2021 population & housing census cartographic...

12021 Population & Housing Census Cartographic Strategy STATISTICS BOTSWANA

2021 Population & Housing CensusCartographic Strategy

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2021 Population & Housing CensusCartographic Strategy


Table of Contents

PREFACE 4.

1. BACKGROUND 5. 2. INTRODUCTION 5.

3. PRE-ENUMERATION CENSUS CARTOGRAPHY 6.3.1 Justification–TheImportanceofCensusCartography 6.3.2 ProjectManagementStructures 7.3.3 CensusCartographyPersonnelTrainingandRecruitment 7.3.4 QualityAssuranceandControl 7.3.5 SustainabilityandRiskFactors 8.3.6 ProjectCost 11.3.7 RolesandResponsibilities 13.3.8 2021PHCCartographyProjectSchedule 14.

4. CENSUS CARTOGRAPHY METHODOLOGY 17.4.1 Overview 17.4.2 CensusGeographicHierarchyinBotswana 17.4.3 UseofImageryBaseMaps 18.4.4 Evaluationofthe2011PopulationandHousingCensusCartography 18.4.5 ConsultancytoDeterminetheFeasibilitytoImplementSmartCensus 19.4.6 SmartCensusSolution 19.4.7 AdvantagesofSmartCensus 20.4.8 DesignCriteriaforEnumerationAreas 21.4.9 CodingScheme 21.4.10EnumerationMapsProduction 22.4.11 FieldMappingTimeRequirements 22.

5. PUBLICITY AND ADVOCACY PLAN 23.5.1 Introduction 23.5.2 Communication,PublicityandAdvocacyCommittee 23.5.3 TheCommunication,PublicityandAdvocacyPlan 23.

APPENDIX I: DetailedRolesandResponsibilitiesofCensusCartographyTeam 27.APPENDIX II: ProjectProcessflow 30.APPENDIX III: MethodologyandSolution 31.APPENDIX IV: WorkflowforPre-EnumerationMappingforthe2021Census 33.

4 2021 Population & Housing Census Cartographic Strategy STATISTICS BOTSWANA

Preface

StatisticsBotswana(SB)embarkedonthedevelopmentofacomprehensive2021PopulationandHousingCensus(PHC)CartographyProjectDocumentthatwillalsoserveassourceforsupportandresourcemobilizationforallprocessesoftheexerciseandtheoverallprocessesofthepopulationandhousingundertaking.StatisticsBotswana has partnered with GeoSpace International for automation of the 2021 census cartographicexercise.ThecompanywillprovideTechnicalAssistance,supportandtheImplementationofSmartCensusApplicationforthe2021censuscartographicworkinBotswana.

ThisfollowsthedecisionbyStatisticsBotswanatoutilizemoderngeospatialinformationtechnologiesforthe2021censuspre-enumerationactivitiesasopposedtothetraditionalmethodofaffixingdwellingnumbersonhouses. This timearound thesystemhasan in-builtGeographicPositioningSystem(GPS) forcollectingcoordinates for every structure in Botswana to support the production of enumeration area maps. TheadvantagesofusingGPSaremainlytoimproveonthequalityofthecensuspopulationestimatesintermsofaccuracy,coverageandtimeliness;andproductionofthegeodatabaseandthelistingofdwellings.

Botswana has a tradition of preparing project documents for the censuses with the inclusion of thecartographicoperationsasamajorandfirstcomponentofthecensuspreparatoryactivities.ThistimearoundthecartographicoperationshavebeenseparatedtoensurethatfocusisdedicatedtotheimplementationofGeomediaSmartClientforCensusapplicationasamajorproject.Thus,theBotswana2021PopulationandHousingCensusCartographyProjectDocumentformsVolumeIoftheoverallcensusProjectDocument.Thisisthefirstofitskindinthecountry’shistoryofcensusundertakingsinceindependence.ThesecondandVolumeIIoftheprojectwouldcovertherestofthephasesofthe2021PopulationandHousingCensusundertaking.

The2021PHCCartographyProjectDocumentcoverstheevaluationofthe2011censusprocessesintermsofcartographicoperations,theexpected2021NationalCensusStructures,rolesandresponsibilitiesofdifferentcartography committees, the institutional capacity assessment of the organisation to adopt new censusmappingtechnologiesforasuccessfulconductofthecartographicexerciseandtoproactivelyfillthegaps.Theprojectdocumentalsoactsasaprojectimplementationguide.

Like in thepastcensuses, it ishopedthat thedocumentwillassist in resourcemobilizationespecially fromdevelopmentpartnerstoparticipateinthismassiveprojectduringthecurrentglobaleconomicchallenges.

Dr. Burton MguniStatistician GeneralAugust 2018


1. Background

Thetraditionalroleofcartographicexerciseinacensushasbeentosupporttheproductionofenumerationarea (EA)mapsand thematicmapsderived fromavailablecensus information. However, due to recenttechnologicaldevelopments ingeographic information systems (GIS)andothergeospatial technologies,the scopeofcensuscartographyhasbeenextended to includeCartographiccensusdataanalysisanddissemination.Thecartographysection(nowCartographyandGISUnit)withinStatisticsBotswana(SB)wassetupin1992withtheaimoffulfillingtheabove-mentionedpurposes.Alltheseroleshavebeenachievedbutwiththeuseofmoretraditional,labourintensivecartographicmethods,especiallyindelineationofenumerationareas. However, with the new technological developments for census operations (which includes datacollection,analysis,presentationanddissemination),StatisticsBotswanahasbeenmovingfromtraditionalcartographicmethods towardsgeographic information systemsas thenew technologicalapplications incensustakingsurfaced.Forinstance,inthe2011PopulationandHousingCensusStatisticsBotswana(thethenCentral StatisticsOffice) introducedgeographic information systems forcensuscartography thatallowedautomationofcartographicprocesses.

The automation of cartographic processes reduced the number of cartographic operations such ascompilationofmap/data,draftingofmapsandfinaldrawingaswasappliedinthetraditionalwayofcensusmapping. There is greater flexibility in handling, processing and producing enumerationmaps products.Furthermore,theimplementationofGISincensus,improvedanalysisanddisseminationofcensusresults.Thedigitalcensuscartographyapproachisacontinuousanddynamicprocess.

Thebaseforthe2021PopulationandHousingCensusCartographywillbethegeospatialdatasetspreparedduringthe2011census.However,therewillbeimprovementsinthe2021censuscartographymethodologycompared to 2011, in terms of technology application as well as the details of features annotated onthecensusenumerationmaps, for example, the introductionof SmartCensusapplication. Therefore, thisdocumentprovidesthecensuscartographystrategyfortheupcoming2021populationandhousingcensusofBotswana.

2. Introduction

BotswanawillbeconductingtheNationalPopulationandHousingCensusin2021.ItwillbethesixthNationalpopulationandHousingCensussinceIndependencein1966.The2021PopulationandHousingcensuswillintroducemodernmethodsandbestpractices.StatisticsBotswanaasacustodianofofficialstatisticsandmandatedtocollectanddisseminatestatisticalinformation,hastakenadecisiontoemploySmartCensusforitspre-enumerationactivities(censuscartography).OneofthegreatachievementsisthecreationofaDwellingUnit(DU)Frame,whichwillbeanimportantnewadditionduringthecensuscartographyphase.Thisisthefirstof itskindinBotswana.TheDU-framewillprovideStatisticsBotswanawithdetaileddwellingsandlanduseinformationoneachandeverybuildingstructureinBotswana.StructuresandPointsofInterest(POI)willalsobesystematicallyandcomprehensivelycapturedintheprocess.TheDU-Framewillgreatlyimprovethequalityofthecensusenumerationarea(EA)mapsandrelatedactivitiesbeyondthecensus.

Asmentioned,StatisticsBotswanamadeadecisiontoutilizemoderncensustechnologiesforthe2021censuspre-enumerationactivities.Tothisend,theSmartCensussolutionwasadoptedforthewholepre-enumerationcensuscartographicmethodology.

TheSmartCensus isa total solution thatcovers theentire lifecycleofapopulationandhousingcensus.It integrates traditional GIS functionality with a powerful workflow and workforce management tool toprovideatotalsolutionforcensusstrategies:frompre-enumerationactivities,todigitalenumeration,topost-enumerationdynamicmapping.Itcanbeusedonitsownorintegratedwithanationororganization’sexistingGISinfrastructureorplatforms.SmartCensusalsosupportsstatisticsofficesbeyondthecensusitself,providingtheinfrastructuretoplan,performanddisseminatedataforpost-censussurveysatanyscalenecessary.

TheSmartCensussolutionismadeupofthreemodulesassignedtothedifferentstagesofthecensusprocess:

a) Pre-enumeration Phase (census cartography): SmartCensusenablesthedigitalcreationandmaintenanceof enumeration areas, the planning of canvassing activities,within one tool aswell as the creation andmaintenanceoftheDwellingUnitFrame;

b) Enumeration Phase: SmartCensuscanintegratewithmobilesystemssuchasComputerAssistedPersonal


Interview(CAPI)regardlessofthetypeofsoftwareused,forexample,CSProorsurveysolutions,forfastandefficientdatacollectionandensurescontinuousenumeration,eveninremoteareas.

c) Post-enumeration and dissemination phase: SmartCensusspeedsupdisseminationprocessesbyutilizingHexagon Geospatial Smart M.App technology which presents complex census data based on multipledemographic,economicandgeographicfactors.ThedisseminationmoduleallowscensusandsurveyresultstobedisseminatedthroughtheInternetusingdynamicmapscombinedwithanarrayofgraphsandtablesForthisproject,StatisticsBotswanaprocuredthepre-enumerationmappingmoduleofSmartCensus.Theprimarydeliverablesofthe2021pre-enumerationmappingprojectare:

1. anupdatedgeographicframeforBotswanathatwillreflectthecurrentadministrativeboundariesof thecountry;

2. anupdatedEnumeration(EA)andsupervisionarea(SA)mapdatabasewithaccompanying informationtobeusedduringtheenumerationphaseofthecensus;

3. adetailedDU-Framewithcurrentimagebasemaps.

