Mobile Data Collection in Education: Transformative Real-World Case Studies

How Mobile Data Collection Works

The following is a step-by-step breakdown of how mobile data collection works, along with some of the tools used at each stage of the process:

1. Designing Flexible and Dynamic Digital Forms

Survey authoring tools allow educators to create customized digital forms capable of handling various data types, including text, GPS coordinates, barcodes, images, and voice recordings.

These tools assist in designing, testing, and deploying digital forms efficiently.

Some mobile tools used in form design include:

1. XLSForms – Excel-based form design standard used by ODK, KoboToolbox, and CommCare.
2. ODK Build – Drag-and-drop form designer for ODK users.
3. Kobo Form Builder – Simplified visual form creator for KoboToolbox.
4. SurveyCTO Designer – Enterprise-grade form-building with conditional logic.
5. Google Forms – Basic web-based form creation tool.
6. Magpi Forms – Mobile-friendly form designer for surveys and data collection.

2. Data Collection on Mobile Devices

Educators, program supervisors, and researchers use mobile devices to collect data in the field.

Many tools support barcode scanning, GPS tracking, image capture, voice-to-text input, digital signatures, and many other functionalities.

Mobile data collection tools can also capture data offline, store it locally, and synchronize it with a server once an internet connection is available.

Some of the tools used to collect data using mobile devices include:

1. ODK Collect – Open-source mobile app for mobile data collection using ODK. ODK Collect can collect data offline.
2. KoboCollect – Mobile app for data collection using KoboToolbox.
3. SurveyCTO Collect – Secure, offline-first data collection platform.
4. Survey123 by Esri – GIS-enabled app for geospatial data collection.
5. CommCare – Mobile case management tool used in health and humanitarian projects.
6. TaroWorks – Salesforce-integrated data collection tool.
7. Magpi+ – Supports multimedia data input.
8. Dimagi CommCare – Supports longitudinal tracking and case management.

Mobile devices enable educators, supervisors, and researchers to collect real-time data. Picture/Courtesy

3. Offline Data Collection: Capturing Data Without Internet Access

The ability to work offline and automatically sync data upon reconnection is a key advantage offered by modern data collection tools

Some of the mobile tools for offline data collection include:

1. ODK Collect – Stores responses offline and syncs later to a cloud server.
2. KoboCollect – Stores responses offline and syncs later to a cloud server.
3. Magpi+ – Designed for low-bandwidth regions.
4. TaroWorks – Works offline and syncs with Salesforce CRM.
5. CommCare – Enables offline case tracking for healthcare and NGOs.
6. Surveys on Tab – Offline-first solution for market and corporate surveys.

4. Data Synchronization: Uploading & Syncing Data to the Cloud

With restored internet connectivity, mobile data collection tools ensure that recorded data is automatically synchronized to centralized servers, either cloud-based or on-premise, for processing.

Some of the mobile tools for data synchronization include:

1. ODK Central – Store and manage synchronized data.
2. ODK Aggregate – Store and manage synchronized data.
3. KoboToolbox Servers – Store and manage synchronized data.
4. Google Sheets API – Auto-syncs data to spreadsheets for easy access.
5. RedCap – Secure data management for research and healthcare projects.
6. ODK Cloud, Microsoft Azure, AWS S3, Digital Ocean, Google Cloud – Secure cloud-based data storage solutions.

Mobile data collection tools can capture data offline, store it locally, and synchronize it with a server once an internet connection is available. Picture/Courtesy

5. Data Management: Cleaning, Processing, and Storing Data

Collected data needs to be cleaned, processed, and organized to facilitate analysis and informed decision-making.

Some of the tools for data management include:

1. Microsoft Excel & Google Sheets – Used for basic data cleaning and filtering.
2. Power BI – Dashboard creation and business intelligence reporting.
3. Python & R – Advanced data processing and analytics.
4. Tableau – Data visualization and storytelling.
5. QGIS – GIS software for geospatial data mapping.
6. Google BigQuery – Cloud-based big data warehousing.

6. Reporting & Action: Analyzing Data for Decision-Making

Once the data is collected and processed, organizations create reports, visualize insights, and inform decision-making processes.

Some of the tools for reporting & action include:

1. Microsoft Power BI – Interactive data visualization and reporting.
2. Google Data Studio – Cloud-based business intelligence platform.
3. Tableau – Advanced analytics and visualization.
4. SPSS & Stata – Statistical tools for complex data analysis.
5. QGIS – GIS mapping and spatial analytics.
6. Looker (Google Cloud) – Data-driven business intelligence platform.

Education data visualization transforms complex educational datasets into clear, accessible visual representations, enabling educators and policymakers to identify patterns and areas for improvement. Picture/Courtesy

Case Studies on the Successful Implementation of Mobile Data Collection in the Education Sector

The following is a list of projects and case studies where education projects successfully adopted mobile tools and other modern modes of data collection.

