Chapter 10 PROGRESS MONITORING
The enumeration phase of 2022 Census of Agriculture and Fisheries (CAF) is expected to last for 45 working days (Monday to Saturday). During this period, the PSA management and project leaders/supervisors must be informed regularly of the progress of field operations in the 2022 CAF census areas. The Progress Monitoring (PM) operation is designed to provide the required information for monitoring the progress of enumeration and for evaluating the completeness and quality of the 2022 CAF results.
The Management Information System (MIS) is a web-based administrative tool that can be accessed and used by the Central Office (CO), Regional Statistical Services Office (RSSO), and Provincial Statistical Office (PSO) personnel that would help them to be informed of all the census activities being done and their daily progress. Specifically, it provides access and/or authority in the management and monitoring of census personnel assignments, device allocation, progress reports/status of activities, data processing reports, Enumerator (EN), Team Supervisor (TS), Assistant Census Area Supervisor (ACAS), Census Area Supervisor (CAS) performance indicators, and other operational concerns. The Report Module is one of the modules of the MIS designed to provide the required information on the progress of enumeration and evaluation of the coverage and quality of census results.
This chapter explains the flow of PM, and management and processing of data from the RSSOs/PSOs to CO using MIS.
a. 10.1 OBJECTIVES OF THE PROGRESS MONITORING AND EVALUATION
During the field enumeration, PM shall be implemented to check the status of the operation. Also, evaluation of data shall be done while enumeration is ongoing to check for coverage error at the beginning of the census operation and to assess the overall situation of enumeration in terms of percentage of area/households covered.
b. 10.2 FLOW OF PROGRESS MONITORING OPERATION
The flow of data and documents that will be used to monitor the progress of enumeration are described below.
1. Accomplishment of CAF Form 13 – Daily Accomplishment Report of Enumerator
a. During enumeration, the EN shall record in CAF Form 13 his/her daily accomplishments, that is, number of:
i. buildings,
ii. housing units,
iii. households successfully enumerated,
iv. callbacks, 2022 Census of Agriculture and Fisheries
v. households engaged in crop farming,
vi. households with crop farm operators,
vii. crop farm operators, and
viii. households engaged in livestock and/or poultry operations,
ix. households with livestock and/or poultry operators,
x. livestock/poultry operators,
xi. households engaged in aquafarm operations,
xii. households with aquafarm operators,
xiii. aquafarm operators,
xiv. households engaged in fishing,
xv. households with fishing operators,
xvi. municipal fishing operators, and
xvii. commercial fishing operators
b. This form will be submitted to TS every week during weekly meetings. It will be used to monitor the progress of enumeration of ENs in his/her assigned barangay/enumeration area (EA).
c. The EN shall accomplish and photocopy this form. One copy will be submitted to the TS, together with the accomplished CAF Forms 2 to 5. These shall be submitted to the TS during their Wednesday weekly meeting
d. The EN shall provide his/her TS the CAF Form 1 – Listing Booklet during weekly meetings for checking the completeness of CAF Form 1 in relation to CAF Forms 2 to 5. After matching, CAF Form 1 should be returned to EN.
On the last week of submission, the EN shall submit one copy of CAF Form 13 with status of code 2 (completed enumeration) and CAF Form 1 for the EA. Together with the last set of CAF Forms 2 to 5, maps, and CAF Form 21 –Certification of Punong Barangay. These shall be transmitted to the TS using CAF Form 18 – Transmittal/Receipt Form.
e. The TS shall verify the completeness and correctness of entries in the submitted CAF Form 13 with the corresponding entries in the accomplished CAF Form 1. He/she will also match the entries in CAF Form 1 against CAF Forms 2 to 5.
f. The TS will submit one copy of the verified CAF Form 13, together with the edited CAF Forms 2 to 6 to CAS/ACAS every Friday
g. For completed EA, the TS shall transmit accomplished CAF Form 1 with the set of CAF Forms 2, 3, 4, 5, 6, maps, and Form 21 – Certification of Punong Barangay. The TS shall submit to ACAS the folioed EA/barangay that has been completely enumerated.
2. Verification of CAF Form 13 by the ACAS/CAS
a. The ACAS shall verify the EA geographic area codes and the number of buildings, housing units, households, household population, and special Household Serial Numbers (HSNs) based on the submitted CAF Forms 2 to 6 in the weekly submitted CAF Forms 13.
b. The ACAS shall verify the totals of CAF Form 13 through matching it with the MIS Report No. 1 – Weekly Status Report. If there are discrepancies, the ACAS should notify the concerned TS and EN. If there is any error in CAF Form 13, line out the erroneous entry and write the correct entries. If there is an error in the MIS Report 1, enter correction in the Remarks column.
c. The CAS shall folio all accomplished CAF Forms 2 to 6 by EA. He/she will add to the folio the submitted questionnaires every week
d. The CAS shall submit CAF Forms 13, 14, and 15 – Weekly Accomplishment Report of EN, TS, and CAS/ACAS, respectively, to the Focal Person every Monday.
e. The Assistant Statistician and PSO Focal Person shall check for completeness of entries in CAF Form 13 and shall transmit these forms to the PSO Clerk at least once a week
c. 10.3 REPORT MODULE AND DASHBOARD MODULE OF PROGRESS MONITORING USING MIS
The MIS is a web-based system that allows the CO/RSSO/PSO to monitor the progress of enumeration. The status of field enumeration is automatically generated directly from the database. Using the Report Module, the PSO can view, download and generate reports to monitor the progress of enumeration. Moreover, the CO/RSSO can download in excel type format and view reports.