4. Thesecondarydeliverables/benefitsinclude:

a. upgradedGISOfficehardwareandsoftware; b. mobiledatacapturedevices(PDA/GPS)thatcanbeusedinfuturesurveys; c. sustainablecensusmappingcapacityinStatisticsBotswana; d. updatednationalgeo-spatialandattributedatasets; e. Smart Census technology that can be used for Enumeration, subsequent surveys and dissemination of data.

StatisticsBotswanawillensurethatcensusactivitiesareimplementedbasedoninternationalstandardsandbestpracticesforcensusmappingasrecommendedbytheUnitedNations.The census cartography is scheduled to commerce in October 2018 first as a pilot exercise of the newtechnology.TheactualexercisewillcommenceinFebruary2019.

3. Pre-enumeration Census Cartography

3.1 Justification–TheImportanceofCensusCartography

Thecartographicfieldworkformsthefundamentalcoreactivitytothesuccessofanypopulationandhousingcensus.Theprimaryobjectiveistodelineateenumerationareas(EA)inthecountrytofacilitatethecountingof inhabitantsduringenumerationperiodandfundamentallytoascertainthatallareasarecovered;thateveryone in thecountry iscountedwithminimalpossibilityofundercountingaswellas thecreationofamaster sampling frame for socio-economic and household surveys that are conducted during the inter-censusperiod.EnumerationArea(EA)mustbebigenoughforoneenumeratortohandleduringthetimeofenumeration.TheEAswillbedelineatedanddeliveredaccordingtheNationalGeo-Frame.ThedeliverablewillbeasetofA3-sizedEAandSA(supervisionarea)maps,hardcopyordigital.Afurtherimportantdeliverableofpre-enumerationactivitiesisthecreationofthegeographylayerthatisusedforenumerationplanninganddigitalenumeration(CAPI)aswellastheanalysisanddisseminationofcensusresults.

Theroleofmapsinthecensusistwofold:(a) tosupportenumerationactivitiesand(b)topresentaggregatecensus results in cartographic form. Advantages of the enumerationmaps include: (i) ensuring full andunduplicated coverage; (ii) estimating resource requirements (travel time and costs); (iii) assigning geographicalcodes;and(iv)establishingthenumbersoffieldofficerstobehired,vehicles,equipmentandmaterialstobeprocured.

Duringtheenumerationexercise,thesemapsareusedtoguidetheenumeratorstofindtheirwaywithintheenumerationareas.Enumerationareamapsalsoprovideabasisforproducingthematicmapsforspatialanalysisofthecensusandprovideasoundbasisfordevelopinganationalsamplingframeforintercensushouseholdsurveys.Thespatialcensusdatabasecanbecombinedwithotherdatasetstogeneratethematicindicator maps, which can be included in a Census Atlas depicting several socio-economic indicators


includingpovertyandliteracylevelsthatenhanceunderstandingofthespatialdimensionsofdiverseissuesinallsectorsoftheBotswanaeconomy.

Specifically,censuscartographyaimsto:

a. To delineate enumeration areas and produce maps used to facilitate counting of inhabitants duringtheenumerationperiod; b. Ascertain that all areas are covered and that everyone in the country is counted with minimal possibilityofundercounting;

c. Produce thematic maps for spatial analysis of the census and provide a sound basis for developinganationalsamplingframefortheinter-censushouseholdsurveys;

d. Estimatingresourcerequirements(costs,fieldworkers,vehicles,equipmentetc.),forthe PopulationandHousingCensus;

e. Produce a spatial census database for use with other datasets to generate thematic indicator maps to enhance understanding of the spatial dimensions of diverse issues in all sectors of the economy.

f. Ensure that EA maps easily guide the enumerators to their assigned EAs during the census period.

g. Effectively monitor the enumeration process.

3.2 Project Management Structures

ThecensuscartographyprojectistheresponsibilityofStatisticsBotswanaandhenceitisimportanttohavea frameworkwhichoutlines the structuresof theproject,withclear rolesand responsibilities. To thisend,acartographiccommitteehasbeenformedtooverseethetechnicalpartof theproject. Membership isdrawnfromvariousstakeholders suchasDepartmentofSurveysandMapping,BotswanaDefenceForce,DepartmentofEnvironmentintheUniversityofBotswana(UB),tomentionbutafew.ThiscommitteewillmeetonquarterlybasisandshallreporttotheExecutiveCommitteeofStatisticsBotswanathroughthechairperson,beingtheDeputyStatisticianGeneral–StatisticalandTechnicalOperations

OtherstructureswithinStatisticsBotswanasuchastheProjectSteeringCommitteeshallbeusedtomonitorprogressandupdatesontheprojectonmonthlybasis.

3.3 Census Cartography Personnel Training and Recruitment

StatisticsBotswanahasafunctionalGISandCartographyunit.Thetasksoftheofficeandfieldstaffrequirealargenumberofpersonnel.Currentlythereareeight(8)officestaffofwhichtwo(2)areoncontractbasis.Additional10supervisorswithadegreeinGISshallberecruited.Forty(40)mappers,comprisinghighschoolleaversoranyhigherdisciplineshallberecruitedfortheprojectandtheywillbetrainedaccordingly.

Theconsultancywill train theproject team in theuseofSmartCensus (ConfigurationandManagement),GeoMediaProfessionalandGISandCartographyProjectManagementtofurtherequiptheminperformingofficeworkandsupportfieldworkoperations.Trainingwillbeconductedinbatchesasandwhenneeded.Themethodologydevelopmentwillplayacriticalroleintheschedulingofthetraining.Adetailedcensuscartographymethodology chapter is included in this project document in order to identify the requiredadditionalGISandfieldworkstaffaswellastheinfrastructurecomplimentsnecessarytocompletethecensusmappingexercise.

3.4 Quality Assurance and Control

QualityAssurance(QA)andQualityControl(QC)areimportanttoensurequalityandconsistencyintheoutputsoftheproject.Thatis,thequalityofgeo-datasetsincludingmapsthatareusedinthecensusundertakinghasamajor influenceonthequalityandreliabilityofdatacollected.Inparticular,specialattentionshouldbegiventoensuringproductionofqualitycensusenumerationareamaps. Provisionisbeingmadeforqualityassuranceandcontrolproceduresatallstepsintheproject,fromPhase1


throughtothefinaldeliveryoftheenumerationareasforEnumeration.ItishoweverimportanttoemphasizethattheQAandQCmustbeperformedasclosetoreal-timeaspossibletoallowcorrectionstobemadewithinmemorabletimeframe.

3.5 Sustainability and Risk Factors

Sustainabilityoftheprojectwillbeensuredbyanumberoffactorsincludingnationalcommitment,capacitybuilding, quality assurance, availability of transport andall other logistical arrangements, connectivity aswellas technological support.Nationalcommitment shouldbe reflected through legalactions (Actsandformationofcartographiccommittees),human,financial,andotherresourceallocation.Donorcommitmentisreflectedmainlythroughprovisionoftechnicalsupport.Nationalcapacitydevelopmentwillbecentraltothe various levels of censusplanningand implementation includingcartography/mapping fieldworkandotherprocessesofthecensusphases.

Qualitycontrolprocedures(well-designedandtestedtoolsandplans,spotchecks,internalconsistencyandrangechecks,independentverificationandsupervision)willbebuiltintothesystem.However,anumberofchallengesandpotentialrisksthatneedtobetakenintoaccountarepresentedintheriskregisterbelow.

TABLE 1 RISKS AND RISK MITIGATION MEASURES

No Risk NameRisk Description and consequences Root Cause

Impact / Consequence Rating Risk mitigations

Risk owner

1. Delays in formation of census structures

Delayed formation of census coordination of office.

Unclear roles on whichofficeshouldinitiate the census project. No clear definedreportinglines

Critical Expedite the formation of National Census officeandreportinglines

NCC

Delayed formation of census district structures will delay the commencement of cartographic work therefore time over-runs for this project.

Lack of guidance and experience in carrying out the census project

Critical 1. Address the district commissioners about the census project. 2. Inclusion of resource in the committee that has exposure. And experience in undertaking census

NCC

Denied access to households due to lack of publicity

inadequate publicity due to delayed implementation of the publicity plan of the cartographic exercise

Critical Manager (SFS) to advise when to officiallyimplementpublicity and advocacy plan of the project

Manager (SFS)/DCC

2. Delays in getting spatial data from LAPCAS project

Data received from LAPCAS project has gaps, not complete.

Data for the surveyed plots have not been submitted from the land boards to Dept. of Surveys & mapping

Catastrophic Sourcing of satellite imageries from other institutions i.e. DIS & BDF

Manager SFS

The key used to quantify the impact/consequence of the risks is as follows:Catastrophic:Occurrence/swiththepotentialtoleadtosuspensionofoperationsorclosureofStatisticsBotswana.

Critical: Eventswhichcanbeendured,butwhichmayhaveaprolongednegativeimpactand/orextensiveconsequences

Serious: Eventswhichcanbemanaged,butrequireadditionalresourcesandmanagementeffort

Significant:Eventswhichcanbemanagedundernormaloperatingconditions

Minor: Consequencescanbereadilyabsorbed


TABLE 1 RISKS AND RISK MITIGATION MEASURES Cont.

No Risk Name

Risk Description and consequences Root Cause

Impact / Consequence Rating Risk mitigations Risk owner

3. High staff turnover

Most of employees used are temporary staff

Engaged employees go for better opportunities or job security since they are employed on temporary basis

Serious Have a reserve pool of staff

HR

4. Insufficientknowledge and skills on Smart census

Smart census is a new technology and most people are not knowledgeable about it and this will delay cartographic progress

New technology and there is need to get grip with the concepts

Serious Continuous adequate training and usage of the system.

