IDP Profiling ProjectSomalia

QUESTIONNAIRES AND FIELD SURVEY MANAGEMENT MANUAL

Bossaso, 16May 2007

This manual provides simple guidelines and advice on methods and tools, how to handle questionnaires, and the practical management of the profiling work in the field.

1Methods and tools

Methods and tools for the project were originally chosen in consultation with the global guidelines for the profiling and the associated concept paper for Somalia. During the planning process in Phase 1 of the project, a planning matrix was developed in consultation with a range of concerned agencies. This planning matrix recommends, among other things, methods and methodological tools for specific locations. Two sets of sampling methods and related tools were recommended:

Methods and tools
Random sampling / The survey targets randomly selected IDPs from within a relatively well defined area (IDP settlement) / Focus group discussion / Structured discussion held on selected (general) issues with selected representatives of the IDP community
Household*) interview / Interview, based on questionnaire, with responsible representative of household
Service-based sampling / The survey is carried out in conjunction with provision of a certain service to IDPs and targets the individuals who the service provision targets / Individual interview / Interview, based on questionnaire, with individual targeted by the service provider

*) Household is defined as a group of people living together and ‘eating from the same cooking pot’. A household could be a nuclear family or an extended family.

As the project moves along and revision of the original planning will become necessary and field experience is gathered, it may be relevant to consider adding more methods and tools to the register or revising the existing ones, depending on circumstances in new locations.

2Questionnaire management

2.1Questionnaire versions

The project has developed two questionnaires:

  • A shot version that provides minimum core data
  • A longer version that, in addition to minimum core data, also provides more detailed and context-specific data on a number of issues relevant to local planning of interventions

Depending on time available and access to informants, the project may choose in a given location to use either the short or the long version, and in some locations, both versions may be used with a certain percentage each.

2.2Questionnaire reference number

Each questionnaire will, in the top-right corner of the first page, have a unique reference number following the format district code/settlement code/serial number.

District codefollows the format developed by FAO and used by a number of UN agencies (see Annex 1). This code may be printed on the questionnaire master copy for the specific location before multiplication.

Settlement codeis a two-letter code to be developed by the project for each district on the basis of the settlement names. Also this code may be printed on the master copy for the specific location before multiplication.

Serial numberis from 1 to XXX for each settlement. This number is handwritten on each copy of the questionnaire after multiplication.

2.3Questionnaire multiplication, distribution and collection

For each specific settlement, a master copy of the questionnaire, with district and settlement codes, will be printed and subsequently photocopied in the required number of copies. A certain limited number of spare copies shall be made in case some questionnaires get damaged during survey work. A logbook will be kept by the supervisor on the multiplication of questionnaires and of the subsequent distribution of these questionnaires to interviewers and collection of filled-in and non-used questionnaires.

Ideally, multiplication, distribution and collection of questionnaires should be done in a daily cycle. This would help keeping necessary control of the process thus facilitating planning and eliminating possibilities for mistakes.

2.4Checking of returned questionnaire

The supervisor will be responsible for quality control by checking filled-in questionnaires. The first day or two with a new field team, all returned questionnaires must be checked with regard to completeness and clarity of the work and the result discussed with the interviewers. When a team displays a certain level of routine, quality control may be reduced to daily spot checking.

2.5Safekeeping of questionnaires

Filled-in questionnaires must be kept in a safe place under lock and following a set filing procedure until they can be delivered to the UNHCR pouch (see below). Safety is required partly because the data is confidential as long as it is associated with the name of an informant, and partly because the data is unique primary data which cannot easily be replaced.

2.6Transport of questionnaires to UNHCR database

The filled-in questionnaires will be piled, packed and labelled and handed over to the nearest UNHCR office for sending by UNHCR pouch system to the Protection Unit (attn. Head of Data Management), UNHCR Branch Office Somaliain Nairobi (until the database handling has been decentralised). UNHCR pouch is send regularly with every UN flight from Somalia to Nairobi.

Transport of questionnaires from field office to nearest UNHCR office must be done in the safest possible way.

3Field survey management

3.1Focus group discussions

When random sampling is applied, focus group discussion is normally the first tool to be used. The focus group in this profiling exercise will consist of six to ten settlement leaders, religious leaders, elders, and knowledgeable people from the settlement. The purpose of the focus group discussion is partly to inform key members of the settlement of the survey so they can pave the way for the actual filed survey,and partly to get general information about the settlement as a whole. Focus group discussions are conducted as structured interviews and guided by the set of questions provided in a format (condensed version of which is provided in Annex 2). Focus group discussions are conducted by the interviewers with participation of the supervisor whenever possible.

