Development of Electronic Data Reporting (EDR) in Statistics Finland

A 2Rami Peltola Design goals Framework for similar systems Multi-language support User authentication / authorisation Data security (collection and production databases) Simple method for transferring data between collection and production databases “Mass er” for all kinds of collection systems

A 3Rami Peltola Three generations Building cost index 2001 sub-annual survey built using Microsoft Windows DNA (Distributed iNternet Application Architecture) 6 EDR solutions both sub-annual and annual surveys VB.NET 4 EDR solutions 2005 sub-annual surveys XCola

Data Provider relations and response rates: Business surveys

A 5Rami Peltola Background Traditionally high response rates in annual and sub-annual business surveys up to over 99% persistent staff Good relations with data providers experienced staff many continuous personal contacts usually long-lasting relationships high level of trust

A 6Rami Peltola Infrastructure and atmosphere for EDR in Finland High level of using the Internet almost every enterprise has access to internet business surveys are typically made for the largest enterprises Positive atmosphere for using internet for transactions with the government respondents are even enthusiastic about using Internet “It’s fun to fill in web forms instead of paper ones!”

A 7Rami Peltola Key issues when implementing EDR -solution Simplifying data collection process Reducing need for human resources Reducing other data collection costs Improving the quality of collected data Decreasing non-response Speeding up the data accumulation Reducing response burden Enabling direct individual feedback for respondents Enabling browsing of previously submitted data Assuring high level data security Timeliness Cost-efficiency Accuracy Data provider relations

A 8Rami Peltola Reducing response burden Using for informing the survey and sending the reminders link to the EDR -solution Questionnaire is “always” available Good designing of the questionnaire not just a copy of the paper form Helpful validity checks reduce the need of additional inquiries Contextual on-line help Option to fill in the questionnaire in separate sessions Support for several languages

A 9Rami Peltola Enabling direct individual feedback for respondents (1) Motivates respondent to use EDR -solution instead a paper form For example enterprise’s own data compared with the data of it’s own industry Respondents have found feedback useful has even led to inquiries for more information

A 10Rami Peltola Enabling direct individual feedback for respondents (2) Monthly sale inquiry:

A 11Rami Peltola Enabling browsing of previously submitted data Respondent have access to all the data it has previously submitted simple short-term (sub-annual) surveys Pre-filling the form with data from previous surveys useful especially in annual surveys helps the respondent to remember how the figures were compiled last year

A 12Rami Peltola Assuring high level data security Data security audit by an outside consult All traffic on the Internet is SSL -encrypted An authentication / authorisation -process is always needed New user IDs and passwords every year User IDs and passwords are initially sent in a letter only one of them can be sent by the other one must always be sent in a letter or given over by telephone Only a certain number of our staff have access to user IDs and passwords (usually two persons per survey)

A 13Rami Peltola Decreasing non-response and speeding up the accumulation of the data Response rates have remained on high level The average response time of monthly surveys has been reduced in the best case by 7-8 days or 30% The number of reminders sent has decreased substantially in the best case by 50% The share of the respondents using EDR -solution has in most cases reached high level sub-annual surveys > 60% (in the best case 85%) annual surveys ~ 30% (in the best case 50%)

A 14Rami Peltola An example: Sale inquiry Change in response media 10/ /2004

A 15Rami Peltola An example: Sale inquiry EDR users of all respondents: after 1. month: 48% after 2. month: 59% after 3. month: 61% after 4. month: 70% Today: > 80%

A 16Rami Peltola An example: Sale inquiry Reminders sent: before EDR: ~ 1000 after 1. month: ~ 800 after 2. month: ~ 700 after 3. month: ~ 600 since 4. month: ~ 500

A 17Rami Peltola An example: Sale inquiry Responses per day 10/2001 (until t+45 days) Due date (accumulation 31%) Reminders (accumulation 76%)

A 18Rami Peltola An example: Sale inquiry Responses per day 10/2002 (until t+45 days) Due date (accumulation 49%) Reminders (accumulation 81%)

A 19Rami Peltola An example: Sale inquiry Responses per day 10/2003 (until t+45 days) Due date (accumulation 68%) Reminders (accumulation 78%)

A 20Rami Peltola An example: Sale inquiry Responses per day 10/2004 (until t+45 days) Due date (accumulation 76%) Reminders (accumulation 86%)

A 21Rami Peltola An example: Sale inquiry Accumulation of data 10/ /2004

Costs and Benefits of EDR solutions: Business surveys

A 23Rami Peltola Costs of EDR The costs of developing web-based applications and running them has dropped by 60-70% during the last three years Average investment cost per new EDR -solution (today) An outside service provider: EUR 5000 In-house solution (XCola): 150 hours of work Maintenance costs of EDR solution per year (today) An outside service provider: EUR 1000 In-house solution (XCola): 50 hours of work

