Mobile Data Collection Transforms WASH Initiatives: Global Case Studies

How Does Mobile Data Collection Work?

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, WASH project managers 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 tools provide a variety of features, including barcode scanning, GPS tracking, image capture, voice-to-text input, and digital signatures. 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 provide a variety of features, including barcode scanning, GPS tracking, image capture, voice-to-text input, and digital signatures.

They also allow for offline data capture, which can later be synchronized 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.

A female biologist collects data on Dissolved Oxygen (DO) in a local stream. Picture/Courtesy

3. Offline Data Collection: Capturing Data Without Internet Access

A key benefit of mobile 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.

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.

Mobile data collection tools can record and store data offline and sync it automatically to a cloud server when an internet connection becomes available. Picture/Courtesy

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 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.

Data analysis in WASH projects enables more effective targeting of resources and interventions, leading to improved public health outcomes. Picture/Courtesy

Case Studies of Mobile Data Collection in Water, Sanitation, and Hygiene Programs

1. KoboToolbox for Collecting Data on Community Water and Sanitation Issues in Cambodia – Run Samaki for Development (RSD)

Run Samaki for Development (RSD), a women-led community-based organization in Siem Reap province, Cambodia.

The local organization was set up by the  Human Resource and Rural Economic Development Organization (HURREDO) to address key water and sanitation issues in the community.

Water access in Siem Reap province is a complex issue with persistent challenges.

Rapid tourism growth and urban expansion, for instance, have significantly increased water demand, putting pressure on existing water resources.

Project Details 

1. KoboToolbox was adopted by RSD in 2022 to facilitate data collection on community access to toilets and water filters.
2. HURREDO trained RSD leaders on using KoboCollect, an Android app for mobile data collection.
3. This training allowed RSD members to develop surveys in Khmer, their local language, and gather data from over 200 households in their community.

Challenges Before the Adoption of KoBoToolbox in Cambodia’s WASH Projects

1. Community leaders had difficulty accessing reliable data on local WASH issues, hindering effective decision-making.
2. Data collection was time-consuming and error-prone due to reliance on paper-based methods.
3. There was no way to quickly analyze or visualize data to make informed decisions or advocate for resources.

The famous Cambodian temple complex and tourist attraction Angkor Wat surrounded by a massive defensive ditch filled with water. Picture/Courtesy

Key Benefits After the Adoption of KoBoToolBox

1. Mobile data collection reduced errors associated with manual entry and allowed for more precise and consistent data capture.
2. Data collected through KoboToolbox can be instantly accessed and analyzed, enabling quicker responses to issues.
3. Insights from collected data empowered RSD to advocate for additional resources like water filters and toilets for the community.
4. Women with no prior experience in data collection gained valuable skills, leading to enhanced community involvement and monitoring capacity.

Source

Empowering rural communities against poverty: How HURREDO is supporting locally-led development in Cambodia with KoboToolbox – KoBoToolbox.org

2. Using ODK to Collect Sanitation Data for Frontline NGOs – Bangor University

Bangor University is a public research university located in Bangor, Gwynedd, Wales.

The University has a humanitarian wing participating in global projects including Water, Sanitation, and Hygiene (WASH).

Researchers from the North Wales-based institution intensified efforts to scale up off-grid sanitation in informal settlements around the world.

Project Details

1. To improve sanitation efforts in emergency and humanitarian situations, humanitarian workers at Bangor University utilized the Open Data Kit (ODK) to collect and analyze sanitation data.
2. The initiative aimed to enhance the effectiveness of frontline NGOs working in crisis and disaster zones, where access to real-time information is crucial.
3. In 2019, Bangor University began a project to address sanitation data collection challenges in remote and challenging areas.
4. ODK was chosen due to its flexibility in designing surveys, offline capabilities, and easy integration with data analysis platforms.

Challenges Before the Adoption of ODK for WASH Projects in Hardship Areas

1. Field workers used paper-based surveys, which were time-consuming to administer and prone to errors.
2. Many regions in need of sanitation aid had limited or no internet connectivity.
3. Without real-time data, humanitarian organizations were often delayed in their response efforts.
4. The reliance on paper forms often led to inconsistencies in the data collected, especially when surveyors made manual errors or misinterpreted questions.

Women doing laundry by the riverside in Myanmar. Picture/Courtesy

Key Benefits After the Adoption of Mobile Data Collection

1. ODK enabled the creation of digital surveys with pre-defined responses (such as checkboxes, dropdowns, and validation rules), reducing the risk of errors and ensuring data consistency.
2. Even in areas with no internet connectivity, field workers could collect data offline and upload it once they regained access to the internet.
3. Data could be instantly uploaded to central servers when connectivity was available, enabling real-time monitoring and rapid response from NGOs.
4. By reducing the reliance on paper surveys and manual data entry, ODK helped cut operational costs.
5. Frontline NGOs responsible for sanitation efforts in crisis zones were able to make more informed decisions with the real-time data collected.
6. The workers conducting surveys on the ground had access to a more efficient, reliable, and user-friendly tool for data entry.
7. The local populations in disaster-affected areas benefited from improved sanitation services, as data collection allowed for better planning and resource distribution.

Source

Bangor University: Scaling up Off-grid Sanitation – getodk.org

3. SMS for Data Collection in Water Projects by M4W in Uganda

The Mobiles for Water (M4W) project in Uganda was an initiative designed to improve the functionality of rural water sources by leveraging mobile phone technology.

