REGIONAL STATISTICS PROGRAMME

CARICOM SECRETARIAT | March 2013

Fulfillment of Data Request Policy

DRAFT DOCUMENT

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REGIONAL STATISTICS PROGRAMME, CARICOM SECRETARI AT

Fulfillment of Data Request

Regional Statistics P.O Box 10987 • Turkeyen Greater Georgetown, GY

Phone 592.222.0001 • Fax 592.222.0098

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INTRODUCTION

1.1 Policy Statement

The Regional Statistics Programme endeavours to provide a timely response to data request by

users. This data request policy therefore provides guidance on the management of data

requests by the Regional Statistics Programme.

1.2 Scope

This policy applies to requests for data from all users with an interest in using national and

regional data for research, analysis, marketing, policy development, etc in order to support the

decision making process.

1.3 General Conditions

The Statistics Programme responds to all requests based on the category of user requesting

data.

Category 1: Prime Ministers, Secretary General – CARICOM Secretariat, Ministers of

Government will receive their response within XXX days.

Category 2:

Priority Users

With respect to the completion of requests, there is an order of priority regarding data requests in the

system based on the designation of the data user. This order of priority is set out below:-

First priority: - Secretary- General and Deputy-Secretary General of the CARICOM Secretariat,

Presidents/Prime Ministers and Ministers of Government within the Caribbean Community or persons

of similar ranking.

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Second priority: - Internal Members of Staff/ Consultants of the CARICOM Secretariat.

Third priority: - All external users to the Secretariat.

It is important to note that all requests for statistical data from data users falling within the category of

First priority users should be completed by the Request Section of Regional Statistical Sub-programme

regardless of whether the data is available online or otherwise.

Accessibility

Several indicators for the economic, social, environment and ICT areas are regularly updated on the

CARICOM website, www.caricomstats.org. It is advised that data users first check this website for the

data being requested before contacting the Regional Statistics Sub-programme of the CARICOM

Secretariat. In addition to publications and short data series for various indicators, the following online

executable programmes are also available.

Tradsys Online: - http://caricomstats.info/tradsysonline/

CARICOMInfo: - http://caricomstats.info/devinfo 6.0

Regarding requests for data that are not available at the secretariat it is courteous to

communicate this to the user and send them the website’s link to the national statistical offices

or other related links from our website.

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PROCESSES FOR RESPONDING TO DATA REQUEST

1.

Receipt 2.

Process 3.

Validate

4.

Respond

5.

Evaluate

1.1

Respond to user for

clarification if

required

1.2

Establish the

category of user

1.3

Establish if data is

available online and

if so respond to

user accordingly

2.1

Identify source of

information

1.4

Acknowledge

receipt of request

2.2

Prepare and format

data accordingly

2.3

Submit data for

validation and

update Request Log

3.1

Conduct detailed

verification of data

3.2

Conduct second check

of data

4.1

Dispatch data to

user

4.2

Update request log

5.1

Establish whether

data being

requested should

be disseminated

online.

1.5

Enter request in

request database

3.3

Finalize data

3.4

Submit data to Senior

Officer if request is

from the special

category of users

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2. Procedure

2.1 Receipt of Request

Introduction

Requests for statistics are generally received via the telephone, word of mouth or

through the e-mail.

The Regional Statistics Programme seeks to receive all requests via e-mail as it

ensures that the correct address to reply to is on record.

A written request also provides confirmation of the request.

Prioritisation of Requests:

The Regional Statistics Programme will prioritize the request based on the

categories stated under ‘General Conditions’ under which the source falls, and

thereafter, respond accordingly.

The responding officer will consult the senior officer responsible for requests if any

doubts exist.

Review of Requests:

Requests prepared for Category 1 users will be reviewed by the Project Director,

Deputy Programme Manager, or Officer in Charge before responding.

All other requests will be reviewed by the Senior Officer overseeing Data Request.

The ‘Review of Requests’ also verifies that the basic requirements are included in in

the response. An example of the ‘Basic Requirements’ is attached at APPENDIX I.

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2.2 Preparation of Requests

The Regional Statistics Programme will prepare the request by establishing specific

information that is required. Appendix II details some of the information that is

established.

Statistical Datasets

In responding to the Data Request, the responsible officer will access the relevant

dataset, which can be grouped into three different categories which include:-

o The Regional Statistical Databases

o Paper and Electronic publications

o Websites

APPENDIX III provides background information on the management of databases

within Regional Statistics.

Currency

The preparation of a response to a Data Request requires that the Regional Statistics

Programme compiles Data Requests using EC and US currency. APPENDIX IV states

what approach is adopted in the cases where both currencies are not available.

Time-Period

The Statistics Programme provides the most recent information in preparing a

response to data request, that is, the year for which data is available for a majority of

the countries. APPENDIX V states where exceptions to this approach apply.