Manager SFS

5. Non adherence to the procurement plan

Failure to secured equipment and material on time

Delayed release of funds.

Critical 1. Borrow already available equipment e.g. BDS 2. Borrow funds from already running projects within SB.

DSMIS

Failure to deliver by service providers on time.

Critical BDS gadgets to be used in the case that the specifiedgadgets are not delivered on time.

Manager SFS

Failure to start the pro-curement process on time.

Critical Procurement to comment

Ass Manager-Procure-ment



NoRisk Name


Impact / Consequence Rating Risk mitigations Risk owner

6. Low quality data pro-duced

Lack of staff commitment

Low staff morale Significant 1. Motivate staff through various ways e.g. Communication, HR. 2. Performance agreements to include projects and ensure rigorous supervision

Manager SFS

1. Lack of discipline. 2. non adherence to terms and conditions of the contract by temporary staff during data collection

Significant 1. Follow disciplinary processes and actions to be taken accordingly. 2. Explain to temporary terms and conditions of their contracts including absenteeism, undesirable behavior, etc. and how much would be dealt with. 3. Staff should be requested to sign their contract as well as the rulesleaflet(tobepro-vided by HR)

1. Manager SFS 2 & 3 Manager HR

Recruitment of non-experienced data collectors

lack of database of previously used data collectors

Significant 1. Recruit a large of those who have previously collected data in Statistics Botswana 2. Early recruitment of staff and ensure adequate and in-depth training

Manager HR & Manager SS (for training)



NoRisk Name


Impact / Consequence Rating Risk mitigations

Risk owner

7. Technol-ogy failure

Insufficientserver storage which will result in the server crushing

Insufficientserver capacity

Critical 1. Sign a contract to use the consultant’s server (in Pretoria) on temporary basis, through Virtual Private Network. 2. To procure a new Server by end of November 2018. 3. Current server at Statistics Botswana to be assessed forspecificationstohostpilot data

IT Manager

8. No external data backup

Loss of data No external data backup

Catastrophic To have an external data backup

IT Manager

9. Con-nectivity failure

Low internet speed

Low bandwidth, old switches and cabling

Critical To be addressed by moving to the new home by 31 December 2018

IT Manager

Interrupted data transmission

No or low network coverage by mobile service providers

Critical Approach mobileservice providers about network coverage

IT Manager

10. Environ-mental and climate factors, rains

extended number of days withoutfieldwork being done due to weather conditions

Heavy rains, floodsandanyother natural disasters

Critical 1. factor weather conditions in the work plan. 2. Procure protective clothing and equipment to enable work during rainy season

Manager SFS/ HR

3.6 Project Cost

Theestimatedbudgetforthe2021PHCcartographyoperationsis44MillionPula.ThecostoftheprojectiswhollysponsoredbytheGovernmentofBotswana.Thebudgetisspreadoverthe3-yearperiod,P21millionfor2018/19,P14millionfor2019/20andP9millionfor2020/21.Table2belowdisplaysthebudgetbreakdown.


TABLE 2: 2021 PHC CARTOGRAPHY BUDGET BREAKDOWNSItem No. Item Description Unit Cost Quantity

Duration (months) Total Cost

A Consultancy 1 ConsultancyServices 5,994,670.00 1.00 1.00 5,994,670.00

12%VAT 719,360

Total 6,714,030 B Human Resources2 ·CommutedAllowanceforSupervisors,

mappersandDrivers4,500.00 70.00 22.00 6,930,000.00

3 ·SalariesforSupervisors 8,000.00 10.00 22.00 1,760,000.00

4 ·Salariesformappers 5,050.00 40.00 22.00 4,444,000.00

5 ·SalariesforDrivers 4,000.00 20.00 22.00 1,760,000.00

6 ·SalariesforGISSpecialist 21,000.00 2.00 48.00 2,016,000.00

7 ·SalariesforITPersonnel 21,000.00 3.00 48.00 3,024,000.00

8 ·SupervisorsAirtime 150.00 10.00 22.00 33,000.00

9 ·QualityControllersAirtime 200.00 8.00 22.00 35,200.00

Sub Total 20,002,200.00 12% VAT 2,400,264.00 TOTAL 22,402,464.00

C All Equipment 10 ·GISWorkstations 65,000.00 8.00 1.00 520,000.00

11 ·Laptops 20,000.00 12.00 1.00 240,000.00

12 ·RuggedComputerTablets 60,000.00 40.00 1.00 2,400,000.00

13 ·A3Colourcopier/printer 100,000.00 1.00 1.00 100,000.00

14 ·A0Plotter 118,330.00 1.00 1.00 118,330.00

15 ColourPrinters 40,000.00 3.00 1.00 120,000.00

16 externalharddrives 4,000.00 8.00 1.00 32,000.00

17 Transport(robustvehicles) 455,400.00 6.00 1.00 2,732,400.00

18 FieldworkPersonnelAttire 84,000.00 1.00 1.00 84,000.00

19 FuelandotherLubricants 5,004.00 24.00 22.00 2,642,112.00

20 Licensetoaccessremotelysenseddata 1,400,000.00 1.00 2.00 2,800,000.00

21 PrintingandPackagingoffinalEAmaps 65,000.00 1.00 1.00 65,000.00

22 CampingEquipment 671,821.00 1.00 1.00 671,821.00

23 Stationary 132,375.00 1.00 1.00 132,375.00


GRAND TOTAL - excl VAT 38,654,908.00 GRAND TOTAL - incl VAT 4,638,589.0 GRAND TOTAL 43,293,497.0


3.7 Roles and Responsibilities

a. The Statistician General

The overall responsibility for the Population and Housing Census Cartographic operations lies with theStatisticianGeneralOffice.Theoffice is responsible for the roleofpolitical leadership in theprojectand isrequiredtocommunicatethecensusmessageatthehighestlevel.Inordertodosotheofficewillberegularlybriefedofthecensuscartographyprojectprocesses,progressandtherequiredresourcesonregularbasisthroughexecutivemeetings.Thesameofficewillplayadvocacyrolewhichiscrucialtoensurepoliticalbuy-inandmobilizethesupportofthepopulationatlarge.

b. TheNationalCensusCoordinatororDeputyStatisticianGeneral–Statisticaland Technical Operations (DSG_STO)

TheNationalCensusCoordinatororDSG_STOofficeisresponsibleforkeepingtheSGinformedonthemethodsandstatusoftheprojectonregularbasis.Thiscanbedonethroughmonthlyexecutiveprojectstatusreportsandmeetings.Theofficeisalsoresponsibleformajordecisionmakingintheareasofresourcemobilizationand utilization as required for a successful implementation of the census including the pre-enumerationcartographyproject.Theofficewillsupportthecensuswherehighlevelinterventionsarerequired;playanimportant role in thecoordinationandmobilizationof support fromexternal stakeholders. ThisofficealsochairstheCensusCartographicCommittee.

c. The Director

WiththeassistanceoftheCensusCartographyProjectManager,theDirectorisaccountablefortheoverallcoordinationandmanagementofthecensuscartographyprojectoperations,administrativelyandtechnicallytoensurethattheprojectrunssmoothly,timelinesarekeptandthatresourcesareutilizedefficiently.Assuch,he/shemustbeawareofall thecensuscartographyprocessesandprojectdetails toenablehim/her toproviderequiredguidanceandmakeinformeddecisionsontheproject.TheDirectorisalsoresponsiblefortheoverallcoordinationofprojectmeetingswithinternalstakeholdersaswellasthesupervisionoftheCensusCartographyProjectManager.

d. Census Cartography Project Manager

With the assistance of theGIS andCartography Unit head, theCensusCartography ProjectManager isresponsible forand required to supervise themappingproject team. TheCensusCartographyManagermustthereforebeuptodateinallaspectsoftheprojectinordertoensurethattheprojectaccomplishestheresultsrequiredwithinthetimeframeset.TheCensusCartographyProjectManagerisalsoresponsibleforthesupervisionofGISandCartographyUnithead.

e. Head, GIS and Cartography Unit

Theheadofunitisresponsiblefortheoperationalmanagementofthepre-enumerationmappingexercise.The head is also responsible for supervision ofGIS specialists and hence should be up-to-datewith fieldoperations and their status, report progress to the Census Cartography ProjectManager regularly or onagreedfrequency. f. GIS Specialists and Technicians

Reporting to the head,GIS andCartography, theGIS Specialists and Technician are responsible for themanagementoftheGISofficeworkandstaff,theschedulingofwork,reportingontheprogressandstatusofwork,requestsfortechnicalassistanceand(additional)training,resolvingissuesthatcouldpotentiallyaffectthequalityanddeliveryoftheGISOfficework.Thisteamisalsoresponsiblefortheproductionofallmapsrequiredforenumerationpurposesaswellasqualitycontrolactivities.

