BHAS

Agency for statistics of Bosnia and Herzegovina

Generic Statistical Business Process Model - GSBPM

Template

Sarajevo, 2018
 CONTENT

I. INTRODUCTION
Figure 1: Levels 1 and 2 according to Generic statistical business process model - GSBPM

II. GSBPM GUIDELINES AND THE TEMPLATE WITH FILLING-IN INSTRUCTIONS

GENERAL INFORMATION

PHASE 1 – IDENTIFICATION OF NEEDS

Sub-process 1.1: Identification of data needs
Sub-process 1.2: Check and review of data sources – data availability
Sub-process 1.3: Prepare and submit business case

PHASE 2 – DESIGN
Sub-process 2.1: Design outputs of statistical survey
Sub-process 2.2: Preparation of the methodology for collecting data and conducting survey
Sub-process 2.3: Preparation of data sources for the sampling frame
Sub-process 2.4: Preparation of methodology for statistical data processing

PHASE 3 – BUILD
Sub-process 3.1: Build collection exchange channels and instruments
Sub-process 3.2: Establish software support
Sub-process 3.3 Build dissemination components
Sub-process 3.4: Test data collecting and processing tools
Sub-process 3.5: Test and configuration of statistical business process

PHASE 4 – COLLECT
Sub-process 4.1: Create frame and select sample
Sub-process 4.2: Set up data collection
Sub-process 4.3: Run data collection
Sub-process 4.4: Data entry

PHASE 5 –PROCESS
Sub-process 5.1: Integration of various data sources
Sub-process 5.2: Coding
Sub-process 5.3: Review and data validation
Sub-process 5.4: Editing and imputation
Sub-process 5.5: Production of derived variables and units
Sub-process 5.6: Weighting
Sub-process 5.7: Calculation of aggregates
Sub-process 5.8: Finalisation of data files
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PHASE 6 - ANALYSIS
Sub-process 6.1: Preparation of draft outputs
Sub-process 6.2: Analysis of relevancy and validation of outputs
Sub-process 6.3: Interpretation of outputs
Sub-process 6.4: Protection of confidential data

PHASE 7 - DISSEMINATION
Sub-process 7.1: Update of statistical outputs
Sub-process 7.2: Production and presentation of release of statistical products
Sub-process 7.3: Managing release of dissemination products
Sub-process 7.4: Promoting dissemination products
Sub-process 7.5: User support

PHASE 8 - EVALUATION
Sub-process 8.1: Gather documentation about survey
Sub-process 8.2: Conduct evaluation
Sub-process 8.3: Action plan for improvement

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I. INTRODUCTION

1. One of the main goals of official statistics is to reduce the costs of statistical production and
improve data quality. This requires standardisation of activities, uniformity of the mechanism of
production, as well as adjusting work to reduce management errors. That is why the Generic
Model of the Statistical Business Process (GSBPM) can be considered as a flexible tool for the
production of official statistics and identification and explanation of the process.

2. The GSBPM describes and defines the set of business processes needed to produce official
statistics. It provides a standard framework and harmonized terminology to help statistical
organisations to modernise their statistical production processes, as well as to share methods and
components. It can also be used for integrating data and metadata standards, as well as a
template for process documentation, for harmonising statistical computing infrastructures, and to
provide a framework for process quality assessment and improvement.

3. Following the example of many other national statistical offices which have successfully
implemented the GSBPM and have based its quality management system on it, the Agency for
Statistics of Bosnia and Herzegovina has also decided to use GSBPM to record the processes of
statistical production monitoring. Documentation of statistical processes in the Agency will bring
many benefits, such as:
•clarity and transparency of monitored statistical production processes;
• achieving standardised and harmonised procedures through analysis and improvement of
existing procedures;
• drafting guidelines for the quality of statistical processes and
• improving overall efficiency of statistical production.

