Use of EpiData(questionnaire design and entry)Jurgita BagdonaiteJurmala, Latvia, 2006

Based on EPIET material

Introduction to EpiDataData entry and documentationFree programBased on EpiInfoWindows formatNo limit on No of observation(tested with >100.000)

EpiData (I)Creating questionnaireControlled data entry Documenting and printing dataCorrection of questionnaires, recordsComparing of 2 data filesImporting and exporting dataSimple analysis

EpiData (II)Simple surveys one questionnaireComplicated surveys few questionaires

If there is ID possible to merge data

EpiData files.QES fileQuestionnaire.REC fileActual data.CHK fileAny defined checksOther notes or log files

EpiData workflow1.Define Data2.Make Data File3. Set up Checks4.Enter Data5.Document6.Export Data

Creating Questionnaire Define DataCan either open .QES file or create one

New questionnaireType in windowCut and paste from Word documentsPreview questionnaire (click Make data file > preview data form)

Structure of questionnaire Three sections:Field name (variable)Text describing fieldInput definition (number/ letters/ date)

Field name (variable)No more than 10 charactersBegin with a letterNo spaces or punctuation marks

Field Name (II)First wordUses first word of line

AutomaticEpiData generates field names based on questionUses first 10 letters

Childquest Child questionnaire

Automatic field namesText in curly brackets { } used in preferenceCommon 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}EATICECREAMWhat is your name?ISYOURNAME2. AgeN2AGE

Variable typeDefine variables using Pick List or Code writer

Choose type of variable:NumericTextDateSoundexBoolean (Yes/No)Autonumber

Text variablesInformation of text and/or numbersHolding information (e.g. names, addresses)UPPER CASECan only hold upper case (capital) lettersLower case variable automatically converted into upper case text (ex: Egypt converted into EGYPT) No mathematical operationsLength (How many characters)

Numeric variablesNumerical information Hold integers (whole numbers) or numbers with a decimal pointLength (digits, decimals after the comma),

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

Date variables:Hold information on datesData in american European

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

System variablesValues generated automatically Today date: date of the data entry

Auto identification number: Counts the records entered

Save QuestionnairePreview dataSave questionnaireCreates .QES fileCreate Data fileClick Make Data file button > Make Data fileCreates .REC fileQuestionnaire and Data file ready

But

Errors in data entryTranposition (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 errorsStandardised and previously tested questionnaireTraining the interviewers and data entry clerckChecking 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 entryMany different typesExamples:Limit entry of numbers to specific rangeForcing entry to be made in fieldConditional jumpsCopying the data from the previous recordHelp messagesConditional operations (ex if.then operations)

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

Checks (III) Range, legal:1-3, 9First range then individual numbersTallinn, Riga, VilniusFixing 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: AGEYEARS0>AGEMONTHS0>AGEMONTHS, 1>ADDRESS1>END

MustEnter:Data must be entered in Field

Checks (IV)Repeat:Show data from previous record

Value LabelAdd text to explain valuesClick + to add labelFormat as shownPress 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 deleteRecord marked for deletion, but can be recovered

Document ToolsFile StructureData entry notes ( .NOT file)Use to write comments during data entry eg: difficult to read handwriting etcView DataList DataCodebookBasic descriptive statistics on all variablesValidate duplicate filesCheck consistency after double entry

Export to other programsClick Export data buttonChoose programIncluding Excel, Stata, SPSSFor Epi-info open .REC file directly

ReferencesLauritsen 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.

www.epidata.dk