Data Entry and Documentation

MWU-GRH/PH Dep’t Kedir H. (BHI)

Data Entry and Documentation

EpiData? • It was started for an epidemiological research, as part of the “Initiative for Accident Prevention”. • The initiative to make EpiData was taken by a doctor, at Funen county - Denmark, called Jens M. Lauritsen. • The idea behind EpiData was to create simple and user friendly data entry form – where you can enter your data in a simple text form and the program will convert them into data form.

EpiData?...five points 1. It is developed specially for research studies usage (i.e. data entry and documentation). 2. User friendly; it have less technical options, all kind of researchers can use it in very easy way, specially beginners! 3. Free of charge. 4. It can run on any computer, and on any Microsoft Windows 5. It can export data to many different statistical or database files’ formats.

EpiData?... • • • • • • •

Creating questionnaire Controlled data entry Documenting and printing data Correction of questionnaires, records Comparing of 2 data files Importing and exporting data No limit of number of observations (tested with >100,000)

EpiData File types .QES file: EpiData Questionnaire file .REC file: EpiData Data file .CHK file: EpiData Check file .NOT file: EpiData Data entry notes .LOG file: EpiData documentation file

EpiData workflow

1. Define Data 2. Make Data File 3. Add Checks

4. Enter Data 5. Document 6. Export Data

Creating Questionnaire

1. Define Data

By clicking the “Define Data” • New .QES file: to create New • Open .QES file: to open existing

New Questionnaire • Type in window • Cut and paste from Word… documents • Preview questionnaire – (click Make data file > preview data form)

Structure of the questionnaire Three sections: – Field name (variable) – Text describing field – Input definition (number/ letters/ date)

Field Name (Variable) • No more than 10 characters

• Begin with a letter • No space or panctuation marks

Setting option (Click File>Options) • First word

– Uses first word of line

• Automatic

– EpiData generates field names based on question – Uses first 10 letters

Variable Types • Define variables using “Pick List” or “Code writer”

• Choose type of variable: – – – – – –

Numeric Text Date Soundex Boolean (Yes/No) Autonumber

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: Biostat converted into BIOSTAT)

• No mathematical operations • Length (How many characters) •

Numeric Variables • Numerical information • Hold integers (whole numbers) or numbers with a decimal point

• Length (digits, decimals after the comma) • , , …

Other variables • Boolean variables (s. logical variables s. YES/NO variables) – only two possible answers: Yes or No –

• Date variables:

– Hold information on dates – Data in american – European

• Soundex:

– Coding of words (anonymous, eg. A-123) – Code to limit orthographic errors (eg. Rome and Roma) –

System variable • Values generated automatically • Today date: date of the data entry – –

• Auto identification number: Counts the records entered –

2. Make Datafile • Preview data • Save questionnaire – Creates .QES file • Create Data file – Click Make Data file > Make Data file

– Creates .REC file • Questionnaire and Data file ready

• But……

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)

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 EpiData) • Validation: entering twice data by different operators • Checking after data entry (Analysis module Epi-Info)

3. Checks (Add Checks) • 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)

Checks…

• Once Data file is created: • Click Checks button > choose .REC file

Checks… • Range, Legal defines which data can be entered. • Jumps: specifies where to go to after entry (here on value 1 jump to field v10) • Must enter: If set to Yes a value must be given. (otherwise leaving the field blank is accepted) • Repeat: Repeat value from previous record, e.g. if data are from groups a value will repeat until next group. The value can still be changed.

Checks… • Value label: For categorical data this defines the meaning of the values. E.g. 1=man 2=women. The values are edited via the ”+” . The dropdown list lets you pick an existing label definition. • Edit: Many other aspects can be defined here as “free hand” editing for this field. See the collection of commands in the help file. • Save: Save current definitions.

4. Data Entry • Click Enter data > choose .REC file • Dates: – 15/5/2006 – type 150506 or 15/5/06

• Value Labels: – Press F9 to view

• Record Navigation

• Delete Records

5. 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

6. Export Data

• Click Export data button • Choose program

• Including Excel, Stata, SPSS • For Epi-info open .REC file directly

References • Lauritsen JM & Bruus M. EpiData (version 3.1). A comprehensive tool for validated entry and documentation of data. The EpiData Association, Odense Denmark, 2004.

• Lauritsen JM, Bruus M. EpiTour - An introduction to validated data entry and documentation of data by use of EpiData. The EpiData Association, Odense Denmark, 2005.

THANKS!