Budgeting and fund raising EHES Training Material.

Budgeting and fund raising

EHES Training Material

Purpose of the survey budget

• Gives an estimate of the amount of money needed to carry out the planned survey

• Can be used in discussions with the collaborators/stakeholders• Cost of additional modules• Cost of increased sample size

Components of the survey budget

1. Planning and preparing

2. Coordination3. Training of personnel4. Dissemination (PR-

activities)5. Piloting6. Sampling7. Recruitment of

participants

8. Fieldwork of the full-size HES

9. Laboratory analysis and sample storage

10.Data entry and cleaning

11.Quality assurance12.Analysis and

reporting

• Personnel costs• Salaries and per diems• Insurances

• Equipment and material costs

• Other costs• Travel• Renting • Etc.

Cost categories

Planning and preparing

• Personnel• Project leader• Survey coordinator• Senior researchers and experts, incl. laboratory

experts and experts of legal and ethical issues• IT expert• Survey statistician• Press officer

Coordination

• Personnel• Project leader• Survey coordinator• Fieldwork

supervisor

• Other costs• Coordination office• Travel costs• Recruitment of

fieldwork staff

• Equipment and materials• Computers with

internet connection, printers, software licences, scanners

• Office supplies

Training of personnel• Personnel

• Trainers for each measurement included in the survey

• IT person• Press officer• Statistician• Legal and ethical

expert• Trainees i.e.

fieldwork staff

• Equipment and materials• Measurement

devices• Computers

• Other costs• Premises for the

training• Travel costs

Dissemination

• Personnel• Press officer• Possibly also graphical designer

• Other costs• Printing of the promotion materials• Press conferences• TV and radio adds• Design of the website• Travel costs

Piloting• Personnel

• Full fieldwork teams• IT support • Laboratory

personnel • Data manager• Statistician


devices • Computers

• Other costs• Printing invitations,

questionnaires etc.• Travel costs• Transfer of materials• Rent of the

examination site• Evaluation• Re-training• Updating of computer

programs, if needed

Sampling

• Personnel• Statistician• Data manager

• Equipment and materials• Computers• Software licenses

• Other costs• Sample drawing / obtaining the sampling

frame(s)

Recruitment of participants

• Personnel • Assistant to prepare

and mail invitation letters and/or to make the phone calls

• Contact person to provide more information about the survey

• Data manager or assistant

• Equipment and materials• Computers • Software licenses

• Other costs• Toll-free phone

number

Fieldwork • Personnel

• Full fieldwork teams• IT support• Data manager• Medical doctor for

consultations, if needed


devices

• Other costs• Travel costs• Transport of

materials• Rents of the

examination sites• Storage of the

materials on the field

• Data transfer• Phone and internet

connections

Laboratory analysisand sample storage

• Personnel• Laboratory

personnel• Data manager• Medical doctor for

consultation, if needed

• Equipment and materials• Material for sample

handling in the laboratory

• Reagents• Deep freezers

(-70oC)

• Other costs• Security system for

the deep freezers

Data entry and cleaning

• Personnel• Data manager• Data entry personnel if data is keyed in from

the paper forms• Statistician


Quality assurance

• Personnel• Senior researcher/

epidemiologist • Data manager• Statistician• Laboratory

personnel


specific devices • Computers• Software licenses

• Other costs• Travel costs

Analysis and reporting

• Personnel• Data manager• Statistician• Researchers


• Other costs• Graphical design of

the reports• Printing of the

reports

Funds vs. survey contents

Available funds

Included:

• measurements

• questionnaire modules

Sample size

Adding a new module

• Additional examination or questionnaire module increases budget by• Equipment / questionnaire preparation costs• Personnel cost and examination site rents

through increased examination time per participant

• Training and piloting costs• Data management and handling costs• Quality control costs• Data analysis and reporting costs

Example budget: assumptions

• Sample size 4000 persons• Planning and preparation takes 12 months• 2 fieldwork teams working simultaneously

• Composition of the fieldwork team• 2 Nurses• 1 Laboratory technician


• Questionnaire self-administered at home before the examination• Returned at the examination

• Flow of the examination• Nurse 1: Reception, checking of the

questionnaire and obtaining informed consent

• Nurse 2: Blood pressure measurement and anthropometric measurements

• Laboratory technician: Blood sample drawing and handling


• Examination takes 30 minutes• Fieldwork team works 7 hours per day• Can examine 3 participants per hour • Scheduling 20 participants per day• Staying 5 days (one week) in one location per

team• Total of 100 participants per location• Total of 40 locations

Example budget – total costs

• Total budget 820.000€• Personnel costs 63% • Equipment costs 7%• Other costs 30%

• Travels and material transfer costs

• Cost per invited person 205 €

Example budget – costs Category Cost

Planning 133.000 €

Coordination 135.000 €

Training 48.000 €

Dissemination 30.000 €

Piloting (200 persons) 13.000 €

Sampling 8.000 €

Recruitment of participants 71.000 €

Fieldwork of the full-size HES 220.000 €

Laboratory analysis and sample storage 32.000 €

Data entry and cleaning 19.000 €

Quality assurance 18.000 €

Analysis and reporting 93.000 €

Cost of adding one examination module

• Assumptions• Can be performed by same nurses as the core

measurements• Training of the nurses to perform the added

measurement correctly takes one day• Added measurement takes about 5 minutes

per participant


• Additional costs for planning:• Preparation and documentation of the protocol

(at least one week full time job for researcher)• Preparation and coding of the data item

definitions (together with following, at least one week full time job for data manager)

• Preparation of • the measurement recording form (paper or

electronic)• the feedback to the participants

Total addition about 3100 €


• Additional costs for training:• Equipment for two teams • One more day salaries of the fieldwork team

members• One more day salaries of the trainer• One more day of the room rent for training

place


Cost of adding a examination module

• Additional costs for piloting• 200 participants, 5 minutes additional per

participant, total of additional days (1.5 days per team)• Salaries of

• Fieldwork team• IT support• Data manager• Coordination team



• Additional costs for fieldwork:• 4000 persons, 5 minutes additional time each,

total of 48 additional examination days (24 days per team)• Salaries of

• the fieldwork team• IT support• Data manager• Coordination team

• Rents of examination sites Total additional cost about 53 000 €

Cost of previous HESs

• Total cost• 1.000.000 € - 5.000.000 €

• Cost per invited person• 55 € - 600 €

• Cost per examined persons• 78€ - 700 €

Tolonen et al. Review of health examination surveys in Europe. Available athttp://www.ktl.fi/attachments/suomi/julkaisut/julkaisusarja_b/2008/2008b18.pdf

Sources of funding in previous national HESs

• Ministries• Health, Public Health, Social affairs• Research and Education• Agriculture and Nutrition

• Insurance Institutes• Research organization• Associations and foundations

Excel programme for budgeting

http://www.ehes.info/rc/tools/tools.htm

Acknowledgements

• Slides and the Excel program for budgeting• Hanna Tolonen

Budgeting and fund raising EHES Training Material.

Documents

Transcript of Budgeting and fund raising EHES Training Material.