TANZANIA SOCIO-ECONOMIC DATABASE (TSED)

Background, Achievement and Further Steps

July 2002

Introduction

The National Bureau of Statistics (NBS), in collaboration with 17 ministries and other Government Institutions and supported by UNDP and UNICEF, has established a socio-economic database for Tanzania, TSED. Other Ministries are in the 2nd phase, and training for the Focal Points is scheduled for September 2002.

The establishment of TSED is an effort by NBS to assist the Government in its efforts to achieve sustainable human development in Tanzania. TSED, once fully operational, will provide a comprehensive statistical picture of the state of progress being made in this area. The database enhances the compilation of high quality data and its rapid dissemination supports important policy decision-making. The training programme related to TSED also assists in building capacity in the area of data analysis.

TSED database has been designed using Microsoft Access and programming done using Microsoft Visual Basics. It has further been intergrated with Microsoft Office and contains customized wizards to generate 3 types of presentations dynamically linked to the database - maps, tables and graphs. The use of Microsoft Office to design the database was considered because of the user-friendliness of the tools, as well as the availability of these tools in virtually all computers in the country – ensuring that no new software tools are required for the database to run. A cut down version of ArcView (Map objects) has been embedded into the database, and this helps to generate the Maps. Data is linked to the shape files using a unique geo code – in Tanzania, the Census code is being used for this purpose.

The first version of TSED runs on a stand-alone configuration. Updated versions, with new data, can only be released through centrally updating the database and distributing new CD-ROMs to the stakeholders. The internet version is currently being tested, and this will ensure that a wider audience has access to reliable and timely statistics. Through donor funding, line ministries will be connected to internet to facilitate the updating and use of the database.

The recent developments in Tanzania leading to the drafting of the Tanzania Assistance Strategy (TAS) and the Poverty Reduction Strategy Paper (PRSP) make the need for a solid comprehensive database on socio-economic issues even more pressing. The first release of the database contains a limited amount of indicators (67 – see attached indicator list), out of the agreed core list of approximately 330. These 67 indicators are in line with the poverty monitoring indicators identified in the PRSP. It was decided to limit the number of indicators in the first release of the database to facilitate the introduction. It was felt that linking up with the PRSP Process would ensure a practical application for the database immediately, which will also assist the introduction.

The backdrop of the TSED initiative is that the NBS has been transformed into an Executive Agency of the Government, as a part of the Civil Service Reform Programme. As such, the Bureau needs to be strengthened to enable it to engage in the business of data production and dissemination. Providing other stakeholders with access to this source of data is an opportunity for NBS to achieve financial sustainability for this initiative in the longer term and strengthening the NBS as an executive agency.

Justification

There are two main arguments for establishing TSED. The first argument for this project relates to the accessibility of existing data on sustainable human development issues and dissemination of newly collected data. Until today, there is no database in Tanzania, other than TSED, which brings together in one common place, information on different thematic areas of sustainable human development. Information is scattered in different ministries and organizations with no overview of which data exists or where to find it. Furthermore, although comprehensive data is regularly collected e.g. in the area of education and health, only a small portion is published in annual publications with much data remaining in the ministry difficult to access by others. TSED allows having an overall view of existing data by sectors and themes and provides updated time-series as well as multiple estimates from various sources, disaggregated data down to district level, by sex and urban/rural strata wherever these are available. TSED also allows for user-friendly analysis, through table, graph and map options and provides an opportunity to calculate composite indices. The existence of such a database will facilitate use of data for analysis by policy makers and other users.

The second argument is related to the National Bureau of Statistics and its changing environment. As mentioned above, the National Bureau of Statistics has moved from a pure Government institution to an executive agency. Despite the fact, that the Government remains the main customer financing a range of core activities of the NBS, the Bureau must become more outward-oriented to survive in a partly competitive environment. The TSED initiative is an important tool for NBS to assert itself as the key institution for data collection, management and dissemination.

According to the Strategic Plan of the NBS, its roles are:

  • To provide statistics to the government, business and general public as well as international organizations for use in decision making.
  • To co-ordinate statistical activities so as to produce statistics that are integrated.

The activities related to TSED address both of these roles. TSED compiles statistics of 17 different ministries into one database (coordination) and makes the data accessible not only to the government but also to any other interested organization (provision of statistics).

