PROTOCOL ON FAMILY ENUMERATION, MAPPING, AND RECORDING IN ESTABSLIHING, MANAGING, AND DEVELOPING POSDAYA
Report By: Mazwar/ukik/donni
I. BACKGROUND
In the 11th annual celebration of Yayasan Dana Sejahtera Mandiri (Damandiri) in mid January 2007, there was a great launch of a new program on family empowerment through a family gathering forum called “Family Empowerment Post” or Pos Pemberdayaan Keluarga (POSDAYA). Empowering families is considered as a systematic effort to positioning the society as the central theme for national development.
POSDAYA embraces a forum between families who care about other families that are still low in term of socio-economic status. Through POSDAYA, those families can blend themselves to work together and care for each other for better life. Therefore, POSDAYA becomes a communal forum to empower families, as well as to improve a better understanding toward family functions. Those eight family functions, namely: 1) Religious, 2) Culture, 3) Love and Affection, 4) Protection, 5) Reproduction and Health, 6) Education, 7) Economy and Entrepreneurship, and 8) Environment.
In principle, POSDAYA can be established from various existing forums in the community, such as: mosque, orphanage, donators, or specific groups that have been delivering social activities, both in urban or rural area.
As of any other systematic program, in the establishment, management and development of POSDAYA, there is a crucial need on data and information, either for database purpose, operational activities, or monitoring evaluation purpose. One major activity to collect the data and information is through enumeration, mapping, and recording of the families who become program participants of POSDAYA. The provision of accurate data would be greatly beneficial for program managers, facilitators, or board of trustees of POSDAYA in preparing, mobilizing, actuating, monitoring, and supervising the POSDAYA.
This protocol only comprises a general guideline and some examples that can be expanded further depending on local situation and needs. This protocol is further translated into technical guidelines that explore detailed steps for field implementation.
II. OBJECTIVES
The objectives of the family enumeration, mapping and recording in establishing, managing, and developing POSDAYA are as follows:
1. To collect database of families, with all their characteristics and situation in each POSDAYA’s area coverage, with the purpose of identifying families as the target for empowerment.
2. To provide a list of participants of POSDAYA activities according to its target segments.
3. To provide instrumental aids related to recording the operational results of POSDAYA monthly activities for each target segments or type of activity.
4. To provide related materials and references to monitor the progress of POSDAYA activities.
5. To provide family mapping and data board to present the situation and progress of families and activity groups in term of education, health, and entrepreneurship in each area covered by POSDAYA.
III. SCOPE AND DEFINITIONS
To depict a similar understanding toward family enumeration, mapping, and recording through POSDAYA, the following are some definitions.
1. POSDAYA, is a social gathering forum for communication, advocacy, and integrally strengthening of family functions. In some cases, this forum shifts its role to become integrated service points for families, i.e. advanced family development services, especially in the field of health, education, and entrepreneurship, in order to achieve independent families, in their respective village or neighborhood.
2. Family Enumeration is defined as a process of primary data collection consisting of demography, Family Planning, and prosperous family stages as well as individual characteristics as members of a family. The enumeration is conveyed by the community together with government officials. The enumeration is conducted at a certain point in time through home visits.
3. Family, is the smallest unit in the community comprising a husband and a wife, or a husband, a wife, and their child(ren), or a father with his child(ren), or a mother with her child(ren) (based on clause 1, phrase 10, Indonesian Law No. 10 Year 1992).
4. Head of family, is a man or woman who is married or ever married, and heading his/her family which is comprising his wife, or her husband, and his/her child(ren).
5. Prosperous family means a family which is formed on the basis of a legal marriage, capable of adequately fulfilling spiritual and material needs properly, devoted to God the Almighty, possessing harmonious, proportionate, and balanced relations among its members and between the family and society and the environment (clause 1, phrase 11, Indonesian Law No. 10 Year 1992).
6. Pre-prosperous family, families which are unable to fulfill minimum level of basic needs, such as: food, clothes, shelter, education, and health.
7. Prosperous family stage 1, families which are able to fulfill minimum/ basic daily needs, but still unable to fulfill higher needs, e.g. socio- psychological needs.
8. Prosperous family stage 2, families which are able to fulfill basic minimum needs and socio-psychological needs, but failed to fulfill their developmental needs.