Formatting of Data Requests

The Statistics Programme structures the responses to Data Request similar to the

structure of the source databases.

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Any other specific table structure for the data requested by the user can also be

completed at the discretion of the particular officer preparing the request.

In case of Category 1 users, the request is prepared in the requested table structure.

APPENDIX VI contains the some formatting standards that are employed in

responding to data requests.

2.3 Validation of Response to Request

Purpose: This section illustrates the processes that the Statistics Programme follows in

ensuring the accuracy of the response compiled to a request.

General Considerations:

EXTERNAL REQUESTS

The response usually flows through a two-tiered level of checks. This means that

another clerk conducts the initial check of the response before forwarding to the

senior officer for final check.

Validating officers employ trend analysis and spot checks as techniques to ensure

accuracy of the response compiled.

The length of time of the validation process depends on the nature and complexity

of the request.

INTERNAL REQUESTS

The primary and secondary officers are required to ensure that the latest versions

of databases are accessed for processing of requests.

All responses should include actual values and rather links to various files.

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The validation of the request should also consider the presentation of the file,

including headings, notes, sources, legibility (especially if data is to be faxed), overall

presentation, etc.

The validation process also includes verification of the recording of sources of data

used as well as any significant limitations of the response.

Validation Steps:

After compilation, the primary officer responsible for responding to the request

forwards the information to the secondary officer for checks.

Following the successful check of the response, the secondary officer forwards the

information to the senior officer for final checks.

Once these have been completed, the response follows the dissemination protocol.

2.4 Procedure for Responding to data request

Send a “holding” response to acknowledge receipt and an indication if possible

when the request can be completed. With experience the estimated time of

completion can be gauged.

If the request is not clear, a response is to be sent as soon as possible for

clarification.

If a delay in responding is anticipated or occurs, an interim response should be sent

advising of the delay.

If the information being requested is available on the Regional Statistics website, a

response to this effect is to be sent. The website’s address and location of the data

should be included in the response.

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If the information being requested is not available in-house; guidance is to be

provided as to the possible sources where the information may be available. Include

the contact information of the Statistics Offices as a possible source or where

additional guidance can be requested.

If the request for data is from the Office of the Secretary General, Office of the

Deputy Secretary General, Assistant Secretary General, Members of the Executive

Management Committee of the Secretariat, Government Ministers or Senior Public

Service Officers, the response should be sent by the Project Director or by Senior

Staff from within the Unit.

The language used is to be clear, simple and courteous.

All responses must be signed “Officer’s name for Project Director, Regional

Statistics, CARICOM Secretariat”.

2.5 Procedures for completing the request log

Request is received via telephone, internet, face to face etc.

The request is entered onto the request database by relevant officer

The officer fulfilling the request also update the request log entering the relevant

information such as time to complete, date completed ect

The officer then notifies the verifier of the completion of the request

The verifier also enters the relevant information and informs the supervisor

The supervisor oversees the entire process and enters the relevant information

time and date on completion of final verification

The request is now ready for dissemination.

The date the information is disseminated should be entered in the request log.

An officer should be responsible for maintaining the request log and for the

generation of reports.

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APPENDIX I

Basic requirements to be included in the requests for efficient processing are:

ECONOMIC STATISTICS

Example in the area of trade:

(i) whether summary data or details are required; if detailed what level of

disaggregation is required.

(ii) the period of the data.

(iii) the type of trade, whether imports, domestic exports, re-exports or total

exports.

(iv) whether it is total trade or intra-regional.

(v) whether the data is needed for CARICOM as a block or by individual member

states.

(vi) Whether countries of origin/destination are required

(vii) Currency-Unless otherwise stated, we usually give the data in EC$. All

requests for FCR are given in US$dollars.

(viii) SITC OR HS- Most requests are given according to the SITC Classification.

With respect to other areas of Economic Statistics the above points should be followed where

applicable. Regarding SOCIAL, ENVIRONMENT, ICT and OTHER areas of statistics establish the

(i) indicators or variables required

(ii) period of data.

(iii) countries required.

Once these details are clear efficient processing of the data and responding to the user in a

timely manner can be more guaranteed.

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APPENDIX II

Preparation of Requests

The following information forms part of what is required when preparing a request:-

- The datasets being requested.

- The currency being requested. i.e. US dollars or EC dollars

- The time-period for which the data is being requested.

- The Member States for which the data is being requested.

- Depending on the user, the format in which the data is being requested.

APPENDIX III

Databases

The Regional Statistics Sub-Programme compiles and updates databases according the

following categories: Economic, Social and Environment. These databases are all located on

our local network drive.