In some locations, focus group discussions may not be feasible or necessary in all settlements. This could be the case when political structures outside of the IDP settlement control the situation and facilitate access to in the settlement.It could also bethe case when settlements have a small number or households (both situations experienced in Mogadishu).

3.2Focus group discussion write-up

During focus group discussions, the interviewers make notes in the question forms as they go along. At the end of the session, the forms are collected by the supervisor who will write up a brief joint version immediately after the exercise.

3.3Performing random sampling

For the random selection process it is important to first establish the total number of households present in each settlement. This will for the most be estimates based on data from several sources (such as previous surveys, information from local authorities and focus group discussions). From each settlement a percentage of the estimated total number of households will be randomly selected as a sample. This can be done in different ways such as the following:

  1. Divide the settlement geographically in sub-sections
  2. Assign an interviewer to each section
  3. The interviewer should go to the centre of the section
  4. Once standing in the centre, he interviewer should throw/spin a pointed object such as a pen
  5. The interviewer should start from the first hut/buul that the pointed object points at when landing on the ground
  6. The interviewer should move through the settlement keeping to their right, skipping the Xnumber of houses needed, till the interviewer has finished that section
  7. The interviewer must mark the house with the serial number on the questionnaire.

3.4Household interviews

When a house has been selected for interview as per above mentioned procedure, a responsible person from that household will be asked to answer the questions from the questionnaire. In performing this work, the interviewer should be aware of the general circumstances of the interview and make sure the interview is conducted in a positive spirit and applying a culturally sensitive approach. The following do’s and don’ts should be observed.

Do’s

  • Be on time
  • Establish a positive first impression “make contact to build rapport”
  • Smile and create a warm beginning
  • Be appreciative, at the start, of the respondent’s knowledge and willingness to co-operate
  • Take time with the introduction
  • Explain briefly the purpose of the interview
  • Reassure the interviewee about confidentiality
  • Ask if the interviewee has any questions before starting the interview
  • Ask clear, single questions
  • Avoid leading questions and value judgement
  • Be aware of non-verbal signals
  • Follow the flow of the conversation

Don’ts

  • Fail to listen closely and not taking complete notes
  • Repeat questions by mistake
  • Help the interviewee give an answer
  • Ask leading questions
  • Do not contradict interviewee, probe their position, or accuse them of not telling the truth
  • Answers should be the answers given at interviews. Under no circumstances should wemake up an answer

4Training

The interviewers and the supervisor will have to undergo training before starting the work to ensure they are sufficiently familiar with concepts and techniques of the profiling exercise. A training manual has been developed for this purpose (see separate document). This manual will be regularly updated as experience is gained form the field.

After a certain period of field work, a follow-up training session shall be conducted. This shall reinforce the interviewers’ understanding of concepts and techniques and allow for feedback with a view to make adjustments, if necessary, of approach and procedures.

5Supervision

Daily management of questionnaires and monitoring of field activities is the responsibility of a designated supervisor. In places where the DRC project team is present, a member of the team will be the supervisor.In places where the DRC project team cannot be present (for instance for security reasons), the implementing partner (the agency proving the interviewers) will appoint a qualified person as supervisor in charge of daily management and supervision tasks. In addition, this supervisor will be in frequent contact, by e-mail or phone (when technically possible), with the DRC project team to regularly report on progress and discuss issues and problems that may need to be addressed.

Annex 1

Regions and districts of Somalia with related codes

Based on format developed by FAO Somalia Water and Lands Information Management Unit (SWALIMS) 2006