9. Prosperous family stage 3, families which are able to fulfill their basic minimum needs, their socio-psychological needs, and their developmental needs, but failed in participating or contributing to the community activities, either in the form of materials, moral, ideas, or physical supports.
10. Prosperous family stage 3 plus, families which are able to fulfill their basic minimum needs, their socio-psychological needs, their developmental needs, and regularly participating in or contributing to the community activities, either in the form of materials, moral, ideas, or physical supports.
11. Household, an individual or a group of people residing some parts or the whole parts of a building that they usually lived together and eat from one similar kitchen, or an individual residing some parts or the whole parts of a building and manage to fulfill his/her own needs his/herself (definition from Central Board of Statistics/BPS).
12. Head of household is:
a. A man or a woman regardless their marital status,
b. A man regardless his marital status, residing with a woman and or with their child(ren),
c. A woman regardless her status in the family, residing with child(ren) under age, or with her adult children,
d. A celibate person,
e. A chairperson of a dormitory, barracks, etc, where some people are living there together,
f. A person who is representing someone else who is considered mentally ill,
g. A person who is representing someone else who is losing his/her charge, or in process to claim his/her rights (definition by CBS).
13. Family Mapping, is a simple map that presents information of each family in a certain area (usually in each neighborhood/village) of which the information is collected through the family enumeration.
14. Recording, is an activity to collect data on situation or results of an activity or program (in this case, POSDAYA) into a register regularly.
15. Family Register, is a book containing any information concerning family situation, especially their demographic aspect and family staging, based on data of the family enumeration which is conducted through home visits.
IV. PRINCIPLES OF THE FAMILY ENUMERATION AND MAPPING
In developing methodology on the family enumeration, mapping and recording through POSDAYA, there are some principles to be taken into account.
1. The methodology is generally an adaptation from the existing system in the community. Especially concerning the Family Enumeration, the methodology is based on those developed by BKKBN since 1994.
2. The methodology is meant by local specifics, and thus can not be generalized into a national recapitulation.
3. The methodology is simple, and thus it does not burden the field workers.
4. The methodology should be easy to understand and to implement by cadres, facilitators, and board of trustees of POSDAYA.
5. Designed to suit local culture and needs and feasible for further development by the managers or board of trustees of POSDAYA.
6. The methodology is utilized by and for community needs, especially in term of the processes and various supporting activities for family empowerment.
7. Applicable for various procedures of establishing, managing and developing POSDAYA, such as through: mosque based, orphanage, individuals/donators, and other groups concerned.
8. The methodology allows people to monitor the progress, and periodic activities of each POSDAYA.
9. The recording system of POSDAYA is not meant to change, replace, or substitute the existing recording and reporting systems of various activities in the field of health, education, and family economy/ entrepreneurship (such as: Integrated Service Posts/Posyandu; Family with Under 5 years old children groups/BKB; Family with Elderly groups/BKL; Early Childhood Education/PAUD; Income Generating Activity Groups/UPPKS; Kube; UEP; UP2K; Cooperation, etc).
V. INSTRUMENT AND ITS FUNCTIONS
The instruments to deliver the family enumeration, mapping, and recording through POSDAYA, are: Family Register, checklist, forms, maps, and data board as follows.
1. Registers for Family Enumeration (R/I/KS).
The registers are used to recording all situations of families at each area covered by POSDAYA, as a result of the family enumeration conducted by cadres through home visits.
2. Main list of families covered by POSDAYA (D/I/Pd/07)
The list is provided to record all families eligible to be POSDAYA participants. The data is carefully selected from the Family Enumeration forms.
3. List of families with Under 5 year old children participating in POSDAYA (D/B/Pd/07)
The list is for recording all families who have children aged under 5 years old, which is eligible to be the POSDAYA participants. This data is also collected from the Main list of families covered by POSDAYA (D/I/Pd/07).
4. List of pregnant mothers participating in POSDAYA (D/H/Pd/07)
The list is for recording all pregnant mothers who are participating in POSDAYA. This data is also collected from the Main list of families covered by POSDAYA (D/I/Pd/07).
5. List of Children at School Age but not attending school participating in POSDAYA (D//Pd/07)
The list is for recording all children at school age but currently not attending school, who are eligible for being POSDAYA participants. The list is also collected from the Main List of families covered by POSDAYA (D/I/Pd/07).
