DATA QUALITY ASSESSMENTS (DQA)

I. Introduction

Given the volume of data and information that will be captured in the field, it is important to have a
mechanism that will allow the program to assess the quality of its data and its overall data management
and reporting system. Making it possible for the management to provide and disseminate correct data
to its stakeholders.

Data quality assessment (DQA) is a process of evaluating data to determine if they meet the objectives
of the program, and thus are of the right type, quality, and quantity to support their intended use.
Results of DQA will determine the accuracy, consistency, completeness, relevancy, accessibility and
currency of the data.

Table 1. Data Quality Dimensions

Dimensions Definition
1. Accuracy A measure of the correctness of data, accurate data should represent
what was intended or defined by the original source of the data.
2. Consistency Data are consistent when the value of any given data element is the
same across applications and systems.
3. Completeness The extent to which the expected attributes of data are provided; all
required data elements are captured in the database system.
4. Relevancy The extent to which data are applicable and useful for the task at hand.
5. Accessibility Accessibility is the extent to which data are available or easily
retrievable.
6. Timeliness The degree to which data are current and available for use as specified
and in the time frame in which they are expected.

The quality of data is highly dependent on the underlying data management and reporting systems. In
order to produce quality data, functional components need to be in place at all levels; from the data
collection and encoding at the barangay and municipal levels to data checking, review and processing at
the sub-regional, regional and national levels. The DQA tools are designed to (i) validate the quality of
data collected; (ii) assess the system that produces the data and (iii) develop strategic actions to
improve the data and the system.

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 QUALITY DATA
(Accurate, Consistent,
Complete, Relevant,
Accessible and Timely)

NATIONAL FUNCTIONAL COMPONENTS

DATA MANAGEMENT AND

OF DATA MANAGEMENT TO
REPORTING LEVELS

REGIONAL ENSURE DATA QUALITY

• M&E Structure,
Competencies and
SUB-REGIONAL Functions
• Capacity Building
• Data Requirements
MUNICIPAL • Data Collection, Reporting
Forms and Guides
• Data Management Systems
BARANGAY/COMMUNITY
and Processes

Figure 1. DQA Conceptual Framework

II. Overall Objective

In general, the conduct of DQA aims to validate the quality of reported data from the field. Specifically, it
aims to:

 Ensure that the information and data used in reporting program performance reflects the
reality in the field and it is accurate, consistent, complete, relevant, accessible and timely;
 Evaluate the capacity of the KC-NCDDP database system to capture, manage, process, and
report quality data; and
 Develop and implement measures to strengthen data collection and management at all
levels.

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III. DQA Components

The DQA tool is composed of three components: (i) compliance to data encoding and submission
standards; (ii) data verification; and (iii) system assessments.

COMPONENT 1: Compliance to Data Encoding and Submission Standards

With the new information system of KC-NCDDP, providing timely and complete data to
management, partners and other stakeholders is one of its objectives to facilitate better and
informed decision-making. This component deals with the completeness and timeliness of
submission of data from the municipal/barangay up to the national level. Reporting requirements
and standards are set and provided to all levels. The Municipal, Sub-Regional and Regional teams
will be evaluated on the level of their compliance to these standards.

COMPONENT 2: Data Verification

Different forms, templates and documents are used, completed and collected by ACTs and other
program staff to capture and document KC-NCDDP activities in the barangays and municipalities.
Given the volume of data and information being collected, the management still gives high regard
and importance to quality and providing accurate and consistent data to its stakeholders. Data
verification will look into the accuracy and consistency of data from the source document, cross-
checking the reported information with the paper-based forms, templates and other post
documentations. It will identify, track and resolve inconsistencies and errors in the database.

COMPONENT 3: System Assessment

The Program Information Management System of KC-NCDDP provides the overall procedures in
collecting, processing, and managing data. As mentioned earlier, quality data is highly dependent
on the systems in place. Strong system should produce better quality of data. The assessment will
look into the functionality and effectiveness of the following:

 Competencies of M&E officers and other staff involved in data collection and
management
 Capacity building and technical assistance
 Data collection, processing and management
• Use of paper-based forms and templates
• Encoding and submission
• Internal quality control
• Data utilization and reporting
• Storage and retrieval

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 Moreover, the objective of this assessment is to help the management understand the underlying
limitations and problems encountered during data collection, processing and management,
determine possible area or source of data errors, identify measures to improve the capabilities of
staff involved in the process and strengthen data management at all levels.