TABLE 2: 2021 PHC CARTOGRAPHY BUDGET BREAKDOWNSItem No. Item Description Unit Cost Quantity

Duration (months) Total Cost

A Consultancy 1 ConsultancyServices 5,994,670.00 1.00 1.00 5,994,670.00

12%VAT 719,360

Total 6,714,030 B Human Resources2 ·CommutedAllowanceforSupervisors,

mappersandDrivers4,500.00 70.00 22.00 6,930,000.00

3 ·SalariesforSupervisors 8,000.00 10.00 22.00 1,760,000.00

4 ·Salariesformappers 5,050.00 40.00 22.00 4,444,000.00

5 ·SalariesforDrivers 4,000.00 20.00 22.00 1,760,000.00

6 ·SalariesforGISSpecialist 21,000.00 2.00 48.00 2,016,000.00

7 ·SalariesforITPersonnel 21,000.00 3.00 48.00 3,024,000.00

8 ·SupervisorsAirtime 150.00 10.00 22.00 33,000.00

9 ·QualityControllersAirtime 200.00 8.00 22.00 35,200.00


C All Equipment 10 ·GISWorkstations 65,000.00 8.00 1.00 520,000.00

11 ·Laptops 20,000.00 12.00 1.00 240,000.00

12 ·RuggedComputerTablets 60,000.00 40.00 1.00 2,400,000.00

13 ·A3Colourcopier/printer 100,000.00 1.00 1.00 100,000.00

14 ·A0Plotter 118,330.00 1.00 1.00 118,330.00

15 ColourPrinters 40,000.00 3.00 1.00 120,000.00

16 externalharddrives 4,000.00 8.00 1.00 32,000.00

17 Transport(robustvehicles) 455,400.00 6.00 1.00 2,732,400.00

18 FieldworkPersonnelAttire 84,000.00 1.00 1.00 84,000.00

19 FuelandotherLubricants 5,004.00 24.00 22.00 2,642,112.00

20 Licensetoaccessremotelysenseddata 1,400,000.00 1.00 2.00 2,800,000.00

21 PrintingandPackagingoffinalEAmaps 65,000.00 1.00 1.00 65,000.00

22 CampingEquipment 671,821.00 1.00 1.00 671,821.00

23 Stationary 132,375.00 1.00 1.00 132,375.00


GRAND TOTAL - excl VAT 38,654,908.00 GRAND TOTAL - incl VAT 4,638,589.0 GRAND TOTAL 43,293,497.0


g. Fieldwork Supervisors

FieldworkSupervisorsareresponsiblefortheoverallmanagementandsupervisionofthecensusEAdelineationfieldwork teams. This entails the scheduling ofwork according to theagreed schedule, reporting on theprogressandstatusofwork,requestsforassistanceand(additional)training,escalationofissuesthatcouldpotentiallythreatenthequalityanddeliveryofthefieldwork.He/shewillworkinclosecollaborationwithhead,GISandCartographyunittoensurethatalltherequiredfieldmapsareproducedtimelyandaccordingtotheagreedstandards. h. Fieldwork Mappers

Fieldworkmappersareresponsiblefordatacollection,EAdelineationandcapturingofdataforthecreationofDwellingUnitFrame.

i. Database Administrator

TheDatabaseAdministratorwillberesponsibleformaintenanceofGISsystems,monitoringtheflowofdatafromfieldtoofficeandmanagingthegeo-database.He/shewillbereportingtotheheadofunit.AdetailedoverviewoffunctionsforCensusCartographyteamisdisplayedasAppendix I.

3.8 2021 PHC Cartography Project Schedule

Theprojectschedulebelowdisplayscensuscartographyactivitiesandtimelines.


SRNO.

YEAR 2017/18 2018/19 2019/20 2021 PLAN OF ACTIVITIES Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Apr

1 Project Planning (Needs Assessment)a SituationalAnalysis

b MapInventory

c Formationof2021censuscartographicCommittee

d ProjectProposalandBudgeting

e SigningofContractwithGeoSpaceInternational

f DevelopmentofPM(budget)andreleaseoffunds

g PreparationoftheTenderDocumentsandAwarding

h DevelopmentofProjectDocument

2 Procurement of Vehicles, GIS Equipment and Geomedia Professionala FieldworkVehicles

b Tenderawardforprocurementofcartographyequipment

3 System Design, Manual Productions and Geodatabasea DocumentManagement

SystemDesign

b GeodatabaseDevelopment

c DevelopQualityControlManagementSystem

d MappersManualProduction

4 Geographic Data Collection and Map Updatinga Dataacquisition(collection)

b DataCleaning(UpdateEAmapsfrom2011PHC)

c Produceandprintbasemapsforfieldworkoperations

5 Development of Data Collection Instrumentsa Pre-ListingForm

b SiteConditioningForm

c DailyWorkloadForm

TABLE 3: 2021 CARTOGRAPHIC FIELDWORK OPERATIONS MILESTONE CHART


SR NO.


6 Procurement of Fieldwork Equipment/Supplies a CampingEquipment,field

attire,airtime,stationary,etc.

b Internetconnectivityfordatatransfers

c EngagementofMobilePhonecompanies

7 Recruitment of Field Staff a Recruitmentoftemporary

GIS/CartographicTechnicians

b Recruitmentandtrainingofsupervisorsandmappers

c Recruitmentoftemporarydrivers(pilotandmainexer-cise)

8 Traininga GeomediaProadvanced

b SmartCensusSystem

9 Publicity (Stakeholder Relations)a Developandimplement

Communicationplan

b InvolvementofDistricts

c PublicityMaterials(TVAdverts&RadioJingles)

10 Cartographic Fieldworka ConductPilot

b MainMappingExercisecommencement

c Qualitycontrol(fieldworkandOffice)

d CartographicInspection

11 DelineationofEnumerationAreasandMapProduction(Office)a ProductionofEAand

SupervisionAreamaps

b PrintingandpackagingofEAmaps

c DistributionofdistrictmapstoDistricts

d UpdatedLocalityCodingList/GeocodingScheme

TABLE 3: 2021 CARTOGRAPHIC FIELDWORK OPERATIONS MILESTONE CHART


4. CENSUS CARTOGRAPHY METHODOLOGY

4.1 Overview

Thecensuscartographyprovides thebasis formost logisticalplanning forcensusenumerationoperation,aswellas thecrucialdetailsof thenumberofenumerationareasand theirestimated size.Anumberofinnovationswere introduced for the2011Census, includingusingGISandnewsourcesof spatialdata toimprove the design of enumeration areas. More improvements will be introduced in the 2021 censuscartographymethodologycomparedto2011.Thebiggest innovations for the2021census (comparedto2011)aretheuseof50cmor lessorthophotosasthebasemapfortheentirecountry(comparedto2,5mpanchromaticOPMin2011).Moreimportantly,istheintroductionofSmartCensussolution.SmartCensuspre-enumerationmappingmoduleisaclient-serversolutionspecificallydesignedforcensusmappingexercise.Throughuniqueworkflowsthedatacapturingandmanagementoftheentireprojectismanaged.

The2021Censuspre-enumerationcartographicmappingwillbecarriedoutinfourmainphasesnamely:

a. Fieldworkexercisewheredotsareplacedoneachdwellingunit(DU)onahardcopy2011EAmap;

b. Verificationandupdatingofexistingprominentfeatures(PF)datausingSmartClientforCensus;

c. Prominent features include educational facilities, health facilities, community centres, places of worshipandpolicestations;

d. Capturing of GPS location as well as attribute information for PFs not already in the database using SmartCensus;

e. Verificationandmodificationofexistingenumerationareasboundariesthroughfieldupdating.

f. Production of enumeration maps.

Sincethe2011censustherehasbeenalotofgrowthintermsofphysicaldevelopmentsacrossthecountryespeciallyinurbanandperi-urbanareas.Thisgrowthhasledtovillagesexpandingintonearbylandareastherebyswallowingthemupasresidentialplotsweredemarcatedandallocatedintheseareas.TheoutcomeofthisgrowthisthatruralEAsthatweredelineatedforthe2011censusintheselandareasnolongerexist.Itis,thereforeimportantthatallthesechangesarecapturedbeforethestartofthecartographicfieldwork.ThisgrowthhasalsoaffectedtheenumerationareasboundariesandhencecallsfortheupdatingoftheEAmapsaswellastherealignmentoftheEAboundaries.

DelineationofEAswillbecarriedoutonbasemapsonthebasisoftheestimatednumberofdwellingsandtherecordedpopulationduringthelistingofhouseholds’exercise.AnEAinruralareasnormallyconsistsofabout75–150dwellingsdependingontheecologicalzone it is situated;110-220dwellings inurbanandvillageareas,andhasdefiniteboundaries.Ineffect,thisisanoperationalunitforenumeration.TheentirecountrywillcompletelybecoveredbyanetworkofEAs.

The EAswill becodednumerically different for identificationpurposes soas to facilitate reportingof thecensusdatausingafour-digitcode.ThecompletecodenumberforanEAcanbeincreasedtoeightdigitswiththefirst4digitsrepresentingthecensusdistrictandthevillagecoderespectively.

4.2 Census Geographic Hierarchy in Botswana

Acensusgeographichierarchyinvolvescreatingalistofalladministrativeandstatisticalreportingunitsinthecountry,withtherelationshipsamongalltypesofadministrativeandreportingunitboundariesdefined.Everycountryhasitsownspecificadministrativehierarchy.ThelowestlevelofadministrativeunitisanEA.ForthepurposeofthecensustakingStatisticsBotswanausesagenericcensusgeographichierarchyasillustratedbyfigurebelow.

SR NO.


6 Procurement of Fieldwork Equipment/Supplies a CampingEquipment,field

attire,airtime,stationary,etc.

b Internetconnectivityfordatatransfers

c EngagementofMobilePhonecompanies

7 Recruitment of Field Staff a Recruitmentoftemporary

GIS/CartographicTechnicians

b Recruitmentandtrainingofsupervisorsandmappers

c Recruitmentoftemporarydrivers(pilotandmainexer-cise)

8 Traininga GeomediaProadvanced

b SmartCensusSystem

9 Publicity (Stakeholder Relations)a Developandimplement

Communicationplan

b InvolvementofDistricts

c PublicityMaterials(TVAdverts&RadioJingles)

10 Cartographic Fieldworka ConductPilot

b MainMappingExercisecommencement

c Qualitycontrol(fieldworkandOffice)

d CartographicInspection

11 DelineationofEnumerationAreasandMapProduction(Office)a ProductionofEAand

SupervisionAreamaps

b PrintingandpackagingofEAmaps

c DistributionofdistrictmapstoDistricts

d UpdatedLocalityCodingList/GeocodingScheme


GeographicallyTownsandCitiesfallwithintheboundariesofadministrativedistrictsbutduetotheirpeculiaritiesthey are designated as independent census districts for census operations. This applies to administrativedistrictsthathavenotbeensubdividedandnewlyestablishedsub-districtsthoughthedeterminationofdistrictboundariesisaveryseriouschallenge.Itshouldbenotedthat,inurbandistricts,town/citiesarevillagesandtheextensionswithinthemaredesignatedas localitiesasopposedtotheruraldistricts,wherethesetupisfairlystraightforward.Inruraldistricts,villages,cattlepostsandlandsareasarethemselveslocalities.

