Chapter 6 | Phase 2: During Data Collection

A. Preparing for Daily Activities

During data collection on the field, you will need to keep track of (1) what you have to do and (2) what materials you need. By the end of this section, you will be able to produce an organized Daily Itinerary and Daily What-To-Bring List to guide you in the aforementioned tasks.

Step 2.1: Creating a Daily Itinerary

A Daily Itinerary will help remind you of all tasks you need to accomplish for the day, especially if you have multiple tasks to do and locations to visit. You can create a daily itinerary using the template below (Table 6.1):

Creating a Daily Itinerary Step-by-Step

1. Refer to your Route Planning sheet and input your Date of data collection, Tasks to Perform for that day, Area of the tasks, and Personnels who will be present in the data collection.

2. Based on the tasks for that date, plan out your itinerary. You can break down the itinerary into subtasks you need to do. When planning your itinerary and subtasks, make sure to include the following:

   1. Call time

   2. Start-of-day preparations: attendance; documents, materials and equipment check; team briefing; review of day's objectives and locations; weather check; etc.

   3. Travel time to area/locations

   4. Rest breaks

   5. Buffer time for unexpected delays or rescheduling

   6. Team check-ins to review collected data and prepare for the next task

   7. End-of-day procedures: documents, materials and equipment check, data storage and backup, team debriefing, plan for next day

3. Per itinerary, input its respective time, duration and location.

4. Adjust the time schedule of each itinerary as needed, making sure that the time schedule is feasible and realistic.

5. Add emergency contacts at the end of the itinerary.

Step 2.2: Preparing a Daily What-to-Bring List

A Daily What-to-Bring List will help you in packing for your data collection day, especially if you have multiple documents, materials and equipment to bring. You can create a list using the template below (Table 6.2):

Remember to adjust this list based on specific data collection requirements, duration of field work, and any site-specific regulations. 

How to identify and navigate potential challenges?

When you are on the field, you can encounter a multitude of practical issues that may interfere with your data collection. Remember to think of and be prepared for potential practical challenges you might encounter during your data collection. Below are examples of these that you may face and how to address them (Table 6.3):

B. Engaging and Recruiting Participants

Upon securing the requisite approvals from relevant authorities and finalizing preparations, you can now initiate the recruitment process. This critical phase involves implementing strategic recruitment methods, engaging potential participants, and obtaining informed consent, all while strictly adhering to ethical standards. 

Step 2.3: Implementing Appropriate Recruitment Methods and Strategies

The most effective recruitment method for your study will depend on the specific needs and characteristics of your target population. In many cases, a combination of face-to-face and remote recruitment can be most effective. This allows you to leverage the strengths of both methods while mitigating their respective weaknesses. For example:

1. Initial contact made remotely, followed by in-person meetings for those interested.

2. Face-to-face recruitment for key informants or hard-to-reach populations, supplemented by remote methods for broader participation.

3. Use of digital tools to enhance face-to-face recruitment (e.g., tablet-based consent forms).

Participant recruitment for monitoring and evaluation can be conducted through face-to-face or remote approaches, each with distinct characteristics, advantages, and challenges. The choice of method depends on various factors and can significantly impact the success of your study (Table 6.4).

By carefully considering these factors and tailoring your approach, you can develop a recruitment strategy that maximizes participation, while maintaining ethical standards and data quality in your monitoring and evaluation efforts.

Step 2.4: Approaching Potential Participants

The initial encounter between you and potential participants is crucial for establishing trust and encouraging participation. To facilitate this process, it is essential to have a well-structured approach and maintain a high level of professionalism. Here are some key strategies to consider:

1. Clear and Concise Communication: Prepare a brief and informative introduction that clearly explains the purpose of the M&E, the potential benefits to participants, and the estimated time commitment required.

2. Emphasize Voluntary Participation: Clearly state that participation is entirely voluntary and that participants have the right to decline without any negative consequences.