4. The GSBPM phases define the general model framework. Therefore, it is possible that the main
processes and sub-processes are not the same for all outputs. Furthermore, phases that are
specific to some outputs may not be relevant to other outputs or activities. Thus, the current
model consists of 8 major phases, 35 sub-processes.

5. GSBPM comprises three levels:

 Level 0, the statistical business process;
 Level 1, the eight phases of the statistical business process;
 Level 2, the sub-processes within each phase.

6. GSBPM is not a rigid framework in which all steps must be followed in a strict order. Some
sub-processes will be re-examined several times by forming iterative loops, especially within the
phase 'Process' and 'Analysis'.

7. More information on GSBPM-u can be found on UNECE website at the following link:
https://statswiki.unece.org/display/GSBPM/GSBPM+v5.0

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I. GSBPM Template for statististical survey

The structure of the questionnaire is such that it provides an official definition for each phase and sub-
process, followed by a set of questions covering all other relevant information.

GENERAL INFORMATION

O.1 Specify the name of the survey/statistical activity (as reported in the annual work plan without
including the reference period in the title:

O.2 Specify the reference period for the survey/statistical activity (year,
quarter, mounth etc.): referentno

O.3 Code of survey/statistical activity:

O.4 Date of submission of this questionnaire (dd / mm / gggg):

O.5 Name of the person completing this questionnaire:

O.6 Name of BHAS division responsable for this specific survey/statistical

activity:

PHASE 1 - IDENTIFICATION OF NEEDS

This phase is triggered when needs for new statistics are identified or a review of current statistics, based
on obtained feedback, is initiated. It includes all activities associated with engaging users to identify their
detailed statistical needs, proposing solution options and preparing business cases to meet these needs.

IDENTIFICATION OF NEEDS
1.1 1.2 1.3
Check and identify data sources – data
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 Identify data availability Prepare and submit business case
needs

Sub-process 1.1: Identify data needs

 Which statistics are needed of required (the name of statistical survey/statitical activity):
 For what purposes these statistics are used:
 Relevant legal act(s) and any other kind of formal agreements: relevant EU Regulation, relevant National Laws
 Main users: national needs, international requests, internal needs (within BHAS):
 User community's needs (e.g. disabled, ethnic groups etc.):
 The users are identified and involved in the discussions on the statistical needs in this area (user requirements
are known - Agreements, User satisfaction surveys, meetings with customers, etc.):

Sub-process 1.2: Check and identify data sources – data availability

 Are there any planned / proposed action to ensure that the new data sources are available? (e.g.
Memorandum of Understanding, interinstitutional agreements etc.)
 Please list all the secondary data sources from which data can be used
 Please specify are there existing data sources that are not considered to be appropriate in the future?

Sub-process 1.3: Prepare and submit business case

 Please describe business proccess (if it already exists), with information on how current statistics are
produces, highlighting any ineddiciencies and issues to be addressed and provide the proposed solution,
detailing how the statistical business proccess will be developed to produce the new or revised statistics.
 The analysis and testing of the new model should include the availability of resource requirements as well as
cost and benefits calculations in order to make the adjustment more efficient.

PHASE 2 – DESIGN

This phase describes the development and preparation activities, and any related practical research work
needed to define the statistical outputs, concepts, methodologies, instruments for collecting data and
operational processes. This phase specifies all relevant metadata, ready for use later in the statistical
business process, as well as quality assurance procedures. It is important to use international and national
standards in preparatory activities in order to reduce the length and cost of preparatory process, and
enhance the comparability and usability of outputs. This phase is broken down into four sub-processes,
which are generally sequential, from left to right, but can also occur in parallel, and can be iterative.