The Dashboard Module is a form of data visualization that displays various data/statistics/map that help in monitoring the status of the census operation. This is a type of graphical user interface which provides at-a-glance views of key performance indicators (KPIs) relevant to the 2022 CAF. The CO can view the progress of enumeration in all census areas at different levels.
Detailed discussion of progress of enumeration is presented in the Report Module of the MIS User’s Guide.
d. 10.4 MIS REPORTS
To assist the PSO in evaluating the reports, the MIS is installed at the PSO, RSSO, and CO which is equipped with a computerized reporting system. These reports are used to assess, as early as possible, the areas that are under-enumerated or over-enumerated or progress reports/data that seem questionable.
The PSO can generate MIS Reports 1 – Weekly Status Report, 2 – Barangay Coverage Report, 3 – Data Evaluation, 4a – Personnel Performance Report of TS, 4b – Personnel Performance Report of EN, and 5 – Certification Pass using the Report Module of the MIS. These reports shall be used in monitoring the progress of enumeration and evaluating the acceptability of reported household and operator counts. The PSO-Chief
Statistical Specialist (CSS) and the PSO Focal Person are responsible for the evaluation of the resulting counts of households and operators in all barangays in the province.
The following are the reports that can be generated using MIS:
2. MIS Report No. 1 – Weekly Status Report
This weekly report can determine the logicality of EN’s output based on the weekly report on the number of households per EA. EN’s output varies accordingly to the dispersion of households in the area, terrain, weather condition, health protocols during the enumeration period, means of transportation/accessibility of the EA/barangay, and other factors. The report will also help explain any unreasonable very high or very low output. The reporting date will provide some basis to identify ENs who have unjustifiable weekly output rates, which should be investigated.
The MIS Report No.1 consist of the following columns:
a. Geographical Codes of Region, Province/Highly Urbanized City (HUC), City/Municipality, Barangays and EAs, and Geographic Names
b. Name and Code of assigned EN covering the corresponding area
c. Name and Code of TS
d. Number of Households which includes Estimated, Enumerated, Percent (%) Completed, and for Callback
e. Number of Households with at least one operator which includes, Estimated, Enumerated, Percent (%) Completed, and for Callback
f. Last Date Reported
g. Status of Enumeration
h. Remarks
This report shows the census coverage and the data that can be used in the evaluation of acceptability of the reported counts of households/members, farming/fishing households, and operators by barangay. This report can generate the followings:
a. Geographical Codes of Region, Province/HUC, City/Municipality, Barangays and EAs, and Geographic Names
b. Number of Households and Household Population
c. Number of Households with at least one operator, including total number of households with at least one operator regardless of operation, and number of households with at least one operator per operation (agriculture, aquaculture, and fishing)
d. Number of operators including total operator regardless of operation, and number of operators per type of operation (agriculture, aquaculture, and fishing)
4. MIS Report No. 3 – Data Evaluation
This report will be used by the CO and PSO in evaluating census results of completely enumerated barangay. This report contains the following information:
a. Geographical Codes of Region, Province/HUC, City/Municipality, Barangays and EAs, and Geographic Names
b. Number of Households in 2012 and 2022, and the percentage (%) change between these years
c. Number of Households population in 2012 and 2022, and the percentage (%) change between these years
d. Total number of operators regardless of operation, in 2012, 2022, and 2020 CPH, and the percentage (%) change between these years
e. Total number of operators per operation (agriculture, aquaculture, and fishing), in 2012 and 2022, and the percentage (%) change between these years.
