Centralizing Data Collection at Statistics Canada

1. Centralizing Data Collection at Statistics Canada Marc St-Denis Lise Rivais

2. Outline Business Architecture Collection project Implementation Process Lessons Learned Results and Next Steps Statistics Canada • Statistique Canada 2014-08-27 2

3. Collection Structure at StatCan in 2008 7 Regional Offices across Canada Collection of social surveys (CAPI & CATI) Collection of some monthly business surveys (CATI) Collection of census every 5 years Operation & Integrated Division (Head Office) Collection of many business surveys Subject Matter Division Collection of business surveys Capital Expenditure, Energy; Balance of Payments; Producer Price, Financial Statement Survey…. Statistics Canada • Statistique Canada 2014-08-27 3

4. Vision Streamlining collection processes and realigning organisational structure Centralise accountability centre for collection Return of services to collection Eliminate duplication and overlaps in functions Revisit capacity, workforce, workflows, and costs Creation of the Collection Business Architecture Project (cBA) Statistics Canada • Statistique Canada 2014-08-27 4

5. What is Collection Business Architecture Project initiated in 2008 Strategic Streamlining Initiative, savings of $2M annually starting in 2011 Modernize systems and restructure collection processes Single point of accountability and single organizational entry point for collection Creation of center of expertise for collection Statistics Canada • Statistique Canada 2014-08-27 5

6. Drivers for Change Recognition that business processes for social & business surveys & census have commonalities Need to be easier for individuals and businesses to respond to surveys by having different response options available Need to be easier for managers to react to the factors that drive cost and quality of collection Develop a modern collection platform and common collection tools Collection to become more efficient Statistics Canada • Statistique Canada 2014-08-27 6

7. Governance Creation of a steering committee Appointed a project manager Created a project charter and project schedule Defined roles and responsibilities Defined accountabilities Statistics Canada • Statistique Canada 2014-08-27 7

8. Process Realign organizational structure Review and analysis of collection processes Identification of surveys and activities to be centralized Alignment of budgets and resources Transition planning Risk analysis Communication Statistics Canada • Statistique Canada 2014-08-27 8

9. Collection Systems • Investing in new technology • More robust and cost efficient platform for all survey collection • Virtual Desktop Infrastructure (VDI) • Business Survey Portal • E-questionnaire (internet) Statistics Canada • Statistique Canada

10. Role and Responsibilities • All collection activities (NRFU and FEFU) done from the regional offices • All mail-out processes, data capture, and data integration done from one area in HO • Creation of one entry point ‘Front Door’ • Creation of Research Centre • Develop tools to plan collection capacity and active management Statistics Canada • Statistique Canada

11. Key Project Activities • Conduct pilot tests • Build on successes to gain credibility and cooperation • Development of a communication plan • Document processes and train staff • Develop transition plans • Establish a change management process • Establish Service Level Agreements • Some surveys move ‘as is’ until common tools can be adopted Statistics Canada • Statistique Canada

12. Challenges • Management of change (incl knowledge transfer, retaining the right resources, training, learning curves, etc.) • Technology (integration of systems – both new and legacy systems, VDI equipment, system performance) • Interviewing capacity planning and alignment with collection sites • Harvesting, tracking, and investing of efficiencies • All changes must preserve quality, timeliness, and response rates • Regular production work must continue thereby not all can move as we may need to • Keeping all informed and up-to-date Statistics Canada • Statistique Canada

13. Lessons Learned • Communicate, communicate, communicate! • A constant review of business processes • A governance structure with senior management • Prioritize and remain focused • Flexibility is important to adapt to better alternatives found along the way • Tracking efficiencies and financial mapping is challenging • Regional offices (interviewers) are our true first line of collection experts • Solid HR management to ensure morale Statistics Canada • Statistique Canada

14. Measured Successes 1. Response Rates have been maintained or improved 2. Cost Savings harvesting efficiencies is real from service centralization 3. Subject Matter Satisfaction has been maintained 4. Data quality has been maintained 5. Timeliness has been maintained or improved 6. Value added: Imaging, EFT, Blaise, EQ, documentation, better alignment with departmental standards and policies Statistics Canada • Statistique Canada

15. The Future • Continue to transition to electronic questionnaire collection (Internet) • Respondent EQ = Interviewer EQ • Integration of business/household surveys/census systems, tools, applications, infrastructure (ICOS) • Moving complete collection accountabiity to regional offices • Monitor quality, response rates, costs • Research towards further efficiences Statistics Canada • Statistique Canada

16. marc.st-denis@statcan.gc.ca Thank You Statistics Canada • Statistique Canada