3. Address Concerns: Be prepared to address any questions or concerns participants may have about the M&E, ensuring that they feel informed and comfortable.

4. Maintain Confidentiality: Reiterate the commitment to protecting participant privacy and confidentiality throughout the M&E process.

5. Tailor Your Approach: Adapt your approach to the specific needs and preferences of the target population. Consider factors such as cultural differences, language barriers, and literacy levels. 

Frequently Asked Questions (FAQs) While Approaching Potential Participants

Once initial contact has been made and a potential participant expresses interest, it is essential to provide detailed information about the study and address any questions or concerns they may have. Here are some common questions you may encounter and potential responses (Table 6.6):

Step 2.5. Obtaining Informed Consent and Upholding Ethical Standards

Once a potential participant expresses interest, present them with the Informed Consent Form (ICF) (see Appendix B). This document provides detailed information about the study, including its purpose, procedures, risks, and benefits.

Throughout the data collection process, it is essential to adhere to ethical principles, including informed consent, confidentiality, privacy, beneficence, and non-maleficence. Kindly refer to Chapter 8 (Ethical Considerations) for a more in-depth discussion of these principles and how to apply them in data collection and management.

C. Gathering Data through Various Data Collection Methods and Tools

A multifaceted approach to data collection is essential for the assessment of the M&E Framework's indicators. By strategically combining various methods, we can gather rich and diverse data that accurately reflect the complex landscape of medicine access in the Philippines. 

Surveys gather quantitative and qualitative data through structured questions, while Key Informant Interviews (KII) and Focus Group Discussions (FGD) provide in-depth insights from individuals with specialized knowledge or unique perspectives. In addition, Document Analysis (DA) examines various documents to extract relevant information related to the specific indicators. By combining these methods, a comprehensive understanding of the factors influencing medicine access can be achieved, supporting informed decision-making and policy development. This section will delve deeper into these methods and the appropriate techniques to maximize data collection. 

Step 2.6.1: Administering Surveys

What are surveys?

Surveys are structured questionnaires used to collect data from a target population. They consist of a series of questions designed to gather information on specific topics. Within the M&E framework, surveys will be employed to collect data on indicators that require specific responses, which are mostly quantitative in nature.

What tools will be used to administer the survey?

For every data collection site, there will be one survey questionnaire; hence, 6 forms in total. You will also find assessment questions for Document Analysis in the same form. You may access these forms through Table 6.7 or Appendix D.

1. Google Forms: The Google Workspace platform is our primary tool for collecting survey responses. As a data collector, you will be using electronic Google Forms to gather data from data sources (e.g., patients, physicians, pharmacists, etc.). Responses will be automatically recorded in a Google Sheet for easy access and analysis.

2. Jotform: Jotform is a contingency data collection tool designed for areas with limited or no internet access. It contains the same set of questions as the Google Forms and should only be used when Google Forms are unavailable.

Filling out Jotform is similar to filling out Google Forms. Refer to Table 6.9 for a comparison of their features.

Administering the Survey Step-by-Step 

The survey and document analysis questions have been integrated into a single form for each data collection site. All questions are organized according to the indicator they intend to measure. Refer to Table 6.10 for a step-by-step guide on administering these combined forms.

Frequently Asked Questions (FAQs) While Administering the Survey 

You may encounter challenges and questions on the field. Table 6.11 details potential questions and responses.

How to navigate potential challenges?

While conducting fieldwork, you may encounter various challenges that can impact data collection. Table 6.12 provides a list of potential challenges and practical strategies to address them effectively.

What are important skills for administering surveys? 

While surveys are relatively easy to administer, effective data collection requires specific skills and knowledge.

Step 2.6.2: Conducting Document Analysis

What is document analysis? 

Document Analysis involves systematically reviewing and interpreting existing records or reports to gather information relevant to the monitoring and evaluation of interventions. This can include the following types of documents:

1. Policies and Procedures: Documents outlining the guidelines, protocols, and standards related to the interventions.

2. Contracts and Agreements: Legal documents governing the implementation of interventions, such as agreements with partners or contractors.

