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Enhancing Administrative Records for Efficient Decision-making

This document outlines the importance of administrative records (AR) in governmental and semi-governmental institutions for efficient data collection and decision-making processes. It discusses the significance of high-quality, comprehensive, and timely data in reducing costs and efforts. The legal framework, data digitization, and continuous data availability are key elements highlighted. Efforts by the Palestinian Central Bureau of Statistics (PCBS) to improve AR include workshops, training sessions, and partnerships with various entities. The survey results detail the sources of statistical data used by ministries/institutions, areas of policy-making, and methods of accessing data.

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Enhancing Administrative Records for Efficient Decision-making

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  1. Administrative Records Current Status, 2023

  2. Administrative Records? Data collected or recorded by governmental\ semi-governmental institutions, and public benefit administrative purposes related to those entities. institutions for various such as: registration of births and deaths, building licenses, registration of cars, lands, facilities, or weather conditions. ..etc Actions Procedure s

  3. Importance of AR AR Elements A High Quality Data, Comprehensiveness &Timeliness. Reducing Cost, Time &Effort. Permanent update ID Number Legal Framework Reducing\ avoiding Sampling Errors in surveys. Building and Evaluating Sampling Frameworks. Comprehensive Coverage Partners Cooperation Continuity Records Digitization Possibility to Extract Data at Any Time from Administrative Records Data Quality Continuous and Permanent Availability of Data.

  4. Signing of MOUs (57 MoUs signed 2018- 2022) Assistance in developing registration forms used in ministries Opening Communication channels with the ministries that produce data Appointing coordinators from PCBS as points of contact with institutions producing administrative data. PCBS Efforts Holding workshops targeted mechanisms for improving AR. Training for statistical units in the ministries producing data National and Technical committees to promote records Recruiting Many Technical Missions that contributed to the development of AR.

  5. Cultural Centers Ministries Government Authorities Slaughter Houses Churches Several International Institutions Unions Insurance Companies Social Welfare Institutions 90 86 35 22 20 13 Economic Statistics Directorate Registers and Statistical Monitoring Directorate Population and Social Statistics Directorate Area Statistics Directorate

  6. Characteristics of Statistical system in Palestine – based on Survey of data sources Reality of Admin Records Resources Survey, 2022 47 Data Source Web-based Questionnaire 1. Data Source info. 2. Basic data on statistical units 3. Statistical reports and bulletins 4. Logistical and training needs 5. Use statistical standards and classifications 6. Use standard quality frameworks, tools and systems 7. Surveys, studies and forms 8. The impact of the use of statistics in policy making in the public sector

  7. Reality of Admin Records Resources Survey, 2022 Main Results Percentage distribution of ministries\ institutions according to the source of statistical data on which they rely in policy and decision-making, 2020-2021 Percentage of ministries\ institutions by selected indicators, - 2020 2021 72.7 62.2 57.1 55.6 51.1 Data produced by the responsible department in the ministry/institution 45.3 28.9 22.2 Studies issued by universities/research centers 2.3 15.6 Had training on developing AR at PCBS Have a statistical unit Have a statistical plan\programme Using Standard Guids to produce data Using has a special unit\committee that works on quality tasks for the produced data carry out field studies\surveys Implemented workshops for dialogue producers\users of data Data issued by other government institutions 4.7 Classifications PCBS 36.0 Other 8.1 Data issued by international institutions 3.5

  8. Percent of ministries\ institutions by subject of statistical data used in the areas of policy and decision-making and obtained from PCBS 2020-2021 Reality of Admin Records Resources Survey, 2022 Main Results 70.3 Population 62.2 Education and culture 59.5 National accounts 56.8 Labour Force 54.1 Gender and children 48.6 Service sectors Percent of ministries\ institutions benefiting from PCBS’s data by way of obtaining data, 2020-2021 48.6 Health 45.9 Prices and index numbers 45.9 Living standards 45.9 Environment and natural resources Finance, insurance and balance of payments 40.5 97.3 PCBS's website 40.5 information technology 35.1 Transportation and communications 64.9 Paper bulletins issued by PCBS 35.1 Industry 35.1 Foreign trade 35.1 Security and justice 54.1 Department of Users Services at PCBS 35.1 Housing and housing conditions 35.1 Agriculture 18.9 Other* 32.4 tourism 29.7 Internal trade *Others (including: visiting PCBS to obtain brochures, publications distributed to ministries, memorandums of understanding, and telephone calls) 21.6 Construction 8.1 Other

  9. Reality of Admin Records Resources Survey, 2022 Main Results Percent of ministries\ institutions that use PCBS’s data by field of use, 2020 - 2021 75.7 Preparing annual and strategic plans for the ministry\ institution Percentage distribution of ministries/institutions by preferred method of accessing statistical data, 2020-2021 67.6 Preparing working papers related to the ministry\ institution 62.2 Preparing statistical reports in the ministry\ institution E-mail 11.1 54.1 Making decisions within the ministry\ institution Workshops 11.1 54.1 Making decisions within the ministry\ institution Website, 66.7 Preparing feasibility studies for the implementation of projects and programs within the scope of work of the ministry\ institution 45.9 Printed reports and paper bulletins 11.1 Preparing special courses for employees of the ministry\ institution 27.0 Percent of ministries\ institutions participating in training courses in PCBS during 2020-2021, according to the subject of the course 72.7 8.1 Other domains 60.6 54.5 36.4 6.1 Developing Administrative Records Using any statistical analysis program Preparing statistical reports Developing indicators Other