6. List of families with Elderly participating in POSDAYA (D/L/Pd/07)
The list is for recording all families who have elderly and eligible to be POSDAYA participants. The list is also collected from the Main list of families covered by POSDAYA (D/I/Pd/07).
7. List of families with Adolescents participating in POSDAYA (D/R/Pd/07)
The list is for recording all families who have adolescents and eligible to be POSDAYA participants. The data is also collected from the Main list of families covered by POSDAYA (D/I/Pd/07).
8. List of families participating in POSDAYA that also participating in income generating activities (D/E/Pd/07)
The list is for recording all families who are participating in POSDAYA who are also participating in income generating activities, both either in the form of cooperation or not.
9. Family Mapping
The mapping is one facility to present the results of the family enumeration at each area covered by POSDAYA. This mapping becomes an aid to identify or analyze the situation and progress of families who participating in POSDAYA, or becomes the target of POSDAYA.
10. POSDAYA’s data board
The board is an equipment at each area covered by POSDAYA representing data on progress of the POSDAYA participants, and also progress or situation of activity groups which are covered into POSDAYA network.
VI. DATA COVERAGE
The minimum data that should be collected in the family enumeration, mapping and recording, are as follows.
1. Name of head of families (KK), number of families, and the address of all families at an area covered by respective POSDAYA.
2. Number of family members according to gender and their status in the family.
3. Number of family members according to their age.
4. Number of children aged under 5 years old (0-1 years old, and 1-5 years old)
5. Number of children aged under 5 years old who are attending and not attending POSYANDU.
6. Number of children aged under 5 years old who are attending and not attending BKB/PAUD.
7. Number of children at school age (6-12, 13-15, and 15-19 years old)
8. Number of children at school age who are attending and not attending school according to age groups.
9. Number of the family members who are illiterate.
10. Number of the family members who are adult according to working status (working/not working).
11. Number of the family members who are participating in pre- or full cooperation, and whether they receive capital supports (from various sources).
12. Number of household wives who earn money.
13. Number of pregnant mothers.
14. Number of pregnant mothers attending antenatal care in health facilities.
15. Number of eligible couples (PUS) joining Family Planning.
16. Number of families with adolescents participating in youth nurturing activities.
17. Number of families with elderly participating in elderly nurturing activities.
18. Family stages according to prosperity family staging with all variables and indicators.
Those all data collected above can be added with other relevant data depending upon local needs or local activities conducted by the respective POSDAYA.
VII. PROCEDURES IN THE FAMILY ENUMERATION, MAPPING, AND RECORDING
Through a need assessment or commitment building with the local community, the situation of the future board of trustees and or implementers of POSDAYA can be identified. Also, the information on units or groups related to community service activities, as well as characteristics of the local community can be resumed before establishing POSDAYA.
The collected data is taken as the basis to form POSDAYA as well as an indicator to measure the success of POSDAYA in the future. Furthermore, when a POSDAYA is agreed to establish in a certain place, the full data sets about all families living in that respective area should be collected very well. This data takes two roles, as the basis in identifying eligible participants of POSDAYA, and also for the purpose of management and monitoring the progress of POSDAYA from time to time. The process of collecting the data for all families is called the “Family Enumeration.”
Basically, the procedures to conduct the family enumeration through POSDAYA are similar to the system applied by BKKBN since 1994. The system is now still applied by the community under facilitation of the Local District Government post decentralization. This is in line with the concept of POSDAYA development that is not meant to replace, or substitute the existing social service system, but rather to encourage an integrated and dynamic empowerment forum in the development, with special attention to eight family functions, and disseminate them to all head of families simultaneously.
Nonetheless, the establishment of POSDAYA as a dynamic forum to strengthen eight family functions, particularly with regard to family data base management, needs adjustment according to the real needs and current condition of the community at the respective area of POSDAYA.
Based upon this notion, the procedures of the family enumeration through POSDAYA, either at mosque-based, orphanage, piloting villages, university or schools, individuals, or other specific groups in the community are as follows.
1. Places where Data on Family is available.
a. In a certain places where POSDAYA is agreed to establish, if there has been a family enumeration running well, then the implementers of POSDAYA can utilize this existing data. The data is further becoming a family data base as a reference for the POSDAYA implementers.
b. There is a possibility that the family enumeration has taken place several months ago, and thus the data can not represent the actual situation anymore. In this case, the data can be updated. The updating process can utilize the existing family data base as a reference, and therefore this process does not need to start from the beginning.
c. The updating process of the family data base can be conducted by the POSDAYA cadres with facilitation of competent officials. The methodology is by registering all family and its members through home visits and using the Family Register (R/I/KS) as a reference to ease and accelerate the enumeration process.