3. Training Reports: Records of training sessions and workshops conducted relevant to the interventions.

4. Implementation Reports: Progress reports on the implementation of interventions, including activities, outcomes, and challenges.

5. Research Proposals and Protocols: Detailed plans for research studies or evaluations related to the interventions.

6. Inventory Records: Data on the availability and distribution of resources and supplies related to the interventions.

7. Communication Records: Correspondence, meeting minutes, or other documents related to communication and coordination efforts.

8. Other Relevant Materials: Any additional documents that may provide valuable insights into the interventions.

What tools will be used to conduct the document analysis?

Document analysis and survey questions have been integrated into a single form for each site, with six sites in total. The same set of tools will apply, such as Google Forms and Jotform. You may refer to Step 2.6.1: Administering Surveys for further information. However, in addition to the forms, you will need to download the CamScanner app to facilitate document scanning and annotation. You may use the following links to download the app:

1. CamScanner For Android: https://bit.ly/ToT-CamScanner-Android 

2. CamScanner For iOS: https://bit.ly/ToT-CamScanner-iOS 

Conducting a Document Analysis Step-by-Step

The process for administering surveys and conducting document analysis is similar (Table 6.10). Because the forms will be interviewer-administered, you will be completing the forms on the behalf of other participants. The specific documents you will need to obtain, review, and upload are discussed in detail within every form; this will depend on the indicators you will be measuring and the assessment questions required. 

However, in addition to the standard steps for administering the forms, you will also need to scan, annotate, and upload supporting documents that correspond to the assessment questions. You will be scanning and annotating documents through the CamScanner app, while file uploads will be performed through Google Drive and Google Forms (if online) or Jotform (if online). Figure 6.2 provides a visual breakdown of this process.

Frequently Asked Questions (FAQs) While Conducting a Document Analysis

Participants may be unfamiliar with the concept of document analysis and the use of scanning and annotation tools. As the data collector, you will be performing this process with their support. Table 6.14  details FAQs to guide your data collection.

What are important skills for conducting document analysis?

Effective document analysis requires a combination of skills and knowledge. Table 6.15 provides a detailed overview of the essential skills and corresponding strategies for conducting successful document analysis.

How to navigate potential challenges?

When conducting document analysis, you may encounter various challenges, such as limited access to resources, difficulties in interpreting the content of documents, and more. To ensure comprehensive data collection, Table 6.16 outlines potential challenges you may encounter and how to navigate them.

Step 2.6.3: Facilitating Key Informant Interviews (KII) and Focus Group Discussions (FGD) 

What are KIIs and FGDs? 

Key Informant Interviews (KIIs) and Focus Group Discussions (FGDs) are valuable qualitative research methods used to gather in-depth information from individuals with specialized knowledge or experience. KIIs involve one-on-one interviews with key informants, while FGDs involve group discussions facilitated by a moderator. Both methods can provide rich insights into diverse perspectives and experiences, offering valuable data for monitoring and evaluation efforts.

Where to facilitate the KII and FGD?

You have two options for conducting KIIs and FGDs: online or in-person (onsite). Refer to Table 6.17 for a detailed list of tools and activities required for both online and in-person KIIs and FGDs. 

Online and in-person KIIs and FGDs have distinct advantages and disadvantages, particularly in terms of scheduling, transcription, recording, and participant engagement. Refer to Table 6.18 for a detailed comparison. 

What tools will be used to facilitate the KII and FGD?

