of CBMS Form 1 in counting the number geotagged of buildings. Count the number of unique BSNs in Column 2 of CBMS Form 1 with reference to the date being reported in Column 1 of CBMS Form 11.
d. Column 3 – Number of Households Successfully Enumerated: Write in this column the total number of households successfully enumerated or interviewed.
Refer to Column 4 (HSN) and Column 17 (Remarks) of CBMS Form 1 in counting the number of households. Count the number of HSNs in Column 4 of CBMS Form 1 with reference to the date being reported in Column 1 of CBMS Form 11. Only include households successfully interviewed on the first visit and successfully enumerated callbacks.
e. Column 4 – Number of Households for Callback: Write in this column the number of households which are scheduled to be interviewed at a later date, households with unsuccessful interview even after all efforts have been exerted or refusal.
Refer to Column 4 (HSN) and Column 17 (Remarks) of CBMS Form 1 in counting the number of households for callback. Count the number of HSNs in Column 4 of CBMS Form 1 with reference to the date being reported in Column 1 of CBMS Form 11. Only include households with “A-mm/dd”, “R-TS”, “REFUSAL”, and “C/O EN or TS” in the remarks portion of CBMS Form 1.
f. Columns 5 to 7 – Total, Male, and Female Household Member Count: Refer to Columns 7 to 9 (Total, Male, and Female Count) and Column 17 (Remarks) of CBMS Form 1 in getting the sum of the total, male, and female household population successfully enumerated.
g. Column 8 – Number of Households with BSN and HUSN 5555 (Relocation): Write in this column the number of households enumerated in temporary evacuation center/relocation area. Refer to Column 1 (Day of Visit) and Column 4 (HSN) of the CBMS Form 1 designated for temporary evacuation center/relocation area in counting the number of households.
h. Column 9 – Number of Households with BSN and HUSN 6000 (Homeless): Write in this column the number of homeless households. Refer to Column 1 (Day of Visit) and Columns 2 and 3 (BSN and HUSN “6000” series) of CBMS Form 1 in counting the number of households living in the street or without a shelter.
i. Column 10 – Number of Special HSN 7777: Write in this column the number of housing unit occupied non-usual residents (NUR). Refer to Column 1 (Day of Visit) and Column 4 (HSN “7777”) of CBMS Form 1.
j. Column 11-12 – Number of Special HSNs 8888 and 8889: Write in this column the number of vacation/rest houses (VRH) and number of housing units occupied by foreign ambassadors, ministers, consuls, or other diplomatic representatives. Refer to Column 1 (Day of Visit) and Column 4 (HSNs “8888 and 8889) of CBMS Form 1.
k. Column 13 – Number of Special HSN 9999 (VHU): Write in this column the number of vacant housing unit (VHUs). Refer to Column 1 (Day of Visit), Column 3 (HUSN), and Column 4 (HSN **“9999”) of CBMS Form 1 in counting the number of VHUs.
l. Column 14 – Number of uploaded CBMS Form 2 (HPQ): Write in this column the number of uploaded CBMS Form 2 (HPQ). Refer to the EN app (uploaded) in counting the number of uploaded Form 2. In cases the LGU implements PAPI only, the basis of column 14 of the CBMS Form 11 is the number of accomplished paper CBMS Form 2 submitted to TS for his/her review or scrutiny.
m. Column 15 – Other accomplishments: Write in this column any other accomplishments. Other accomplishments may include convening meetings with building administrator, apartment owner or caretaker, barangay official, who are necessary in order to ensure that all areas within the EA/barangay are visited by the EN.
n. Column 16 – Remarks: Write in this column any important information that will provide explanation or clarification on the counts or entries reported in this Form.
o. Row Totals (Summary Counts) for Columns 2 to 14: Write the following in the last row for TOTAL:
● Column 2 - the sum of the number of geotagged buildings;
● Column 3 - the sum of household successfully enumerated;
● Column 4 - the sum of households for callback;
● Columns 5 to 7 - the sum of total, male, and female household population, respectively;
● Column 8 - the sum of households found in temporary evacuation center/relocation are (BSN and HUSN 5555);
● Column 9 - the number of homeless household (BSN and HUSN 6000);
● Column 10 - the sum of NURs (HSN 7777);
● Column 11 - the sum of excluded (HSN 8888);
● Column 12 - the sum of VRHs (HSN 8889);
● Column 13 - the sum of VHUs (HSN 9999); and
● Column 14 - the sum of number of uploaded CBMS form 2 (HPQ).Fill out the Submission, Verification, and Sent Portion
a. Name and Signature of the EN, Date Submitted, and EN Code: Print your name and affix your signature on the line provided for “Submitted by:” Write the date and your code when you submit this Form.
b. Name and Signature of your Team Supervisor, Date Verified, and EN Code: Your TS will print and sign his/her name, date, and his/her code when he/she reviewed or verified the entries in the Form.
c. Name and Signature of your CBMS Area Supervisor, Date and CAS Code Summary Count was certified: Your CAS will print and sign his/her name, date, and the code he/she certified the entries in the row total of this Form.
Refer to Illustration 14.5 for an example of filled out CBMS Form 11.
ILLUSTRATION 14.5
Filled Out CBMS Form 11