IV. DQA Tools

Indicated in the table below are the tools to be used by the National, Regional, and Sub-Regional
M&E Officers in conducting DQA.

LEVELS/ TOOLS FREQUENCY/

COMPONENTS SCHEDULE
NATIONAL
Component 1  Automated queries/reports which  The reports are to be generated
will be part of the web application monthly and provided to Island
(database) at the National Level Cluster Teams as basis for
technical assistance.
 The query/report will show the
status of submission of the ACT,  Regional status of submission will
Sub-Regional and Regional Teams also be presented during Program
Review and Evaluation Workshop
(PREW).

Component 2  Documents Review and Spot  National M&E Officers to visit two
Checks (2) municipalities per region in the
• Conducted at the municipal span of 1 year.
level, documents review and
spot checks is the process of
validating data entries with
the paper-based forms,
templates and other
documents.
• A minimum of three (3)
barangays and databases are
to be reviewed and checked
per visit.

 Inventory of Form
• The objective of doing
inventory is to check whether
all required paper-based
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 LEVELS/ TOOLS FREQUENCY/
COMPONENTS SCHEDULE
forms are properly
accomplished and existing
during municipal visit. The
forms checklist contains all
the paper-based forms and
documents required by
NPMO (Annex 1).
• The accomplished checklist
will be attached to the Post-
DQA Feedback Report.

 Results of the documents review

and spot checks will be reported
to the region following the Post-
DQA Form 1 (Annex 2).

 Actions taken will be reported

back to NPMO following the Post-
DQA Form 2 (Annex 3), 15 days
after the official notice is reported
to the region.

Component 3  Focus Group Discussion with  Same as above.

A/MCTs and Municipal Database
Encoders. See Annex 4 for the FGD
guide.

 Results/highlights of the FGD will

be attached to the Post DQA
Feedback Report.

REGIONAL
Component 1  Ready-made queries/reports  Municipal and Sub-Regional status
which will be part of the web of submission are to be presented
application (database) at the during regular assessment
Regional Level. meetings and regional PREW.

 The query/report will show the

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 LEVELS/ TOOLS FREQUENCY/
COMPONENTS SCHEDULE
status of submission of the ACT
and Sub-Regional teams.

Component 2  Documents Review and Spot  For Regions with 0-1 SRPMT
Checks (see detailed discussion • To be conducted once per
above) cycle in all municipalities
covered by the region
 Inventory of Form (see detailed
discussion above)  For Regions with 2 or more SRPMT
• To be conducted monthly in 1
 Results of the documents review municipality per SRPMT
and spot checks will be reported
to the sub-region following the
Post-DQA Form 1.

 Actions taken will be reported

back to the region following the
Post-DQA Form 2, 15 days after
the official notice is reported to
the sub-region.

Component 3  Focus Group Discussion with  Same as above

A/MCTs and Municipal Database
Encoders

 Results/highlights of the FGD will

be attached to the Post DQA
Feedback Report.

SUB-REGIONAL
Component 1  Ready-made queries/reports  Municipal status of submission to
which will be part of the web be presented during regular
application (database) at the Sub- assessment meetings at sub-
Regional Level. regional level.

 The query/report will show the

status of submission of the ACT.

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 LEVELS/ TOOLS FREQUENCY/
COMPONENTS SCHEDULE
Component 2  Documents Review and Spot  To be conducted twice per cycle
Checks (see detailed discussion for all municipalities covered
above) • 1st DQA: Social Preparation –
Community Planning Stage
 Inventory of Form (see detailed • 2nd DQA: Sub-Project
discussion above) Implementation Stage

 Results of the documents review

and spot checks will be provided
to the ACT following the Post-DQA
Form 1.

 Actions taken will be reported

back to the sub-region following
the Post-DQA Form 2, 15 days
after the official notice is reported
to the ACT.

