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Table 3 Estimated start-up and running costs of establishing and operating a smartphone and paper-based data collection system for one year and for two cumulative years

From: A comparison of smartphones to paper-based questionnaires for routine influenza sentinel surveillance, Kenya, 2011–2012

  Pen and paper data collection system Smart-phone data collection system Differences between the two systems
  Unit cost (Kshs) Quantity needed per year Total cost year 1 (USD) Total cost year 2 (USD) Cumulative total costs year 1 and 2 (USD) Unit cost (Kshs) Quantity needed per year Total cost year 1 (USD) Total cost year 2 (USD) Cumulative total costs year 1 and 2 (USD) year 1 year 2 Cumulative
Fixed costs              
Computer (one computer) 1,385 3 4,155 - 4,155 1,385 1 1,385 - 1,385    
Scanner (one scanner) 900 1 900 - 900 - - - - -    
Server 10,125 1 10,125 - 10,125 10,125 1 10,125 - 10,125    
Filing cabinets (one) 169 1 169 - 169 - - - - -    
Printer (one) 650 1 650 - 650 - - - - -    
FAST software - - - - - 5,000 1 5,000 - 5,000    
HTC smart-phones - - - - - 220 4 879 - 879    
Extended life battery - - - - - 10 4 40 - 40    
Data sim cards - - - - - 1 4 5 - 5    
Insurance (smart phones) - - - - - 17 4 66 - 66    
Total fixed costs    15,999   15,999    17,500   17,500 (1,501) - (1,501)
Running costs              
Printing paper (one paper) 0 3,662 46 46 92 - - - - -    
Printing cost (one page) 0 7,324 275 275 549 - - - - -    
Data entry (clerk) labor cost (one questionnaire) 1 3,662 2,335 2,335 4,669 - - - - -    
Data entry and cleaning costs 0 3,662 595 595 1,190 - - - - -    
Data analyst (one year contract) 15,750 1 15,750 15,750 31,500 15,750 1 15,750 15,750 31,500    
Ball pen ( one pen) 0 6 1 1 2 - - - - -    
Air time (per month per site) - - - - - 13 48 600 600 1,200    
Total running costs    19,001 19,001 38,002    16,350 16,350 32,700 2,651 2,651 5,302
Total fixed costs plus running costs    35,000 19,001 54,001    33,850 16,350 50,200 1,150 2,651 3,801