DESIGN
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 2.1 2.2 2.3 2.4
Design outputs of Preparation of methodology Preparation of data Preparation of
statistical survey for collecting data and sources for creating methodology for statistical
conducting survey sampling frame data processing

Sub-process 2.1 Design outputs of statistical survey

 What type of dissemination products will be produced (releases, bulletin, publication, methodological
document, quality reports, metadata, data base). Please specify dissemination format for certain
survey/statistical activity
 In case of methodological information, please specify which standards are applied (e.g. ESMS, ESQRS, SDDS
etc.)?
 In case of micro-data, please specify which transmission format exsists and standards applied (e.g. SDMX,
SDDS etc.)
 Please describe any disclosure control methods considered during the design phase:

Sub-process 2.2 Preparation of methodology for collecting data and conducting survey

 What kind of data collection technique do you plan to use (PAPI; CAPI; CATI; CAWI; Administrative sources;
etc.)?
 Reagarding to the administrative sources of data, which is the method of data collection (CD/DVD; e-mail;
Direct access to administrative source's information system, USB, etc.)?
 Please specify if BHAS have a prescribed technical protocol on the delivery of administrative data sources
(e.g. Memorandum of Understanding, Official Agreements with cetrain institutions, etc.)
 Please specify if the is any deviation from relevant legal framework (e.g. European regulation)?
 Questionnaire design: Describe all relevant steps required for the production of the final questionnaire.
 Please specify any templates designed for the data collection (Initial letter for households/enterprises, letter
regarding refusal, confidentiality agreement (for interviewers), contract of employment, etc.)

Sub-process 2.3 Preparation of data sources for creating sampling frame

 Please specify the target population of statistical survey/activity

 Please specify are there any differences between the target population specified by EU regulation and the
actual survey target population
 Please specify are there any administrative data used to supplement sampling frame
 How is the desired sample size for the survey determined? (eg based on standard deviation of past data,
response rates, population size, etc.)
 Please specify
Sub-process 2.4 the sampling technique
Preparation that is used for the
of methodology forsample selection
statistical data(e.g. simple random sampling,
processing
probability proportional size etc.) also, refer to any staratification planned to be applied:

Please describe the methodological procedure for following processes:

 Coding:
 Editing:
 Imputing:
 Calculation on weights – adjustments for non-response (basic information):
 Callibration techniques (basic information):
 Estimating data:
 Integrating data sources:
 Validating data:
 Finalisation of data sets (e.g. for publication, transmitting to Eurostat etc.):
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 PHASE 3 – BUILD

This phase establishes and tests the production solution to the point where it is ready for use in the "live"
environment. The outputs of the "Build" phase direct the selection of processes, instruments, information
and services configured in this phase to create the complete operational environment to run the process.
For statistical outputs produced on a regular basis, this phase usually occurs for the first iteration,
(following a review or a change in methodology or technology), and not for every iteration.
This phase is broken down into five sub-processes, which are generally sequential, from left to right, but
can also occur in parallel, and can be iterative.

Build
3.1 3.2 3.3 3.4 3.5
Build collection Establish software Build Test data Test and
exchange channels support dissemination collecting and configuration of
and instruments components processing tools statistical business
process

Sub-process 3.1: Build collection exchange channels and instruments

 For the paper quesionnaires plase descrabe the folow procedure( who is responsable for the layout design of
questionnaire, who creates the questionnaire, if there approval procedure, printing arrangements,
disemination on webpage, etc.)
 For electronic format of questionnaires (CAPI, CATI, CAWI, PDF forms, Excel files etc.) please describe the
procedure. Please decribe if there any coding application?
 In case of useing administrative data sources please describe the procedure followed to obtain the data
(include references to the software used). Please, note that this refers to the procedure of obtaining data and
not the use of the administrative data.
 Please describe the procedure for pilot (testing) survey if is applicable
 In which extent the method of data collection affects the length of the interviewing time?

