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MajiData

Manual for Data Collectors

Table of Contents

1.Introduction

2.Introductions and Conducting Interviews

2.1How Data Collectors Should Introduce Themselves

2.2Conducting the Interview

2.3Ending the Interview

2.4Background Information: What is the Water Services Trust Fund?

2.4.1Reaching Rural Communities: The Community Project Cycle

2.4.2Reaching Underserved Urban Areas: The Urban Projects Concept

2.5Objectives of the Database on Low Income Urban Areas

2.6Users of the Pro-Poor Urban Database

2.7Proper Conduct Whilst Being in the Field

2.7.1After Working Hours

2.7.2Payment of Bribes

2.7.3Use of Project Vehicles after Working Hours

3.Using the Data Collection Tools

3.1What is Your Role as a Data Collector?

3.2Logical Sequence of Administering the Tools

4.Filling-in the Data Collection Tools

4.1Plot Counting (Tool No. 3)

4.2Plot-level Interview (Tool No. 4)

4.3GPS Data Collection (Tool No. 6)

5.Interpretation of Terms

5.1Terms Related to Areas and Housing

5.1.1Plot

5.1.2Dwelling

5.1.3Household

5.1.4Homestead

5.1.5Compound

5.1.6Apartment Building

5.1.7Permanent and Temporary Structures

5.1.8Other Terms to Consider

5.2Terms Related to Water Supply

5.2.1Piped Water

5.2.2Borehole

5.2.3Public Standpipe

5.2.4Communal Tap

5.2.5Private or Individual Tap/Connection

5.2.6Metered Connection

5.2.7Indoor Plumbing

5.2.8Water Kiosk

5.2.9Protected and Unprotected Yard Well

5.2.10Protected and Unprotected Public Well

5.2.11Protected and Unprotected Spring

5.2.12Water Payments

5.2.13Water Containers

5.3Terms Related to Sanitation

5.3.1Sanitation

5.3.2Offsite and Onsite Sanitation

5.3.3Sewer, Sewerage and Sewage

5.3.4Full Bore Water-Borne Sewerage

5.3.5Basic Sanitation

5.3.6Improved Pit Latrine

5.3.7Ventilated Improved Pit Latrine (VIP)

5.3.8Other Sanitation Options

List of Abbreviations

MajiData

Manual for Data Collectors

1.Introduction

This manual addresses the following topics:

  • How Data Collectors should introduce themselves and conduct interviews (Section 2).
  • Using the data collection tools and the logical sequence of administering the data collection tools (Section 3).
  • Filling-in the data collection tools (Section 4).
  • Interpretation/definitions of terms used in the data collection tools (Section 5).

2.Introductions and Conducting Interviews

2.1How Data Collectors Should Introduce Themselves

It is important that you are able to introduce yourself whenever you intend to interview residents or whenever you meet local officials (staff of the Local Authority, the Chief, the police, etc.)

Start your introduction by:

  • Telling your name.
  • Explaining that you are working for the Water Services Trust Fund (WSTF) in the Ministry of Water and Irrigation.
  • Making clear that the Council, the Chief and the Water Service Provider are involved in the MajiData programme.
  • Explaining the purpose of your visit.
  • The objective of the MajiData programme (explain how the collected data will be used).
  • The expected duration of the interview.
  • The persons to be interviewed (only persons over 15 years of age residing within the plot/dwelling, ask if women can participate in the interview as they are often responsible for fetching and using water).
  • Explain that you will not ask for the names of your respondents. In other words, the information provided will remain anonymous.

Preferably (and especially if you sense that even after your introduction the people you are talking seem to have doubts with regards to your identity or assignment) you show the Letter of Introduction the MajiData team has issued you with.

Subsequently you ask if you can ask a number of questions which focus upon water supply and sanitation.

2.2Conducting the Interview

If your respondents agree you can proceed with the interview.[1] If they disagree you should thank them for listening to you and you should proceed to the next plot/dwelling.

Remember: you are a guest, always remain friendly and polite.