Its primary aim was to reduce downtime at rural water points, ensuring more consistent access to clean water.

Project Details

1. M4W, which began its operations in Uganda, provides a mobile platform to collect data, improving communication between communities, service providers, and local authorities.
2. M4W adopted SMS as a tool for data collection in Uganda in 2011.
3. This initiative was driven by the need to provide rural communities with a simple, accessible method for reporting water-related issues without the need for complicated paperwork.
4. Before this, communities had to write signed complaint letters, which was a cumbersome and often inaccessible process.

Challenges Before the Adoption of SMS Data Collection in Ugandan Water Projects

1. Communities had to submit detailed signed complaints to local authorities or water service providers.
2. Many rural areas had limited access to proper infrastructure for reporting problems, such as telephones or internet services, often leading to delays.
3. There was often a lack of follow-up on complaints, and local authorities or service providers did not always respond promptly to the issues raised by communities.

An ongoing water infrastructure project in Uganda. Picture/Courtesy

Key Benefits After the Adoption of SMS Data Collection

1. SMS enabled community members, even those with limited literacy or digital skills, to report water and sanitation problems easily.
2. Unlike the previous system, where people had to sign their complaints, SMS allowed individuals to report issues anonymously.
3. SMS-based data collection significantly reduced the cost and time spent on paper-based reporting.
4. The SMS system allowed for real-time communication between community members and service providers.
5. Reports could be tracked, ensuring that water service issues were addressed quickly.
6. The SMS platform was scalable, allowing for expansion across multiple regions of Uganda.
7. The SMS tool enhanced transparency in how complaints were handled.

Source

6 ways to strengthen consumer voice in water and sanitation sector through ICT platforms – World Bank Blogs

4. Use of Drones by AGERSA in Sanitation Field Inspections

The Sanitation Regulatory Agency of the State of Bahia (Agência Reguladora de Saneamento do Estado da Bahia – AGERSA) is a government agency based in Northern Brazil.

AGERSA is responsible for overseeing the provision of public basic sanitation services in the municipalities of Bahia.

The agency began using drones (Unmanned Aerial Vehicles – UAVs) for sanitation inspections to improve safety, optimize time, and enhance the quality of field assessments.

Project Details

1. AGERSA adopted drone technology between 2020 and 2022, following comprehensive training by the Bahia Military Police Air Group (GRAER).
2. Technical teams were trained in safe drone operation through a combination of theory and practice.
3. By February 2022, the technical team had completed the training, enabling them to begin incorporating drones to collect data during field inspections.
4. This innovation addresses safety risks in inspecting hard-to-reach sanitation systems.

Challenges Before the Adoption of Drones in Sanitation Project Inspections

1. Difficult access to certain sanitation infrastructure, such as elevated reservoirs and water abstraction points in dense forests.
2. Physical risks to inspection teams due to poor infrastructure such as unstable stairways.
3. Long inspection times and risks to the official vehicles used for fieldwork.

A drone image of a wastewater treatment plant. Picture/Courtesy

Key Benefits After the Adoption of Drones

1. Drones allowed inspections to be conducted without exposing the technical team to dangerous situations.
2. Drone use reduced the time required for inspections by allowing rapid aerial assessments.
3. By minimizing the need for physical access to risky areas, drone technology helped reduce operational costs.
4. Drones captured high-quality images, which led to more thorough and accurate inspection reports.

Source 

AGERSA – Use of Drones in Sanitation Inspection – Observatory of Public Sector Innovation (OPSI)

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

5. CommCare in Market-Based Water and Sanitation Research in Nigeria

CommCare, a mobile data collection and case management platform, was used in an operational research project aimed at improving market-based water, sanitation, and hygiene (WASH) systems in Maiduguri, Nigeria.

The research project from 2019 to 2022, was focused on leveraging the informal private water sector (IPWS) to address urban water supply needs, particularly through private borehole owners and pushcart water sellers.

Project Details

1. Catholic Relief Services (CRS) led the project with funding from USAID, working to reduce the dependency of water committees (WATCOMs) on non-governmental organizations (NGOs) for sanitation services.
2. From July 2021 to March 2022, CommCare was used to collect both quantitative and qualitative data from water vendors, including private borehole owners and pushcart sellers.
3. The data helped evaluate the viability and sustainability of business models in the urban water sector.

Challenges Before the Adoption of CommCare

1. The process of collecting and managing data was manual, time-consuming, and prone to errors.
2. There were delays in collecting and analyzing field data, making it difficult to assess project progress and make timely adjustments.
3. Data collected through traditional methods often lacked consistency, hindering the project’s ability to monitor the effectiveness of its interventions.

A water services pick-up truck spotted on the outskirts of Abuja, Nigeria. Picture/Courtesy

Key Benefits After the Adoption of CommCare

1. CommCare enabled real-time data collection through pre-programmed mobile tools, significantly improving data accuracy and reducing human error.
2. The platform allowed for more efficient monitoring of the water market system, with data being updated regularly.
3. By streamlining data collection and analysis, CommCare reduced operational costs associated with field data management.
4. CommCare facilitated better decisions through enhanced data, enabling field-responsive project adjustments.

Source

Engaging the informal private water sector to respond to water supply needs in urban areas – Beam Exchange