2. Places where Data on Family is not available.
a. In a certain places where POSDAYA is agreed to establish, if there is no family data base available, then the cadres or implementers of POSDAYA need to conduct a full family enumeration under the facilitation of local competent facilitators.
b. The family enumeration is conducted through home visits by using the Family Register (R/I/KS) and available data in the local village office or village/neighborhood forum (dusun/RW) as a semi reference before conducting a full enumeration.
To ensure the smooth implementation of the family enumeration, its overall process should be conducted systematically. This means the process begins with preparation, followed by implementation, mapping the families, target identification, and note taking. Each procedure needs careful attention, so that each step is sustainable and countable for the next step. These simultaneous procedures are taken until achieving the ultimate goal that is the provision of comprehensive and accurate family data base as the participants of POSDAYA. This data takes roles either in planning stage, operational mechanism stage, or monitoring and evaluation stage.
The implementation of the Family Enumeration that is followed by the Family Mapping and Family Recording, can be described as follows.
A. Preparation of Enumeration
Several procedures that should take place during the preparation are as follows.
1. Commitment Building with local officials such as Head of Village, Chairperson of Neighborhood Forum, community leaders, and other key persons concerning the plan to conduct the family enumeration, including its objectives, benefits, and procedures.
2. Preparing instrument for enumeration. Among others are: map of families, Family Register, and stationary. The amount of instrument should be calculated carefully to fit with number of targeted families being enumerated.
3. Preparing Enumerators. There are issues to consider, such as: careful estimated ratio of area coverage, geographic conditions, and number of families, with the number of enumerators required, including their facilitators.
4. Explaining procedures to enumerate and to fill in the form. A training or orientation regarding this issue can be conducted for enumerators and their facilitators.
5. Designing a family map. The procedure is by drawing a simple map of the area covered by the respective POSDAYA with putting some labels or symbols, such as for streets, bridges, railroads, offices, hospitals, community health centers/puskesmas, etc. Also, some natural conditions can be symbolized such as: rivers, lakes, hills, mountains, valleys, parks, etc). The last symbol is for houses of those families covered by POSDAYA (usually it is symbolized by squares)
6. Developing a schedule for enumeration and job division. The cadres of enumeration and their facilitators can arrange the works so that the longest time needed to enumerate is no more than one week. By identifying the total number of families in the area covered by POSDAYA, it is estimated the average number of families being enumerated per day. Subsequently, it is estimated the number of enumerators needed and to be trained.
7. Announcement for the local community and families in the area covered by POSDAYA. The announcement comprises the objectives, timing, and procedures of the upcoming family enumeration. This announcement takes both formal and informal information dissemination channels.
B. Implementation of the Enumeration
Procedures that need to consider in the implementation stage are as follows.
1. Conducting the enumeration through home visits by cadres using the Family Register form (R/I/KS). The methodology of the enumeration is interviewing the Head of Family or one of family members who is an adult and know the all information regarding his/her family. During the interview, the cadres also conduct an observation toward the house of the family as well as the environment nearby.
2. Facilitation and consultation by facilitators. This process can be carried out either parallel during the enumeration, or after finishing the enumeration by picking up one or several families for a stick proof.
3. Tracing back. Just in any case there are families that missed or left out during the enumeration. This tracing back is useful to maximize the coverage rate of the enumeration.
4. Consolidation among cadres and facilitators. This is an important point of coordination among both actors in assessing the results of the enumeration as objective as possible, e.g. checking out the accuracy and completeness of the responses, data consistency, summarization, or putting numbers correctly, and labeling codes or symbols appropriately, based upon the agreed rules.
5. Identification of the family staging (Pre-prosperous, Prosperous I, II, III, and III Plus). The staging is attached onto each family after being enumerated according to indicators that agreed upon.
The more detailed explanation on technical procedures of the family enumeration is described in the Technical Guidelines on Procedures of the Family Enumeration.
C. Designing the Family Mapping
After finishing the enumeration, and its results are considered acceptable, the next procedure is designing a family mapping, with the steps are as follows.
1. Drafting a family mapping by cadres under the supervision of facilitators, based on all information collected during the enumeration and preliminary mapping before the enumeration.