A 24Rami Peltola Development costs: In-house EDR solutions The in-house solutions are already in the third generation phase During the first and second phases the total resource input was about 2.5 person years more or less “learning by doing” includes the development of a secure communication environment includes the implementation of 7 solutions XCola (third generation phase) development took about 1 person year includes the implementation of 4 solutions

A 25Rami Peltola Benefits of EDR to Statistics Finland (1) Four second generation solutions have been in production for more than year 3300 respondents per month and 800 per quarter Average percentage of work saved in the data collection phase is over 40 (2 person years) The amount of ground mail has been reduced by or 65% (0.5 person years) The average response time has been reduced in the best case by 7-8 days or 30% Number of reminders sent has gone down by the half Investment has paid off in about a year

A 26Rami Peltola Benefits of EDR to Statistics Finland (2) The data received are of better quality both annual and sub-annual surveys common estimate is “25% less errors” comprehensive study has not been made As manual handling diminishes, it can be replaced by more rewarding tasks

A 27Rami Peltola Benefits of EDR to respondents Questionnaire is possible to be completed more rapidly Pre-filling helps respondents to remember how they have answered previously Validity checks prevent the sending of erroneous data no additional inquiries Same piece of information needs always to be entered only once Respondents like to use Internet Perceived response burden has gone down

A 28Rami Peltola Effects of the EDR on data collection process Printing the questionnaires  Transferring data to collection database Mailing  informing (mass er) Receiving the questionnaires (mail, fax, )  (Electronic data supply) Validating and entering the data  On-line validations + mass validation Printing and mailing the reminders  reminder (mass er) Phone inquiry  Phone inquiry Non-individual delayed feedback  Individual direct feedback Limited access to previous own data  Previous own data available Manual exclusive treatment  Electronic mass treatment

A 29Rami Peltola Data transfers Data transfers between collection and production databases are handled with an external application Data from collection database is first transferred to the temporary tables in the production database and then synchronized with the actual tables Solution is quite customizable Easy to customize for new collection systems Easy to add new databases

A 30Rami Peltola Mass er An external application to send s to the respondents Modular approach New systems can be added using textual configuration files Reply requests (list of s) can be added by writing sql statements to the configuration files Supports attachments Replaces traditional letters

A 31Rami Peltola An example: Sale inquiry Background Monthly inquiry using paper forms (~2080 enterprises) Data collection process (7-8 persons: ~2.0 working years) Printing and mailing the questionnaires Receiving the questionnaires (mail, fax, ) Validating and entering the data Printing and mailing the reminders Phone inquiry Quarterly non-individual feedback for respondents Previously submitted data preprinted to questionnaires for the last 2 months

A 32Rami Peltola An example: Sale inquiry Purpose To describe the economic situation in different industries Trade: 30 branches Services: 23 branches Construction: 3 branches Manufacturing: 15 branches To respond to EU-legislation The Regulation of the EU concerning short-term statistics (1165/98)

A 33Rami Peltola An example: Sale inquiry / Source data Tax Administration’s register Value added tax -data Delay 2 months in turnover The data accumulates for 6 months Direct data collection (sale inquiry ~2080 companies) The most largest companies from each industry Trade: ~660 companies Services: ~600 companies Construction: ~200 companies Manufacturing: ~620 companies Business Register Basic information about companies: branch of industry, location, contact information etc.

A 34Rami Peltola An example: Sale inquiry End products Monthly indicators (newsletters and Internet releases) Trade: 30 (European sample), 45 (preliminary) and 75 days delay Services: 45 (European sample) and 75 days delay Construction: 75 days delay Manufacturing: 75 days delay Time series Starts mostly from 1995 (trade from 1985)

A 35Rami Peltola Data collection process in sale inquiry before EDR Collecting the sales data concerning March April Due date Printing and mailing the reminders Phone inquiry for non-respondents Printing and mailing the questionnaires Manual data entering May

A 36Rami Peltola Data collection process in sale inquiry today Collecting the sales data concerning March April Transferring data to collection database informing Due date reminders 1. phone inquiry for non- respondents on European sample 2. phone inquiry for non-respondents on European sample Phone inquiry for the rest non-respondents Electronic data transfers

A 37Rami Peltola EDR solution / Sale inquiry

A 38Rami Peltola Change in working hours used in data collection and validation (hours per year)

A 39Rami Peltola Hours used in development and maintenance of EDR solution (sale inquiry) Includes hours used in development of infrastrucre

A 40Rami Peltola Experiences (1) Feedback from respondents has been very positive: Response burden has redused remarkably Enthusiasm of persons involved in data collection Manual data treatment has redused (at least by 50%) Quality of data has improved: On-line validations, additional information if data is not comparable etc.

A 41Rami Peltola Experiences (2) Number of enquires made by respondents concerning EDR solution: First two months: ~100 / month (mainly questions concerning base settings) Since third month: ~30 / month (mainly forgotten passwords)

A 42Rami Peltola Effects of EDR on data quality (ESS quality dimensions) Accuracy Automatic validations Timeliness Mail  E -mail and web Manual data entering  Electronic data transfers Comparability