Data Entry

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| Copyright Dominique Clément / Clément Consulting

As our collaboration evolved, the research team developed a methodology for extracting and coding entries based on movement categories. Phase I of the project focussed on extracting grants from three jurisdictions (Federal, British Columbia, Nova Scotia) that related to four movement categories: Aboriginal peoples, environment, human rights and women. The focus was on extracting grants to NGOs (non-governmental organizations) and excluding, for instance, for-profit corporations. The full list of exclusions – data that was not included in the database – is listed below.

The research team developed a methodology for extracting and coding entries based on movement categories. Our focus was on extracting grants to NGOs and excluding, for instance, for-profit corporations. The full list of exclusions is detailed below.

Public Accounts is a rich source of data. But it is also a highly complex source that has changed in form and content many times since 1960. For instance, the federal grants data is often organized around programs whereas most provinces do not have funding programs (just a list of grants); the federal data also includes cities/provinces for the recipients but the provincial data does not include locations. Similarly, the federal data is limited to a dozen ministries (albeit, those that provide the vast bulk of funding), which change over time (eg. names change or ministries’ merge or are divided). The content in Public Accounts can also differ across time periods or jurisdictions. The information below provides details on our methodology and data samples.

Exclusions: Public Accounts

Sports associations/teams
Schools and universities/colleges
Nurseries and day care centres
Hospitals
Libraries
Family and Community Services Society
Neighbourhood houses
Seniors Peer Counselling
Canadian Guidance and Counselling Association
Wood preservers
Treeplanting
Tree service
BC Research Council
Landscaping companies
Funds, allowances or salaries or expenses or trusts
Board of school trustees
Seed companies
BC Hydro
Water district
BC Transit
Liquor control board
BC Treaty Commission
Forest services
Forest products
Forest industries (not Associations)
Technology systems
Rodeos
Field party expenses
Ladies wear
Ministries (monies to govt ministries)
Sundry
Mastectomy shops
Bottle depots
Grasshopper control committee
Recreation commissions
Camps (recreation, eg. Camp Wallace but included Camp Polatch)

Federal: Public Accounts

Data for Federal grants was extracted from the following ministries:

Canadian Heritage (1996-2014)
Citizenship and Immigration (1995-2014)
Employment and Immigration (1979-1994)
Employment and Social Development (2014)
Environment (1972-2014)
Fisheries (1980-2014)
Forestry (1990-2014)
Human Resources (2003-2013)
Indian Affairs (aka DIAND) (1972-2014)
Labour (1972-1995)
Manpower and Immigration (1974-1978)
National Health and Welfare (aka Health) (1979 – 2014)
Secretary of State (1972-1994)

 

Data was collected from Professional and Public Services for the years 1972 to 1977 (there was no Grants and Contributions section). For 1978, data was collected in both Professional and Special Services and the Grants and Contributions sections of Public Accounts. For the years 1979+, data was only collection from the Grants and Contributions or Transfer Payments sections – NOT Professional and Special Services. Description reads as “payments by recipient with individual payments over…” (1970s), or “total expenditure by recipient or class of recipients with individual payments of $25,000 or over” (1981), or “total expenditure by recipient or class of recipients, together with a detailed listing of (a) individual payments of $25,000 or over or (b) the aggregate of all payments to a recipient that totals $25,000 or over” (1983) or “total expenditure by recipient or class of recipients, together with a detailed listing of individual payments of $50,000 or over” (1984)

Thresholds: Public Accounts only reports transfer payments above a specified threshold. The amounts listed below are based on information published in the Public Accounts and, for years when the information was not published, personal correspondence with the office responsible for the Federal Public Accounts. Some records appear below the threshold in Public Accounts (e.g. International Geographical Union, 1979, $1050) – these entries appear arbitrary rather than a systemic trend.

1972-1977: $2,000 (Professional and Public Services – there is no Grants and Contributions section)
1978: $2,000 (Professional and Public Services & Grants and Contributions)
1979: $10,000 (Grants and Contributions)
1980-1983: $25,000 (Grants and Contributions & Professional and Public Services)
1984-1988: $50,000 (Grants and Contributions & Professional and Public Services)
1986-1988: $50,000 (Transfer Payments & Professional and Public Services)
1989-2014: $100,000 (Transfer Payments & Professional and Public Services)

 

RecipientOrg: Name: Names have been revised to produce more consistency among the names. However, users can search the field “Recipient Original” field to search names in their original form. For instance, Aboriginal people’s organizations including band/council/first nations were revised to band. So, in the case of Ahousaht, the following have all been revised to ‘Ahousaht Band’: Ahousaht Band Council, Ahousaht Band, Ahousaht First Nation, Ahousaht Indian Band. In each case, we revised the name to the one most commonly used (eg. the largest number of references) in Public Accounts.