Regions / Region codes / Districts / District codes
Awdal / SO01 / Baki / SO0108
Awdal / SO01 / Borama / SO0107
Awdal / SO01 / Lughaye / SO0105
Awdal / SO01 / Zeylac / SO0101
Bakool / SO11 / Ceel Barde / SO1101
Bakool / SO11 / Rab Dhuure / SO1104
Bakool / SO11 / Tayeeglow / SO1102
Bakool / SO11 / Waajid / SO1105
Bakool / SO11 / Xudur / SO1103
Banadir / SO13 / Banadir / SO1301
Bari / SO04 / Bandarbeyla / SO0406
Bari / SO04 / Bossaso / SO0401
Bari / SO04 / Caluula / SO0403
Bari / SO04 / Iskushuban / SO0404
Bari / SO04 / Qandala / SO0402
Bari / SO04 / Qardho / SO0405
Bay / SO15 / Baydhaba / SO1501
Bay / SO15 / Buur Hakaba / SO1502
Bay / SO15 / Diinsoor / SO1504
Bay / SO15 / Qansax Dheere / SO1503
Galgaduud / SO09 / Cabudwaaq / SO0901
Galgaduud / SO09 / Cadaado / SO0902
Galgaduud / SO09 / Ceel Buur / SO0904
Galgaduud / SO09 / Ceel Dheer / SO0905
Galgaduud / SO09 / Dhuusamarreeb / SO0903
Gedo / SO16 / Baardheere / SO1606
Gedo / SO16 / Belet Xaawo / SO1604
Gedo / SO16 / Ceel Waaq / SO1605
Gedo / SO16 / Doolow / SO1601
Gedo / SO16 / Garbahaarey / SO1603
Gedo / SO16 / Luuq / SO1602
Hiraan / SO10 / Belet Weyne / SO1001
Hiraan / SO10 / Bulo Burto / SO1002
Hiraan / SO10 / Jalalaqsi / SO1003
Juba Dhexe / SO17 / Bu'aale / SO1702
Juba Dhexe / SO17 / Jilib / SO1703
Juba Dhexe / SO17 / Saakow / SO1701
Juba Hoose / SO18 / Afmadow / SO1801
Juba Hoose / SO18 / Badhaadhe / SO1814
Juba Hoose / SO18 / Jamaame / SO1802
Juba Hoose / SO18 / Kismaayo / SO1808
Mudug / SO08 / Gaalkacyo / SO0802
Mudug / SO08 / Galdogob / SO0801
Mudug / SO08 / Hobyo / SO0804
Mudug / SO08 / Jariiban / SO0803
Mudug / SO08 / Xarardheere / SO0805
Nugaal / SO07 / Burtinle / SO0703
Nugaal / SO07 / Eyl / SO0702
Nugaal / SO07 / Garoowe / SO0701
Sanaag / SO03 / Ceel Afweyn / SO0301
Sanaag / SO03 / Ceerigaabo / SO0302
Sanaag / SO03 / Laasqoray / SO0303
Shabelle Dhexe / SO12 / Adan Yabaal / SO1201
Shabelle Dhexe / SO12 / Balcad / SO1204
Shabelle Dhexe / SO12 / Cadale / SO1202
Shabelle Dhexe / SO12 / Jowhar / SO1203
Shabelle Hoose / SO14 / Afgooye / SO1402
Shabelle Hoose / SO14 / Baraawe / SO1407
Shabelle Hoose / SO14 / Kurtunwaarey / SO1405
Shabelle Hoose / SO14 / Marka / SO1403
Shabelle Hoose / SO14 / Qoryooley / SO1404
Shabelle Hoose / SO14 / Sablaale / SO1406
Shabelle Hoose / SO14 / Wanla Weyn / SO1401
Sool / SO05 / Caynabo / SO0501
Sool / SO05 / Laas Caanood / SO0504
Sool / SO05 / Taleex / SO0503
Sool / SO05 / Xudun / SO0502
Togdheer / SO06 / Burco / SO0602
Togdheer / SO06 / Buuhoodle / SO0604
Togdheer / SO06 / Owdweyne / SO0603
Togdheer / SO06 / Sheikh / SO0601
Woqooyi Galbeed / SO02 / Berbera / SO0201
Woqooyi Galbeed / SO02 / Gebiley / SO0202
Woqooyi Galbeed / SO02 / Hargeysa / SO0203

Annex 2

IDP Profiling Focus Group Discussion Format

(Condensed version)

Focus group details
Location: / Date:
Agency/ Name Interviewers:
Focus group members names and positions:
Focus group questions
1. When was this settlement established?
a. Please tell us about the number of households and the number of individuals that are living in this settlement?
b. Please break down in relation to how many are: IDPs, returnees from aboard, poor residents, economic migrant
c. What are the clans and sub-clans of the people living in this settlement?
2. Where do people living in this settlement originate from?
a. What are the reasons for displacement?
b. Have certain groups been displaced more than once? If yes what were the main reasons for their displacement?
3. What are the main resources of revenue for people living in this camp?
4. Is there access to education facilities in the settlement? If no, how far is the nearest school? (kilometres)
a. What are the main reasons that children may not attend school from this settlement?
5. What are the main sources of water for drinking and personal use?
a. Do all people in the settlement have equal access to water points?
6. What sanitation facilities are available in the settlement? If none, where is the nearest sanitation facility?
a. How do you dispose of garbage in the settlement?
7. What kinds of health facilities are to the people from this camp refer to?
a. How far is the nearest health facility? (kilometres)
b. Are there any outreach programs?
8. Are there meetings organized in the settlement? If yes, who organizes the meetings?
9. State the priority of community needs.
First:______
Second:______
Third:______
10. What kind of aid assistance have the people of the camp received in 2006? By whom?
11. Are there any other points you would like to add?

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