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Annex 1

DQA Forms Checklist of KC Municipal/Community Forms and Documents per M&E Database

1. Barangay Profile Database

____Barangay Profile Form

2. Barangay Assembly (BA) Database

____ Barangay/Community Activity Minutes Form
____ Barangay/Community Assembly Attendance Sheet
____ Barangay/Community Assembly Household Participation

3. Community Volunteers Database

____ Community Volunteer Profile

4. Municipal/Community Trainings Database

____ Barangay/Community Activity Minutes Form
____ Barangay/Community Training/Meeting Attendance Sheet
____ Municipal Activity Minutes Form
____ Municipal Activity Attendance Sheet

5. Participatory Situation Analysis (PSA) Database

____ Barangay/Community Activity Minutes Form
____ Barangay/Community Training/Meeting Attendance Sheet
____ Copy of Barangay Action Plan/Local Poverty Reduction Action Plan
____ Copy of Barangay Local Government Unit Resolution

6. Municipal Inter-Barangay Forum (MIBF)Database

____ Municipal Activity Minutes Form
____ Municipal Activity Attendance Sheet
____ Copy of MIBF Resolution

7. Grievance Redress System Database

____ GRS Monitoring Intake Form
____ GRS Installation Checklist
____ Barangay/Community Activity Minutes Form
____ Municipal Activity Minutes Form

8. Completed Sub-Project Database

____ Sub-Project Completion Report (SPCR)
____ Final Inspection Report

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 ____ Certificate of Completion and Acceptance
____ Community Finance Form Annex 11 (SP Fund Utilization Report)

____ Sustainability Evaluation Tool (conducted 6 months after SP completion)

____ Employment Record Sheet

9. Municipal Local Counterpart Contribution (MLCC) Database

____ Community Finance Form Annex 8

10. LGU Engagement Database

____ MDC Expansion Checklist
____ PTA Integration Plan Checklist
____ MLGU Technical Assistance Checklist
____ Oversight and Coordinating Committees Checklist

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Annex 2

Post-DQA Form 1: Data Quality Feedback Report Form

Date of Conduct:
Region:
Municipality:
Barangays:

Database and Paper-based Forms and Attachments Assessed:

1.
2.
3.

Findings per Database/Paper-based Forms Recommendation

Prepared by: Date of Submission:

______________________________ ______________________________

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Annex 3

Post-DQA Form 2: DQA Action Report Form

Region:
Municipality:
Barangays:

Database and Paper-based Forms and Attachments Assessed:

1.
2.
3.

Findings Actions Taken Status Date Resolved

(whether resolved or not)

Prepared by: Date of Submission:

______________________________ ______________________________

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Annex 4

Focus Group Discussion (FGD) Guide

1. Competencies of program staff involved in data collection and management

 What are your specific roles and responsibilities in data collection and management?
 What are the facilitating and hindering factors that affect your work performance?
 How were you able to address issues and problems affecting your work performance?

2. Capacity building and technical assistance

 What are the trainings provided to the team in connection to data collection and
management?
 Are these trainings sufficient for the team to effectively and efficiently perform its
tasks? If not, what specific training do you need?
 Are there technical assistance provided by the sub-region and regional levels? What is
the frequency of TA provision?

3. Data collection, processing and management

 Use of paper-based forms and templates
• Are there problems encountered in using the form?
• What are these problems? Were these problems resolved? If yes, how?

 Data Encoding
• What is the data encoding process in the municipality?
• During software use, are there problems experienced during data entry? What
are these problems? How are these problems resolved?
• Are the data encoded from the paper-based forms complete?
• Are there procedures dealing with missing data? What are these?

 Internal Quality Control

• Are there procedures to ensure that data are free of significant error and that
bias is not introduced? Are there procedures for data checking? Cite them.

 Data Submission
• What are the existing modes for data submission?
• Are there problems encountered during data transmission? What are these?
• Is there an existing schedule/timelines given to ACTs for the submission of data?
• Are there delays in the submission of data/reports? What are the common
factors that contribute to delayed submission?

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 Data utilization and reporting
• Who are the users of KC data in the municipality?
• How frequent do they use or request for data?
• What are the specific reports generated from the data collected?

 Storage and retrieval

• How do you store your files? Do you follow a specific storage system?
• How do you protect your files?
• Have you experience problems in storing and retrieving files? Cite them.
• How are these problems resolved?

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