Data Standards

Guidelines for consistent and high-quality data collection across all wards

Navigation

Data Standards Overview

Purpose

These data standards establish uniform specifications for collecting, recording, and reporting ward-level data across all administrative levels. Consistent application of these standards ensures:

  • Reliable and comparable data across wards and districts
  • Efficient data aggregation at higher administrative levels
  • Improved data quality and reduced errors
  • Compatibility with national statistical systems

Applicability

These standards apply to all users of the Ward Profiling System, including:

  • Ward Recorders
  • LLG Administrators
  • District Managers
  • Provincial Planners
  • System Administrators
  • Data Analysts

Documentation

Full Standards Document

Complete reference document containing all data standards and technical specifications.

Version 3.2, updated 15 May 2024
Quick Reference Guide

Condensed version highlighting key standards and common requirements.

Version 2.1, updated 1 June 2024

Data Definitions

Core Data Elements

Standardized definitions for all core data elements collected through the Ward Profiling System:

Data Element Definition Format Required
Population Count Total number of individuals residing in the ward Integer Mandatory
Household Size Average number of persons per household Decimal (1 decimal place) Mandatory
Water Source Primary drinking water source for the majority of households Categorical (dropdown) Mandatory
School Attendance Percentage of school-age children attending formal education Decimal (2 decimal places) Recommended
Health Facility Distance Travel time in minutes to nearest health facility Integer Optional

Classification Systems

Standard classification systems used throughout the Ward Profiling System:

Water Source Codes

Standardized classification of water sources for consistent reporting.

Health Facility Types

Classification system for health facilities and services.

Data Collection Standards

Collection Frequency

Data Category Ward Level LLG Level District Level
Population Data Quarterly Semi-Annual Annual
Health Indicators Monthly Quarterly Quarterly
Education Data Termly Annual Annual
Infrastructure Annual Annual Annual

Measurement Protocols

Standard procedures for measuring key indicators:

Population counts must be conducted through:

  • House-to-house enumeration for urban wards
  • Cluster sampling for rural wards with verification from local leaders
  • Use of approved household registration forms
  • Double-entry verification for all counts

Health facility data must be collected through:

  • Direct observation by trained recorders
  • Verification against facility logbooks
  • Standardized assessment forms
  • Photographic evidence where required

Data Quality Guidelines

Quality Dimensions

Accuracy

Data must reflect true values with minimal error margins:

  • ±2% for population counts
  • ±5% for infrastructure data
  • ±1% for financial data
Timeliness

Data must be submitted within specified deadlines:

  • Monthly data by 5th of following month
  • Quarterly data by 15th of next quarter
  • Annual data by 31st January
Completeness

All required fields must be completed:

  • 100% for mandatory fields
  • ≥90% for recommended fields
  • Documented reasons for missing data

Validation Rules

System-enforced validation rules for data entry:

Field Validation Rule Error Message
Population ≥ 0 AND ≤ 10,000 Population must be between 0 and 10,000
Birth Rate ≥ 0 AND ≤ 100 Birth rate must be between 0 and 100
School Enrollment ≥ 0 AND ≤ 100 Enrollment must be between 0% and 100%

Templates & Tools

Data Collection Templates

Population Survey

Standard template for conducting ward population surveys.

Housing Census

Template for recording housing and household characteristics.

Health Facility

Form for assessing health facility availability and services.

Data Quality Tools

Data Validator

Tool to check your data files against quality standards before submission.

Quality Dashboard

Template for tracking and visualizing your data quality metrics.

Compliance Monitoring

Compliance Requirements

All data submissions must meet the following compliance standards:

  • Use of approved data collection templates Mandatory
  • Adherence to specified data formats and codes Mandatory
  • Submission within designated timeframes Mandatory
  • Documentation of data collection methodology Recommended
  • Inclusion of data quality statement Recommended

Compliance Reporting

Your current compliance status:

Format Compliance
92%
Timeliness Compliance
78%
Quality Compliance
88%
Completeness Compliance
65%

Compliance Calendar

Upcoming compliance deadlines:

Reporting Period Data Type Deadline Status
Q2 2024 Population Update 15 July 2024 Pending
June 2024 Health Indicators 5 July 2024 Completed
Annual 2024 Education Data 31 January 2025 Upcoming