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External Data Quality Audit - Save the Children India

Activities: Others

Terms of Reference for an External Data Quality Audit

Introduction/Background:  Save the Children (SC) is a leading independent child rights organization working for children's rights and delivers immediate and lasting improvement to children's lives worldwide. The organization is working on 5 core themes- Child Survival, Education, Child Protection, Humanitarian and Disaster and Risk Management in collaboration with the Government, civil society organizations, and the community across 14 states and has reached nearly 4 million children across India.

In the last few years Save the Children has grown rapidly. In order to ensure that during this phase of rapid growth, the organisation continues to monitor its achievements; Save the Children has started putting in place standard systems for tracking key program parameters, including the number of children being reached by the organisation. Program data is being captured through SCINDIA INFO for key standard monitoring indicators identified for all thematic areas twice a year. Additionally, a regular MIS is also being maintained at project level which reports on in-depth program-specific indicators. Save the Children is committed to reach a 5 million number of children as per their strategy 2012-2016. The number of children being reached through the efforts of the organisation are being collated and compiled on a quarterly basis through a standardized tool.

At this stage of growth, Save the Children is undertaking a process of strengthening its monitoring systems. As part of these efforts, the organisation plans to integrate its various monitoring systems into a single standard system. This system will also have effective data quality mechanisms built in. In order to ensure that Save the Children designs appropriate data quality mechanisms, we need to examine the current systems in place for data quality as well as the actual quality of the monitoring data being currently collected through the project MIS, SC India Info as well as the reach data.

As Save the Children implements most of its programs through a NGO partners, the role of these partners in ensuring data quality is critical and their role in maintaining data quality also needs to be examined.

Rationale:  In view of the above an external data quality audit is planned. This audit would examine the effectiveness of the current data quality systems in improving program effectiveness by ensuring the authenticity, reliability and validity of data being used for decision making and will help to identify areas in which data quality needs to be strengthened further. As this process involves beneficiaries and checking of registers/forms/ progress reports, the audit is critical and would provide important feedback for rectification and improvement of quality of reporting and recording. Overall this would help us to gain greater confidence on the system and increase beneficiaries, partners and donor satisfaction.

Objectives: To review the existing data quality mechanisms and their effectiveness which are put in place at national, state and partner level during data collection, recording, analysis, usage, data storage, data updation and reporting of monitoring data viz. SC India Info, Project MIS and reach data;

To assess the quality of routine data recorded and reported in light of authenticity, validity, reliability, system integrity and accuracy for different data collection mechanisms viz. REACH, SCINFO, PROJECT MIS; To triangulate the data reported through various monitoring mechanisms;

To understand the methods used to collect, process, analyze and report the data (e.g. appropriateness of methods, possibilities of human error and delay in data collection and processing, application of technology at various levels, etc.);

To assess the capacity of people who are responsible for collecting and processing data or for ensuring data quality at all levels;

To provide recommendations to Save the Children and its partner organizations for improvement and maintenance of data quality.

The five steps that need to be followed for Data Quality audit are as follows:

Reliability:

1. Record verification at all levels (field level, NGO level, Save the Children level {state and national} for identified indicators.

Validity

2. Authenticity of beneficiaries’ for identified indicators. 
3. Timeliness: Are data collected and reported as regularly as relevant? Is reported data the most recent? Is the date of data collection/reporting clearly identified? 
4. Feedback: Once the above two components are done; the audit team has to come back to the respective level and provide appropriate feedback to audited level in a prescribed format developed in consultation with Save the Children.
5. System Assessment: Capabilities of people who are responsible for data management and reporting, data management processes. 
 
Please See Attachment for Detailed Request for Proposal


n.mishra@savethechildren.in

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