Budgeting and fund raising

Available at: http://urn.fi/URN:ISBN:978-952-302-700-8 Based on EHES Manual, Part A. Planning and preparation of the survey, 2nd edition (2016) Available at: http://urn.fi/URN:ISBN:978-952-302-700-8 These slides can be used freely, translated and adapted to national use (e.g. concerning national sources of funding).

Purpose of the survey budget Gives an estimate of the amount of money needed to carry out the planned survey Can be used in discussions with the collaborators/stakeholders Cost of additional modules Cost of increased sample size

Components of the survey budget Planning and preparing Coordination Sampling Training of personnel Dissemination (PR-activities) Piloting Recruitment of participants Fieldwork of the full-size HES Laboratory analysis and sample storage Data entry and cleaning Quality assurance Analysis and reporting

Cost categories Personnel costs Equipment and material costs Salaries and per diems Insurances Equipment and material costs Other costs Travel Renting Etc.

Planning and preparing Personnel Project leader Survey coordinator Senior researchers and experts, incl. experts on specific measurements, laboratory experts and experts of legal and ethical issues ICT expert Survey statistician Press officer

Coordination Personnel Equipment and materials Other costs Project leader Survey coordinator Fieldwork supervisor Other costs Coordination office Travel costs Recruitment of fieldwork staff Equipment and materials Computers with internet connection, printers, software licences, scanners Office supplies

Sampling Personnel Equipment and materials Other costs Statistician Data manager Equipment and materials Computers Software licenses Other costs Sample drawing / obtaining the sampling frame(s)

Training of personnel Equipment and materials Personnel Other costs Trainers for each measurement included in the survey ICT support/expert Press officer Statistician Legal and ethical expert Trainees i.e. fieldwork staff Equipment and materials Measurement devices Computers Other costs Premises for the training Travel costs

Dissemination Personnel Other costs Press officer Possibly also graphical designer Other costs Printing of the promotion materials Press conferences TV and radio/social media adds Design of the website Travel costs

Piloting Personnel Equipment and materials Other costs Full fieldwork teams ICT support Laboratory personnel Data manager Statistician Equipment and materials Measurement devices Computers Other costs Printing and mailing invitations, questionnaires etc. Travel costs Transfer of materials Rent of the examination site Evaluation Re-training Updating of computer programs, if needed

Recruitment of participants Personnel Assistant to prepare and mail invitation letters and/or to make the phone calls Contact person to provide more information about the survey Data manager or assistant Equipment and materials Computers Software licenses Other costs Toll-free phone number

Fieldwork Other costs Personnel Equipment and materials Travel costs Transport of materials Rents of the examination sites Storage of the materials on the field Data transfer Phone and internet connections Personnel Full fieldwork teams ICT support Data manager Medical doctor for consultations, if needed Equipment and materials Measurement devices

Laboratory analysis and sample storage Equipment and materials Material for sample handling in the laboratory Reagents Deep freezers (-70oC) Other costs Security system for the deep freezers Personnel Laboratory personnel Data manager Medical doctor for consultation, if needed

Data entry and cleaning Personnel Data manager Data entry personnel if data is keyed in from the paper forms Statistician Equipment and materials Computers Software licenses

Quality assurance Personnel Equipment and materials Other costs Senior researcher/ epidemiologist Data manager Statistician Laboratory personnel Equipment and materials Measurement specific devices Computers Software licenses Other costs Travel costs

Analysis and reporting Personnel Data manager Statistician Researchers Equipment and materials Computers Software licenses Other costs Graphical design of the reports Printing of the reports

Funds vs. survey contents Included: measurements questionnaire modules Sample size Available funds

Adding a new module Additional examination or questionnaire module increases budget by Equipment / questionnaire preparation costs Personnel cost and examination site rents through increased examination time per participant Training and piloting costs Data management and handling costs Quality control costs Data analysis and reporting costs

Example budget: assumptions Sample size 4000 persons Examination takes 45 minutes Fieldwork team works 7 hours per day Can examine 3 participants per hour Scheduling 20 participants per day Staying 5 days (one week) in one location per team Total of 100 participants per location Total of 40 locations

Example budget: assumptions Mailed or web-questionnaire self-administered at home before the examination Returned (checked) at the examination Flow of the examination Nurse 1: Reception, checking of the questionnaire and obtaining informed consent Nurse 2: Blood pressure measurement and anthropometric measurements Laboratory technician: Blood sample drawing and handling

Example budget: assumptions Planning and preparation takes 12 months, required personnel (total: 68,000.00€) ICT expert: 2 fte (full-time-equivalent=fte) Statistician: 2 fte Researchers/advisers: 4.5 fte Laboratory experts: 1 fte PR person: 0.6 fte 2 fieldwork teams working simultaneously Composition of the fieldwork team (salary 3,000€/person) 2 Nurses 1 Laboratory technician

Example budget – total costs Total budget 800.000€ Personnel costs 63% Equipment costs 7% Other costs 30% Travels and material transfer costs Cost per invited person 200 €

Example budget – costs Category Cost Planning 68,000.00 € Coordination Sampling 3,000.00 € Training 53,000.00 € Promotion and dissemination 30,000.00 € Piloting (200 persons) 20,000.00 € Recruitment of participants 92,000.00 € Fieldwork of the full-size HES 300,000.00 € Laboratory analysis and sample storage 32,000.00 € Data entry and cleaning 19,000.00 € Quality assurance 21,000,00 € Analysis and reporting 94,000.00 €

Cost of adding one examination module Assumptions Can be performed by same nurses as the core measurements Training of the nurses to perform the added measurement correctly takes one day Added measurement takes about 5 minutes per participant

Cost of adding one examination module Additional costs for planning: Preparation and documentation of the protocol (at least one week full time job for researcher) Preparation and coding of the data item definitions (together with following, at least one week full time job for data manager) Preparation of the measurement recording form (paper or electronic) the feedback to the participants Total addition for preparation costs 3100 €

Cost of adding one examination module Additional costs for training: Equipment for two teams One extra day salaries of the fieldwork team members One extra day salaries of the trainer One extra day of the room rent for training place Total addition for training costs about 7000 €

Cost of adding a examination module Additional costs for piloting: 200 participants, 5 minutes additional per participant, total of additional days (1.5 days per team) Salaries of Fieldwork team ICT support Data manager Coordination team Total addition for pilot costs about 7400 €

Cost of adding one examination module Additional costs for fieldwork: 4000 persons, 5 minutes additional time each, total of 48 additional examination days (24 days per team) Salaries of the fieldwork team ICT support Data manager Coordination team Rents of examination sites Total addition for fieldwork cost about 53 000 €

Sources of funding in previous national HESs Common sources of funding: Ministries, mainly Ministry of Health and Ministry of Research National Public Health Institutes Social and other insurance institutes/organizations Research foundations/institutes/organizations Associations/Foundations

Excel programme for budgeting Available at http://www.ehes.info/rc/tools/time_cost.xls

Acknowledgements Slides and the Excel program for budgeting: Hanna Tolonen Experiences and feedback from the EHES network have been utilized in the preparation of these slides Funding: Preparation of the slides is part of the activities of the EHES Coordinating Centre which has received funding from the EC/DG SANTÉ in 2009-2012 through SANCO/2008/C2/02-SI2.538318 EHES and Grand Agreement number 2009-23-01, and in 2015-2017 through Grand Agreement number 664691/BRIDGE Health

Disclaimer The views expressed here are those of the authors and they do not represent the Commission’s official position.