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Price Collection ToolPack?

    Price Collection Module User Guide

    DRAFT

    Version: 1.1

    Date: August 9, 2004

    Price Collection Module User Guide

    Contents

    INTRODUCTION ........................................................................................................................................ 4

    OVERVIEW ................................................................................................................................................. 5

    ABOUT ...........................................................................................................................................................15

    ABOUT THIS GUIDE .......................................................................................................................................15

    DOCUMENT SCOPE........................................................................................................................................15

    AUDIENCE .....................................................................................................................................................15

    ASSUMPTIONS ...............................................................................................................................................15

    DOCUMENT CONVENTIONS ..........................................................................................................................15

    TERMINOLOGY .............................................................................................................................................16

    FEATURES ..................................................................................................................................................26

    NAVIGATION .............................................................................................................................................27

    MENU ............................................................................................................................................................27

    MENU TABS 27

    Print Form Tab ..............................................................................................................................................28 Single Product Data Entry Tab ......................................................................................................................28 Speed Data Entry Tab ....................................................................................................................................29 Multi Product Data Collection Tab ...............................................................................................................29 Edit Tab .........................................................................................................................................................29 Compare Tab .................................................................................................................................................30 Data Transfer Tab ..........................................................................................................................................30 Options Tab ...................................................................................................................................................31 Help Tab ........................................................................................................................................................31 USER GUIDE ..............................................................................................................................................33

    HOW TO LOGIN .............................................................................................................................................34

    HOW TO REGISTER .......................................................................................................................................34

    HOW TO SET ACCESS CONTROLS ................................................................................................................35

    HOW TO CONFIGURE SETTINGS ...................................................................................................................36

    HOW TO IMPORT SURVEY DATA ..................................................................................................................37

    HOW TO IMPORT PRODUCT IMAGES ............................................................................................................40

    HOW TO PRINT DATA COLLECTION FORMS AND THE ANNEXES ................................................................41

    HOW TO PERFORM DATA ENTRY FOR A SINGLE PRODUCT ........................................................................43

    SINGLE PRODUCT DATA ENTRY 43

    HOW TO PERFORM SPEED DATA ENTRY 45

    HOW TO PERFORM MULTI-PRODUCT DATA ENTRY ...................................................................................47

    HOW TO DEFINE A NEW STORE ...................................................................................................................49

    HOW TO EDIT PRICE DATA ..........................................................................................................................51

    HOW TO PERFORM OUTLIER COMPARISON ................................................................................................53

    COMPARE PROCESS 54

    HOW TO VIEW COMPARISON RESULTS AS A GRAPH ..................................................................................55

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     Price Collection Module User GuideOW TO EXPORT COLLECTED DATA ..........................................................................................................57 H

    HOW TO CHANGE USER PROFILE ................................................................................................................58 CHANGE PASSWORD .....................................................................................................................................58 HOW TO SET ACTIVE SURVEY .....................................................................................................................59 HOW TO PURGE OBSERVATIONS ..................................................................................................................59 HOW TO NAVIGATE THE GRID .....................................................................................................................60 HOW TO BACKUP AND RESTORE OBSERVATION DATA...............................................................................62

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     Price Collection Module User Guide

    Introduction

    The Price Collection Module (PCM) is a part of the Price Collection Toolpack software package that automates the end-to-end cycle of survey administration, price data collation, and aggregation, culminating in econometric analysis of the price data. This end-to-end cycle is performed either in the context of International Comparison of Prices (ICP) or in Consumer Price Index (CPI). The Price Collection Toolpack comprises of the Price Administration Module (PAM) and the Price Collection Module (PCM). The Price Administration Module addresses:

    ? Setup and maintenance of master data

    ? Survey administration

    ? Price data collation and management

    ? Data aggregation

    ? Data Analysis

    ? Reporting

    The Price Collection Module addresses

    ? Price Data Collection

    The Price Collection Toolpack needs to be setup as separate installations for the ICP and the CPI purposes w.r.t both PAM and PCM.

    The ICP Price Collection Module addresses the data collection process for the International Comparison of Prices while the CPI Price Collection Module caters to the data collection process for the Consumer Price Index.

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     Price Collection Module User Guide

    1

    Overview

    Simplifying Complex Price Surveys

    The prime objective of the ToolPack is to boost statistical capacity at the national and global levels, beginning with a robust capacity to collect and analyze high-quality price data in developing countries.

    Processing data for the International Comparison Program (ICP) involves a significant volume of calculations and is challenging theoretically. Existing tools are complex and often require separate software packages to compile, process, present, archive and review the data. The same can be true for Consumer Price Index (CPI) computations at the national level.

