Draft a Data Collection Plan

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:** | Activity | Method | Indicators Covered | Timing | Sample Size | Responsible Party | Instrument | |---|---|---|---|---|---|---| 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.