  10. Reality of Admin Records Resources Survey, 2022 Main Results-Statistical Units Characteristics 62% of the targeted data sources have statistical units Percentage distribution of statistical units in ministries\institutions by establishment year, 2020-2021 Most important tasks that assigned to the SU 96.4 Publish reports\ bulletins on available data 21.4 85.7 Provide metadata for the statistical data produced 85.7 78.6 Controlling the quality of statistical data and adhering to quality systems requirements Percentage distribution of statistical units in ministries/institutions by number of unit employees , 2020-2021 78.6 Processing administrative data within the ministry\ institution for statistical purposes 2000-2014 2015-2020 67.9 Documentation of the administrative data and transactions of the ministry\ institution 32.1 64.3 Conducting specialized studies or surveys for the purposes of filling the gap in the ministry\ institution's data 21.4 Other 67.9 1-2 3-11

  11. Reality of Admin Records Resources Survey, 2022 Main Results-Statistical Units Characteristics 62% of the targeted data sources have statistical units Percentage distribution of statistical reports/tables issued by statistical units in ministries\ institutions by publication periodicity ,2020-2021 Percent of statistical units in ministries\ institutions by the use of computer programs to process data, 2020-2021 Annual 40.8 92.9 Monthly 20.4 Irregular 14.3 Quartly 12.2 Mid-term 10.2 39.3 28.6 Weekly 2.1 21.4 21.4 Excel SPSS Access SQL Oracle

  12. Reality of Admin Records Resources Survey, 2022 Main Results-Statistical Units Characteristics Percent of statistical units by logistical and training needs to enhance their work in producing statistical data, 2021 - 2020 Human staff 75.0 Increase the number of staff 100.0 Enhancing staff capabilities Infrastructure 60.7 Providing computers 62% of the targeted data sources have statistical units 75.0 Providing data processing programs 85.7 Management of administrative and central records Percentage distribution of ministries\ institutions producing statistical data by number of statistical databases, 2020-2021 82.1 Control and monitor data quality 78.6 Collecting data from its sources, entering and processing data 78.6 Principles of statistics and statistical analysis using SPSS 78.6 Dissemination of data and preparation of statistical reports Training Areas 78.6 Quality Management 75.0 Designing questionnaires and forms 75.0 Classifications, terminology and statistical indicators 71.4 Frameworks in the statistical system 67.9 Samples, sampling frames, and weight calculations 60.7 Knowledge of the principles of statistics

  13. Enhancing the Production of Statistical Data Indicators in Palestine, based on Administrative Records Project Activities (1stphase): Holding 10 bilateral meetings with partner data sources.  Preparing a technical report with results, follow-ups and recommendations.  Specific Goals of the Meetings: The main objectives of the bilateral meetings are based on the following:  Reviewing and developing administrative records forms and data flow mechanism.  The required development of administrative records data and the development work plan (databases and access, reports, index calculation mechanism... etc).  Reviewing and developing administrative records forms so that they are responsive to SDGs indicators and the national monitoring system.  Discussing indicators of international agreements that PCBS works in cooperation with partners such as the International Convention on the Rights of the Child and the Convention on the Elimination of All Forms of Discrimination against Women (CEDAW), and developing administrative performance record forms to collect these indicators.  Determining the needs required by both PCBS and government departments and include them as work activities within the annual plans for data sources. 

  14. Enhancing the Production of Statistical Data Indicators in Palestine, based on Administrative Records  A series of internal meetings were held with the administrative records coordinators at the statistical departments of PCBS to prepare for the bilateral meetings through the following:  The current situation within the statistical departments of PCBS was diagnosed in terms of data flow problems, needs and required development on data forms.  The current situation within the statistical departments of the Palestinian Central Bureau of Statistics was diagnosed in terms of the availability of indicators of sustainable development and indicators of international agreements that are being worked in cooperation with partners, and for which administrative records are a primary source.  According to the diagnosis of the current situation, a list of partners defining sources of data was determined and arranged by priority.

  15. Enhancing the Production of Statistical Data Indicators in Palestine, based on Administrative Records 10 10 meetings were held with a group of partners, in the presence of all relevant parties, as follows: 1. Ministry of Telecommunications and Information Technology 2. Palestinian Police 3. Ministry of Awqaf and Religious Affairs 4. Ministry of Social Development 5. Ministry of Justice 6. Ministry of Education 7. Palestinian Land and Water Authority 8. Land Authority 9. Ministry of Agriculture 10. Ministry of Health

  16. Follow up steps- bilateral meetings Work will be done on the development points needed by the partners in terms of: o Structure of paper forms and form indicators o Computerizing paper forms, developing databases and linking them o Unifying concepts and calculation mechanisms for some indicators o Data flow process.

  17. Development of Administrative Data-Way forward A technical report with results, follow-ups and recommendations (1st phase) Increasing the number of statistical indicators that depend on administrative records Final inputs and feedback & way forward plan Holding a series of meetings with data sources Action plan by forming a follow-up group Modernization in focus+

  18. Thank You,,

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