Sub-process 3.2 Design of software support

 IT application for data entry developed

 IT application for coding developed (not integrated in the data collection phase)

Sub-process 3.3 Build dissemination components

 Please give a proper information about new components or reuse existing components and services needed 8
for the dissemination of statistical products as designed in sub-process 2.1 "Design outputs of statistical
survey". Specifications include a list of statistical outputs to be disseminated, type and functionality of
dissemination tools, rules and standards for visualisation, link to quality and metadata reports and other.
 Electonic publications; Printed publications (e.g. printing outsorced, external designer designs front cover);
Sub-process 3.4: Test data collecting and processing tools

 Please provide information regard to the testing of proper IT application used in statistical survey/activity (e.g.
IT application of data entry and coding);
 Please provide information on testing on hardware (e.g. chack on laptops or tablets used for statistical
- survey/activity);

Sub-process 3.5: Test and configuration of statistical business process

 Please describe how the business process was piloted from start to finish (this typically includes a small-scale
data collection, testing collection instruments, it's followed by processing and analysis of the collected data).
 Please provide an information on the assessment of major samplin and non-sampling errors of the pilot
process (e.g. coverage, non-response, measurement and process errors).

PHASE 4 - COLLECT

This phase collects all necessary data (data and metadata), using different collection modes (including
extractions from statistical, administrative and other non-statistical registers and data bases) and loads
them into the appropriate environment for further processing. Although it can include validation of data set
formats, it does not include any transformations of the data themselves, as these are all done in the
“Process" phase. For statistical outputs produced regularly, this phase occurs in each of iterations.
The "Collect" phase is broken down into four sub-processes, which are generally sequential, from left to
right, but can also occur in parallel, and can be iterative.

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 Data collecting
4.1 4.2 4.3 4.4
Create frame and Set up data collection Run data collection Data entry
select sample

Sub-process 4.1: Create frame and select sample

 Please, describe the creation of a framework for a particular statistical activity (only if a sample is used).
Did you follow the steps defined in subprocess 2.3, if not, please indicate any differences in the preparation
phase of the data source for creating the sample frame.
 Describe briefly the sample selection for a particular statistical activity.
 List (and quantify) all quality issues pertaining to the sampling frame, e.g. sub-scope, over-coverage,
duplicate records, time lag between reference period and last update

Sub-process 4.2: Set up data collection

 Is there a data collection plan?

 Describe the staff training procedure - enumerators, data entry operators, controllers / supervisors. (e.g.
training duration, training material used, etc.)
 How the units selected in the sample were informed of their inclusion in the survey: letter, e-mail, phone
call, other.
 Briefly explain the procedure and criteria for selecting interviewers and supervisors / supervisors.
 Describe the process of securing the necessary resources (e.g. laptop, paper questionnaires):
 Describe the procedures for preparing the collection instruments (e.g. printing questionnaires, entering
questionnaires on the interviewer's laptop, etc.)
 Describe any measures taken regarding the security of the data collected (e.g. whether interviewers
need to sign a confidentiality statement, encrypt and backup the collected electronic data, use a
password protected laptop, destruction, etc.).
 For administrative sources, describe the procedures that are in place to ensure the necessary processes
and confidentiality procedures are in place to receive the necessary information.

Sub-process 4.3: Run data collection

Do you communicate with reporting units in the data collection phase (in writing - by telephone)?
Describe the fieldwork procedures used, such as: letter - notice, reminder, urgency, reprimand, thank
you letter; Finding alternative addresses; Interviewer control of interviewers, analysis of units / variables
non-response in interviewers; Resolve all rejections, complaints and inquiries.
Sub-process 4.4: procedures
 Describe Data entryfor administrative data - - How and when data providers are contacted to deliver
data; Any basic checks on the structure of received files / quick validation of data (eg whether files were
received in the correct format, whether they contain the expected fields)
 Is there any control over the completion of forms and the validity of data entry?
 In the case of printed questionnaires (describe the process of data entry; describe the procedures for
archiving / destroying material after data entry is complete)
 In the case of electronic questionnaires, describe the process of joining and exporting data files
 Describe any discrepancies between the planned (indicated in procedure 1.3) and the actual cost of data
collection (e.g. in man / days):
 Describe any checks that are carried out after all data is included and ready for analysis (eg file structure,
import of all variables, format of variables, etc.)

