Mobile Data Collection in Trade: Global Market Case Studies

How Does Mobile Data Collection Work?

Mobile data collection is a modern approach to recording and managing data that works in the following steps:

1. Form Design: Creating Flexible and Dynamic Digital Forms

Survey authoring tools enable business analysts and other personnel to create custom data collection forms that can handle various data types such as text, GPS coordinates, barcodes, images, and voice recordings.

These tools help design, test, and deploy digital data collection forms.

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 Using Mobile Devices

Many mobile data collection tools support multiple functionalities such as barcode scanning, GPS tracking, image capture, voice-to-text input, digital signatures, and many other functionalities.

Mobile data collection tools also offer offline functionality, allowing users to capture data without an internet connection and synchronize it later when connectivity is restored.

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 data collection tools have offline functionality, allowing users to capture data without an internet connection and synchronize it later when connectivity is restored. Picture/Courtesy

3. Offline Data Collection in Areas With Limited Internet

Mobile data collection tools allow uninterrupted work, even without internet access, by storing data offline and automatically syncing it when a connection is available.

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 to the Cloud

Mobile data collection tools automatically upload recorded data to a centralized cloud or physical servers for processing as soon as an internet connection is established.

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 automatically upload recorded data to a centralized cloud or physical servers for processing as soon as an internet connection is established.

5. Data Management: Cleaning, Processing, and Storage

Once collected, the data is 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

With processed data, organizations create reports, visualize key insights, and drive informed decisions.

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.

Organizations analyze processed data to generate reports, visualize insights, and make informed decisions. Picture/Courtesy

Case Studies on the Impact of Mobile Data Collection in Trade and Commerce

The following are real-world examples of the transformative impact of mobile data collection in trade:

1. KoBoToolbox in Fresh Food Price Analysis in Papua New Guinea – The International Food Policy Research Institute (IFPRI)

The International Food Policy Research Institute (IFPRI) is a research center that focuses on agriculture and food systems.

IFPRI provides research-based policy solutions to sustainably reduce poverty and end hunger and malnutrition in low- and middle-income countries.

Headquartered in Washington, D.C., the institute runs operations across many countries worldwide including Papua New Guinea.

Project Details

1. IFPRI adopted KoBoToolbox in Papua New Guinea (PNG) for Fresh Food Price Analysis.
2. The project aimed to improve the quality of price data collection, which is essential for monitoring food prices and making informed policy decisions.
3. The KoBoToolbox was adopted during training conducted in June 2022, where 20 participants were trained on survey design, data collection, and analysis using KoBoToolbox and STATA.

Challenges Before the Adoption of Mobile Data Collection in Fresh Food Price Studies in Papua New Guinea

1. Errors occurred during transcription from paper-based surveys to digital formats, affecting data reliability.
2. Inconsistent or incomplete data was collected, causing gaps in the food price information.
3. Enumerators faced challenges in following survey protocols, leading to variations in how questions were asked and answered.
4. The lack of reliable data made it difficult for stakeholders to make informed decisions about food security and market interventions.

A local fresh food market in Baliem Valley, Papua New Guinea. Picture/Courtesy

Key Benefits After the Adoption of Mobile Data Collection

1. KoBoToolbox improved the data collection process by providing a user-friendly platform for real-time data capture.
2. Mobile data collection reduced errors and improved the consistency of data.
3. Local communities in Papua New Guinea got accurate food price data to make informed decisions.
4. The training helped participants understand and address common data issues, improving the overall quality of the fortnightly food price data collected.

Source

KoBoToolbox for Data Collection and Introduction to Data Analysis Using Stata – IFPRI

2. Zoho Inventory in Sales Data Collection and Inventory Tracking – Element Packaging

Element Packaging produces and distributes eco-friendly packaging products that are biodegradable and compostable.

With a strong presence in the UK and European markets, the company has recently expanded its operations to several Southeast Asian countries and the Caribbean.

As the company grew, it faced serious challenges in managing stock shipments and tracking sales.

The company later adopted Zoho Inventory to streamline its inventory tracking and management.

Project Details

1. The implementation began in 2020 as part of a broader effort to improve operational efficiency and ensure better stock control across multiple warehouses.
2. The Element field sales team now utilizes the Zoho Inventory mobile app to check stock levels and input sales orders while on the move.
3. It also allows them to automatically record and sync online sales transactions from their Shopify store into Zoho Inventory, enhancing communication between their website and inventory system.

Challenges Before the Adoption of Zoho Inventory in Sales and Inventory Tracking

1. Before adopting Zoho Inventory, Element Packaging relied on manual processes, which led to frequent stock inaccuracies.
2. There was no real-time tracking of inventory, causing delays and potential stockouts.
3. Data was scattered across various systems, leading to inefficiencies in communication and decision-making.

Accurate inventory tracking is essential for businesses to optimize stock levels, prevent losses, and ensure timely fulfillment of customer orders. Picture/Courtesy

Key Benefits After the Adoption of Zoho Inventory Mobile Platform

1. Zoho Inventory allowed for real-time tracking of stock across different locations, reducing discrepancies.
2. Automation of inventory processes, such as order fulfillment and stock updates, saved time and reduced manual errors.
3. Centralized data in Zoho Inventory provided insights that helped streamline operations and optimize supply chain management.

Source

Element packaging, filling in the gaps worldwide – Zoho Inventory

3. SurveyMonkey in Capturing Competitive Insights for Kajabi

Kajabi is an all-in-one platform designed to help creators and entrepreneurs build, market, and sell online courses, memberships, and other digital products.