The case studies will cover the challenges before the adoption of modern data collection methods, and benefits after adoption, with additional details about the project’s scope, and impact on beneficiaries.

1. KoBoToolBox in Addressing Data Gaps in the Education Sector – Ministry of Education, DRC

The Democratic Republic of Congo’s Ministry of Education struggled to meet educational needs due to a critical absence of dependable school data nationwide.

The sheer size of the DRC’s education system, comprising roughly over 63,000 primary and 25,000 secondary schools, was affected by the absence of a centralized assessment system.

Project Details

1. The Ministry of Education, with support from the World Bank’s Geo-Enabling Initiative for Monitoring and Supervision (GEMS), undertook a project to collect geolocation data and detailed indicators from secondary schools throughout the country.
2. The project was aimed at improving the distribution of resources and enhancing the overall quality of education.
3. KoBoToolBox was adopted in 2018 to collect real-time, accurate data on educational institutions.
4. School officials and Ministry personnel were trained to use KoBoToolBox for data collection.
5. This training was critical in ensuring the quality of the data collected and the efficiency of the process.
6. The data collection exercise included information on school infrastructure, the availability of teaching materials (such as textbooks and science lab kits), and the distribution of teachers across the country.

Challenges Before the Adoption of Mobile Data Collection 

1. Rural areas faced challenges with mobile network connectivity.
2. The vast geography and infrastructure issues in the DRC posed challenges for collecting data in remote or conflict-prone areas.

African schools including those in the DRC face significant challenges, including inadequate facilities and unequal access, hindering quality education. Picture/Courtesy

Key Benefits After the Adoption of Mobile Data Collection in the DRC Education Sector

1. Accurate data collected enabled the Ministry of Education to better allocate resources, such as textbooks, lab kits, and teacher training, to schools that needed them the most.
2. The Ministry of Education was able to make informed decisions about where to prioritize investments, infrastructure upgrades, and policy interventions.
3. KoBoToolBox enabled data-driven resource allocation, replacing assumptions with needs-based distribution.
4. There was better tracking of educational progress and outcomes, helping the Ministry to identify areas for improvement in teaching quality and student performance.

Source

Using KoboToolbox to address crucial data gaps in the education sector in the Democratic Republic of Congo – KoBoToolbox

2. Google Forms: Investigating University Students’ Google Classroom Experiences – Rwanda

In Rwanda, the use of digital tools for educational purposes has become increasingly important, particularly in line with the country’s broader ICT adoption strategy in education.

Google Forms was used to investigate university students’ experiences with Google Classroom, an online learning platform, at a university in Kigali.

Project Details

1. In 2021, the university decided to use Google Forms to gather data on students’ experiences with Google Classroom.
2. A survey was created and distributed to 71 students via Google Form links.
3. The study aimed to assess students’ attitudes towards the platform after participating in an online STEM education course.
4. The decision to use Google Forms was driven by its ease of use, cost-effectiveness, and integration with other Google tools.

Challenges Before the Adoption of Google Forms in Recording Students’ Experience

1. Paper-based data collection was slow and tedious and often led to poor management of data.
2. 13% of students reported that lecturers were slow to grade assignments or provide clear, timely feedback, which impacted their learning outcomes.

The Adventist University of Central Africa (AUCA) in Kigali, Rwanda. Picture/Courtesy

Key Benefits After the Adoption of Google Forms

1. The data revealed that students found Google Classroom easy to access and navigate, and it helped them manage their time and tasks more effectively.
2. The university was able to quickly and efficiently collect data from a large number of students using Google Forms, enabling a real-time understanding of student experiences.
3. Students benefitted from improved access to learning resources and better time management through the use of Google Classroom.
4. The university administration benefited from the data collected, which informed decisions about infrastructure improvements, teacher training, and resource allocation to improve the digital learning experience.

Source

Student Experiences on the Use of Google Classroom: Case Study of a University in Rwanda – University of Johannesburg (South Africa) and Mount Kenya University (Rwanda)

3. ODK to Monitor Student Access to Education During the COVID-19 Pandemic – Honduran Secretariat of Education

The Honduran Secretariat of Education (Secretaría de Educación, or SEDUC) is the government body responsible for overseeing and managing the education system in Honduras.

The COVID-19 pandemic significantly disrupted the Honduran education system, worsening pre-existing challenges and introducing new ones.

Like many countries, Honduras was forced to close schools, leading to a rapid shift to remote learning.

This transition highlighted the digital divide, as many students, especially in rural areas, lacked access to reliable internet and technology.

