Mobile Data Collection: Enhancing NGOs Impact with Real-time Data

Mobile Data Collection Tools for NGOs

Some of the popular mobile data collection tools among NGOs include;

1. Open Data Kit (ODK)
2. KoBoToolbox
3. SurveyCTO
4. Commcare
5. Magpi
6. Fulcrum
7. ona.io
8. Hoji
9. Mobenzi

The following is a step-by-step breakdown of how mobile data collection generally works. We have also included some of the tools used at each stage of the process:

1. Form Design: Creating Flexible and Dynamic Digital Forms

With survey authoring tools, organizations in the NGO sector can create digital forms tailored to capture a variety of data types, from text and GPS coordinates to barcodes, images, and even voice recordings. These tools assist in designing, testing, and deploying digital forms efficiently.

Some tools used in form design include:

1. XLSForms – A form design standard supported by Excel and compatible with ODK, KoboToolbox, and CommCare.
2. ODK Build – Form building tool designed for Open Data Kit 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.

Mobile data collection helps health non-profits to capture accurate health and nutrition surveys by allowing real-time data collection, analysis, and reporting in remote areas. Picture/Courtesy

2. Data Collection: Capturing Data on Mobile Devices

Field workers and data collectors collect field data with mobile devices.

Mobile data collection tools offer a range of functionalities, including barcode scanning, GPS tracking, image capture, voice-to-text input, and digital signatures, and can also capture data offline for later synchronization with a server.

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

1. ODK Collect – ODK Collect, an open-source mobile app, allows for offline data collection.
2. KoboCollect – KoboToolbox Mobile app for data collection.
3. SurveyCTO Collect – Offers secure data collection, even offline.
4. Survey123 by Esri – This is a GIS-enabled app for collecting geospatial data.
5. CommCare – provides mobile case management for health and humanitarian initiatives.
6. TaroWorks – Salesforce-integrated data collection tool.
7. Magpi+ – Supports multimedia data input.
8. Dimagi CommCare – Offers longitudinal tracking and case management.

3. Offline Data Collection: Capturing Data Without Internet Access

A key benefit of modern data collection tools is their ability to store data offline and sync it automatically when an internet connection becomes available.

Some of the 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.

An aid truck filled with humanitarian supplies moves the conflict-prone Israel – Gaza region. Mobile data collection helps locate communities in desperate need of relief. Picture/Courtesy

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

When an internet connection is established, mobile data collection tools automatically sync the captured data to a centralized cloud or on-premise servers for processing.

Some of the 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.

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

After collection, the data must be cleaned, processed, and organized for analysis and 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

After data is collected and processed, organizations generate reports, visualize insights, and automate 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.

Although mobile data collection can take time to learn and implement, expert training significantly accelerates the learning process and helps you get up to speed quickly.

In-person training, consultancy, or self-paced mobile data collection courses significantly enhance the capacity of humanitarian workers to collect data through digital tools and ensure real-time access to actionable insights.

Mobile data helps NGOs identify the root causes of challenges, enabling informed decisions and targeted interventions. Picture/Courtesy

Case Studies on How NGOs Are Using Advanced Data Collection Tools to Enhance Community Impact

Mobile data collection has been a game-changer for many non-governmental organizations in improving data collection, analysis, and reporting.

It is particularly beneficial in remote, resource-limited areas where paper-based methods are inefficient.

Below is a list of notable projects by NGOs that have used modern methods of data capturing including mobile apps and drones, demonstrating the challenges before adopting mobile data collection, and the benefits after adoption:

1. SurveyCTO in Feedback, Complaint, and Response Mechanism (FCRM) – Oxfam, South Sudan

Oxfam is a global nonprofit organization devoted to eradicating poverty and social injustice.

The organization is present in more than 90 countries executing the following programs toward social justice:

1. Advocating for equality and women’s rights
2. Access to education, clean water, and healthcare
3. Provision of humanitarian aid

Project Details

1. Oxfam implemented a Feedback Complaint and Response Mechanism (FCRM) in South Sudan to enhance community engagement and accountability in its humanitarian programs.
2. In 2018, the organization then adopted and integrated SurveyCTO into its Feedback Complaint and Response Mechanism project.
3. The tool was expected to improve data collection, enhance community engagement, and streamline the response process to feedback and complaints from the affected populations.
4. FCRM provides affected populations with a platform to voice concerns, offer feedback, and receive timely responses, thereby improving the quality and effectiveness of Oxfam’s interventions.

Challenges Before the Adoption of Mobile Data Collection by Oxfam

1. Feedback was collected through paper forms, leading to delays, data entry errors, and difficulties in tracking and analyzing information.
2. In remote areas, community members had limited access to reporting mechanisms, hindering their ability to provide feedback.
3. The lack of a streamlined system resulted in slow responses to community concerns, affecting trust and engagement.

