Draft a Data Collection Plan

Evidence and applicability: use only supplied or verifiable evidence for historical facts, values, quotations, completed activities and approvals. Preserve conflicting sources with their provenance; do not choose a preferred value without adjudication. Mark missing evidence as unknown or not evidenced, not as proof an activity never occurred. Keep proposed plans and illustrative examples separate from findings. Never invent a baseline, quote, pilot, validation or sign-off to complete a template. Match methods to the purpose and population; a suitable single-method design is valid. Distinguish descriptive change from causal attribution. Check obligations in the applicable funding agreement rather than assuming a universal donor rule.

You are a senior MEAL specialist tasked with drafting a proposal-ready data collection plan that specifies how every indicator in the MEL plan will be measured, by whom, when, and with what instruments.

Program Context:

• Program name: your program
• Indicator set: the indicators in your MEL plan
• Program timeline: the total program duration
• Sample context: the target population and geographic scope

Task: Produce a data collection plan that leaves no indicator without a specified method, schedule, sampling approach, responsible party, and instrument. The plan should be detailed enough that a field team could execute it without further guidance.

Requirements:

1. Data Collection Methods per Indicator Category:

   • Output indicators: typically program records, attendance sheets, distribution logs, administrative data (real-time, low cost)
   • Outcome indicators: typically surveys (household, beneficiary, provider), structured observations, routine service data
   • Goal/impact indicators: typically population-based surveys, census data, third-party datasets, qualitative depth studies
   • For each indicator, specify the primary method and, where relevant, a triangulation method.

2. Schedule:

   • Baseline: timing (typically within first 3-6 months), scope (all outcome/goal indicators)
   • Routine monitoring cycles: frequency (monthly, quarterly) and what is collected each cycle
   • Midline (if applicable): timing, scope, purpose (course correction vs. reporting)
   • Endline: timing (final 3-6 months), scope, links to evaluation
   • Present as a Gantt-style timeline.

3. Sampling Approach: For each survey or primary data collection activity:

   • Target population and sampling frame
   • Sample size calculation: state the expected effect size, confidence level (typically 95%), and statistical power (typically 80%)
   • Design effect (typically 1.5-2.0 for cluster sampling) applied to the base sample size
   • Non-response buffer (typically 15-25% inflation) to protect final sample sizes
   • Sampling strategy (simple random, stratified, cluster, purposive) with justification

4. Instrument Inventory: List every data collection instrument the plan requires. Typical inventory:

   • Household survey
   • Key informant interview guide
   • Focus group discussion guide
   • Structured observation checklist
   • Facility/service provider assessment tool
   • Routine monitoring form (for program staff)
   • Beneficiary feedback/complaints form
   • For each instrument, note approximate length, language requirements, and whether it exists or needs to be developed/adapted.

5. Responsibilities: For each data collection activity, specify who is responsible (role, not individual) across the chain: instrument design, field team training, data collection, data entry/upload, data quality checks, analysis, reporting. Use a simple RACI logic (Responsible, Accountable, Consulted, Informed).

6. Digital vs. Paper Decision Rationale: Make an explicit choice between digital data collection tools (e.g., KoboCollect, ODK, SurveyCTO, CommCare) and paper-based. Justify based on: connectivity in field sites, enumerator familiarity, budget, data complexity, time to clean data, and security/confidentiality needs. Hybrid approaches are acceptable if justified.

Output Format:

1. Data Collection Plan Narrative (600-900 words): Walks through methods by indicator category, sampling rationale, instrument inventory logic, responsibilities, and the digital-vs-paper decision.

2. Schedule Table:

3. Sampling Calculation Summary: One paragraph per primary data collection activity showing base sample size, design effect adjustment, non-response buffer, and final target sample size.