Kajabi aims to provide everything needed to run an online business in one place, eliminating the need for multiple separate tools.

The platform is popular among content creators, coaches, and entrepreneurs who want to monetize their knowledge and build online businesses.

Project Details

1. Kajabi began using SurveyMonkey to capture detailed competitive insights and support decision-making.
2. SurveyMonkey facilitated the collection of high-quality market research data, especially in the competitive direct-to-consumer (D2C) space.
3. Currently, Kajabi uses SurveyMonkey to identify emerging trends, analyze market challenges, and test effective messaging related to its value proposition.

Challenges Before the Adoption of SurveyMonkey Mobile Data Collection Tool in Market Research

1. There was growing internal demand for insights to inform strategic decisions, particularly about market trends and consumer needs.
2. The company needed a fast and effective solution to gain competitive intelligence, without the luxury of long delays in gathering data.

Competitive insights is the in-depth understanding of market trends, customer behavior, and competitor strategies that help businesses stay ahead in the industry. Picture/Courtesy

Key Benefits After the Adoption of Mobile Data Collection in Market Research by Kajabi

1. SurveyMonkey provided Kajabi with data-driven insights that helped refine product offerings and marketing strategies.
2. SurveyMonkey helped understand the emotional state and decision-making processes of the target audience, which informed product development and customer engagement strategies.
3. The company could now identify shifting trends and test messaging around value propositions to enhance marketing efforts.

Source

Kajabi builds brand strength and data-backed strategies – SurveyMonkey

4. Enketo Forms in the Zambian Ministry of Commerce, Trade, and Industry’s COVID-19 Business Survey

The Zambian Ministry of Commerce, Trade, and Industry’s COVID-19 Business Survey was a crucial initiative aimed at understanding and mitigating the economic impact of the COVID-19 pandemic on Zambian businesses.

It was conducted by the Ministry of Commerce, Trade, and Industry in Zambia.

Project Details

1. The survey was conducted in May 2020, at the height of the globally devastating Corona Virus Pandemic.
2. Businesses, schools, and other institutions were shut down, save for the essential services which barely kept their doors open.
3. Enketo Forms was adopted as part of the digital solution to collect and analyze data more efficiently during the COVID-19 pandemic.
4. The data directly informed policy development and provided a clear understanding of the specific challenges businesses encountered during the crisis

Challenges Before the Adoption of the Enketo Mobile Data Collection Tool

1. Data collection was manual, which led to delays, errors, and inefficiencies in gathering business insights across the country.
2. The traditional paper-based approach did not allow for real-time analysis, making it difficult for the government to quickly respond to emerging trends.
3. Surveying businesses across Zambia using physical forms was challenging, particularly with restrictions on movement due to COVID-19.

A Zambian business executive walks past a hotel courtyard. Picture/Courtesy

Key Benefits After the Adoption of Mobile Data Collection

1. Enketo Forms enabled the Ministry to collect data in real-time, improving the speed and accuracy of the survey results.
2. The digital platform allowed businesses across Zambia to easily submit responses, ensuring a more comprehensive and inclusive data collection process.
3. It minimized errors from manual entry and sped up the entire survey process, allowing quicker analysis and decision-making.
4. With Enketo Forms, the Ministry could easily analyze the data and identify key challenges businesses faced, aiding in the design of targeted interventions.

Source

COVID-19 Rapid Business Survey – Zambian Ministry of Commerce, Trade, and Industry

Also read: Mobile Data Collection Unlocks Transport Efficiency: How Data is Redefining Infrastructure

5. Drone Technology for Stock Take Activity in a Malaysian Third-Party Logistics Firm

A stock take activity, also known as inventory checking or stock counting, is the process of physically verifying the quantity and condition of the items a business holds in its inventory.

It involves a hands-on count and inspection of all the goods stored in a warehouse, shop, or any other storage location.

Stock-taking activities provide a crucial snapshot of actual inventory levels, ensuring that recorded data aligns with physical stock, which is essential for accurate financial reporting.

Project Details

1. A third-party logistics firm in Malaysia adopted drone technology for conducting stock-take activities.
2. The goal was to improve inventory accuracy and efficiency by reducing the time spent on manual stock-counting processes.
3. This adoption was part of the firm’s efforts to enhance its operations, especially during a period of rapid technological innovation in logistics.

Challenges Before the Adoption of Drone Technology in Stock-taking

1. The firm relied on manual stock-take methods, which were time-intensive and prone to human error.
2. Discrepancies in stock records due to errors in manual counting led to inventory inaccuracies.
3. Traditional stock-taking methods required more labor and slowed down the firm’s overall operational efficiency, impacting other areas of the business.

Using drones for stock-taking shortens the time taken, completing the task much faster than with manual methods. Picture/Courtesy

Key Benefits After the Adoption of Drones in Stock-taking

1. The use of drones for stock-take activities significantly reduced the duration, allowing the company to complete the task in a fraction of the time it took with manual methods.
2. Drones helped in collecting more precise data, reducing human errors that were common in the manual process.
3. By automating the stock-take process, the company could focus more on other aspects of logistics management, improving overall productivity.

Source

A Qualitative Case Study on the Use of Drone Technology for Stock Take Activity in a Third-Party Logistics Firm in Malaysia – IOP Conference Series: Materials Science and Engineering