4.3 Use of Imagery Base Maps

Duringthe2011census,amappinginnovationwasintroducedthroughtheuseofdigitizedenumerationareamaps.Thesewereproducedusingdatacollectedfromvarioussources,colouraerialphotographs(OPM)andthepanchromaticOPMcoveringtheentirecountry.Insomeareassatelliteimagerywasused.Thebasemapswereupdatedandverifiedinthefieldduringthecartographicfieldworkoperationstofacilitatetheproductionofcomprehensivedigitizedmaps.

4.4 Evaluation of the 2011 Population and Housing Census Cartography Theevaluationofthe2011PHCcartographyexerciserevealedthefollowingasproblemsencounteredduringtheexercise;

a. Maps were inaccurate in terms of labelling and caused more confusion among the enumerators. b. EAIdentification:problemsrelatingtotheidentificationofEAboundariesduringcensusenumeration.

c. EA size: some enumeration areas were too big to be covered by one enumerator during enumeration.

d. The black and white OPM covering the whole country was outdated and the resolution was not good enough for large scale mapping.

e. Data gaps: some areas were covered using sketch maps.

f. The manual numbering of dwellings and building structures caused a lot of problems during census enumeration. This is caused by legibility issues since they were hand written.

g. Unlisted localities and dwellings even in urban areas

Country

Admin District

Census District

Urban District Rural District

Village/Localities Village/Localities

Enumeration


h. CombinedorLumpedEAs:Theseoccurredduetoinsufficientmapinformationtoseparateadjacent EAs

i. Some images were cloud-blurred and could not be used in rural areas e.g. OMP

Theintroductionofthenewmappingapproach,includingtheSmartCensusmappingmodule,willaddresstheproblemsencounteredduringthe2011PHCcartographicoperations.Thefollowingwillbedone;

a. For pre-enumeration activities for the 2021 census, archived high resolution satellite imagery (25cm and 50 cm), topographical dataset, cadastral data (LAPCAS), line map data and 1.5m satellite imagery (AirBus) will be acquired to complement the ESRI image base map and to replace the outdated panchromatic OMP. The high resolution satellite imagery will be used for densely populated areas (fast growing) such as urban and peri-urban areas while the topographic data will be used for medium scale mapping in rural areas.

b. The cadastral data will be used for large scale mapping. This will provide an updated layer of all the land parcels across the country with a systematic numbering of dwellings and building structures, particularly in villages where there are no plot numbers. The 1.5m satellite image will cover the most remote parts of the country such as lands area, cattle post, farm etc. in conjunction with the topographic data.

c. The use of satellite imagery will eliminate most, if not all, of the problems encountered during the 2011 while the cadastral data will address the issues relating to the numbering of dwellings and building structures. This will contribute to the best possible pre-enumeration mapping and will ultimately result in better quality EA maps for the census.

4.5 Consultancy to Determine the Feasibility to Implement Smart Census

StatisticsBotswanabenchmarkedontheuseofnewtechnologyforcensusundertaking.TheuseofSmartCensussolutionwasdemonstratedtotheOrganisation’smanagement.GeoSpaceInternationalCompanywas invitedtomakeapresentationtoStatisticsBotswana inMay2017. Fromthepresentation it surfacedthat therearekey requirements tobesatisfiedbeforeSmartCensus solutioncouldbe implemented. Therequirementsareasfollows;

a. The need for a comprehensive and complete geo spatial database

b. Procurement of hardware, software infrastructure and addressing connectivity issues

c. Availability of latest and cleaned geo spatial data (imagery, etc.) and

d. Procurement of GeoMedia Professional (cleaning software) and training of staff on such

Following thepresentation, thecompanywascontracted toconducta situationalanalysis todeterminethefeasibilityofimplementingSmartCensusfor2021PopulationandHousingCensuscartographicwork.AcomprehensivereportoftheconsultancywaspreparedinJune2017andwastitled‘Short-termConsultancyonPre-EnumerationCensusmapping,StatisticsBotswana’.

Theconsultancyrevealedthat,whiletheenvironmentisconducivefortheimplementationofSmartCensus,therearehowever,datagapsandbasemapsissuestoberesolvedandhenceaneedfordevelopmentofacleangeo spatialdatabase;procurementof softwareandhardware includingGeomediaProfessionalandstafftrainedonthesameaswellasimprovinginternetconnectivity.DataavailabilitywasviewedasaprerequisiteforSmartCensus implementation.Data isnormallyobtainedfromDepartmentofSurveysandMapping(DSM).Onaverage,theconsultancyrecommendedtheadoptionofthetechnologyasStatisticsBotswanasatisfiedmostoftherequirements.

4.6 Smart Census Solution

StatisticsBotswanamadeadecisiontoutilizemoderncensusmappingtechnologiesforthe2021censuspre-enumerationactivities.Forthisreason,SmartCensussolutionhasbeenadoptedforthewholepre-enumerationcensus mapping methodology. The Smart Census solution was developed by Hexagon Geospatial in


associationwithGeoSpaceInternational.ItisatotalsolutionthatcoverstheentirelifecycleofaPopulationandHousingCensusandisaclient-serversoftwareplatformthatintegratestraditionalGISfunctionalitywithapowerfulworkflowandworkforcemanagementtooltoprovideatotalsolutionforcensusstrategies.Smart Census provides a solution for each phase of a census: 1) Pre-enumeration mapping; 2) digitalenumeration,and3)post-enumerationdynamicmappingforthedisseminationofcensusresults.

These phases are explicitly elaborated in the introduction. However, only the pre-enumeration censusmappingmoduleisprocuredforthisproject.ThesolutionfortheprojectincludesthefullPre-enumerationmappingmodulecoveringtheconfiguration,training,implementationandtechnicalsupport.

The SmartCensus isan integrated solution thatenablesall users (officeand field) toworkon the samedatabaseandexecutethetasksallocatedtothemwithinagivenProductionUnit(PU)atanygivenmomentin time.Workflowsandusersarepre-definedandvarybyUser TypeandUserNeed(seeAppendix). TheproductionunitsfortheprojectwillbethecensusdistrictsasdescribedaboveunderthecensushierarchyofBotswana.

The Solutionhasonlineandoffline functionality. This implies thatcertainuserscanexecutecertain tasksonlineandothertasksoffline.ThisisimportantforfieldworkwhereInternetaccessisoftennotguaranteed.Itisimportanttounderstandafewconceptsfirstbeforewegettothehands-onuseoftheapplication.

TheSmartCensuspre-enumerationmappingmoduleandthefieldcomponentrunsonMicrosoftWindowsMobileaswellasiOSandAndroid

4.7 Advantages of Smart Census

ThebenefitsofSmartCensusareasfollows:

• Cost-effectivesolution(replacestheneedforbignumbersofdesktopGISlicenses);• Speedupfieldmappingprocess;• Bettercontrolandmanagementoftheproject;• Providedatavalidationandcodingprocessesinthefield;• Improvescompletenessbyfillingtheentirecompulsoryvariablestobecollected;• Immediatequalitycontrolatthemomentofdatatyping;• Controlofdatafillingbyintroducingcontrolstoreduceerrors.Suchcontrolswillincludeskip patterns,consistencychecks,andmessageprompts;• Limitdatalossriskssincedataisloadedontothesystemonaregularbasis;• Realtimetrackingoffielddatacollectionbydirectlytransmittingcollecteddatatocentralsystem.

Thisallowsmonitoringandevaluationoffieldmappingimplementationprogressandoutputsachieved;

• Canbeusedasatoolfortheplanningandmanagementofsubsequentphasesofthecensus;and• It can also be used as a dissemination tool for census data.

3

21


4.8 Design Criteria for Enumeration Areas

TheprincipalobjectiveofEAsdelineationistocreateEAsthatareidealsizeintermsofnumberofdwellings,populationandareasize.Theidealdwelling’spopulationsizeisthenumberofdwellingsthatoneenumeratorisexpectedtoenumerateduringtheperiodofcensusenumeration.Thetotaldwellingsoneenumeratorisexpectedtoenumeratewillvarybyenumerationtypesettlementaswellasbyecologicalzonetype,thusdensityofpopulationandtypeofterrain.Thecriteriawillalsovarydependingonwhethertheareasareurbanorrural.TheproposeddesigncriterionforEAsisgivenbelowinatable.

TABLE 4: DESIGN CRITERIA FOR ENUMERATION AREASEA TYPE DWELLINGS PERSONSUrban 110-220 300-600

Villages 110-220 300-600

Localities 75-100 100-250

Theestimatesofpersonsarebasedonthepopulationrecordedatdwelling levelduringthecartographicmappingexercise. Theruralareasareseparatedaccordingtotheecologicalzonessincethesettlementpatternsandtopographic terrainvary significantlybetweenthevariouszones.Enumerationareas inmostremoteareassuchaslandsandcattlepostsareconstitutedbygroupingoflocalitieswhicharenormallyfaraparthencesmallnumberofdwellings.

Enumerationareasaredelineatedwithidentifiableboundaries,whichdonotoverlap.Theenumerationareasshouldnotcutacrossboundariesofadministrativeandcensusdistricts.AnEAwillbegivenacodewhichwilldistinctlyidentifyitwhencombinedwithcodesofadministrativeareasinwhichitislocated.TheEAmapshouldindicateclearlyitsboundaries,includenotablelandmarkssuchroadsandrivers,aswellasbuildingstructuresasguidestoidentifydifferentpartsoftheEA.Standardizedsymbolsshouldbeusedforclearunderstandingandthemapshouldbeofsuchascalethatitwillbeeasytohandleandread.