Issues to consider:

  • Let your respondents develop and express their own opinions and thoughts. Only repeat a question if it is obvious that your respondent has not well understood.
  • Do not read out to your respondents the different answer categories we have formulated. Give them the opportunity to express themselves freely. Only read out answer categories if respondents do not understand the question.
  • Some known problems and difficulties:

Your respondent wishes to terminate the interview before you have asked all your questions

How to deal with drunken or aggressive people or with indecent proposals.

What to do if respondents leave (halfway the interview) or if neighbours join in.

  • In case of any problem, please inform the data Collection Supervisor or the Data Collection Coordinator!

2.3Ending the Interview

  • Check your answer sheet; have you asked all questions and written down all answers? Are the recorded answers readable?
  • Tell all respondents and other people present that you have asked all your questions.
  • Thank everybody for their co-operation and explain that the collected information will be used to improve the water and sanitation situation of this town.Emphasise the importance of the MajiData programme and the fact that all data will be made available to all stakeholders and that all interested persons and organisations will have access to the Study Database.
  • Ask respondents if they wish to make some comments concerning the interview or the questions asked. If people wish to do so, try to write down their remarks in your note book.
  • If you wish to make any comments regarding this particular interview or the respondents that were interviewed, please write these comments in your note book.
  • If necessary, you should discuss the comments made by your respondents as well as your own comments with your Supervisor of with the Data Collection Coordinator.

2.4Background Information: What is the Water Services Trust Fund?

The core objective of the Water Services Trust Fund (WSTF) is to assist in the provision of water and sanitation services to communities without adequate water services in the country, priority is given to poor and disadvantaged groups and communities. The leading motive of the organisation is thus “The path out of poverty begins with clean water and sanitation”.

2.4.1Reaching Rural Communities: The Community Project Cycle

The Water Services Trust Fund (WSTF) is a corporate body which was established in 2004 under the Water Act 2002 as a basket fund to provide financial support for improved water and sanitation services in the underserved parts of Kenya. Since 2004 the Fund has focused her activities on the underserved rural communities. Together with the Water Services Boards, a large number of “target locations” were identified on the basis of a set of criteria such as access to clean water and poverty levels. Projects in rural communities with poor access to safe water and adequate sanitation are funded through the community-based organisations (CBOs). The implementation of projects follows the six (6) phases of the Community Project Cycle (CPC).

2.4.2Reaching Underserved Urban Areas: The Urban Projects Concept

Many urban residents residing in low income urban areas have poor access to safe water. In order to address the needs of the urban populations the WSTF decided to widen its mandate. In July 2007 the Fund established an Urban Window to finance projects incorporating cost effective and sustainable technologies in low income urban areas.

The funds available for urban projects can only be accessed by licensed Water Service Providers (WSPs). Project proposals are prepared by the Water Service Providers assisted by the Water Services Boards (WSBs). The WSPs are responsible for the management of project funds as well as for the successful implementation of the awarded project.

All assets constructed within the framework of the WSTF-funded projects are transferred to the Water Services Boards.

In order to facilitate the preparation of project proposals as well as the implementation and operation - by the WSP - of WSTF-funded projects, the Fund has developed the Urban Projects Concept (UPC).

2.5Objectives of the Database on Low Income Urban Areas

During the 2007 Annual Water Sector Conference (held on the 1st and 2nd November 2007), the need to carry out a pro-poor mapping exercise in order to collect data on the urban low-income areas was identified as being one of the priority activities for 2008. The outcome of this mapping exercise should be stored in a “Pro-Poor Database” (MajiData).

Such a Database is necessary:

  • In order to enable the Water Service Providers (WSPs) to prepare realistic water supply and sanitation (WSS) project proposals for specific low-income areas.
  • To allow the Water Services Trust Fund (WSTF) to evaluate and prioritize pro-poor project proposals according to a set of criteria (number of people served, per capita investment cost, current water supply situation, etc.).
  • To evaluate a specific WSTF-funded project and to assess if the project offers value for money.
  • To enable the Sector to assess the current WSS situation and the impact of the WSTF-funded and other projects and their contribution to the attainment of the Millennium Development Goals (MDGs) and the objectives specified in the Vision 2030 document.

