Orbit global services
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Use of DataPool(questionnaire design and entry)
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Introduction to DataPool
• Data entry and documentation
• Free program
• Based on EpiInfo
• Windows format
• No limit on No of observation
(tested with >100.000)
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DataPool (I)
• Creating questionnaire
• Controlled data entry
• Documenting and printing data
• Correction of questionnaires, records
• Comparing of 2 data files
• Importing and exporting data
• Simple analysis
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DataPool (II)
• Simple surveys – one questionnaire
• Complicated surveys – few questionaires
If there is ID – possible to merge data
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DataPool files
• .QES file– Questionnaire
• .REC file– Actual data
• .CHK file– Any defined checks
• Other notes or log files
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DataPool workflow
1.Define Data
2.Make Data File
3. Set up Checks
4.Enter Data
5.Document
6.Export Data
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Creating Questionnaire
• Define Data• Can either open .QES file or create one
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New questionnaire
• Type in window
• Cut and paste from Word documents
• Preview questionnaire – (click Make data file > preview data form)
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Structure of questionnaire
Three sections:– Field name (variable)– Text describing field– Input definition (number/ letters/ date)
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Field name (variable)
• No more than 10 characters
• Begin with a letter
• No spaces or punctuation marks
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Field Name (II)• First word
– Uses first word of line
• Automatic– EpiData generates field
names based on question
– Uses first 10 letters
Childquest Child questionnaire <Y>
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Automatic field names
• Text in curly brackets { } used in preference
• Common words skipped (what, the, and, etc.)
• If question starts with number, “N” is inserted before the number
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Automatic field names, examples
Question: Field name:Did you {eat ice cream} EATICECREAM
What is your name? ISYOURNAME
2. Age N2AGE
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Variable type• Define variables using “Pick List” or “Code writer”
• Choose type of variable:– Numeric
– Text
– Date
– Soundex
– Boolean (Yes/No)
– Autonumber
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Text variables
• Information of text and/or numbers
• Holding information (e.g. names, addresses)
• UPPER CASE– Can only hold upper case (capital) letters
– Lower case variable automatically converted into upper case text (ex: Egypt converted into EGYPT)
• No mathematical operations
• Length (How many characters)
• <_>
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Numeric variables
• Numerical information
• Hold integers (whole numbers) or numbers with a decimal point
• Length (digits, decimals after the comma)
• <#>, <##.#>
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Other variables
• Boolean variables (s. logical variables s. YES/NO variables)– only two possible answers: Yes or No– <Y>
• Date variables:– Hold information on dates– Data in american <MM/DD/YYYY>– European <DD/MM/YYYY>
• Soundex:– Coding of words (anonymous, eg. A-123)– Code to limit orthographic errors (eg. Rome and Roma)– <S >
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System variables
• Values generated automatically
• Today date: date of the data entry
– <Today-dmy>
– <Today-mdy>
• Auto identification number: Counts the records entered
– <IDNUM>
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Save Questionnaire
• Preview data
• Save questionnaire
– Creates .QES file
• Create Data file
– Click Make Data file button > Make Data file
– Creates .REC file
• Questionnaire and Data file ready
• But……
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Errors in data entry
• Tranposition (ex: 39 becomes 93)
• Copying errors (0 copy as an “o” letter)
• Consistency errors: two or more responses are contradictory (sex: man, pregnancy=Yes)
• Range errors: answers outside of probable or possible values (ex: heigh = 3 metres)
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Preventing errors• Standardised and previously tested questionnaire
• Training the interviewers and data entry clerck
• Checking and validating paper forms of the questionnaires
• Checking during the data entry (Check module Epi-Data)
• Validation: entering twice data by different operators
• Checking after data entry (Analysis module Epi-Info)
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Checks (I)
• Reduce errors in input
• Checks help with data entry
• Many different types
• Examples:– Limit entry of numbers to specific range– Forcing entry to be made in field– Conditional jumps– Copying the data from the previous record– Help messages– Conditional operations (ex if….then operations)
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Checks (II)
• Once Data file is created:• Click Checks button > choose .REC file
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Checks (III) • Range, legal:
– 1-3, 9– First range then individual numbers– Tallinn, Riga, Vilnius– Fixing only min or max value
• -INF-5 (all numbers inferior or equal 5)• 0-INF (all positive numbers superior or equal to 0)
• Jumps:– Field: AGEYEARS– 0>AGEMONTHS– 0>AGEMONTHS, 1>ADDRESS– 1>END
• MustEnter:– Data must be entered in Field
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Checks (IV)
• Repeat:– Show data from previous record
• Value Label– Add text to explain values– Click + to add label– Format as shown– Press F9 during data entry
to see labels
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Data Entry (I)
• Click Enter data button > choose .REC file
• Dates:– 15/5/2006 – type 150506 or 15/5/06
• Value Labels:– Press F9 to view
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Data Entry (II)
• Record navigation:
• Delete records:– Click cross to delete– Record marked for deletion, but can be
recovered
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Document Tools
• File Structure
• Data entry notes ( .NOT file)– Use to write comments during data entry eg: difficult to read
handwriting etc
• View Data
• List Data
• Codebook– Basic descriptive statistics on all variables
• Validate duplicate files– Check consistency after double entry
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Export to other programs
• Click Export data button
• Choose program
• Including Excel, Stata, SPSS
• For Epi-info open .REC file directly
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Created By-
• Orbit Global Services
Delhi