Automated data capture solutions for Census

Data Capture Options

• Advantages • Disadvantages

2) Data Capture technologies available from DRS: Optical Mark Reading (OMR) Option

• Advantages: • Very accurate & very high speed. • Costs are predictable and defined • Realistic overall hourly data capture processing

speeds of the order of 4,000 OMR forms an hour.

• Disadvantages: • requires specially printed forms and special scanners,

tick box response are not suited to all types of questions.

• need trained enumerators to complete the form.

2) Data Capture technologies available from DRS: Intelligent Character Recognition (ICR) Option

• Advantages: Forms designed for ICR relatively easy to fill in

locally printed forms can be used

• ICR works well with numeric characters • Disadvantages: • Does not work as well with alphabetic responses • ICR software is not able to recognise all handwriting, and is

not always reliable in its recognition process

• needs to be a great deal of manual intervention when the

recognition falls below certain predefined standards of certainty.

• not easy to accurately predict the timescale or the costs of

the data capture process.

• ICR software and the necessary computer infrastructure can

be expensive. High calibre IT staff are required to support the ICR system

2) Capture technologies available from DRS: OMR, ICR & Image Option Data

• Advantages: Combines the benefits of “traditional” OMR

technology with the potential of using the latest ICR techniques.

• An image archive of all census forms scanned is

automatically created.

• A reliable and predictable outcome can be achieved from a

given investment in these techniques

• Disadvantages: This technique still needs specially printed

forms.

DRS PS900: a Desktop scanner

(Show Video)

Images Scan folder IMAGES USED FOR KEY CORRECTING THE DATA FROM BADLY/ WRONGLY FILLED OUT FORMS Merge operation/ data completion OMR & Barcode data SQL DB image/data base of all census forms Census database

• Validation & Correction

Resident status must be filled with numeric response Operator enters required response based upon residence rules Operator is reminded that Resident status must be filled with numeric response

Operator is reminded that age must be filled with correct numeric response, “>” indicates too many marks

Operator enters “2” as it can be clearly seen that the correct age is 27

Here the mark in the sex box has missed the box so that OMR tick not captured, operator enters “1” The name here indicates the sex

Type of residence not ticked: Operator enters assumed type of residence, based upon geographical location or instructions from supervisor

1) Define your Objectives in best Practice in Data Capture

• Speed • Accuracy • Security

2) Which Scanning Technology should be selected?

• The choices: • OMR • ICR • or OMR/ICR/Keying combination • Use a scanning solution which is appropriate

for you

2) Which Scanning Technology should be selected?

• Scanners with a heavy duty metal

construction, 24 hour duty cycle

• Open paper path – with an ability to

detect and prevent double feeds

2) Which Scanning Technology should be selected?

• Easy to replace consumables • Scanners designed for hot & humid

climate and geography

• Scanners which can be operated and

maintained by your staff

3) On what basis should a data capture supplier be chosen?

• Select supplier offering: • Combined solution of forms and scanners for

census

• Track record in International census

4)How should Forms be designed?

• Design your form in collaboration

with technology provider

Census forms need to be designed precisely and with enumerator task in mind

• Finalise the form design in good time

in advance of census

5) Printing forms?

•Print forms with sequential

unique barcode

•Print on suitable paper and use

correct inks

1 million forms Data to be captured in one month

1 million forms

be expected by using scanning?

• •

Keying OMR 7,200 keystrokes/ hr 3,000 forms /hr 360 forms 8 hour day 24,000 forms day

•

1,800 forms per week 120,000 forms/week

• • 7,200 forms per month

480,000 forms/month

•

139 operators 3 PS900s

7)What purpose has the Pilot Census?

An opportunity to experience the technology trial your systems, test your training, staff and data capture infrastructure Implement necessary changes for main census

9) filling in of forms

• Fill in the forms

correctly!

9) filling in of forms

• Training of enumerators is

fundamental to success!

• Use the correct pencils, shade the

responses properly, keep the forms dry

• Treat the forms with respect!

10) filling in of forms

• Bonus on successful scanning of their

forms?

• Awards for excellence in service?

9) filling in of forms

• Emphasise team work – give

enumerators a uniform/distinct census identity? – make them proud to be selected.

• Training & motivation of

enumerators is fundamental to success

!

10) Prepare the forms for scanning

• quality control starts before scanning

11) Keep Track of the forms As they go through the data capture process

• Control software in place to manage: • distribution of forms, • receipt of forms at the scanning

centre

• batch processing at the scanning

centre

12) scanning of the forms:

• Have a suitable computer network

and infrastructure in place and scanning workflow/ environment

13) if forms not filled in correctly?

• Validation/logic rules to be agreed

in advance

• Management to control the

correction process – clear lines of authority on what corrections can be made, by whom and under what circumstances

• Correction on screen

• Validation & Correction

Summary of good practice 1)

• Note of Caution:

Modern Scanning techniques are not a “Panacea” to solve all census problems

• Modern Scanning techniques are a

tool to be used

Summary of good practice 2)

• Select supplier offering: • Combined solution of forms and scanners for

census

• Track record in International census • Track record with donor agencies • A cost effective and appropriate solution

Conclusion:

• DRS have the most current census

experience of any supplier

• DRS have a range of different technologies

to suit any census requirements

• DRS census data capture projects are

frequently funded by aid agencies

• DRS are keen to open a dialogue on the next

steps

• & DRS are nice (& reliable!) people to do

business with!

Document & Data Capture System Later this afternoon: DocXP Mexican Census forms demo

Solutions for census data capture:

High Speed, Accurate, Cost Effective www.drs.co.uk

[email protected]