GROS Strategic Corporate, General and Key Business Objectives for 2007-08

On-going

To develop and implement strategies and procedures which will enable Census forms to be delivered to, completed by and collected from the public in Scotland in the most cost-effective way and so as to maximise coverage of the population whether residing in households or in Communal Establishments.

Various — see objectives

A temporary field force numbering several thousands will have to be recruited, supplied and paid to carry out the 2011 Census Enumeration

To develop and achieve Scottish Census Programme Board approval for

Field staff recruitment strategy by 30 June 2007

Field staff pay options, both outsourced and in-house, with costs and recommendations, by 30 April 2007

Field staff pay system procured by December 2007

Logistics strategy by 30 June 2007

a) A field staff recruitment strategy which will define

Roles and responsibilities of stakeholders in the recruitment process

The main sources to be used for recruitment

An advertising strategy for the posts

b) A field staff pay system installed and ready to be trialled in the 2009 Census Rehearsal

c) A Logistics strategy which will allow detailed planning and co-ordination of the various procurements in the field supply area in time for a robust system to be trialled in the 2009 Census Rehearsal

31 March 2008 continuing to 30 April 2008

Members of the public will wish to ask questions about the Census will have difficulty in completing their forms or, in some other way, will need assistance.

To complete detailed Specifications of Requirements for public assistance in 2011, to be trialled in the 2009 Census Rehearsal, covering contact centre facilities, web self help, online completion arrangements and other services which may be required by specific groups, for example, language translation services

A range of help facilities to make the Census accessible to everyone.

31 January 2008

Many of those to be enumerated don’t live in a house or a flat. They may live in a Communal Establishment, (e.g. a prison or a care home) or be part of a group for whom special arrangements have to be made (such as rough sleepers, diplomats etc). There are also those who have language difficulties, physical or mental problems etc who require assistance to fill in a Census form as well as those who are traditionally under-enumerated, for example some ethnic groups, young males etc.

To devise and develop by 31 January 2008, enumeration strategies to maximise inclusion of people who are resident in a Communal Establishment, or because they otherwise fall within a category for whom special enumeration arrangements have to be made.

Enumeration strategies which can be fleshed out to form robust methods of enumeration of Communal Establishments, special groups and those who are apprehensive or require assistance to complete the Census form, which can be trialled in the 2009 Census Rehearsal.

On-going

To provide geographical and statistical services to support the Census business

Various

Census results help to plan a better future for Scotland and its local communities. Reliable information on the number and characteristics of people in each local area helps those who have to deliver services for particular groups of people and to target resources to where they are needed. This year we will be evaluating the results of our Test and working towards our Rehearsal in 2009.

To prepare for high quality analysis and output of data from the 2011 Census questionnaire:

Consult users from March to June 2007, publishing a report of key findings by August 2007.

Propose a set of topics/questions by February 2008 for the White Paper which will go to Parliament later in 2008.

Define, in collaboration with the other UK Census offices, our requirements for processing of the Census results to ensure quality outputs which are fit for purpose. This includes defining derived variables as well as methods for cleaning and manipulating the data.

Complete by March 2008 definition of user requirements for Census outputs.

For questionnaire work, a set of draft questions for the 2011 Census which will be acceptable to users and the public, and produce statistically-sound results.

For processing work, strategies to carry the work forward to provide a system which meets our requirements.

For output work, a user requirement which will be used to define GROS view of outputs and dissemination model.

March 2008

The definition of areas within Scotland is important for the publication of sub-national statistics. The basic building block is the postcode. Postcode boundaries and postcode indexes link postcodes to a wide range of higher geographies such as Council area, Health Board area, and electoral ward. GROS creates and issues these geographic products direct to customers, and deals with requests for geographic information.

to issue all customers with new versions of the Postcode Index and postcode boundary products in February 2007 and September 2007;

to respond to simple requests for geographic information within 5 working days and 10 working days for more complex requests;

to supply ONS with Scottish postcode data in time to meet production of the National Statistics Postcode Directory.

Up-to-date information about Scotland’s geography, to help users produce statistical outputs at sub-national level.

On-going

To provide ICT services and support to the Census business including:

- business systems analysis work working with our business customers to help define their requirements

- development of SAS databases to enable Census data to be manipulated

- enhancement of the new ARC GIS database to support Geography team

- management and administration tasks for the 2011 Statement of Requirements and development of the Census end to end design

Various

A major IT project underpins the 2011 census. Key systems and services will be procured jointly with the other UK Census Departments. These will include printing the questionnaires, tracking completed questionnaires, processing the information on the questionnaires and providing a public contact centre.