    The ICP team was therefore convinced that an integrated system for both the CPI and ICP would best achieve these purposes. Hence, the ToolPack software development was first initiated at the World Bank in 2002. The current version is a vital investment in new technology and best-practice methodology for the 2004-2006 round of the ICP. The ToolPack is now a powerful software system that integrates and automates the full cycle of price-data collection and analysis, which underlie both the ICP and CPI.

The ToolPack suite integrates two self-standing software modules:

    Price Collection Module (PCM)

    Price Administration Module (PAM)

    This modular design makes it easy to deploy the PCM module in the field where the focus is the day-to-day work of accurate price collection -- while designating the more sophisticated PAM module for national centers that manage price data.

PAM: Quick Fact

    The PAM is a Web-based system that is pivotal in the setup and maintenance of price surveys, and the subsequent management and analysis of price data pulled from these surveys.

    It is a secure application that can be deployed on a stand-alone desktop computer, or as a shared application on a server for use over a network in National Statistical Offices or Regional Coordinating Organizations.

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     Price Collection Module User Guide

    PCM: Quick Fact

    This is an application that is distributed to field offices within countries where price collection is done. Many users can share this system to record price data electronically. The PCM gives users the capability to print price collection forms, enter collected prices, and to perform preliminary data verification for quality control.

    Tool Pack Flow Chart

The ToolPack Flow Chart on Page 11 highlights the essential functions and features of

    the PAM and PCM. It illustrates how these two innovative applications intersect and operate as a whole, to smoothly automate the complex task of price surveys. Using the ToolPack involves a three-part sequence, as the Flow Chart shows:

    A. Begin by setting up price surveys using PAM in national centers;

     B. Transition to PCM for price-collection purposes in field offices;

     C. Return price data to PAM for data management in national centers.

    Work Sequence

    This section will guide users through the sequence of primary tasks, once the ToolPack has been successfully installed. You will navigate the end-to-end cycle of price-data collection and analysis here, starting with setting up your surveys and ending with creating your diagnostic tables. For detailed examples, please refer to the Training Exercises for PAM and PCM.

A. Start with Price Administration Module (PAM)

    I. Set Up Surveys

    A well-organized price survey is the starting point. To set up a definitive survey, each country needs to build and manage a vast information base that encompasses these master data sets: the Products to be priced, the Locations where pricing will occur,

    individual price-survey Users ranging from price collectors to senior administrators, and properly defined Surveys.

    Upload Products

    Once the Regional Product Specifications in SPD software (XML format) are processed through the Bridge software, the following five Excel files are created: (1) Product List, (2) Units of Measure, (3) Characteristics, (4) Characteristic Values, and (5) Product Specifications.

    These Excel files will be uploaded to PAM as follows:

    First, the Product List contains product classifications -- Groups, Basic Headings, Products, etc. This file is to be uploaded in the PAM screen entitled “Product List”.

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     Price Collection Module User Guide

    Second, the Units of Measure file is to be uploaded in the PAM screen entitled “UoMs”, and the related Conversion Factors should be defined manually in the PAM screen

    entitled “Conversion Factors”.

    Third, the Characteristics file is to be uploaded in the screen entitled “Characteristics”.

    Fourth, the Characteristic Values file is to be uploaded in the PAM screen entitled

    “Characteristic Values”.

    A final major category to be uploaded would be the Product Specifications. These are

    detailed tabulations of a product, which map the product to its Preferred Quantity and Preferred Unit of Measure, and to its Characteristics and Characteristic Values. This file is to be uploaded in the PAM screen entitled “Product Specifications”.

    Importantly, Product Images can also be stored in PAM, so that even a multitude of price collectors spread across many locations can identify the same products to be priced.

    Create Locations

    The PAM assists country administrators in the creation of country-specific Locations for price surveys. Geographically, each country will have unique hierarchies of locations that can be defined generically and then are assigned specific names. For example, Regions,

    States, Cities and Outlets could be generic hierarchies into which a country is stratified

    for price collection purposes. The PAM then can be used to assign specific names (identifiers) for these Regions, States, Cities and Outlets.

    Subsequently, the country administrators should map Products to Outlets in the PAM screen entitled “Outlet Profile”.

    Establish Users

    All Administrators, Supervisors and Price Collectors can have their User Profiles defined

    by the country administrators. User Profiles will include user name, address, email account, etc.