A remote location in South Sudan. NGOs often engage communities in underserved areas of Africa where manual data collection is inconvenient. Picture/Courtesy

Key Benefits After the Adoption of Mobile Data Collection in the Feedback Complaint and Response Mechanism (FCRM) 

1. Automated data collection reduced manual errors and processing time, enabling quicker responses to community feedback.
2. Mobile-based data collection allowed community members, even in remote areas, to easily submit feedback and complaints.
3. Immediate data availability facilitated prompt decision-making and timely interventions.
4. A transparent system for tracking and addressing concerns strengthened trust between Oxfam and the communities served.

Sources

1. How Oxfam built a scalable digital Feedback, Complaints, and Response Mechanism (FCRM) with SurveyCTO – SurveyCTO
2. SurveyCTO is a Mobile Data Collection for Humanitarian Aid – SurveyCTO

2. CommCare App in The Access to Infant and Maternal Health Plus Project (AIM Health Plus) By World Vision – Tanzania

Access to infant and maternal health services in Tanzania remains a critical challenge, especially in rural areas where healthcare infrastructure is limited.

Many women in the East African nation face barriers to receiving prenatal care, skilled birth attendants, and postnatal services, contributing to high maternal and infant mortality rates.

World Vision is one of the several organizations making attempts at resolving the huge health access gap and improving child survival.

Project Details

1. World Vision rolled out the Access to Infant and Maternal Health Plus Project (AIM Health Plus) project in Tanzania in 2021.
2. This was part of a larger project aimed at reducing maternal and neonatal mortality while improving child survival and nutrition in four African countries.
3. World Vision engaged community health workers who were tasked with visiting the most remote rural regions where healthcare services were scarce.
4. The community health workers were also equipped with special tablets with the CommCare mobile data collection App installed.
5. CommCare is a highly customized App used in health and humanitarian surveys, which particularly improves the efficiency of community health work.

Challenges Before the Adoption of Mobile Data Collection in Infant and Maternal Health Interventions

1. Data collection was largely paper-based, which made it difficult to track health indicators, patient history, and progress accurately.
2. The Paper-based method was prone to human error, delays, and loss of critical information.
3. In remote areas, the lack of real-time data made it difficult for healthcare workers to make timely decisions, resulting in delayed interventions during emergencies.
4. The absence of proper monitoring and reporting systems compromised the overall quality of care.

Access to infant and maternal health services in Tanzania remains a critical challenge with a majority of women lacking prenatal care, skilled birth attendants, and postnatal services. Picture/Courtesy

Key Benefits After the Adoption of CommCare in Tanzania’s Maternal and Infant Health Projects

1. Real-time data collection enabled healthcare workers to monitor pregnancies and infant health more closely, reducing preventable deaths.
2. Healthcare workers could now collect accurate data in real-time, reducing errors and delays associated with manual data entry.
3. The digital system provided a clear record of healthcare activities, which increased accountability at both the community and the health system.
4. The project helped raise awareness about maternal and child health within local communities, leading to more people seeking care at health facilities.

Sources

1. 2021 Digital Health Factsheet: AIM Health Plus – Tanzania – World Vision
2. Digital Health Portfolio – World Vision

3. IFRC’s Use of KoBoToolBox in Assessing Needs of People Affected by the War in Ukraine

The International Federation of Red Cross and Red Crescent Societies (IFRC) is a leading humanitarian network, consisting of 192 National Societies.

It works to deliver humanitarian aid, promote disaster risk reduction, and support long-term community development.

The humanitarian network is involved in conflict hotspots around the world including Ukraine and the troubled Gaza Strip in the Middle East.

Project Details

1. The invasion of Ukraine by Russia led to widespread deaths, destruction, and geopolitical wars that pitted the world’s superpowers against each other.
2. The IFRC moved into Ukraine to respond to the needs of numerous people who had been struck by warheads, and displaced by sustained bombings in the country.
3. At the height of the conflict in 2022, the IFRC deployed the mobile data collection tool KoBoToolBox to assist in capturing and processing crucial data during the intervention.
4. The program’s leadership recognized that conducting comprehensive needs assessments was key to understanding the crisis and tailoring effective interventions.

Challenges Before the Adoption of the KoBoToolBox Mobile Data Collection Tool 

Before implementing KoBoToolBox, the IFRC faced several challenges in data collection and needs assessment that included:

1. Traditional paper-based methods were time-consuming and prone to errors, hindering the timely collection of critical information.
2. The lack of real-time data access delayed decision-making processes, affecting the responsiveness of humanitarian interventions.
3. In conflict zones, logistical challenges and resource limitations made it difficult to deploy and maintain data collection efforts effectively.