Project Details

1. To address COVID-19 disruptions, the Honduran SEDUC adopted the Open Data Kit (ODK) in 2020 to monitor and maintain educational continuity.
2. SEDUC needed an innovative solution to track the delivery of education remotely.
3. The ODK survey tool was deployed to measure the percentage of students receiving educational instruction during the pandemic, helping the Secretariat assess and adapt its response strategies.

Challenges Before the Adoption of Mobile Data Collection in Education Delivery Tracking

1. Monitoring the reach and effectiveness of educational programs in real time was difficult.
2. The Secretariat struggled with a lack of infrastructure for efficient data collection and analysis, making it hard to assess the full scope of educational disruption across the country.

An ongoing class session at a school in Honduras. Picture/Courtesy

Key Benefits After the Adoption of Mobile Data Collection

1. ODK provided a simple and effective way to collect data from over 19,000 educational centers, enabling SEDUC to analyze student access to education.
2. The tool allowed real-time monitoring of how students were engaging with educational content through various channels, including online platforms.
3. Data collected through ODK made the educational process more transparent, helping stakeholders better understand the impact of remote learning strategies.
4. The collected data enabled SEDUC to adjust educational strategies based on insights, improving resource allocation.
5. Teachers were supported through better monitoring, enabling them to adapt their teaching methods and reach students more effectively.

Source

Honduran Secretariat of Education measures student access to education during the COVID-19 pandemic – ODK Forum

4. Drones to Examine School Travel Modes in Salt Lake City, Utah

Drones have increasingly been adopted as a data collection tool in campus planning and transportation studies.

Beyond their recreational appeal, drones can provide detailed data on student movement patterns, identifying popular routes, congested areas, and potential hazards.

Project Details

1. Drones were introduced to study school travel modes in Salt Lake City as part of a larger effort to understand the transportation habits of students.
2. The project began around 2020, coinciding with a broader push toward integrating technology in transportation planning.
3. Drones were selected due to their ability to collect real-time data in a cost-effective and non-intrusive manner.
4. The technology offered a significant improvement over traditional methods such as manual traffic counts or static surveillance.

Challenges Before the Adoption of the Adoption of Drone Technology in Student Transportation Studies

1. Traditional methods of data collection, such as surveys or manual traffic counts, were often subject to human error.
2. Tracking the travel habits of schoolchildren in a busy urban environment was difficult without direct overhead observation.
3. Previous methods required significant manpower and were time-consuming, making it difficult to gather large-scale data across multiple schools and areas within Salt Lake City.

An aerial image of departing school buses captured from a drone. Picture/Courtesy

Key Benefits After the Adoption of Drones

1. Drones could capture real-time footage of school commutes, offering high-resolution images and video that allowed researchers to identify travel trends with accuracy.
2. Drones, compared to traditional methods like manual traffic counts or surveillance cameras, proved to be a more cost-effective solution.
3. Drones could be deployed over multiple areas simultaneously, allowing for the collection of data across a broader range of locations in Salt Lake City.
4. Unlike human observers, drones could collect data without disturbing or influencing students’ travel behaviors.
5. Collected data helped design safer routes for students, improving overall safety for those walking or biking to school.

Source

Using drone technology to collect school transportation data – Travel and Behavior Society

5. Using GIS Tools to Study the Effects of Physical Access on Primary School Enrollment in Kenya

In Kenya, access to education remains a significant challenge, especially in rural and remote areas where physical infrastructure is limited.

Rural Kenyan infrastructure, exemplified by areas like Loitokitok, is often characterized by limited paved roads, inconsistent access to reliable electricity and clean water, and poor network connectivity.

Project Details

1. Between 2014 and 2015, a study was conducted by University of Nairobi researchers on the relationship between physical access and school enrolment.
2. The researchers zeroed in on school spatial and enrolment data, spatial data on roads, and road surface conditions.
3. GIS technology was adopted in the study to create detailed maps that identified school locations, transportation routes, and other relevant factors that could influence enrollment patterns.
4. The study found that school enrollment decreased as the distance from roads increased.

Challenges Before the Adoption of GIS Data Collection Technology

1. There was little reliable, up-to-date spatial data on the location of schools and the distribution of the population.
2. Local education authorities lacked the tools and resources to make data-driven decisions about school placement and infrastructure development.

Lack of adequate infrastructure sends Kenyan children to take lessons under a tree. Picture/Courtesy

Key Benefits After the Adoption of GIS Data Collection Technology

1. GIS enabled the collection and analysis of spatial data that highlighted disparities in school access.
2. With accurate data on school locations and student demographics, the government was able to develop targeted interventions to improve enrollment.
3. GIS data collection tools allowed for more efficient allocation of resources.
4. GIS tools allowed for the continuous monitoring of enrollment patterns and school accessibility over time.

Sources

A GIS-based investigation of the effects of physical access on Primary School enrollment: Case study of Loitokitok Sub County – University of Nairobi Digital Repository