4.9 Coding Scheme

Thedevelopmentofacodingschemeisnecessaryforassigningauniquecodetoeachenumerationarea.Thecodingscheme,reflectingtheadministrativehierarchy,shouldbeflexibleenoughandwell-structuredtoincorporatenewandfutureadministrativedivisions.Inordertoensureconsistencyandclarityofthenumericidentifiers, a hierarchical coding schemewill be followed. In this approach the geographic units will benumberedateachadministrativehierarchy.Theproposedgeo-codingwillbeinlinewithcensusgeographicframeasgivenbelow.

TABLE 5: CARTOGRAPHY CODING SCHEMELocality Type Locality CodeCitiesandTowns 0

Village 1

LandsArea 2 or 7

CattlePost 3 or 8

Mixture(landsandcattlepost) 5

FreeholdFarm 4 or 9

BorderPost,workcampsetc. 6


4.10 Enumeration Maps Production

Anenumerationareamapisamapthatanenumeratorwillcarryoutforfieldworkandactasaguidewhileanassistantsupervisormapisamapthatcontains3-4EAandvarious landmarkssuchasroads,riversandnameoflocalities.

The census map production process will be part of Smart Census solution. It will automatically take thecensusenumerationareaboundaryfiles,determineanappropriatescaleforprinting,addtheadministrativeboundaries informationandapplydefined rules for cartographicpresentation. The standardized symbolsforclearunderstandingofthemapsandplacementoftextwillalsobeautomated.Theenumerationareamapswillclearlyindicateitsboundaries,includinginfrastructureestablishmentsasguidestoidentifydifferentpartsofanEA.TheautomatedmapproductionsystemwillstoremapfilesinPDF.FurthertoEAmapstobedesigned,supervisionareaanddistrictmapsforSupervisorsandDistrictCensusOfficersrespectivelywillalsobedesigned.

Overalltheprocessofenumerationmapsdesign,printingandpackagingwilltakeapproximately10months.

4.11 Field Mapping Time Requirements

Basedonexperiencefromthepastcensus,itisestimatedthatateamoffourmappingassistantsprovidedwithtwovehiclesandequippedwithoneGPSreceiverset(ruggedtabletcomputer)andothernecessarymaterials,willcoveratleast2to3EAsperdaydependingontheterrainandroadconditions.Therefore,forthisexercisetobefullyconductedontime,atacomfortablepacethatwillensureaccuracyandcompletecoverage,aperiodof18monthsisneededandanotherfour(4)monthsreservedforthefinalizationoflogisticalarrangements.Intotaltheexerciseoffieldmappingwillbeconductedby50mappingpersonneldividedinto10 teams,eachcomprisingofonefieldwork team leader, four (4)mappersandtwo(2)drivers. The teamleaderisinchargeoftheteamandhe/sheisprofessionallymorequalifiedthanthemappingassistants.


5. PUBLICITY AND ADVOCACY PLAN

5.1 Introduction

TheCommunication,PublicityandAdvocacy(CPA)planidentifiesandpresentsthekeystrategicinterventionsthatwillfacilitatetheparticipationofallstakeholdersintheimplementationofthe2021PopulationandHousingCensus (2021PHC)cartographyoperations. Theprincipalanchorsof theCPA includenationalownership,multi-stakeholderengagementandthegeneralpublic’srighttoinformation.

TheCPAplanoutlinesthekeyprogrammesandactivitiesthatwillraiseawarenessaboutthe2021PopulationandHousingCensusCartographicworkanditsobjectiveswiththeviewtoengageallstakeholderstoensurethattheproject issupported,andthereforesuccessful.Further, theplan identifiestheresourceneedswithregardstotime,staff,structuresandfunds.

5.2 Communication, Publicity and Advocacy Committee

ThePublicityandAdvocacyCommittee(CPAC),willberesponsibleforinformingandpreparingthegeneralpublicon theactivitiesof thecartographicexerciseand theneed formulti-stakeholdercooperation. Thecommitteewillbeheadedby theManager-Communication,DocumentationandDissemination. SpecificrolesofthisCommitteewillbeto:

i. DevelopandImplementacommunication,publicityandadvocacyplan;ii. Developcommunication,publicityandadvocacymaterials;iii. Developaplanfordisseminatingthecartographyresults;iv. Preparepressreleases;v. Organize workshops, seminars and public meetings for the purpose of informing the relevant authorities andthegeneralpublic;vi. WorkwithDistrictCensusOfficers(DCOs)tofacilitatepublicityofthecartographyinthedistricts

5.3 The Communication, Publicity and Advocacy Plan

ThisCommitteewillworkcloselywiththeTechnicalWorkingGroup(TWG)toincorporatetechnicalaspectsofthecartographicexerciseinvariouspublicitymaterials.

For the cartographic exercise to succeed, key stakeholders, and the general public should co-operateandparticipatewillingly. This requiresundertakingof sensitizationofkey stakeholdersat local,districtandnationallevelthroughexistingstructures,andtotalcommunitymobilisationthroughatargetedandintensiveInformation,EducationandCommunication(IEC)programme.Thesensitizationandmobilisation initiativeswill deliver messaging on the importance of the cartographic exercise to individuals, the community,and thecountry. It is expected that through increasedawarenessandunderstandingof thedata tobegeneratedthroughthisexercise,andhowitwillbeusedtofacilitatedevelopmentplanningatvariouslevelsincreasedcooperationwillbeachieved.ACPAplanthatwillguideallworkinthisareawillbedevelopedandimplemented.

a. Sensitization of Key Stakeholders

Sensitization of key stakeholders will be done for both the pilot and enumeration stages of the censuscartographyprojectthroughvariousfora,viz;

i. Letters and Public address:

• LetterswillbewrittentotheCouncils,DistrictCommissioners,HouseofChiefs,NGOCouncil,CouncilofChurches,Embassies,ParliamentandtheParliamentaryPopulationCommittee,andotherkeygroupstoinformthemoftheprojectandtoenlisttheirsupportincartographicoperations.


• SBwillmakepresentationsthroughitsCPAcommitteetoCouncils,DistrictAuthorities,andothergroupstoenlistsupport

ii. Kgotla Meetings:

• Batswana’straditionalsystemofcommunalmeetingsintheKgotlawillbeusedtosensitizelocalauthorities,andgarnertheirsupport

iii. Local Government and Rural Development Meetings:

• ScheduledmeetingsfortheMinistryofLocalGovernmentandRuralDevelopmentwillbeutilisedtoenlistsupportasthisministryoverseesdistrictstructures.

iv. Print Media:

• Production of cartography brochures and posters (in English and Setswana) for distribution to keystakeholders;

• Newspaperadvertorialswillbeusedtodelivernoticesregardingthecartographicexercise

v. Broadcast Media:

• Radio and Television news items, public announcements anddiscussionswill be used to sensitize keystakeholders

vi. Cartographic Project Launch:

• Alaunchwillbehostedwithkeystakeholdersincludingthemediafraternityinattendance.

vii. Press Conferences & Media Releases:

• Thesetacticswillbeemployedatidentifiedtimestokeepthestakeholdersinformedthroughpublicandprivatemedia.

Note: Theseactivitieswillbe implemented to theextentpossibleduring thepilot stage,andmorewidelyduringfullprojectimplementation.

b. Community Mobilization

CommunitymobilisationisimperativeforthesuccessoftheCPA.Assuch,alotofeffortwillbeplacedinthisactivitythroughdifferentchannels.

i. Development of 2021 Population and Housing Census theme

• The themewillbeexecuted through the songand jingles,and shallbe implemented throughvariousmediatoincreaserecallofprojectmessaging.

ii. Digital Communication

• EmailandSMSblaststothegeneralpublicmultipletimes• SBemailsignatureswillcarrythecartographicprojectadvertorialbanner• SocialMedia(Facebook,Twitter,YouTube)Advertising:Cartoons,Infographics,videosandshortstories

willbeusedtorelaymessaging• Website:RegularUpdatingof thecensusandmedia sections in thewebsitewithprojectnews.SBwill

publishinformationabouttheprojectinBW-StatisticsNews,anexternalnewspublicationthatisdistributedthroughthewebsite.


iii. Broadcast Media

• RadiojinglesandpublicannouncementsinSetswanaandEnglishwillbeproducedandusedtoinformstakeholdersofthecartographicproject.RadiodiscussionsthroughtheBW-StatisticsRadioshowandonotherpublicandprivateradiostationprogrammesandNewsitemswillbeusedtokeepthecommunityinformedabouttheprojectatvariousstages.

• Televisiondiscussionsandnews itemswillbeusedtokeepthecommunity informedabout theprojectatvariousstages.SBwillexplorethepossibilityofpurchasingaspecificslotontelevisionwhereregularupdatesandeducationonthecensusprojectwillbegiven.

• PressReleaseswillbeissuedatagreedjuncturestoprovidecontentfornewscoveragefortelevisionandradio.

iv. Print Media

• PressReleaseswillbeissuedatagreedjuncturestoprovidecontentfornewscoveragefornewspapersandbusinessmagazines

• Newsletters: Articles carrying the project messaging will be shared with PROs of various Ministries,GovernmentDepartments,PrivateSectorOrganizationsandNon-GovernmentalOrganizationsandFaithBasedOrganizationsforpublishingthroughtheirnewsletters

• PostersandBrochures: Thesewillbeproduced in SetswanaandEnglishanddistributed ina targetedmanner.

v. Mid-Media

• Activationswillbedoneinpublicspacesinallselecteddistrictsandlocations.Theactivationswillusetheedutainmentapproachtoattractthepublic,anddelivermessaging.