    In addition, country administrators will define User Rights, in terms of what features

    within the PAM can be accessed by - or assigned to - Administrators and Supervisors. Price Collectors defined in the PAM should be mapped to a collection of Outlets in the

    PAM screen entitled “User Profile”.

    Define Surveys

    New price surveys can be defined and added to the database by the country administrators. For instance, a country can assign Names, Codes and Descriptions to

    a series of quarterly surveys, such as a Quarter 1 Survey.

    Subsequently, the country administrators should map Products and selected Outlets to

    the Price Surveys in the PAM screen entitled “Survey Profile”.

    Users will be able to view, verify and modify, if needed, their mapping of the Products, Outlets, Price Collectors and Surveys in the PAM screen entitled “Survey-Specific Outlet

    Profile”.

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     Price Collection Module User Guide

    II. Transfer Surveys from PAM to PCM

    After surveys have been set up on the Price Administration Module (PAM), it is time for country administrators to export the complete Survey Details on an XML file to a sister

    application, the Price Collection Module (PCM). These Survey Details will encompass all the Product, Location, User and Survey information that were earlier entered into PAM.

    B. Transition to Price Collection Module (PCM)

    III. Successful Transfer of Surveys

    At this stage, the Collection Center Supervisor imports all the Survey details from the XML file created in the Price Administration Module, and configures them into field-friendly information and tasks for price collectors, using the capabilities of the PCM. In parallel, the Supervisor imports the Product Images, to help price collectors identify

    products.

IV. Set Price Collection Options

    Price collection can be customized for unique needs in the field, on several levels:

    Create User Profiles

    The Supervisor creates User Profiles for individual price collectors, so that each is

    assigned a Name and a secure Password.

    Set Active Surveys

    Next, the Supervisor organizes the surveys so that one of them can be set as the Active

    Survey.

    Access Control

    The Supervisor will then define User Rights for the price collectors for security.

    Determine Settings

    For future analytical purposes, the Supervisor determines the Settings in terms of

    options such as Comparison Method, Averaging Method, Comparison Time Interval, etc.

V. Print Data Collection Forms

    At this point, Price Collectors come into the picture. Price Collectors and their Supervisors have a choice of formats to print Price Collection Forms, either a document to record price observations for a Single Product or for Multiple Products.

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    Price Collection Module User Guide

    VI. Enter Price Data

    Price Collectors and their Supervisors can choose to enter data either for a Single Product or for Multiple Products. Single Product data entry allows for speed data entry.

VII. Edit Data

    The price observations collected from the field can now be reviewed and edited for greater accuracy. Checks on price conversions can be performed.

VIII. Compare Data

    The price observations that are collected can be carefully compared and analyzed, for any errors and glaring deviations. Specifically, based on the Comparison Method used and the Outlier Percentage, an Outlier Analysis can be performed. A Graph can be generated to show the normal price, reference price, outlier price, upper bound, and lower bound.

    IX. Transfer All Price Observations from PCM to PAM Now, the Supervisors/Price Collectors can export the edited and error-adjusted Price Observations from the field back to the national offices. After the data transfer, Country Administrators will manage and further validate the price data.

    In essence, this stage of data transfer moves price data from the PCM back to the PAM.

    C. Return to Price Administration Module (PAM)

     X. Successful Transfer of Price Observations

    All the Price Observations that have been transferred from the Price Collection Module, as described above, will now be validated and made available in diagnostic reports by Country Administrators.

XI. Data Validation

    Country Administrators will validate the price data from multiple field offices, using these scheduled steps:

    Publish Survey Observations

    The first cut at validation involves checking if the imported price data are actually in line with the original Survey Setup. These price observations will be merged into the database by Country Administrators, for further analysis by authorized users.

    New Observations

    New Price Observations can be added to the database by Country Administrators, if needed.

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     Price Collection Module User Guide

    Maintain Observations

    Price Observations can be edited or changed by Country Administrators, if required.

     Diagnostic Reports

    Summary Table will be constructed by Country Administrators for systematic validation of the results for each Basic Heading (BH). This will include the number of products in each BH, the number of representative products, the number of products with price quotes, and the average price.

    Product Diagnostics Report (Table 1) will be set up by Country Administrators for

    detailed validation of the results for each product with price quotes in the selected Basic Heading: relevant elements are the Preferred Measure, Number of Price Quotes, Average Price, Minimum Price, Maximum Price, Standard Deviation, and Variation Coefficient.

    Quotations Diagnostics Report (Table 2), run by Country Administrators, make it

    possible to analyze the Quotations related to the selected Product, using measures such as Tolerance Ratio and T-Value.

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