Use of EpiData (questionnaire design and entry) Jurgita Bagdonaite Jurmala, Latvia, 2006 Based on EPIET material

Introduction to EpiData Data entry and documentation Free program Based on EpiInfo Windows format No limit on No of observation (tested with >100.000)

EpiData (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

EpiData (II) Simple surveys – one questionnaire Complicated surveys – few questionaires If there is ID – possible to merge data

EpiData files .QES file .REC file .CHK file Other notes or log files Questionnaire .REC file Actual data .CHK file Any defined checks Other notes or log files

EpiData workflow 1. Define Data 2. Make Data File 3. Set up Checks 4. Enter Data 5. Document 6. Export Data

Creating Questionnaire Define Data Can either open .QES file or create one

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

Structure of 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 spaces or punctuation marks

Field Name (II) First word Automatic Uses first word of line EpiData generates field names based on question Uses first 10 letters Childquest Child questionnaire <Y>

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

Automatic field names, examples Question: Field name: Did you {eat ice cream} EATICECREAM What is your name? ISYOURNAME 2. Age N2AGE

Variable type 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: Egypt converted into EGYPT) 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 <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 >

System variables Values generated automatically Today date: date of the data entry <Today-dmy> <Today-mdy> Auto identification number: Counts the records entered <IDNUM>

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……

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

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)

Checks (II) Once Data file is created: Click Checks button > choose .REC file

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

Checks (IV) Repeat: Value Label Show data from previous record Add text to explain values Click + to add label Format as shown Press F9 during data entry to see labels

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

Data Entry (II) Record navigation: Delete records: Click cross to delete Record marked for deletion, but can be recovered

Document Tools File Structure Data entry notes ( .NOT file) View Data 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

Export to other programs 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 dataentry and documentation of data by use of EpiData. The EpiData Association, Odense Denmark, 2005.

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