DATA COLLECTION MANAGEMENT AND ANALYSIS What kind of

DATA COLLECTION, MANAGEMENT AND ANALYSIS

What kind of data is collected through systematic observation? Observers deployed across the country report responses to questions on a uniform checklist that assess the quality of the election process observed, and, in some cases, collect vote count results for verification.

Developing a Data Collection Plan • What kind of information needs to be reported on election day? • What is the strongest nationwide mode of communication that could be used on election day? • What challenges could occur on election day to disrupt your data collection strategy? • Will observers be able to realistically understand use the method of data collection?

Strategies for Rapid Reporting • Use short forms with limited questions • Identify the most appropriate method of transmission • Determine a reasonable timeline for data collection • Streamline and simplify bottom-to-top reporting • Transmitting election day checklists vs. critical incidents

Methods of Transmission • SMS • Phone call – Mobile, landline, satellite • • Smartphone app Internet Fax Paper, hand delivery – Usually back-up plan

Planning for 100% Reporting Rates • Back-ups and contingency plans – Build into trainings • Conduct a simulation – Test communication systems for weaknesses before election day • Use observer stipends strategically to encourage response rates – Pay observers after they have completed their reporting duties

Reporting timelines Reporting often happens at the end of certain key election day processes – Observer arrival – Opening – Voting – Closing – Counting

Internal Communication Schema • (image)

Data Management • Developing an observer database – Compiling all information about field supervisors and observers • Creating an election day protocol – Developing a document that outlines what you will do with your data • Entering the data – Entering data from your observation forms into electronic files • Analyzing the data – Inspecting, cleaning, detecting patterns and developing explanations to your data

Database for Observer Management • Collect information for centralized observer database starting at recruitment • Assign and track observer deployment

Election Day Protocol The protocol should answer at least the following question: • How is the data flow at the data center? What are the roles of different staff? Who reports to the board? What is the most efficient paper handling process at the data center? • How will staff process incoming observer data on election day? • How will you analyze the data? Which part of the dataset will be examined first? In what order will the data be analyzed? • What is the protocol if findings indicate some problems? What problems seem most likely to occur on Election Day? • Who will have access to your observation findings internally, and when? • What information will be provided to outsiders? • To whom will the data be released? • What is the estimated time for the information to be shared? • How will you share your findings?

Data Security • • • Install basic protections. Your network should be secure from all predictable forms of malicious attacks Create a network log-in protocol. You need to provide different security levels for each person based on their defined roles, an efficient method of managing users Establish a storage and back-up protocol. In the event of server/ computer crash, data back-up will allow you to recover your data and continue your election day operation

Organizing and Staffing the Data Center • Logistics • Calculations for number of operators needed • Trainings and simulation

Simulation

Data Analysis Before Election Day • • • Gather contextual information which will help you to interpret your data Develop a clear election day protocol Create Software to visualize the findings On Election Day • • Analyzing initial data Scanning the data Searching for systematic patterns Determining the impact of the problems

Quality Control • Data management – built in verification • Simulation as test of management and communication structure • Training data clerks • Back-up plans and systems