Coverage: For the following years, the city was extracted but we failed to also extract the Coverage: 1982-1983, 1985-1989. The field was also incomplete for the years 1972-1981 and 1990-2002. There were also errors in the original published version of Public Accounts for the year 1994. For instance, in the published document, the following record is listed as New Brunswick when, in fact, the organization is from Nova Scotia  “Native Alcohol and Drug Abuse Counselling Association of NS Cape Breton NB”. This was a systemic problem in the original source for the 1994 Public Accounts. In addition, it was common in the 1980s for the federal Ministry of Employment and Immigration records’ original files to include the city but not the Coverage jurisdiction. To address our failure to collect the data for some years, we matched records with a blank Coverage with others in the database that had the same recipient/city, and imported the Coverage jurisdiction. Moreover, we reviews a list of cities that appeared multiple times missing Coverage, and manually searched the city/recipient to complete Coverage in every city that appeared 6 times or more. As a result, of the 2000 or so records with a city but missing Coverage, there is no city appearing more than 5 times without Coverage. Many of these records include instances of grants to international institutions, other countries or national organizations that did not have a province identified in the original records. In sum, only a small sample (less than five per cent) of Federal records are missing Coverage data.

Parent Program: For 1972-1978 and 1996-2014, we did not collect Parent program data. This information is available in the original source in Archives. Most years after 1996 records have no Parent Program except to identify the entire Department/Ministry budget. Parent Program data available for 1979-1987 in all fields (with the exception of a few hundred records). In the 1988-1994 period, Parent Program data is available for all but 1200 out of 27,000 total records.

Some years of Public Accounts, including the 1980s to 1990s, include an individual program name (eg. “Grants to…”). For these years of Public Accounts, there are two levels of program titles.  First, there is a broad program that encompasses several smaller programs. For instance, in the Federal 1992 Public Accounts, the Ministry of Indian Affairs and Northern Development has a program titled “Indian and Inuit Affairs Program”.  Second, there are programs listed within these programs.  For example, within the Indian and Inuit Affairs Program, several programs such as “Grants to individuals to protect Indian and Inuit Children” appear. In years when this system was in place, the former program title was entered into the “Master Program” field and the latter program title into “Program” field.

Program: This data is available in all but 1600 or so records. Most of these records did not contain a Program field in the original source. For instance, Employment and Immigration had a Parent Program (Employment and Insurance) but was sub-divided by region rather than Program. Most of the entries listed as N/A are from Employment and Immigration or National Health and Welfare.

City: Every year of Federal Public Accounts included the city name at the end of the recipient name (and the province or territory) in most but not all records.  In many cases, these record with N/A in the city field are for national organizations or recipients that did not list a city. 

Amount Dispersed: Later years – when data was extracted from Excel/CSV field rather than scanned form hardcopy, a small number of grants include cents. In these cases, the cents are included in the amount field.

RecipientOrg: Name: In circumstances when the recipient names include “via” and a city (eg. via Vancouver), the word ‘via’ was deleted and the city was added to the city field. In some circumstances for the years 1980/1 and 1993/4, the French characters (eg. accents) are missing in the text. In some circumstances, the recipientPA name begins with ‘and’ or ‘et’. Although it appears incomplete, this is how the record appeared in the original PDF file

“Data available in original PDF in PA Archives table”: Refer to the original document in the PA Archives table.

 

Notes on specific years:
1960-1971: There are no substantive lists of grants from 1960 to 1971 in Public Accounts. There are also very few funding programs.

1972 to 1987: The Federal Public Accounts lists of grants and/or transfer payments beginning in 1972 are clumped together in paragraph format, rather than lists (this is a technical issue and did not affect data entry). 

1980: There are no sub-program entries for Environment, Employment, and Immigration in the file. We only collected sub-program totals that contain organizations dealing with Women, Environmental, or Aboriginal advocacy.

1972-2000: The number of entries in transfer payments in Federal Public Accounts increases dramatically in 2001.

1988 to 2000: Federal Public Accounts use list format for grants, which is much easier to import into an Excel sheet using our methodology (this is a technical issue and did not affect data entry).

1991: Federal Public Accounts missing pages 7-25, but these pages are for a ministry not within scope of study.

1993-1994: Transfer Payments for the years 1993/1994 in Federal Public Accounts were not published. They were secured by request from the Federal Public Accounts office.

1996-2002: The files for Federal Public Accounts for these years were secured through an access to information request. No PDF file was required to produce the list of transfer payments.

 

Federal Public Accounts sources:

http://open.canada.ca

http://open.canada.ca/data/en/dataset/69bdc3eb-e919-4854-bc52-a435a3e19092

http://www.tpsgc-pwgsc.gc.ca/recgen/cpc-pac/index-eng.html

http://publications.gc.ca.login.ezproxy.library.ualberta.ca/site/eng/367405/publication.html

Digitized versions: Digital Versions of Federal PAs are available on-line: prior to 1995 they are held at achive.org and after 1995 they are available at the Library and Archives Canada.