Objectives

  • To enhance the availability and timely dissemination of data in order to support policy analysis and decision making of the Government, its development partners and the public.
  • Strengthening the capacity of database management at the National Bureau of Statistics and support the NBS in its role as an executive agency.
  • Build capacity among policy makers in the area of data analysis.

TSED aims to provide the government of Tanzania and its development partners with access to an efficient and well managed socio-economic public database on Tanzania. The project will manage existing data which is currently spread out between different ministries and donors, so as to enhance the timely availability of data and its rapid dissemination.

The database will provide users with a comprehensive set of indicators that will help Government, donors and other interested institutions/people (researchers, consultants and eventually the general public) to monitor and analyse the development situation in Tanzania. The expectation is that it will also facilitate decision making at the policy level, as well as, help to improve the allocation of resources.

TSED will support the National Bureau of Statistics in its roles and objectives as an executive agency. The database will be fully managed and owned by the NBS. In the long run, the external financial support will be phased out by income generating activities. Ownership and successful commercialization of the database will guarantee the sustainability of ongoing and planned activities.

Achievements to date

The TSED initiative was started in 1996 as an internal database in UNDP. It was first programmed in dBase in 1997 and included about 50 indicators in 13 different modules. More stakeholders got involved when UNDP contacted UNICEF to ask if they could provide district level data, UNICEF then discussed the idea with NBS, who in turn suggested to involve all the relevant ministries providing data for the database. From early 1998 the work to get TSED in place really began to take off.

So far the following achievements have been made:

Institutional set-up: A Steering Committee, chaired by NBS, has been established with one or more representatives from 12 different government ministries including the Bureau of Statistics in Zanzibar, 3 semi-government agencies such as TFNC, BOT and the National Environmental Council, nine UN agencies, plus two Bretton Woods Institutions – The World Bank and IMF. The Steering Committee serves as the overall decision making body deciding on overall strategy and policy regarding the modus operandi of the Database. The Committee has met several times within the past two years.

Among the Steering Committee members a smaller Taskforce has been elected to serve as the technical arm responsible for the day to day work of implementing the decisions of the Steering Committee. This Taskforce is coordinated by the NBS and draws on members from the Planning Commission, Vice President’s Office, Ministry of Labour and Youth, Ministry of Agriculture and Cooperatives, Ministry of Education and Culture, Ministry of Health, SIDA, UNICEF and UNDP.

At the beginning of 2001, a Technical Support Group was set up. Softtech a private sector company provides day to day technical backstopping now that TSED is operational in collaboration with NBS. More importantly, the software company will continue to provide capacity building for the IT people in the NBS in the area of the database application software, but also in networks, hardware and operating systems.

Determining the content of database: A total of 330 indicators covering nine sectoral areas and four cross-sectoral areas was identified for the database. This was as a result of a long consultative process with small working groups of relevant stakeholders established for each module. In order to provide an overview of the content of the database a matrix was created which serves as a dictionary to the database. The matrix indicates not only the breakdown of indicators within each module, but for each indicator it also provides information on the relevant level of desegregation (female/male, rural/urban, national/regional/district level), the source(s) of information, how often the data is updated, how far back in time data can be provided (to enable analysis of changes over time), and the definition of the indicator.

Database Programming and customisation: Towards the end of 1999 it was decided to break with the approach of programming an entirely new database in Oracle. The University of Dar es Salaam Computer Centre did an analysis of the programming work done (by a private Consultant), and advised that the quality of the programming work was poor and that reprogramming would take much longer time. The taskforce recommended to opt for customizing an existing software package designed for UNICEF (ChildInfo) by Community Systems Foundation, to suit the needs for TSED. After approval by the steering committee the programming work was done and by May 2000 a first prototype was reviewed and presented to selected stakeholders. After further customization and data uploading the first version, containing 67 indicators, was handed to the Taskforce in September 2000, for testing. This first version makes use of software from the MS office package (Excel, Access), combined with ArcView for mapping and presentation, and can be run on any stand alone computer.

