Capturing participant birth dates from past CIH years

We are currently negotiating with the Ministry of Education, the Ministry of Social Development and the Department of Internal Affairs a process for sharing information about Computers in Homes participants.  We already have most of the information we need in past google sheets and the Privacy Commissioner has assured us that we can share this information, provided the data is only used for research purposes and any analysis or results will not identify individual families.  The one piece of missing data is the birth date of CIH participants.

This is captured on the 2degrees signup forms and I would like to get an indication from coordinators how much effort would be involved in transferring this data into the following Google Sheets:  CIH 2013-14, CIH 2014-15 and CIH 2015-16.  I will be progressively replacing the “AP Form Name” field with “Birth Date” in these three google sheets so that we can capture birth dates in a central database.

My understanding is that all CIH families complete an internet signup form that includes their birth date, even if they don’t want the internet, so hopefully you still have these forms.  Please keep a record of any time spent in extracting this data and entering into Google Sheets, as we may be able to remunerate you for this additional effort.

STOP PRESS:  This is now all go and must be completed by 15 July 2016

19 thoughts on “Capturing participant birth dates from past CIH years

  1. I only use these forms when they are wanting a 2degrees connection. If everyone filled one out I would destroy the form once they confirmed they didn’t want a connection. I have adjusted our registration forms to ask for an alternative contact but not a birth date. janine

  2. Hi Laurence

    Not all families fill in the Internet sign up form – those who already have the internet on are not interested to do this. I have data for some families, but there would be gaps for others.

    I am unclear of what you are after – getting the dates on the google doc or finding out how much time it would take to do this.

    Cheers

    *Denise Henley *

    *Nelson/Marlborough/Buller Regional Coordinator* *Computers in Homes and Stepping Up Programmes* *Mob: 0273465668* *Email: denisehenleycih@gmail.com *

    On 26 June 2016 at 17:45, Computers in Homes Support wrote:

    > zwimpfer posted: “We are currently negotiating with the Ministry of > Education, the Ministry of Social Development and the Department of > Internal Affairs a process for sharing information about Computers in Homes > participants. We already have most of the information we nee” >

    • I am keen to get some feedback on how much effort would be involved in populating the google sheets with birth dates for families where you already have this data. I am not expecting you to contact families to get this data.

  3. Tania asks: “This is a significant body of work for me with 375 families to look up data for and enter the birth dates. Would it be compensated on an hourly rate?”

    My response: I need an estimate of how much effort would be involved in order to set a budget. An hourly rate is one possibility, but I need to know how many you could enter each hour. Another option might be to pay a piece rate, e.g. $1 per birth date entered.

  4. In Chch we have only ever had those who required internet fill out an internet signup form. The less paperwork to fill out the better, as many struggle with forms.

  5. I’d be happy to fill in the data for 2015-2016 year, and possibly the year before, but usually after the 12 months is up, I file the family’s information in alphabetical order in another folder, mixed with several years worth. That would take me longer to do, and would be more frustrating. I could do it, but I’ll complain. I have been meaning to digitise all the paperwork and then getting rid, but don’t have the time.
    All my families fill in the Signup form; I tell them its a requirement, even if they are not getting a 2degrees connection. It contains data that isn’t captured anywhere else – for instance, the Alternate contact details – wasn’t previously required in google docs, but now is. Besides, it comes in handy in all sorts of ways.
    Estimated time per 50 families per year? 10 hours (20 minutes per family. Rationale: the families are not listed alphabetically, but by training groups. My current year’s filing system is grouped by graduated/intraining. In training is further separated by Have internet/want 2degrees. Want 2degrees is further divided by…… so on and s on. Finding the right paperwork for the right line on google docs will take most of the time.)

  6. Thanks Chris, but please check you maths – 10 hours for 50 families makes it 12 minutes per family. This seems a bit more realistic than 20 minutes per family!

  7. Very much the same as Denise. I have data for some families, but there would be gaps for others. Not all of my families fill in the 2degrees/Snap form especially if they are not getting Internet for any reason (that was the process I was taught). It will take me a bit of time to go back over the records and get the data especially as some of it is from the previous coordinator. How much time I’m not sure but tell me what you need and I’ll do my best to get it.

  8. I appreciate the feedback. I am happy to go with Chris’s suggestion (with my corrected maths). This means we would allow 10-12 minutes to extract each birth date and load to google docs. I am proposing a piece rate of $9 (+GST for coordinators who are GST-registered) per birth date entered. You may invoice on actuals. This work must be completed during July 2016.

  9. Start with 2015-16 and then have a go at 2014-15 and then 2013-14. I haven’t set up the 2013-14 google sheet yet but will do so in the next couple of days.

    • Hi Laurence. Can you add a formula at the top of DOB to count our number. Will make it much easier to count when invoicing. I tried to copy over your formula but it wouldn’t let me. So at least you know your security on google works. Thanks.

  10. I did mine over the weekend and found it fairly easy. I captured 108 ovee the 3 years as WIC sign up form did not require it. I was very happy with the amount of the invoice but would have found it easier if the total counted itself. Also there was no where to put DOB on 2012-13.

  11. Great stuff Janine – I assume you mean 2013-14 (I will be adding date fields to this sheet as well – give me 24 hours). And I will include a count in line 7.

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