5. MIS Report No. 4 – Progress Report of Team Supervisor (Daily/Weekly)
This report allows the TS to supervise and keep track of the progress of ENs that they’re overseeing. This report includes the following columns:
a. Name of TS
b. EAs received
c. Workload per EA
d. Percentage of Interviews returned to EN
e. Percentage of Interviews submitted to DPS
f. Percentage of Interviews under review
g. Remarks
Figure 10.4 MIS Report No. 4 – Progress Report of Team Supervisor (Daily/Weekly)
6. MIS Report No. 4a – Personnel Performance Report of TS
This report allows the PSOs to view and keep track of the progress of TSs that they’re overseeing. This report includes the following columns:
a. Code and Name of TS
b. Code and Name of EN
c. Barangay Name and EA
d. Total Workload
e. Number and Percentage of Households with Operator
f. Number of Errors by Household
g. Actions/Remarks
7. MIS Report No. 4b – Number of Operators by Type of Respondent
This report allows the PSOs to view and keep track the progress of TSs and ENs of their own activities, especially this report will generate the number of operators by type of respondent in any activity. This report includes the following columns:
a. Code and Name of TS
b. Code and Name of EN
c. Barangay Name and EA
d. Number of Operator by Type of Respondent (% of Operator, Proxy, and Other) in any type of activity (Crops, Livestock and Poultry, Aquaculture, Fishing)
e. Number of Errors
f. Actions
a. MIS Report No. 5a – Certification Pass of Household Questionnaire
This report will be used in evaluating/certifying PSO for the accomplished household questionnaires. This report includes the following columns:
a. Geographical Codes of Region, Province/HUC, City/Municipality, Barangay and EAs, and Geographic Names
b. Number of Household Questionnaires with Total Number of Errors and % Total Errors
c. Number of Household Questionnaires with Warnings and % Warnings
d. Number of Household Questionnaires with Critical and % Critical
2022 Census of Agriculture and Fisheries Philippine Statistics Authority
This report will be used in evaluating/certifying PSO for the accomplished barangay questionnaires. This report includes the following columns:
a. Geographical Codes of Region, Province/HUC, City/Municipality, Barangay, and Number of EAs
b. Number of Barangay Questionnaires with Total Number of Errors and % Total Errors
c. Number of Barangay Questionnaires with Warnings and % Warnings
d. Number of Barangay Questionnaires with Critical and % Critical
a. 10.5 MIS PROCESS FLOW
The detailed procedure and responsible personnel on using the MIS process flow are the following:
Menu Features
Login
User Management
Utilities
● Log in to CAF MIS application.
● Adding, updating, and deleting user accounts.
● Add/update device and manage status of device whether active (serviceable) or inactive (defective/malfunctioning device).
Responsible
CO/RSSO/PSO Administrator
CO Administrator
PSO Administrator
Personnel
● Add, update, delete information of EN and TS.
● Assign and unassign device to EN and TS.
PSO Administrator
Workload
● Upload and update the workload of EN and TS in excel file/template.
2022 Census of Agriculture and Fisheries
PSO Administrator
Menu Features
● Assign EAs with corresponding workload to EN and TS.
Responsible
Dashboard
⮚ Displays the following CAPI:
● Map coverage of completed enumeration
● Number and percentage of completion versus the estimated totals in the EA
● Response rate and duration of interview per type of respondent (operator and nonoperator)
● Graphs/charts of key indicators such as percent change in number and area of farms and number of operators by type of operation, province, city/municipality, and census rounds
⮚ Identify barangay that is completed, on-going, and not started.
⮚ RSSO/PSO/CO admin can view and filter dashboard relative to the geographic areas of responsibility.
CO/RSSO/ PSO Administrator
Reports
Generate, download (in excel format), and view the following reports:
● Weekly status report
● Barangay Coverage Report
● Data Evaluation Report (% Change)
● Personnel Performance Report
● Report on Certification Pass
PSO Administrator
Feedback Management
Download (in excel format) and view reports. CO/RSSO Administrator
PSO Administrator
⮚ Load feedbacks submitted through CAPI and PAPI, and provide response mechanisms for each type of feedback:
● Accidents
● Critical area
Menu Features
● Political intervention
● Loss or damaged census materials
● Other suggestions
⮚ Generate report on the number of feedbacks by type of feedback, type interview method and type of personnel.
b. 10.6 SAFEGUARDS TO THE PM REPORTS
Responsible
To safeguard the integrity of PM reports, the following procedures shall be instituted to prevent premature release and possible misuse of census data and information:
1. The RSSO/PSO shall adhere to the strict compliance of the existing rule on confidentiality in releasing census information as stated on Section 26 of Republic Act (RA) No. 10625 and Section 8 of RA 10173.
2. The PSO shall issue a directive to all personnel involved in the generation of PM reports against premature and unauthorized release of census results.
3. The CO shall institute in the system a mechanism to embed information on the person who generated the PM reports.
4. Access to the reports generated shall be limited to at most two authorized PSA personnel.
5. The PM reports or data files cannot be copied (in any form) and extracted.
6. The PM reports cannot be printed but can be viewed by authorized personnel only.
c. 10.7 ACCOUNTABILITY OF PSA FIELD PERSONNEL
The Regional Directors (RDs), PSO-CSSs, and the RSSO/PSO personnel are jointly accountable for the untimely/premature/unauthorized dissemination of census data and information, whether coming from the CAF Forms or from the accomplished census forms and questionnaires. Hence, all preventive measures shall be undertaken by all concerned PSA personnel to avoid the premature/unauthorized release of census information.
d. 10.8 OTHER TECHNICAL CONCERNS/PROBLEMS
During the conduct of operation, some technical problems may crop up unexpectedly. Such problems shall be reported immediately to the MIS so that corresponding actions and solutions can be undertaken. Some of these problems are:
1. Breakdown of machines;
2. Technical problems with the system;
3. Procedures and instructions on the generation of reports are not clear and concise;
2022 Census of Agriculture and Fisheries Philippine Statistics Authority
4. Duplication of submitted data; and
5. Data transmitted but not reflected in the generated reports.
When technical problems arise during enumeration and data processing, third party service provider shall be responsible for the issuance of clear and specific instructions to remedy the situations.