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 PHASE 5 – PROCESS

This phase describes the cleaning of data and their preparation for analysis. It is made up of sub-processes
that integrate, check, clean and transform input data, so that they can be analysed and disseminated as
statistical outputs. It may be repeated several times if necessary. For statistical outputs produced regularly,
this phase occurs in each iteration. The sub-processes in this phase can apply to data from both statistical
and non-statistical sources (with the possible exception of sub-process 5.6 (Weighting), which is usually
specific to survey data). The "Process" and "Analyse" phases can be iterative and parallel. Analysis can
reveal a broader understanding of the data, which might make it apparent that additional processing is
needed. Activities within the "Process" and "Analyse" phases may also commence before the "Collect"
phase is completed. This enables the compilation of provisional results where timeliness is an important
concern for users, and increases the time available for analysis.

Process
5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8
Integration Coding Review and Editing and Production Weighting Calculation Finalisation
of various data imputation of derived of of data files
data sources validation variables aggregates
and units

Sub-process 5.1: Integration of various data sources

 Are data integration / aggregation control procedures in place? If implemented:

 Describe the procedures for integrating data collected through different methods of data collection (eg
via email, print and electronic questionnaires, pdf, web questionnaires, etc.). Provide information on the
integration tools used.
 Describe the procedures for integrating data obtained from administrative sources and / or other
research. Provide information that adm. sources also use connection variables. Include information
about the tools used.
 In the case of conflicting sources (eg different employee data from PU, LFS, employee statistics and SBS
Employment and SBS), explain how you make the final decision on which data source to use.

Sub-process 5.2: Coding

 Are appropriate data encryption procedures in place? If implemented:

 Describe in sequence the encoding procedures of the collected data. Provide information on the tools
used (eg software, thesaurus, dictionaries, etc.)
Sub-process 5.3: Review and data validation

 Are eligibility (logical control) - data editing procedures in place?

Sub-process 5.4: Editing and Imputation

 Are procedures for imputation of missing data?

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Sub-process 5.5: Production of derived variables and units

 Are the procedures for calculating variables and indicators implemented?

Sub-process 5.6: Weighting

 Are data weighting procedures implemented?

Sub-process 5.7: Calculation of aggregates

 All data collected for comparison purposes should be included here (totals, mean values, median,
coefficient of variation, standard deviation, etc.). It also includes estimation of variation for validation
purposes, such as: confidence intervals and errors in sampling calculated at the level of aggregates but
only for internal checking (it is important to specify the method rather than actual value of the error).

Sub-process 5.8: Finalization of data files

 Do you create spreadsheets and analytical tables (used for internal control of results as well as the issue
of confidentiality, accuracy and appropriateness of storing data in databases).

PHASE 6 - ANALYSIS

In this phase, statistical outputs are produced, examined in detail, and prepared for dissemination. It
includes preparing statistical content (including comments, technical notes, etc.), and ensuring outputs are
“fit for purpose” prior to dissemination to customers. This phase also includes the sub-processes and
activities that enable statistical analysts to understand the data and the statistics produced. The "Analyse"
phase and sub-processes are generic for all statistical outputs, regardless of how the data were sourced.
The "Analyse" phase is broken down into five sub-processes, which are generally sequential, from left to
right, but can also occur in parallel, and can be iterative.

Analysis
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 6.1 6.2 6.3 6.4
Preparation of draft Analysis of relevancy and Interpretation of Protection of
outputs validation of outputs outputs confidential data

Sub-process 6.1: Preparation of draft outputs

 Please, describe the procedure for drafting result sets (e.g. weighted totals, mean, median, indices,
trends, seasonally adjusted series, weekday adjusted series, etc.). This information may include other
tables that will not be used in the final publication. Explain the methods / methodology used to
calculate / produce the results. Also include information about the tools used.