Purchase of hardware: Computer equipment has been purchased and distributed to enable the set up of the database in each participating ministry/agency. The equipment includes: one personal computer with a pentium processor, a modem, a UPS and a LaserJet printer for each of the participating agencies/ministries; equipment for installation of a local area network linking up the database participants to the NBS; and a pentium server based at the NBS. More computers will be purchased for the Phase 2 ministries who have joined the initiative more recently.

Nomination of Focal Points: All the participating Ministries/Institutions nominated 2 Focal Points to be in charge of TSED in their respective organizations. They are responsible for training others and updating the database with current information.

Training: A 3-day training of trainers for database administrators was organised to train two staff members of NBS, one staff member of VPO, two staff members of Softtech and one staff member of the East Africa Statistical Training Centre.

Further training in data input and TSED management for the Focal Points was facilitated by Softtech, a company with substantial experience in Software training. The trainings commenced in January 2001. Additionally on-the-job trainings and orientation is an on-going activity carried out by NBS and Softtech.

A 1-day training for UN Senior Staff on TSED took place in October 2001. The purpose was to familiarize the Staff on how TSED works, as it is the common information and statistical database for the UNDAF process in Tanzania. TSED is based on the use of information technology and can promote and encourage informed, inclusive and democratic dialogue among decision-makers and their target audiences. The UN agencies through UNDAF are exploring and undertaking a variety of cost-saving measures in Tanzania. These include harmonized programme cycles, coordinated programming, monitoring and evaluation, common information and management system. TSED will help identify, through data, where the UN can make a significant and strategic difference for the country and its people, especially for the poorest and most vulnerable people. This will promote stronger and more focused linkages between UN agencies and the Government.

Data management: Issues of data quality and audit arrangements and lines of communication between the ministries for data entry and uploading have been discussed both in the Taskforce and in the Steering committee and the broad outline of the data management arrangements have been agreed upon.

Launch of the database: After reviewing and approval of version one of the database a high level launch was organized in May 2001. The launch was preceded by the development of promotional materials to raise awareness among the stakeholders.

Rollout of TSED to 10 Pilot Districts: TSED was launched in 10 pilot districts in October 2001. The vision behind this initiative was for TSED to be a comprehensive database for storing, processing and analyzing information for proper planning and advocacy at the district level. The need for regular and timely collection, analysis and publication of desegregated social data is evident at all levels in the administrative system as a basis for making informed and sound decisions. The availability and use of data at district level is a crucial key for the District Council to plan and monitor activities. TSED should assist district officials and other stakeholders at village, ward and district level, in knowing the prevailing status of their particular locality. Subsequently, the database can be used as an advocacy tool for mobilizing resources required to improve the observed situation.

Study Tour: The National Bureau of Statistics organized the study tour in collaboration with country Offices of UNDP and UNICEF. 21 participants from 6 countries attended. The purpose of this visit was mainly to learn from the Tanzania experience on how to develop a national socio-economic database. The study tour looked into the process that led to the creation of a common database and to different technical specifications introduced to obtain TSED.

Further steps

Phase II, network and internet: The first version of TSED runs on a stand-alone configuration. Updated versions, with new data, can only be released through centrally updating the database and distribute new CD-Roms to the stakeholders.

Further steps (phase II) include web-enabled configuration and ensuring that all ministries involved are connected to the internet. Community Systems Foundation is already working on similar adaptations in other countries and their experience is valuable for TSED. Preliminary discussions on this issue were held in August 2001, where the current version of TSED was reviewed in details and additional features required agreed upon. Also, the necessary steps for upgrading TSED to an Internet version were discussed at length. This new version has already been designed and the new features incorporated. It is currently going through the final testing and should be ready by end of August.

Training: More trainings will be conducted for users. This is especially useful because the new version will have additional features that old users are not familiar with. The FPs from Phase II Ministries will require extensive training to enable them manage the database in their respective ministries. Additionally, NGOs and other organizations have shown interest for their staff to be trained in the use of the database. Softtech together with NBS will facilitate these trainings.

Thematic Seminars: Workshops will also be organised on a regular basis for data users. It is the intention that these workshops will be organised around certain themes (e.g. poverty) and will build capacity of senior managers and policy makers in data analysis. The first thematic seminar (on Poverty) will take place in September during the Poverty Theme Week. A local research institute (REPOA) will facilitate these thematic workshops.