2.6Users of the Pro-Poor Urban Database

The MajiData Database will be designed to serve the data needs and requirements of the following WSS Sector stakeholders:

  • The Ministry of Water and Irrigation (MWI).
  • The Water Services Trust Fund.
  • The Water Services Boards.
  • The Water Service Providers.
  • The Water Services Regulatory Board (WASREB).
  • The Ministry of Health (MoH).
  • The Water and Sanitation Programme (WSP) of the World Bank.
  • Non-governmental organizations (NGOs) active in the water sector.

In addition to these sector stakeholders, MajiData will be of interest to other organisations such as:

  • The Councils.
  • The Ministry of Culture and Social Services.
  • UN Habitat.
  • Google earth.com.

2.7Proper Conduct Whilst Being in the Field

2.7.1 After Working Hours

Field Team Members should always be aware that they represent MWI our Client and of course Water Services Trust Fund, our employer. Team Members are therefore expected to display good conduct throughout their fieldwork periods. During working hours Field Team members should be polite and well behaved and should respect working hours (8.am until 5pm) and all appointments made. If necessary, Team Members will work after 5pm and on Saturdays.

After working hours Field team members can mingle with the local population and relax whilst visiting friends, eating at a local restaurant or whilst having a drink in a local bar. Misuse of alcohol and creating situations that may embarrass you, your fellow team members, MWI and Water Services Trust Fund should be prevented at all cost.

2.7.2 Payment of Bribes

Traffic fines should be paid and police officers concerned should be asked for an official receipt.

Offering bribes to police officers or other Government officials is a violation of Kenyan Law and therefore out of the question.

2.7.3Use of Project Vehicles after Working Hours

Information regarding the proper use of the project vehicles is found in the Drivers Manual.

3.Using the Data Collection Tools

3.1What is Your Role as a Data Collector?

Local Data Collectors are indeed very instrumental in the MajiData data collection exercise. They play a critical role of administering Data Collection Tools 4 and 5 and the GPS Data Collection Tool (Tool No. 6). Accurate enumeration of target units (plots/dwellings) and subsequent plot-level interviews will rely on good understanding of these tools on the part of the Data Collectors.

The role of the local Data Collectors will become more prominent once a target low-income area has been appraised in detail and manageable segments (sections/roads/streets/locations etc) have been defined and a feasible counting strategy developed by the MajiData Team.

3.2Logical Sequence of Administering the Tools

In any respective segment of the target area allocated to a Data Collector, the logical sequence is to:

  • Count the units (plots, dwellings) first (using Tool No. 3),
  • Followed by plot/dwelling-level interview (using Tool No. 4).

The collection of GPS readings - an activity which is carried out in order to map WATSAN (water and sanitation) as well as important socio-economic infrastructure (markets, community halls, etc.) - may be undertaken simultaneously with the collection of the other data (which require the user of Tools 4 and 5). Area boundary mapping may be undertaken as a separate activity.

Reference is made to the:

  • Manual for Plot Counting
  • Manual for Plot-Level Interviewing.
  • GPS Data Collection Manual.

These manuals provide detail on procedure suggested to be followed for the administration of each tool.

4.Filling-in the Data Collection Tools

4.1Plot Counting (Tool No. 3)

Plot counting tool has basically two sections: 1) General data, and 2) plot counting recording table. The general data information is straight forward. Information on name of the town, province, district, and name of town area can be filled before the Data Collector starts the business in any allocated area and with guidance of the MajiData Team. On the other hand, details on original or copy, number of sheets, and sheet number can be filled as the exercise progresses. It may be possible for more than one data sheet to be used where the allocated sections/area is big and may necessitate the Data Collector to make copies, thus the need to distinguish originals from copies, summing up the data sheets and providing the sheet numbers.