To specify Scottish requirements for these systems and services, including

reviewing our Census design following the 2006 Test to identify our requirements for the systems and services, completing initial design by June 2007

ensuring our requirements are included in the UK documentation for procurement of IT services by August 2007

reviewing the solutions and costs provided by the bidders and negotiating the best value for money contract by January 2008

The needs of the Scottish Census are met along with the rest of the UK and value for money is obtained by a procurement which is compliant with UK and EU rules.

Various

IT systems are needed for the 2008 Systems Integration Test which will lead on to the 2009 Census Rehearsal — for example, to provide management information on progress with the field operation. These IT systems may be specific to Scotland or they may be systems developed for all UK Census Departments.

To work with other UK departments and suppliers to ensure that all IT systems are delivered successfully for the 2008 Systems Integration Phase. Major pieces of work include

developing our Field Management Information System by December 2007

input to the development of a UK questionnaire processing system by March 2008

Preparing a Payroll system for delivery by Autumn 2008

Suppliers’ IT systems of adequate quality are developed in time for the 2008 Systems Integration Test

September 2007 and January 2008

It may be helpful to offer the option of completing the Census form online. Research work is needed to identify the potential benefits and costs.

In conjunction with the other UK Census Departments, to:

investigate the experiences of other Census countries and other UK public bodies with online completion by September 2007

understand, by prototyping and research, all potential benefits and costs of providing this service by September 2007

formulate a consistent UK approach, where possible, to online completion by September 2007

following award of contract in January 2008, and provided research identifies definite benefits and cost drivers, work with successful bidder on Scottish requirements for an online completion channel in the 2009 & 2011 census exercises.

Potential to help reduce under-enumeration in 2011 Census by providing an alternative method of completing a Census form which is more acceptable to some members of the public.

A full understanding of the benefits, risks and costs, to ensure that an informed decision can be made for 2011

30th September 2007

A small number of individuals (c. 4% in 2001) do not complete a Census form and these need to be adjusted for in order to have a complete population count for Scotland. To facilitate this adjustment, we run a Census Coverage Survey, a few weeks after the Census, which will provide us with the information required for the calculations. Similar surveys are run throughout the UK, and we need to make sure that ours is consistent with the UK approach, whilst best serving Scotland’s needs.

To develop the full plan for the CCS, including survey size, methodology, fieldwork strategies, statistical analysis and CCS rehearsal.

A fully successful CCS, providing the information need for Census adjustment.

On-going

Census Management Branch manages corporate services for the 2011 Census programme by:

procuring and managing all 2011 Census related contracts, ensuring these are appropriate to the Scottish Census and achieve value for money; and

managing a governance infrastructure to ensure the 2011 Census programme is planned, resourced, co-ordinated and managed within a consistent framework and overall timetable.

Various

A major IT project underpins the Census. The key systems and services will be procured jointly with the other UK Census Departments. These will include printing the questionnaires, tracking completed questionnaires, processing the information on the questionnaires and providing a public contact centre.

To specify Scottish requirements for these systems and services, including:

reviewing our Census design following the 2006 Test to identify our requirements for the systems and services, completing initial design by April 2007;

ensuring our requirements are included in the UK documentation for procurement of IT services by August 2007; and

reviewing the solutions and costs provided by the bidders and negotiating the best value for money contract by January 2008

The needs of the Scottish Census are met along with the rest of the UK and value for money is obtained by a procurement which is compliant with UK and EU rules.

January 2008

The key systems and services to support the 2011 Census will be procured jointly with the other UK Census Departments and there may be additional contracts specific to Scotland. Contract management procedures need to be in place to ensure that work can start as soon as the contracts are let, and that the Departments can effectively manage the contacts through the subsequent phases leading up to the 2011 Census.

To agree with the other Census Departments by January 2008, and operate thereafter, contract management procedures which will ensure that the contracts will meet the Scottish Census requirements

Efficient contract management to ensure that services delivered on time and within budget.

Ongoing

The 2011 Census has numerous work packages which require management and planning within a framework of governance (internal and with other UK Census Departments)

To ensure sound governance and management of the 2011 Census programme.

Properly-informed decisions are taken timeously and the programme is controlled effectively.