In some instances, an external service provider may be contracted to undertake some or all aspects of the enumeration (such as fieldworker recruitment and hiring, training, fieldwork, data monitoring and fieldwork management)

Major roles in the fieldwork team

Project Manager

• This is the main liaison between the project team and the municipality or province

• Performs general oversight and management of project team and project processes

Community Engagement Manager

• Manages the relationships between the communities and local area committees to ensure participation and buy-in

• In-field monitoring and support for fieldwork team

Fieldwork Manager

• Performs general oversight and management of fieldwork supervisors, fieldworkers and data monitors

  • Device set-up and data management

  • Daily allocation of fieldworkers to households

  • Monitoring of fieldwork performance

• Performs final sign-off on data collected and checked by data monitors

Fieldwork Supervisors

• Provides infield assistance and support for core fieldwork team

• Conducts quality assurance / "call back" surveys

• The number of field supervisors required depends on the number of fieldworks - usually one supervisor is allocated to 5-10 fieldworkers

Fieldworkers / Enumerators

• Perform enumeration / data collection

• Act as witnesses to sale agreements

Data Monitors

• Conduct data quality control checks for submitted surveys

A critical step in the process is to collect data on the occupants of subsidy dwellings by means of an occupancy survey.

What is an occupancy survey?

An occupancy survey is a door-to-door site visit to each affected property (i.e. where no primary transfer has occurred yet) to establish:

1. Who currently lives on the property.

2. The perceived tenure status of the current occupant (own, rent, caretaker, other).

3. For those who regard themselves as owners, how and when they came to own the property.

4. For those who do not regard themselves as owners, who is regarded as the owner of the property.

Hiring and contracting

• Number of fieldworkers required depends on the timeline of the project and capacity of the project team (number of surveys in the study and the number of fieldwork supervisors available)

• Some candidates may drop out at various stages of the process (recruitment, interviews, training and fieldwork). Therefore the project team should recruit, interview and train a larger number of fieldworkers than will be required so that there will be a sufficient number of individuals remaining to conduct surveys

• Different contracts should be put in place depending on the project role (i.e. fieldworker, supervisor, manager or data monitor) and their responsibilities (i.e. working hours, remuneration, training bonus, performance bonus)

Remuneration

• There are two main remuneration models that can be utilised for fieldworkers / enumerators:

  • Fieldworkers are paid per completed and approved survey

    • An expected average rate is to complete between 5 to 7 surveys a day

    • Payment per survey is recommended between R37 to R52 to align to StatsSA rates

  • Fieldworkers are paid per specified time period (daily, weekly, monthly)

    • The current rate paid by Stats SA for census enumerators is R260 per day

• Survey collection is expected to go through an initial slow start up phase, a peak and then a drop off driven by the availability and co-operation of the community. Once most surveys are completed, it normally becomes more difficult to complete the ones that are left. This should be taken into account for remuneration.

Fieldworkers can use tablets or smartphones to collect data. Depending on the project requirements, the hardware will either be provided by the enumerators themselves or rented out by the fieldwork management team.

Where fieldworkers use their own devices, fieldwork managers must ensure that the camera is working and can take clear photographs and that the phone can capture GPS coordinates. Settings for both can be adjusted by fieldwork managers for optimal results.

Traditional Paper and Pencil Interviewing (PAPI) data collection methodologies where enumerators fill in a paper form or questionnaire to be captured at a later stage are error-prone and inefficient and must not be used.

In contrast, CAPI-based platforms prompt enumerators to ask the right questions to the right households. The software also allows for better monitoring of enumerator activities and obviates the need for data capture.

There are several CAPI platforms available with slight differences in pricing and functionality. There is some flexibility to choose the platform, as long as the platform supports the following functionalities:

1. Real-time data monitoring and feedback to enumerators and field supervisors so that errors can be picked up and corrected immediately. (e.g. valid GPS coordinates, duration of survey, spelling of names, good quality images)

2. Complex data coding requirements such as:

   • Looping (e.g. questions repeated for each owner)

   • Piping (e.g. respondent who self-classifies as a renter only answers questions relating to tenancy arrangements rather than proof of ownership)

   • Automated validation checks (e.g. valid 13 digit ID number)

3. Capturing of GPS coordinates (e.g. location of property) during the interview process

4. Capturing of images (e.g. ID book, marriage certificate) during the interview process

5. Real-time fieldwork management (e.g. number of surveys submitted per enumerator per day, automatic quota tracking)

6. Both online and offline data collection (e.g. enumerators can conduct interviews when offline with the ability to upload their results when they have a strong / stable internet connection)

7. Data storage and retention

8. API access to underlying data

The occupancy survey gathers data and supporting documents on a number of aspects relating to ownership and occupancy. The basic structure of the occupancy survey questionnaire is illustrated below

Detailed information is gathered on those who claim to own the property, including:

• Full name and Nationality

• Identity number

• Contact detail

• Marital status

In addition, images of key documents are captured

These images are used to cross-check and validate the information provided by respondents and could be used to support the transfer process. These documents include:

• ID books

• Marriage certificate

• Divorce orders

• Death certificates

• Masters Letters of Authority

It is critical that recruits understand the importance of the completeness and accuracy of the data they gather. They must therefore be provided with comprehensive training so that they understand why they are collecting data and how it will be used. Training takes place over three to five days depending on the number of fieldworkers to be trained. Aside from classroom-based training, there should be an opportunity for the team to test the survey instrument in field during a pilot. The pilot allows trainers to assess how well enumerators perform and identify weakness that need to be addressed with additional training.