2. Finishing the Family Mapping by cadres under the supervision of facilitators. The map is simply made from carton paper using color pens. The map draws the location of each family residence, enriched with information on their prosperous family staging. Later, the map is displayed in POSDAYA room or home base.
A technical explanation on how to design a family mapping is described in the Technical Guidelines on Procedures to Design Family Mapping and Data Board of POSDAYA.
D. Identification of Targets for POSDAYA
The following procedure is identifying the target groups, i.e. families which are eligible to be the participants for POSDAYA.
1. Analysis of data from those in Family Register and based on the Family Mapping. The analysis is conducted in term of demographic, health, Family Planning, education, economics, and family staging, both quantitatively and qualitatively.
2. Identifying activity targets for POSDAYA conducted by cadres. The identification is based on segments of activity determined by criteria or conditions that agreed upon. For instance, targeting activities related to children under 5 years old, school aged children, adolescents, pregnant mothers, elderly, etc.
3. Identifying participants of POSDAYA, conducted by cadres in consultation with POSDAYA’s board of trustees, and local community leaders or key persons. Identification is carried out by considering family targets, and segments for activities.
4. Transferring the data of POSDAYA’s participants into the Main List of Families covered by POSDAYA. The content of this Main List includes all families participating in POSDAYA.
5. Transferring the data from the Main List into Specific Lists of POSDAYA according to each segment of activity (such as: list of families with children under 5 years old participating in POSDAYA, list of children at school age but not attending school who are participating in POSDAYA, list of pregnant mothers participating in POSDAYA, list of families with adolescents participating in POSDAYA, list of families with elderly participating in POSDAYA, list of families whose members are participating in economic generating acivities).
E. Development of Monthly Records
The following procedures illustrate the development of the monthly records.
1. Filling the records by each cadres according to segment of activity regularly based on the POSDAYA’s schedule (usually is scheduled monthly). The records are kept in each POSDAYA’s segment of activity.
2. POSDAYA’s facilitators assisted by cadres reviewing and analyzing data at the records of each segment of activity to monitor and evaluate the progress of POSDAYA from time to time.
Detailed explanation on procedures to fill in the Main List of Families covered by POSDAYA including the development of all lists to record POSDAYA’s monthly activities is found in the Technical Guidelines on Procedures to Record POSDAYA’s Activities.
F. Designing Data Board for Posdaya
The data board is designed to ease the cadres, the members, facilitators, and Board of Trustees of POSDAYA, and the community in general as well as guests, and stakeholders, to review and monitor the progress of POSDAYA according to segment of activity, and also the involvement of various activity groups within the area covered by POSDAYA.
In brief, the following procedures to design the data board for POSDAYA are as follows.
1. Cadres and facilitators collect relevant data and have them filled into the board. Those data are derived from the family enumeration, records conducted by POSDAYA’s cadres, or other source of data from Village Office, Family Welfare Education Movement (PKK), or other groups in the area covered by POSDAYA.
2. The two major contents of the data board, namely:
a. Data on participants or targets according to each segment of activity. This data is dynamic and updated each quarter within one year period.
b. Data on the number of activity groups (Poktan) involved, number of its implementers, cadres, and members. This data is to be changed whenever needed, and it must be current.
3. The data board can be made in a black or whiteboard, so that its contents can be erased/ changed to update periodically (do not use permanent markers). Updating data can be done by cadres or facilitators of POSDAYA.
4. The data board should be displayed in the room or home base of POSDAYA, so that all concerned parties, including relevant stakeholders can easily read the data board.
Technical explanation on how to design a data board for POSDAYA is described in the Technical Guidelines on Procedures to Design a Family Mapping and Data Board for POSDAYA.
VIII. CLOSING
Within a better understanding on the importance of the availability of comprehensive data base to support POSDAYA’s establishment, management, and development, it is imperative to conduct a Family Enumeration that should be followed by the Family Mapping, Recording Activities, and designing the Data Board for POSDAYA, based on above mentioned procedures.
Procedures explained in this protocol are general items, and certainly are flexible for any adjustment depending on conditions and progress of each POSDAYA at the respective area.
This protocol should be followed by Technical Guidelines on detailed steps to conduct the Family Enumeration, Mapping and Recording, as well as designing of Data Board to establish, manage, and develop POSDAYA.
I. BACKGROUND