The paths of these databases are as follows:-

Economic: - G:\ECONSTAT

Social: - G:\SOCIAl STATS\DATABASE

Environment: - G:\CARICOM PROGRAMME\ENVIRONMENT\ENV DATABASE

The Merchandise Trade data which falls under the Economic database category is located

separate from the other databases under this category. The trade databases can be found

under the G drive using the following path, G:\TRDEBLOC.

In those rare cases where the indicator is not compiled by the Sub-programme but may be

available in publications and on websites, the kind of user requesting the data is usually

taken into consideration when deciding to compile the requested data. If the user is

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determined to fall into the category of our priority users, then the request should be

compiled by the department.

Publications

In the Statistics Sub-programme, there is a hardcopy library located in the same

department where all the publications are stored. The librarian usually keeps a record of

these publications in an access database called Newlibrary. The path of this access

database is as follows: - G:\Library. Several Member States no longer sent their various

annual and quarterly statistical digest in print form as they are now available electronically

on their websites. However, many of the international organizations such as the

International Monetary Fund (IMF) and United Nations Statistics Division (UNSD) continue

to send the department various annual publications produced by them.

There is a path on the G drive where online publications are usually stored according to the

country/organization to which it is attributed. The path for this electronic library is as

follows, G:\PUBLICATION RECEIVED. It is suggested first to search through these

publications which usually represent the most updated copy of a particular publication. In

the case of historical data, the hardcopy library will be useful.

Websites

The option to search websites for the requested data should be exercised either at the

discretion of the particular clerk completing the request or where the user falls into the

category of high priority users. In these special cases, depending on the information being

requested, websites that can be searched for statistical data are classified as belonging to

national statistical offices, central banks and regional and international organisations. The

list of these websites can be found on the CARICOM Regional Statistics website at the

following links:-

National Statistical Offices:- http://www.caricomstats.org/linkstatsoffice.htm

National Central Banks: - http://www.caricomstats.org/linkscentralbanks.htm

Regional and International Organisations: - http://www.caricomstats.org/links-

reg&interorg.htm

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Haiti and Associate Members

In the case of Haiti, in addition to the Haitian National Statistical Institute and Bank of Haiti

websites, it is usual to resort to secondary data sources especially the Statistical Yearbook

for Latin America and the Caribbean produced by the Economic Commission for Latin

America and the Caribbean (ECLAC). In the case of Associate Members of CARICOM, data is

mainly collected in the area of Social and Environment statistics. In terms of Economic

statistics, data on the Associate Members is mainly collected in the area of National Account

statistics.

APPENDIX IV

Currency

In some cases, the particular indicator is available in both the EC and US currency.

However, there are cases where the data is only available in EC dollars. As such, there is an

excel file called EXC_RATE which is updated regularly to facilitate conversion to either the

US dollar or EC dollar. The path for this file can be found under the G drive using the

following path, G:\ECONSTAT\Nataccs\GDP.

APPENDIX V

Time-Period

The exception to this majority rule occurs in the case of Trinidad and Tobago which is a

particularly large economy especially in the terms of Merchandise trade data. As such, if

there is a case where Trinidad and Tobago is the only country missing in the CARICOM Bloc

, it is advisable to make the latest year available that which contains data for Trinidad and

Tobago.

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APPENDIX VI

Formatting of Data Requests

Other general formatting standards when preparing data requests include the following:-

1. Ensure Table Title matches back with the contents of the table, eg. Correct

trading partners or commodities, time period.

2. Ensure column headings are appropriate

3. Notes are correct and reflect the contents of the table.

4. Decimal places are uniform depending on the requirement of the table;

5. Cell alignments are uniform; Heading Titles are centered above the table;

6. Column widths are wide enough to hold the figures;

7. Bold type is used only at the appropriate places, e.g. On totals or headings;

Dashes are inserted where necessary

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FLOW CHART FOR THE FULFILLMENT OF DATA REQUESTS

1. Receipt of Data Request

2. Process Data Request

Receipt of data

request

Is

request

clear?

Respond to user

for clarification

No

Yes

Acknowledge receipt

of request

Is the request

from the

special

category of

users?

Yes

Enter in request

database

No

Treat as priority and

proceed to Step 2

Identify source of

data

Process data

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3. Validation

4. Respond

Submit data Primary

Officer for validation

and update request

database

Primary Officer

conducts a detailed

check for accuracy of

the data

Secondary Officer

conducts check for

accuracy of the data

Are changes

required?

Refer back to Staff

that prepared the

request. Step 2

Yes

No

Dispatch data to user.

(If the request is from the

special category of users,

the PD/OIC dispatches

the request)

If request is from

special category of

users submit data to

PD/OIC for review

Update the request

database

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5. Evaluate

Disseminate data online

if it is frequently being

requested or if it is

deemed important