The broad training curriculum includes:

• Introduction to POPIA

• Background and objectives of the project

• Conducting an interview and good fieldwork practice

• Survey / questionnaire training on devices

• Role play

• Health and safety protocols (e.g. COVID)

• Pilot in field

• Re-training where required

Additional Training Requirements

• A suitably sized and Wi-Fi enabled venue for the training session should be made available close enough to the study area to allow for easy access to on-site visits to conduct the pilot

• Demarcation maps for enumeration should be utilised during the training session so that the fieldworkers are able to receive clear and useful instructions from the fieldwork supervisors

• Enumerators should be made aware of any sensitivities that might exist during home visits so that they deal with difficult situations appropriately. These might include:

  • Households who refuse to participate

  • Situations where enumerators feel unsafe or threatened

  • Concerns on the part of non-qualifiers or purchasers that they might lose their homes

  • Married owner respondents who claim there is only one owner of the property and refuse to allow spouses to be interviewed / sign sale agreements

Once the occupancy survey has been conducted and reviewed by data monitors it can be signed off / accepted by fieldwork managers

Data for signed off surveys should be extracted and saved

Images need to be saved and named using a clear naming convention (e.g. name of document_ID) and linked to the database record

It is critical to engage with affected households about the process prior to fieldwork. This process provides an opportunity to explain why occupancy surveys are necessary, how the data will be used and what happens during the property transfer process.

Step 1: Meeting with community leaders / councilors

It can be useful to secure the support of local leaders and councilors for the process. At the start of the project the project manager or other senior team member from the housing authority should accompany the fieldwork team lead to meet with leaders and explain the process.

Step 2: Meeting with the community

Where possible, a community meeting should be held to inform residents about the enumeration process and to give them an opportunity to ask questions

Along with residents of the community, representatives from local government as well as local area committees should be in attendance to ensure participation and buy-in

Information must be provided about:

• The purpose of the survey,

• Expected timelines associated with fieldwork

• The organisations responsible for data collection and processing,

• The type of data will be collected.

Checklists and Fieldworker Support Documents

It is useful to provide a document checklist indicating which documents will be requested and photographed so that respondents can have these documents on hand during the enumeration.

A standard household document checklist is provided here Data Collection

A printed letter containing this information should be handed out during the community meeting. Community leaders and neighbours should be asked to give the letter to those who were not in attendance.

Step 3: Participation in the survey

When fieldworkers visit each property, they provide respondents with a printed letter on an official letterhead introducing the fieldworker, outlining the purpose of the survey, the type of data to be collected and documents that will be requested and photographed

The printed letter should be made available in the local language/s so that respondents understand the information contained therein.

An example of such a letter is provided under additional resources:

Fieldworkers need to take respondents through the contents of the letter and ensure that it is well understood.

Data collection takes place at the property with a knowledgeable adult who lives there. The survey should take approximately 30 minutes to complete. In some cases, fieldworkers will be requested to return to the property where data appears to be unreliable, or where data is missing.

General Advice

Where possible, fieldworkers should move from area to area in small groups, each managed by a fieldwork supervisor on the ground – this ensures safety in numbers as well as efficiency in covering the study area

There may be instances where residents refuse to participate in the study or are not available during the time fieldwork is conducted:

• Fieldworkers must make at least three attempts to revisit absent households during the course of the study at different times of the day and on different days of the week.

• If after three attempts the household could still not be reached, the fieldworker should leave a letter for the household asking them to come to the project office or to call the enumerator to schedule an appointment

• Surveys that are incomplete or that appear to be unreliable (where inconsistent or unrealistic responses are provided) will not be accepted and fieldworkers will be required to return to respondents to complete and verify data

• Where images are of poor quality or data captured by the enumerator does not match up with data on the images, these surveys must be returned to the enumerator for correction

• Data monitors must work closely with the fieldwork manager and fieldwork supervisors to ensure that fieldworkers perform their jobs meticulously

• It is not realistic to expect a 100% survey coverage and completeness rate, a recommended target rate is 85% or above

Data Collection Checks

In order to ensure that the data is of high quality it must be checked by data monitors. Some common things to check include:

• GPS co-ordinates Do GPS co-ordinates make sense? (i.e. was the survey conducted where it should have been conducted)

• Duration of survey Does the duration of the survey make sense? (i.e. not too short or too long)

• Spelling of names and surnames Check against the submitted ID documents, marriage documents etc. (if available)

• Correct identity numbers Check against the submitted ID documents, marriage documents etc. (if available)

• Where there are no photographs to review, check for the validity of the ID number using a formula

• Beneficiary details Check that the beneficiary profiles make sense in the context of the survey (relationship to the current occupant)

• Quality and correctness of photo uploads

  • Check if the photo is clear and the whole document is in frame

  • No corners or sections of the document are cut of

  • Photo was taken directly above the document, not from an angle

  • Photo is not blurry or dark (i.e. document details should be easy to see)

  • Check if the photographed document is accurate (i.e. if a marriage certificate is selected, the photo is of a marriage certificate)

  • Check that all pages of the document are captured (i.e. not just the front page)

  • Check if the details in the document match the details submitted in the survey (i.e. name, property details – erf number, etc.)

  • Check for missing photos (i.e. fieldworker ticked that a document was available, but no photo was taken)

  • Photo of the property is of the whole dwelling (i.e. not just the front door) and is clear (i.e. not blurry, good lighting)

• Where sale agreements are signed, these need to be carefully checked:

  • Correct ERF number

  • Correct names (spelling) and ID numbers of purchasers

  • Each page initialed

  • Signature. Where the owner is married, two signatures on the sale agreement

  • Two witness signatures