1. Budgeting and fund raising EHES Training Material

2. 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

3. Components of the survey budget 1.Planning and preparing 2.Coordination 3.Training of personnel 4.Dissemination (PR- activities) 5.Piloting 6.Sampling 7.Recruitment of participants 8.Fieldwork of the full- size HES 9.Laboratory analysis and sample storage 10.Data entry and cleaning 11.Quality assurance 12.Analysis and reporting

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

5. Planning and preparing Personnel Project leader Survey coordinator Senior researchers and experts, incl. laboratory experts and experts of legal and ethical issues IT expert Survey statistician Press officer

6. Coordination Personnel 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

7. Training of personnel Personnel Trainers for each measurement included in the survey IT person 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

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

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

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

11. 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

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

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

14. 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

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

16. 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

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

18. 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

19. Example budget: assumptions Sample size 4000 persons Planning and preparation takes 12 months 2 fieldwork teams working simultaneously Composition of the fieldwork team 2 Nurses 1 Laboratory technician

20. Example budget: assumptions Questionnaire self-administered at home before the examination Returned 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

21. Example budget: assumptions Examination takes 30 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

22. Example budget – total costs Total budget 820.000 Personnel costs 63% Equipment costs 7% Other costs 30% Travels and material transfer costs Cost per invited person 205

23. Example budget – costs CategoryCost Planning133.000 Coordination135.000 Training48.000 Dissemination30.000 Piloting (200 persons)13.000 Sampling8.000 Recruitment of participants71.000 Fieldwork of the full-size HES220.000 Laboratory analysis and sample storage32.000 Data entry and cleaning19.000 Quality assurance18.000 Analysis and reporting93.000

24. 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

25. 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 about 3100

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

27. 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 IT support Data manager Coordination team Total addition about 7400

28. 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 IT support Data manager Coordination team Rents of examination sites Total additional cost about 53 000

29. Cost of previous HESs Total cost 1.000.000 - 5.000.000 Cost per invited person 55 - 600 Cost per examined persons 78 - 700 Tolonen et al. Review of health examination surveys in Europe. Available at http://www.ktl.fi/attachments/suomi/julkaisut/julkaisusarja_b/2008/2008b18.pdf

30. Sources of funding in previous national HESs Ministries Health, Public Health, Social affairs Research and Education Agriculture and Nutrition Insurance Institutes Research organization Associations and foundations

31. Excel programme for budgeting http://www.ehes.info/rc/tools/tools.htm

32. Acknowledgements Slides and the Excel program for budgeting Hanna Tolonen