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

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

3. 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

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

5. 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

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

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

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

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

10. Field name (variable) No more than 10 characters Begin with a letter
No spaces or punctuation marks

11. 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>

12. 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

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

14. Variable type Define variables using “Pick List” or “Code writer”
Choose type of variable:
Numeric
Text
Date
Soundex
Boolean (Yes/No)
Autonumber

15. 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)
<_>

16. Numeric variables Numerical information
Hold integers (whole numbers) or numbers with a decimal point
Length (digits, decimals after the comma)
<#>, <##.#>

17. 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 >

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

19. 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……

20. 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)

21. 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)

22. 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)

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

24. 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

25. 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

26. Data Entry (I) Click Enter data button > choose .REC file Dates:
15/5/2006 – type or 15/5/06
Value Labels:
Press F9 to view

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

28. 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

29. Export to other programs
Click Export data button
Choose program
Including Excel, Stata, SPSS
For Epi-info open .REC file directly

30. 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.