Through mobile data collection, humanitarian organizations like the Red Cross have improved the speed, accuracy, and effectiveness of their disaster response efforts. Picture/Courtesy

Key Benefits After Adopting the KoBoToolBox Mobile Data Collection Tool by the IFRC

Key beneficiaries of the program including Internally Displaced Persons (IDPs), refugees, devastated local communities, and IFRC officials were positively impacted in the following ways:

1. Digital data collection reduced errors and sped up the process, allowing for quicker analysis and response.
2. The tool enabled the IFRC to access up-to-date information, facilitating prompt decision-making and resource allocation.
3. KoBoToolBox’s offline capabilities ensured that data could be collected even in areas with limited or no internet connectivity.
4. Automated data entry and reporting streamlined the documentation process, enhancing transparency and accountability.

Source

1. KoboToolbox 2022 year in review and exciting new features (User spotlight) – KoBoToolBox.org
2. Frequently asked questions (FAQ), terms of service, and data privacy policy for IFRC KoBoToolbox – IFRC

4. OCHA’s Use of Drones for Flood Risk Assessment in Bangladesh Refugee Camps

The Office for the Coordination of Humanitarian Affairs (OCHA) is a United Nations (UN) body responsible for coordinating international humanitarian efforts in response to emergencies and crises around the world.

OCHA brings together various humanitarian organizations, governments, and other partners to ensure that aid is delivered effectively and efficiently.

The organization has been actively involved in enhancing disaster preparedness and response in Bangladesh, particularly concerning the monsoon floods that frequently affect the country.

Project Details

1. In 2020, OCHA initiated a pilot project to assess flood risks in refugee camps, including those in Cox’s Bazar, using drone technology.
2. The initiative aimed to improve the accuracy of flood risk assessments and facilitate data-led humanitarian interventions.
3. OCHA partnered with the International Organization for Migration (IOM) to identify refugee camps at risk of flooding using satellite images and drone footage.

Challenges Faced by OCHA Before the Adoption of Drones in Data Collection

1. Traditional ground-based assessments provided limited spatial coverage and lacked the precision needed for effective flood risk mapping.
2. The urgency of flood preparedness required rapid data collection, which was difficult to achieve with conventional methods.
3. In resource scarcity settings, deploying large teams for extensive ground surveys was not viable.

Accurate data from high-resolution drone pictures assist in effective planning and resource allocation for disaster interventions. Picture/Courtesy

Key Benefits After the Adoption of Drones 

1. Drones facilitated quick surveys of large areas, significantly reducing the time required for data collection.
2. Enhanced flood risk assessments led to improved preparedness and response measures, directly benefiting refugees in the camps.
3. Accurate data from high-resolution aerial pictures supported more effective planning and resource allocation for flood-related interventions.
4. Improved flood management strategies contributed to the resilience of local communities in the vicinity of the refugee camps.

Source

Data to the rescue: how humanitarian aid NGOs should collect information based on the GDPR – Journal of International Humanitarian Action

5.  ODK for Ebola Response in Africa – Médecins Sans Frontières (MSF)

Médecins Sans Frontières (MSF), or Doctors Without Borders, is a global humanitarian medical organization that offers emergency medical assistance to those impacted by conflicts, epidemics, and natural disasters.

MSF is extensively involved in Africa, providing medical assistance such as Ebola mitigation in conflict-prone areas including:

1. Sierra Leone
2. Central African Republic
3. Democratic Republic of Congo (DRC).

Project Details

1. MSF sets aside an estimated budget of $10 million annually for disease surveillance among vulnerable communities in Africa.
2. Médecins Sans Frontières (MSF) adopted an Open Data Kit (ODK) for data collection during their Ebola response in Sierra Leone, DRC, and other parts of West Africa starting in 2014.
3. The adoption of ODK was crucial for MSF’s ability to collect real-time, accurate data amid the Ebola outbreak, which required efficient and rapid data management systems for surveillance, case tracking, and decision-making.

Ebola is a severe viral disease identified through symptoms such as high fever, hemorrhaging, and organ failure, transmitted through direct contact with the bodily fluids of infected individuals. Picture/Courtesy

Challenges before adopting ODK

1.  MSF faced difficulties in managing data from remote areas of Sierra Leone with poor infrastructure.
2. Paper-based data collection was highly inefficient and prone to errors and delays.
3. Ebola infections remained at dangerous levels, forcing the organization to consider ODK for better data collection, analysis, and sharing.

Benefits after the Adoption of ODK

1. Data could be uploaded instantly to central databases, speeding up decision-making in the field.
2. ODK helped with effective contact tracing and patient management during the outbreak.
3. The use of ODK improved communication between MSF teams in different regions and allowed quicker intervention.

Source

Electronic Data Management for Vaccine Trials in Low Resource Settings: Updates, Scalability, and Impact of ODK