For the plot count recording table, it is important that the Data Collector be very specific when naming sections/square/streets against the respective number of plots counted. Clearly, these details would later form the basis of plot sampling. The Data Collector can make remarks on additional information of interest to the exercise, for instance, the general nature of that section/square/street or main socio-economic facilities/infrastructure.

4.2Plot-level Interview (Tool No. 4)

The plot-level interview tool (No. 4) is organised as series of question that the Data Collector is expected to ask the respondent. Basically, it administration of this tool requires clear understanding of each question and ability to communicate to the respondent(s) in the best way possible. More than often, the Data Collector will be expected to interpret the question in the language best understood by the respondent(s). Accurate interpretation will make a total difference, reflected by the sort of response from the respondent.

There are key provided as possible answers for some of the questions posed. Again, the Data Collector will be required to clearly understand and preferably have a fair or intuitive knowledge of what each object of the key refers to. Such knowledge will be a good aid when he or she is enumerating the keys and interpretation or illustrating their meaning to the respondent. Selected key is supposed to be entered appropriately against the respective question. It is good habit to read the question and the answer provided to the respondent for clarification and cross-checking.

4.3GPS Data Collection (Tool No. 6)

The GPS Data Collection Manual provides details on how to fill-in the data sheet on GPS Data Collection.

5.Interpretation of Terms

In the MajiData Collection Tools, some terms have been used with an understanding of the typical nature of this data collection exercise that has a local connotation. The following sections discuss the interpretation of some of these terms in reference to their usage in the tools.

5.1Terms Related to Areas and Housing

5.1.1Plot

Plot:A measured piece of land (Source: Merriam Webster’s Collegiate Dictionary).

Often plots are formally demarcated with a recognised boundary between one plot and another. In addition, some plots may have title deeds or allotment letters or documents from responsible authorities.

Plots may have planned housing or informal/unplanned housing. Delineation of plots as counting units present challenges especially in unplanned areas; dwellings units may easily be taken for plots. Suggestions of how to go about in such cases is elaborated the manual on reconnaissance visit.

The difficulty is that many plots have been subdivided into smaller parcels. Often these subdivisions are demarcated with wall fences, hedges or by using other materials. In other words, after subdivisions it is impossible to identify the plot during a field visit.

5.1.2Dwelling

Dwelling:a shelter (as a house) in which people live (Source: Merriam Webster’s Collegiate Dictionary).

A dwelling refers to the specific shelter or residential unit occupied by one of more households.

5.1.3Household

Household: Those who dwell under the same roof and compose a family. Asocial unit comprised of those living together in the same dwelling (Source: Merriam Webster’s Collegiate Dictionary).

A household can also be defined as being: A person or group of persons who make common provision for food or other essential of living, and often share a common budget. A group of people who eat one meal together daily may be considered a household. This definition includes domestic servants.

Within the framework of the MajiData programme it will be important to identify the number of social units sharing a single dwelling. One of the main characteristics of a social unit in Kenya (a unit which has its own sources of income and set of expenditures) is that the members of such a unit tend to prepare and share the same food. This is why we ask about the number of kitchens or cooking places. However, instead of asking about the number kitchens found within the yard you could ask about the number of groups within the plot that do their own cooking.

5.1.4Homestead

Homestead:the home and adjoining land occupied by a family (Source: Merriam Webster’s Collegiate Dictionary).

5.1.5Compound

Compound: a fenced or walled-in area containing a group of buildings and esp. Residences (Source: Merriam Webster’s Collegiate Dictionary).

5.1.6Apartment Building

Apartment Building:

1:a room or set of rooms fitted esp. with housekeeping facilities and usu. leased as a dwelling

2:a building containing several separate individual residential apartments

(Source: Merriam Webster’s Collegiate Dictionary).

5.1.7Permanent and Temporary Structures

Whether dwellings should be considered permanent or temporarystructures, often depends on the types of construction materials used (especially the materials that were used to construct the walls).