• LoudSpeakersonSBvehicleswillbeusedtoannouncecartographicworkinvariouslocations

vi. Branded Promotional Material

• Promotionalmaterial suchas t-shirts, hats,bags, vehicle stickersandbibswill beproducedandusedduringtheproject.Thesematerialswillcarrypertinentinformationabouttheproject.Thematerialwillbeusedbyfieldworkersforpurposesofidentification,whilesomewillbeusedasincentivesforparticipationduringsensitizationandmobilizationactivities.

vii. Traditional system of communal meetings:

• The“Kgotla”and“FreedomSquares”,forawillbeutilizedtomobilizethecommunityandgarnerprojectsupport.

Note: Theseactivitieswillbe implemented to theextentpossibleduring thepilot stage,andmorewidelyduringfullprojectimplementation.

a. Possible Constraints

Factorsthatarebeyondthepublicityteam’sdirectcontrolbutwhichareboundtoinfluencetheplanningandexecutionofthecartographicexerciseCPAplanshouldbetakenintoaccount.Thevalueinconsideringsuchfactorsisthattherisksassociatedwiththemcanthenbeidentifiedandappropriaterisk-managementtacticscanbedeveloped.FailuretoidentifysuchconstraintsearlyenoughislikelytoimpactnegativelyontheCPAplan.Majorconstraintsinclude:

• Budgetprovision;• CPAimplementationdoneonlythroughasmallnumberofofficers;


• SecurityFearbypublic;and• Publicattitudes.

b. Estimated CPA Budget

AnestimatedbudgetofP1058160.00isrequiredtoimplementtheproposedCPAplan.ThiscostestimateisbasedonhistoricalexperienceofimplementingsimilarpublicityprogrammesatStatisticsBotswanaandwillbefinancedunderthemaincensusbudgetfunds.

TABLE 6: ESTIMATED 2021 CARTOGRAPHY EXERCISE PUBLICITY AND ADVOCACY BUDGETITEM DESCRIPTION QUANTITY PRICE (BWP)POSTERSA2 1000 4 500.00

BrochuresA4ADLTrifold 5000 6 500.00

DAILYNEWS(adverts(strip,halfpage,fullpage)) 10 86 560.00

RBIIFM(Adverts,jingles,spotannouncements,production) 100 120 000.00

BTV(Adverts,jingles,spotannouncements,production) 20 000+ 158 600.00

SMSblastsservice 20 000+ 24 500.00

Digital/SocialMediapublicity 10 000+ 18 500.00

PrivateMediaPublicity(x7Newspapersandx3Radiosstations) 179 000.00

OutdoorActivations(mallsspacerental,PublicSpace,MaintownsactivationswithRoadshowtrucknStageHire) 180 00.00

Publicitymerchandise(BrandedT-shirts,Caps,stationery,giveawaygoodiesBag) 175 000.00

StaffWelfareofProjectcoordinators(overtimes,accommodation,mealsandtravels) 105 000.00

TOTAL 1 058 160.00


APPENDIX I: Detailed Roles and Responsibilities of Census Cartography Team

UsersarecreatedinSmartClientbasedonthetaskbreakdownofthecensusmappingmethodology.Takenotethat theSmartClientusershavea rangeof responsibilities thatarenotallbeingmanagedanddonethroughSmartClient.SomefieldworkerswillforexamplenotevenuseSmartClientatall.Thedetailedtasksandresponsibilitiesofallpartiesarediscussedindetailelsewhereinthismanual.BelowistheSmartClientusersteamcreatedfortheprojectaswellastheirmaintasksinSmartClient:

• OfficeSupervisor(OS)• OfficeDataCapturer(ODC–GISSpecialists)• FieldworkTeamSupervisor(FWTS–Supervisor))• FieldworkTabletOperator(FWTO-Mapper)

1.OfficeTeamComposition

1.1 OfficeSupervisor(OS)

TheOfficeSupervisorwill,asthenameindicates,operatefromtheSBHeadOfficeinGaborone.HewillhavealaptopcomputerthatislinkedtotheSBLANthrougheitheracableorWi-Fi.Hisrolewillbe:

• CreatealistofFWTLandFWTOassociatedwitheachfieldworkteam.• AllocatePU(s)toFWTLs• AcceptcompletedPUsfromFWTLs• Createprogressreportsfromthesystemtobeusedfortheday-to-daymanagementoftheprojectaswellasforthecreationofprojectstatusreportsforSBmanagement.

1.2 Fieldwork Team Leader (FWTL)

TheFWTLwilloperatemainlyinthefieldalthoughhe/shewillvisitHeadOfficefromtimetotimetocollectandreturnfieldworkmaterials.TheFWTLwillbeissuedwithalaptopcomputeranda3GsimcardorhigherforconnectiontotheinternetwhilstnotatHeadQuarters.TheroleoftheFWTLis:

• Receivee.g.allocatedtohim/herbytheFieldsupervisor(FS);• Allocate(2011)EAswithintheareasofassignment(s)allocatedtohim/hertotheFWTO;• ApprovetheworksubmittedbytheFWTOasperthe2011EA;• Edit2011EAboundariestocreatethe2021EAsperCD;• CompletedPUstoOSforapproval.

TheFWTOwilloperatemainlyfromthefield.TheFWTOwillbeissuedwithaTrimbleYuma2Fieldtabletcomputer.TheFWTOwillbetheonlySmartCensususerandwillbeabletoworkonlineaswellasoffline.Theonlinetasksdifferfromtheofflinetasksandcanbesummarizedasfollows:

Online:

• ReceiveEA(s)allocatedtohim/herbytheFWTS

Offline:

• Verify/edit/updateexistingProminentfuturesofInterest(PFs)withintheallocatedEAsthroughphysicalvisits;• CapturingofallprominentfutureswithattributeinformationforallPFsthatarenotalreadyintheSystem.• UploadworkdonetoSmartClientServer• Submitworkcompleted(EAs)toFWTSforapproval.


1.3 OfficeDataCapturer(ODC)

TheODCswill,asthenameindicates,operatefromtheSBGISOfficeinGaborone.Theirmaintaskswillbe:

• Validationandqualityassuranceofdatareceivedfromthefield;• SAboundarycreation;• EAandSAmapcreation;• Creationofothermapsrequiredbythecensusenumeration;and• Printingofmaps

2. Field Team Composition

Thepre-enumerationmappingprojectwillconsistofthreemaincomponents:

• Preparatoryofficework• Fieldwork• Officework:fieldworkvalidationandEA/SAmapcreationandprinting

A fieldwork team will consist of seven (7) members: Fieldwork Team Leader; four (4) Fieldwork TabletOperatorsandtwo(2)drivers.

Eachteamwillhavetwo(2)vehicles,alaptop(linkedtothe3Gcellphonenetwork);andfour(4)ruggedfieldworktabletsaswellashardcopyandsoftcopymapsofthePU(s)assignedtothemduringfieldwork.Acensusdistrictwillbetheproductionunit.Thefocusofthefieldworkistoupdateexistingdataandtocapturenewdatawhereapplicable.ThedatacapturingandEAdelineationwillbedoneinthefieldandwillbesubmittedindigitalformatviathe3GnetworktotheCensusMappingApplicationserverinGaborone.

Themaintasksoftheteammembersareasfollows:

2.1 Fieldwork Team Leader

• Makessurethattheteamhasallthenecessaryequipmentneededbeforeproceedingtothefield.• ReceivethePU(s)fromtheofficesupervisor• Introduces thecensuscartographyprojectand itsactivities to theDistrictCommissioner,chiefsand

otherseniorofficials.• Selectsthebestplaceforcampingsite/accommodationinorderthattheteamhastheshortestpossible

distancetogettotheirplaceofwork.• Specifiestoeachteammemberthedescriptionofhis/herduties for theday,checktheworkof the

teammembersinthefieldaswellasattheendofthedayinthecamp,andupdatesthemastercopy.• Assigntheworkforthedrivereachmorning,havingthedriverscollectingtheteammembersintheir

work-areasandwheneverpossible,ensuringavailabilityoftransportformappersassignedtoareaswithmanydispersedsmallsettlementslikecattleposts.Thesupervisormuststrictlycheckthatunauthorisedtripsarenotmade.

• Helpsresolvetechnicalproblemsastheyariseandpayspecialattentiontoteammemberswhoareencounteringspecialproblemsorwhodonotkeeptheestimatedworkload.

• All correspondence to headoffice shouldbe through the Supervisor. Communication is necessarywhenpermissionhastobegivenforanymemberoftheteamtoreturntoGaboroneaswellasinformingthemainofficeaboutanychangesinworkhours.

• Thesupervisorshouldreporttoheadofficemembersnotpresentortickontothedailyworkloadform,andintheeveningfillinthenumberofdwellingsworkedbyeachmemberoftheteam.Thesupervisorshouldalsocheckthatdatesarewrittenontoeachpre-listingandthesiteconditionforms.

• Doher/hisbesttoensurethatteammemberslisttheplanneddailyworkloadandthatteammemberswork38¾hoursweeklyinaccordancewithGovernmentRulesandRegulations.ThedailyworkhourscanbedistributeddifferentlyfromtheofficialGovernmentworkhoursaslongastheweekly38¾hoursarekeptandthatthemainofficeisinformedinadvance.

• Assistsmapperstoidentifytheirassignedenumerationareas


2.2 FieldworkTabletOperator(FWTO–FieldworkMappers)

TheFWTOwillphysicallyvisiteachandeveryPointofInterest(POI)withintheEA(s)assignedtohim/herandtoverify/update/capturedatarelatedtothePOI.ExamplesofPOIsincludepolicestations;communitycentres; educational facilities (e.g. schools, crèches, colleges and universities); health facilities (e.g.hospitalsandclinics);accommodationfacilities(e.g.hotelsandguesthouses);placesofworship;shops,LandsAreasandcattleposts.

