Automated data capture

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Automated data capture solutions for Census
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Data Capture Options

• Advantages
• Disadvantages

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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.

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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

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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.

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DRS PS900 a Desktop scanner (Show Video)
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Images
IMAGES USED FOR KEY CORRECTING THE DATA FROM
BADLY/ WRONGLY FILLED OUT FORMS
Scan folder
image/data base of all census forms
Merge operation/ data completion
OMR Barcode data
SQL DB
Census database
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• Validation Correction

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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
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Operator is reminded that age must be filled
with correct numeric response, gt indicates too
many marks
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Operator enters 2 as it can be clearly seen
that the correct age is 27
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The name here indicates the sex
Here the mark in the sex box has missed the box
so that OMR tick not captured, operator enters 1
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Type of residence not ticked Operator enters
assumed type of residence, based upon
geographical location or instructions from
supervisor
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1) Define your Objectives in best Practice
in Data Capture

• Speed
• Accuracy
• Security

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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

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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

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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

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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

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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

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5) Printing forms?

• Print forms with sequential unique barcode
• Print on suitable paper and use correct inks

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Scenario
6) What speed benefits can be expected by using
scanning?
1 million formsData to be captured in one month
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1 million forms
6) What speed benefits can 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

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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

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9) filling in of forms

• Fill in the forms
• correctly!

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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!

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10) filling in of forms

• Bonus on successful scanning of their forms?
• Awards for excellence in service?

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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!

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10) Prepare the forms for scanning

• quality control starts before scanning

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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

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12) scanning of the forms

• Have a suitable computer network and
  infrastructure in place and scanning workflow/
  environment

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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

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• Validation Correction

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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

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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

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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!

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Later this afternoonDocXP Mexican Census forms
demo
Document Data Capture System
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Solutions for census data capture High Speed,
Accurate, Cost Effective www.drs.co.uk Andy.Tye
_at_drs.co.uk