Sub-process 6.2: Analysis of relevancy and validation outputs

 Please, explain how the following activities are carried out to confirm the quality of the results: Checking
population coverage and response rates as required: Comparison of statistics with previous cycles (if
applicable): Checking the consistency of statistics with other relevant data (internal and external)
 Is there a detailed review and analysis of the results?
 Is dissemination data verified?
 Is the preliminary data control procedure being followed?

Sub-process 6.3: Interpretation of outputs

 Please, describe any data gaps, such as deviation between the target population and the population we
have observed
 Give details of how to interpret and explain the results. For example, it may be necessary to explain the
validation of changes in batches.

Sub-process 6.4: Protection of confidential data

 Please, describe are there any procedures in place to control the protection of confidential information
 Describe the anonymization process, including information on the tools used. Also, provide information
on residual detection risks, risk combination of variables (in microdata), as well as suppression rates and
number of primary and confidential cells.
PHASE 7 - DISSEMINATION

This phase manages the release of the products to customers. It includes all activities associated with
assembling and releasing a range of statistical products through a different range of channels. These
activities support customers to access and use of outputs released by the statistical organizations. For
statistical outputs produced regularly, this phase occurs in each iteration. It is made up of five sub-
processes, which are generally sequential, from left to right, but can also occur in parallel, and can be
iterative.

Dissemination
7.1 7.2 7.3 7.4 7.5
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 Update of Production and Managing release of Promoting User support
statistical outputs presentation of dissemination products dissemination
release of products
statistical
products

Sub-process 7.1: Update of statistical outputs

 Are publications prepared in accordance with the Publication Plan?

Sub-process 7.2: Production and presentation of release of statistical products

 Is there an electronic view of the data on the Internet - a database?

 Do you do the revision of published data?

Sub-process 7.3: Managing release of dissemination products

 Whether reference metadata (ESMS, ESQRS) for the area is disseminated in parallel with the
publication of the results?

Sub-process 7.4: Promoting dissemination products

 Which is the way of the promotion of statistical products?

Sub-process 7.5: User support

 Do you stick to the Publication Calendar?

 Do you implement specific user requirements, including microdata for research purposes?
PHASE 8 - EVALUATION

Evaluation
8.1 8.2 8.3
Gather documentation about survey Conduct evaluation Action plan for improvement

Statistical surveys are usually carried out periodically, so that the entire statistical process is repeated. It is
important that this process involve a feedback link, which enables the introduction of changes and
improvements. For these purposes, each statistical survey (after it is completed) needs to be fully
evaluated, the success of the entire survey should be critically assessed and possibilities for improvement
identified. Collecting information on the quality of statistical data takes place during the entire statistical
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process. Systematic documenting of individual phases of the survey is an important part of the information
on the process of the survey and helps in identifying potential systematic errors in this process. With this
information we can evaluate the quality of statistical data and critically evaluate the results obtained that
are important for users, as they gain additional insight into the data collection process. Publication of
information on data quality is a transparent way of informing users.

Sub-process 8.1: Gather documentation about survey

 Please, provide all documentation you have about the survey as part of the metadata: e.g.
Questionnaires, Instructions for completing the questionnaires; Methodological instructions, Quality
report, List of variables and indicators with definitions, list of controls at any stage of research, list of
tables that are produced and disseminated, description of sampling methods, description of data editing
methods, etc. ...
 Provide rules for archiving data and metadata developed?

Sub-process 8.2: Conduct evaluation - evaluation inputs

 Has a research evaluation been conducted (self-assessment or external assessment)?

 Do you conduct a User satisfaction survey for your survey (statistical activity)?
 Do you create Quality Reports for your survey (statistical activity)?

Sub-process 8.3: Action plan for improvement

 Do you have an Improved Action Plan agreed and developed based on the quality report.
 Have quality improvements been made (in accordance with the recommendations)?
 Do you carry out a risk assessment?

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