• Completesthedatacollectioninstruments:

o SiteConditioningFormo Pre-ListingFormo DailyworkloadForm

• ForeveryexistingprominentfeatureintheassignedEA(s):

o VerifytheattributedatarelatedtothePOI;ando Updatethedatawhereapplicable.

• ForeveryprominentfeatureintheassignedEA(s)forwhichnopointexists:

o Captureanewpoint;ando CompletethefieldsintheapplicationrelevanttothenewPOI.

3. Procedure for Creation of the 2021 EA Layer

Thecreationofthe2021EAlayerwillbedonethroughaprocessthateffectivelyimpliesthemaintenance/updatingoftheexisting2011EAlayer.ThiswillbedonebytheFWTLusingthelaptopcomputerwithinputsfromtheentireteam.TheFWTLmustfirstlogintoSmartClientforCensusandzoomintotheareawherethefieldworkteamhadbeenworkingonthatparticularday.He/shewillfirstlyverifyandaccepttheworksubmittedbytheFWTOfortherelevant(2011)EAs.WiththeDUcounts,theupdatedPOIinformationaswellastheproposedchangestotheEAboundariesannotatedonthehardcopyEAmapstheFWTLwilleditthe2011boundariestoincorporatetherelevantinputsfromthefield.Thegeocodingwillbedoneautomaticallybythesoftwareduringtheeditingprocess.

TheFWTLwillhoweverberesponsibletoenterthe“TypeofEAcode”intherelevantfieldbecausethiscodedescribestheEA-typeandcannotbededucedfromthegeographicallayersinthedatabase.TheDUcountintheEApolygonthatisbeingeditedisdisplayedinsidethepolygon–thisservesasaguideofEAsize.OncetheEAeditingforaparticularEA iscompleted, thegeocodingwillbeautomaticallyupdatedbythesystemtoincorporateanychangesthatmighthavehadanimpactonthecoding.

WhenalltheEAsthatwerecoveredduringaparticulardayinthefieldhadbeenedited,theFWTLwillassigntheEA(s)forthenextdaytotheFWTOandtheentirefieldworkprocessisthenrepeateddailyuntiltheentirePUhasbeencovered.OnceALLtheEAswithinagivenPUhadbeenedited,thePUissubmittedbytheFWTLforapprovalbytheOfficeSupervisor.TheOfficeSupervisorwilltheneitherapproveorrejectthePUand,dependingontheoutcome,assignnewPU(s) to theFWTL.OncethePU isapprovedthefieldworkteamwillmoveontothenextPUandtheentireprocess,asdescribedbefore,isrepeated.

NOTE:DelineationofSupervisionArea(SA)boundarieswillbedoneaspartoftheofficework.OncealltheEAsandSAshavebeendelineatedtheEA/SAmapcreationandprintingwillbedoneatHeadquarters.


APPENDIXII:ProjectProcessflow

Following is the logicalprocessflowof theCensusMappingproject.Certainphaseshavealreadycommencedandothershavebeenfinalized.Phasestobefinalizedwillbediscussedinmoredetaillaterinthedocument.

Statistics Botswana Census 2012Pre-enumeration Mapping Flow

Project Initiation Project Initiation Smart Census Feasibilty Study

Update Project Document User-producer meetings

Methodology GISOffice Project Staff Manuals

Spatial Data Cleaning SMART CENSUS

2021 Census Spatial Data Warehouse

OfficeWork:Phase1

EA Demarcation Fieldwork

OfficeWork:Phase2

QC/QA

EA/SA data base signed off -milestone-

EA/SA Enumeration and Dissemination


APPENDIX III: Methodology and Solution

Themethodologydevelopmentwasdoneinconjunctionwiththeconsultants.Methodologywillbea“living”documentthatwillbeupdatedasandwhenrequired.

1 Methodology and solution: Smart Census

SmartCensus isaWEB-based,client-serverGISviewinganddatacapturingapplicationspecificallydevelopedforcensusmappingbyGeoSpaceincollaborationwithHexagonGeospatial.ThelatestupdatedversionofthesoftwareisbasedonHexagonGeospatialM.AppEnterpriseplatformanditnowalsoincludesmodulesforEnumerationandDissemination.ThisproductcameasadirectresultofyearsofexperienceincensusprojectswherewedevelopedmobilefielddatacapturingapplicationswithintegrateddatatransferfunctionalitythatcomplimentedourusualGeoMediadesktopGISsolutions.Asmentionedabove,SmartCensusisajointdevelopmentbetweenGeoSpaceandHexagonGeospatial-aleadingglobalgeospatialsolutionprovider.

SmartCensushas richclient (office)aswellas thinclient (field) functionality.Richclient runsonMsWindowswhilstthethinclientfieldapplication(s)runonMsWindowsmobile,AndroidandiOS.Clients(users)caneitherbeonlineorofflinewhentheyusetheapplication.ThestandardsoftwareconfigurationassumesthatofficeGISstaffwillhaveaccesstotheInternet/Intranet(WEBserver)whilsttheydotheirworkwhilstfieldstaffwillnotbeonlinewhentheydotheirwork.Someofthekeyadvantagesofthesoftwarewhencomparedtoconventionalcensusmappingsolutionsareasfollows:

• Client-server platform: theapplication anddata is hosted onaWebserver hence EVERYBODYaccessandusethesamedatabase.Thisimmediatelyeliminatesthetwopersons(officeorfield)workingin/onthesameareaatthesametime.

• Theabovefacilitatespropercontrolovereachphaseoftheproject–ahugeadvantage.

• GIS functionality: thesystemhasalltheGISfunctionalityrequiredforpre-enumerationmapping.

• Thegeospatialcomponent in theEnumerationandDisseminationmodules isuniquetocensus/survey platforms. It facilitates better quality enumeration since enumerators can only work intheEA(s)assignedtothem.ThedisseminationmoduleisbasedonHexagonGeospatialexcitingdynamic/interactiveSmartM.Appplatform.

• Workforce management: Eachperson/userisassignedtoauniquepost.Eachposthasaspecificrole.Theroleofeachpostisguidedbyworkflows.Accessprotocolsmeansthateveryuser(fieldandoffice)logontothesystemusingtheirassignedusernameandpasswords.Thisenablespropertrackingofstaff’sworkallocation,progressandperformance.

• Production Units: ProjectManager(s) can define Production Units (PUs) for each phase of theproject.ThemostappropriategeographicalunittobeusedasaPUforeachphaseoftheprojectwillbedeterminedinconsultationwiththecolleaguesfromSB.This isusedfortheplanningandallocationofworkaswellasprojectmonitoringandreporting.

• Simpletouseinterfaceresultsinless(application-specific)trainingandeaseofuse–bothofficeandfield.

• OfflinecapabilityofthesoftwaremakesisacriticalfieldworkrequirementinAfrica.

• Dashboardwithintegratedreportingsystemenablesreal-timereportingatalllevelsoftheprojectandwithintheorganisation.Management(evenseniormanagement)canaccesstheapplicationthrough the Internet/Intranetwith their allocatedUsername / Password to generate live statusreportsperphaseofprojectasandwhendesired.


2 SmartCensus:ProposedRolesandWorkflows

SmartCensuscanbeconfiguredandcustomised tomeet theuniqueneedsand requirements ofaparticularNSOandcountry.Basedonourunderstandingoftheneeds/requirementsofSBthefollowingrolesareproposedforthe2021pre-enumerationcensusmappinginBotswana:

• OfficeSupervisor(OS);• OfficeGISdatacapture(GISSpecialistandTechnician)(ODC);• FieldworkTeamSupervisor(FWTS);and• FieldMapper(FM).

Threemainworkflowsareproposedforpre-enumerationmapping:OfficeWorkphase1;Fieldwork;andOfficeWorkPhase2.Theworkflowscanbesummarisedasfollows:


APPENDIXIV:WorkflowforPre-EnumerationMappingforthe2021Census

OFFICE WORK PHASE 1Assign Production unit toOfficeDataCapturer

(OS)

OFFICE WORK PHASE 1Align EA boundaries with

features on base map (imagery, topo, cadastre)

(ODC)

OFFICE WORK PHASE 1Check cadastre against imagebasemap;mapparcels where needed

(ODC)

OFFICE WORK PHASE 1Create DU points using

centroids using cadastre

(ODC)

OFFICE WORK PHASE 1DoquickcountswithinEA;

sub-divide or merge boundaries based on

quick counts (ODC)

OFFICE WORK PHASE 1Print EA maps for

FW per PU after approval by OS

(ODC)

OFFICE WORK PHASE 1PU Assigned to FWTS

(OS)

FIELDWORKEA(s) within

PU assigned to FMs(FWTS)

FIELDWORKFieldwork:

Navigate to EA within PU(FM)

FIELDWORKFieldwork: edit existing and

capture new DUpointlocation;

edit: DU/PoI attributes(FM)

FIELDWORKVerifyEAboundaries;placenameinfo,etc;

redline proposed changes in boundaries (FM)

FIELDWORKSubmit completed EA(s) back to FWTS

(FM)

FIELDWORKCheckboundaries;

points and change

EA boundaries (FWTS)

FIELDWORKSubmit completed

PU back to OS(FWTS)

OFFICE WORK PHASE 2Assign PU to ODC

(OS)

OFFICE WORK PHASE 2Quality checking

(ODC)

OFFICE WORK PHASE 2Map creation

(ODC)

OFFICE WORK PHASE 1Map printing (ODC)

Enumeration Dissemination

Pre-enumerationOfficeWork Pre-enumeration Fieldwork Enumeration and Dissemination


The above workflowmakes provision for maintenance of the 2011 EA boundaries as well as theestablishmentofaDwellingUnit(DU)Frame.TheDUFrameconsistsofdwellingunitsaswellasPointsofInterest(POI).Theaboveworkflowneedstobefurtherrefinedtoincludealllogicaltestsandrejection/acceptanceoptions before testingand implementation. Thiswill bedoneduring configuration inconsultationwiththecounterpartsfromSB.


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