Keatlaretse Mooketsi (5 Min Read)

The COVID-19 pandemic has had a tremendous impact on the the world economy with serious consequences for communities, individuals, and businesses. The pandemic has also changed how many things are done, including in the area of education and training. After the President of South Africa announced a nationwide lockdown in March 2020, most training providers who were providing face to face education and training, shifted their programmes online. Although online programmes were not new in the country, due to Covid 19 restrictions, the number of online programmes expanded rapidly. As with any program, online programme initiatives must be monitored, evaluated, and be held accountable for results.

The move to online education programmes raises the need to collect monitoring data digitally. This hasn’t been the norm for many programme providers in South Africa, as some were still using paper-based methods to collect data (amongst others, these include paper-based attendance registers, interview questionnaires, and pre-and-post surveys). Collecting paper-based data has several limitations: it can be time-consuming to collect and capture the information electronically and this method also leaves room for error by data capturers (Humans of data, 2021). Other challenges such as retaining records and logistical difficulties can also arise during the process. On the other hand, digital data collection provides opportunities for rapid data analysis, reduced cost due to economies of scale, and flexibility to modify survey tools. The benefits of digital data collection methods as discussed by (Odhiambo, 2013) and (Progressly, 2017) are discussed below.

THE ADVANTAGES OF DIGITAL M&E METHODS

1. DATA QUALITY

One of the most important reasons for collecting data digitally is for data quality purposes. Collecting data digitally doesn’t only reduce the possibility of errors when collecting the data, but it also automates data cleaning. Data can be processed and cleaned, and errors caught and corrected much faster. It also ensures that strict data collection measures are put in place, which is an important aspect to control data quality.

Some of the restrictions that can be enforced include skip patterns. Skip patterns can be automatically included in electronic questionnaires – with a conditional question only appearing based on the response to a previous question. Skip patterns[1] in paper-based questionnaires are reliant on the enumerator`s skills and knowledge of the questionnaire, or the person responding to the questionnaire, which leaves room for error.

Digital surveys also allow for restrictions on entries, by imposing minimum and maximum values, which is particularly important for numeric questions. This too greatly reduces possibilities for errors in data entry.

Surveys and questionnaires normally have different types of questions (e.g., numerical, text and date entries, amongst others). Digital data collection ensures that entries are limited to their type and helps avoid mistakes of getting a text response for a numeric question, for example. Digital data collection also gives the researcher control over whether a question is optional or mandatory.

2.   SPEED AND EFFICIENCY

As mentioned above, using digital data collection can be time saving for a project. It reduces both data collection time and the time required to analyse data. Paper-based surveys can be administratively burdensome, both to the field workers and the programme staff who have to manage the paper forms. Paper-based surveys are difficult to modify once printed, while digital surveys can be easily updated at the press of button.

3. COSTS

When one factors in employing and training people to collect and capture the data for paper-based surveys, it can become costly. Other long-run costs for paper-based surveys include printing questionnaires, buying stationary for data entry, and delivering them to necessary sites. Unlike paper-based data collection methods, there are free digital platforms that can be used for data collection where M&E budgets are limited e.g., Open data kit.

4. DATA STORAGE AND RETRIEVAL

Digital data can easily be stored and retrieved. It also poses less risk for damage (such as from water or fire), although it does require a sound backup system to prevent data loss. Paper-based surveys also use up a lot of storage space, which might not be available in modern offices.

5.   ENVIRONMENTAL CONSERVATION ISSUES

Another benefit of collecting data digitally is that it reduces the impact on the environment. The Department of Environmental Affairs, National Waste Information Baseline Report of 2012 reported that in 2011 South Africa generated 108 million tons of waste and only 57% of paper was recycled in that year; 745,797 tons landed up in a landfill. Using digital platforms prevents unnecessary wastage of paper, although electronics have their own environmental drawbacks.

WHAT NEEDS TO BE IN PLACE TO ADOPT DIGITAL DATA COLLECTION METHODS?

Using technology for data collection helps to reduce costs and eliminate many of the usual challenges that cannot be avoided when using paper-based data collection methods. The COVID-Pandemic has changed the ways in which organisations work; and has created possibilities for us to implement new and more advanced tools and methods. In the education sector, where data collection and analysis are particularly complicated, programme implementers are advised to look into using digital platforms for collecting data, as this is guaranteed to save them both money and time in the long run.

To ensure a swift move from paper-based to digital data collection, will entail some initial set-up costs, to purchase things like hardware and software, and to train personnel on the use of these methods. Anti-hacking measures are also essential to avoid data security breaches on sensitive data. Organisations also need IT support for troubleshooting issues that may arise from using technology for the collection of data. Programme implementers are therefore advised to coordinate closely with M&E and IT personnel in the development of digital training programmes and the associate monitoring tools.

REFERENCES

Odhiambo, F.O.2013. Types of Monitoring in Monitoring and Evaluation (M&E). Retrieved from: https://impact-evaluation.net/2013/07/02/types-of-monitoring-in-monitoring-and-evaluation-me/

Progressly. 2017. The 4 Key Advantages of Digital Data Collection. Retrieved from: https://medium.com/@Progressly/the-4-key-advantages-of-digital-data-collection-c839a89f168d#:~:text=Digital%20data%2C%20on%20the%20other,the%20risk%20of%20data%20leaks

Humans of data. 2021. Paper-Based Surveys. Retrieved from: https://humansofdata.atlan.com/2015/05/choosing-right-tool-data-collection-digital-tools-paper-digital-ivr/#:~:text=Disadvantages%3A,manual%20nature%20of%20the%20process)

The Department of Environmental Affairs. 2012. National Waste Information Baseline Report.