The following data collection tools will be used to facilitate, record, and transcribe KIIs and FGDs (Table 6.19): 

You may use the following links to download the necessary applications on your device:

1. Google Calendar for Android: https://bit.ly/ToT-GCal-Android 

2. Google Calendar for iOS: https://bit.ly/ToT-GCal-iOS 

3. Google Meet for Android: https://bit.ly/ToT-GMeet-Android 

4. Google Meet for iOS: https://bit.ly/ToT-GMeet-iOS 

5. Live Transcribe for Android: https://bit.ly/ToT-LiveTranscribe  

6. Aiko for iOS: https://bit.ly/ToT-Aiko-iOS  

Facilitating a KII or FGD Step-by-Step

Frequently Asked Questions (FAQs) While Facilitating a KII/FGD

Participants may ask you questions while you facilitate the interviews and discussions. To anticipate these and prepare your responses, you may refer to Table 6.21 for guidance.

How to navigate potential challenges? 

When conducting interviews and discussions, you may encounter various challenges that can impact the quality and reliability of the data collected. Understanding these potential challenges and having contingency plans in place can help ensure the success of your data collection efforts. Table 6.22 details common challenges you may encounter and provides practical strategies to mitigate them.

What are important skills for facilitating KIIs and FGDs?

As a data collector, your ability to establish rapport, ask insightful questions, and accurately record responses will be crucial for conducting effective interviews and discussions. Table 6.23 details the skills you will need to succeed in this task.

Step 2.7: Taking Effective Field Notes

What are field notes?

Field notes are comprehensive records of observations, reflections, and insights documented during fieldwork. They capture real-time experiences, detailed descriptions of settings, participant behaviors, direct quotes, and contextual information that might not be fully captured through other data collection methods like surveys or interviews. Field notes serve as a bridge between the raw data collected and the nuanced realities of the field, offering a deeper understanding of the study context.

What is the purpose of field notes?

Field notes are essential for several reasons:

1. Document Observations: They provide a detailed, chronological account of events, interactions, and behaviors observed during data collection, enriching the study's narrative with firsthand details.

2. Capture Context: Field notes help contextualize data, documenting cultural nuances, environmental conditions, and unforeseen events that could influence the findings. This contextual layer is critical for interpreting data accurately.

3. Support Data Analysis: Field notes can enhance quantitative data by adding a qualitative dimension, offering explanations or interpretations that survey responses or numerical data alone cannot provide. They can identify patterns, contradictions, or notable points that inform the overall analysis.

How to take field notes?

To ensure consistency and reliability, follow these steps when taking field notes:

1. Use a Standard Template: Utilize the Field Notes template (see Appendix F) to document your observations systematically. This template will guide you in capturing essential details like date, time, location, participants, and the nature of interactions or events.

2. Be Detailed but Concise: Focus on recording key observations, direct quotes, and significant occurrences. Be specific about what you see, hear, and experience. Avoid overloading the notes with unnecessary details that do not contribute to the study's objectives.

3. Review and Edit Soon After Collection: As soon as feasible, review and expand your notes to fill in gaps and clarify ambiguities. This step helps ensure that your observations remain fresh and accurately captured, reducing the risk of memory bias.

Use these prompts to guide your observations and complete your field notes (Table 6.24).

D. Maintaining Participant Engagement and Retention

Step 2.8: Sending Follow-ups and Reminders

Maintaining participant engagement throughout the M&E process is critical for ensuring data quality and ultimately, the success of the evaluation. Follow-ups and reminders play a crucial role in keeping participants involved and committed to the entire process. 

While it is crucial to keep participants engaged throughout the research process, it is equally important to strike a delicate balance. You must avoid overwhelming or pressuring participants to the point where their informed consent and willingness to participate is compromised. Ensure that all reminders, follow-ups, and other communications are polite, professional, and free from coercion. The tone should be one of appreciation, not obligation.

Step 2.9: Providing Thank-Yous and Feedback

Expressing gratitude to participants is essential for maintaining their interest and fostering a positive relationship. By showing appreciation, you can encourage continued participation and build goodwill for future endeavors. Here are some effective ways to thank your participants:

1. Send Personal Thank-You Messages: Craft individualized thank-you messages to each participant, addressing them by name.

2. Acknowledge Participant Milestones: Recognize and celebrate key milestones in the participant's involvement, such as the completion of a survey or interview.