 

British Columbia: Public Accounts

RecipientOrg: Name: Names have been revised to produce more consistency among the names. However, users can search the field “Recipient Original” field to search names in their original form. For instance, Aboriginal people’s organizations including band/council/first nations were revised to band. So, in the case of Ahousaht, the following have all been revised to ‘Ahousaht Band’: Ahousaht Band Council, Ahousaht Band, Ahousaht First Nation, Ahousaht Indian Band. In each case, we revised the name to the one most commonly used (eg. the largest number of references) in Public Accounts.

Thresholds: Public Accounts only reports transfer payments above a specified threshold. The amounts listed below are based on information published in the Public Accounts. However, the database includes entries below the threshold because the threshold only applies when the total amount for an organization is below the threshold. Therefore, if an organization received two grants from different ministries, of which one is below the threshold but the total combined amount is above the threshold, then both grants were reported in Public Accounts:

British Columbia PAs for the following years identify grants over $500: 1960-1983
British Columbia PAs for the following years identify grants over $2,000: 1984-1989
British Columbia PAs for the following years identify grants over $10,000: 1990-1997
British Columbia PAs for the following years identify grants over $25,000: 1998-2014 [estimated threshold – not explicitly stated in Public Accounts, but based on review of amounts listed in the document]

 

Notes on specific years:
The province divided grants to SMOs by ministries beginning in 1988.

Between 2002 and 2014, Public Accounts included a separate section at the end titled “Government Transfers – April Report.” These sections were excluded from the database because these grants were reported again in the following year’s Public Accounts.

Beginning in 1983-84, Public Accounts included a section titled “Payments to Individuals, Firms and Corporations for Supplies or Services Rendered” or “Other Services.” In some years, there were also separate sections for payments to municipalities and hospitals. These sections were excluded. These sections, however, are available in the scanned PDF files for 1984 to 1997 (for 1998-2014, see the on-line Public Accounts for this section: http://www.fin.gov.bc.ca/archive/publicaccounts.htm). A sample of the types of grants relating to case studies are available in the Extracted files for 1989, 1990 and 1995 in a separate sheet within the Excel file.

Several homemakers organizations are listed as both service or society – for instance, the “Nakusp and District Homemaker Service” and the “Nakusp and District Homemaker Society”. These names were not revised.

Editing: “&” was replaced with “and”

 

British Columbia Public Accounts sources:

http://www.fin.gov.bc.ca/archive/publicaccounts.htm

https://data.gov.bc.ca

 

Nova Scotia: Public Accounts

RecipientOrg: Name: Names have been revised to produce more consistency among the names. However, users can search the field “Recipient Original” field to search names in their original form. For instance, Aboriginal people’s organizations including band/council/first nations were revised to band. So, in the case of Ahousaht, the following have all been revised to ‘Ahousaht Band’: Ahousaht Band Council, Ahousaht Band, Ahousaht First Nation, Ahousaht Indian Band. In each case, we revised the name to the one most commonly used (eg. the largest number of references) in Public Accounts.

Nova Scotia Public Accounts Thresholds: Thresholds are based on information published in Public Accounts. For 1960 to 1975, there was no formal page stating the threshold; however, there are notes throughout the document. For all other years the threshold is explicitly identified in Public Accounts.

1960 to 1961: Salaries – $500 and over; Travel 100 and over; all other payments 100 and over
1961 to 1964: Salaries – $2,500 and over; Travel 100 and over; all other payments 100 and over
1964 to 1969: Salaries – $3,000 and over; Travel – 300 and over; all other expenses 300 and over
1969 to 1970: Salaries – $5,000 and over; Travel – 500 and over; all other payments 500 and over
1970 to 1975: Salaries – $10,000 and over; Travel – 1,000 and over; all other payments 1,000 and over
1975 to 1987: Salaries – $15,000 and over; Travel – 2,000 and over; all other payments 3,000 and over
1987 to 2014: Salaries – $25,000 and over; Travel – 3,500 and over; all other payments 5,000 and over

 

Some grants in the Nova Scotia Public Accounts are not listed in the primary transfer payments section but, rather, under the heading ‘Other’.

ParentProgram field: If the grant was identified as having been provided by a government agency such as the Human Rights Commission or Nova Scotia Status of Women Council, the information was identified in the Parent Program field for Nova Scotia. This does not include government ministries – this data is in the FundingOrg: Name field. These records will also indicate a government ministry in the FundingOrg: Name field. For example, records with “Nova Scotia Sport and Recreation Commission” in the ParentProgram field include “Public Service” in the FundingOrg: Name field.

Program field: Most Nova Scotia grants identified in Public Accounts do not include program information. Some information was shifted to the Program field when appropriate, such as grants listed as for “Maintenance of Juvenile Delinquents”.

Digital versions of Public Accounts are available for 1996+ at: http://www.novascotia.ca/finance/en/home/publications/publicaccounts/default.aspx

 


All information sources from statefunding.ca and the database should be acknowledged by the User and cited as follows:

Website:

  • Clément, Dominique. “page title or document title.” State Funding for Social Movements. www.statefunding.ca (date accessed).

Database:

Dominique Clément. [year] State Funding for Social Movements Database. Retrieved from http://www.statefunding.ca