DATA QUALITY ASSESSMENT (DQA) GUIDE

OBJECTIVE OF DQA:

(i) Validate the quality of data collected

- 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

(i) Assess the system that produces the data

-Evaluate the capacity of the KC-NCDDP database system to capture, manage, process, and
report quality data; and

(ii) Develop strategic actions to improve the data and the system
- Develop and implement measures to strengthen data collection and management at all
levels

WE CONDUCT DQA TO CHECK

Data Consistency
Data Completeness
Data Consistency
Data Relevance
Data Accessibility ((Are documents properly filed and labeled?)
Data Timeliness (Refer to the communication dated March 15, 2016)

Relative to the submission of reports, we observed numerous cases of missing Reports and
Means of Verification due to turn-over of staffs as a result of resignation, non-renewal and
termination. We also noted absence of proper filing system. To address this issue, you are
hereby instructed to observe preparation and submission of reports within 72 hours after its
conduct and submit the same within 3 days to facilitate review (by the Area Coordinator)
before forwarding to the Municipal Encoder for encoding and scanning. Ensure also that
storage boxes or cabinets are available in the ACT Office for proper filing of reports.

WHEN CONDUCTING DQA, WE ASK THE FOLLOWING QUESTIONS:

Is the M&E/ACT Structure functional? Are they competent? Are they capacitated?
Are the data requirements met?
How was data collected?
What forms were used? Was the output correct?
Who uses the data/reports? How is it kept?

*FGD Guide is attached herewith

DQA COMPONENTS

Component 1: COMPLIANCE TO DATA ENCODING AND SUBMISSION STANDARDS

Completeness and timeliness of submission of data

Component 2: DATA VERIFICATION (Documents Review and Spot Check)

- Looks 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
- Identify track and resolve inconsistencies and errors in the database

Component 3: SYSTEM ASSESSMENT

- 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

- Identify limitations and problems encountered during data collection, processing and
management
- Determine area or source of data errors
- Identify measures to improve the capabilities of staff and involved in the process and
strengthen data management at all levels.

DQA TOOLS

Documents/Database Review
Spot Check
Inventory of Forms
Focused Group Discussion
Key Informant Interview(KII)
Quiz

TIPS:

Before going to the area, initial assessment maybe undertaken already by checking the
submitted MOVs/ MOV Checklist and running the database query

Conduct KII with the Area Coordinator prior to the conduct of FGD
 Prepare short quiz to assess level of competency of the ACT relative to MOVs/PIMs Use (The
quiz maybe a 20 item test which is answerable by True or False). To further deepen the ACTs
answer and understanding, randomly call staffs to validate why they answer such (during the
FGD). Please explain to the ACTs that the result of their quiz, their answers during the FGD and
over-all result of the DQA will not be used against them especially during the IPCR. The activity is
meant to further capacitate them and identify areas which needs strengthening (both for the
implementers and TA providers). Hence, their openness and cooperation is very important.

DQA Form 1 should be prepared and provided to the ACT (cc:RPMO) not more than 5 days after
the conduct of the DQA. DQA Form 2 shall be submitted by the ACT to the SRPMO not more
than 15 days after the official receipt of DQA Form 1. The SRPMO shall receive the DQA Form 2
only if all agreements were already complied.
Annex 2

Post DQA Form1: Data Quality Feedback Report Form

Date of Conduct :
Region :
Municipality :
Barangays :

Database and Paper-based Forms and Attachments Assessed:

1.
2.
3.
4.

Findings per Database/Paper-based Forms Recommendation

(Attach FGD Documentation and Result of Quiz)

Prepared by : Date of Submission :

___________________________________ ________________________________

*This form will be prepared by the SRPMO not more than 5 days after the conduct of DQA and will be
provided to the ACT for appropriate action. RPMO shall be furnished with a copy of this report.
Annex 3

Post-DQA Form 2: DQA Action Report Form

Region :
Municipality :
Barangays :

Database and Paper-based Forms and Attachments Assessed:

1.
2.
3.
4.

Findings Actions Taken Status(whether Date Resolved

resolved or not)

Prepared by: Date of Submission:

_______________________________ ________________________________

*This form will be prepared and submitted by the ACT to the SRPMO 15 days after official receipt of the
DQA Form
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 trainings 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 at 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 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?
Data Utilization and reporting
- Who are 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?