Supervisor Daily Log Templates

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					Mapping Site Instruments

   The Mapped Instrument is a tool that guides you in
    matching your site specific Instrument and materials to the
    generic STEPS tools.
Why map your instrument?

   By aligning your site-specific instrument, you will be able to use
       Data entry tools
       Data analysis and reporting tools
            Fact Sheet and Fact Sheet Analysis Guide
            Data Book
            Automated Epi Info analysis programs
   Provides documentation on
       Instrument used
       Data entry values
Available Tools to Map Your Materials
to the Generic tools

   STEPS Mapped Instrument and Dataset Structure

   Instructional guide on mapping your Instrument- Mapping
    and Transforming your Materials to use the Generic Tools
STEPS Mapped Instrument and
Dataset Structure
Process for Mapping your

   Complete the Instrument components of the Mapped
   Complete the dataset components of the Mapped
   Transform your dataset.
Instrument-Specific Components
Question     Exact wording of   Response
number          question         options
Instrument Component

   Identify the first question on the site-specific Instrument
   Locate the question on the Mapped Instrument template
     If …                                  Then …
     The questions match                   Record the details of the question in
                                              the same row as the question on the
     The question does not match or does   Add the question to the bottom of the
        not exist on the template             associated section

   Go to the next question on the site-specific Instrument
Site-Specific Questions

   For new or altered questions you need to
     Record the new question at the bottom of the associated
      section of the Mapped Instrument.
     Give the question a generic STEPS code.*

* All additional questions are given the code of X plus a numeric value (X1, X2,X3…)
Finalizing the Mapped Instrument

   The Mapped Instrument is finalized after the data entry is
     Dataset components of the Mapped Instrument
     Transforming the dataset

   This Instrument component needs to be completed prior to
    using the generic STEPS data entry templates
Preparing the Data-Management
  Environment and Data Entry
What Information Needs to Entered

   All the information from the Instrument, except for the
    personal identification information.

   Interview Tracking Form
What is EpiData?

   EpiData is a public-health software package that is used by
    STEPS for data entry.
Why Should I use EpiData

   EpiData includes all the necessary components of data entry
    required by STEPS. These include
       Immediate validation of data entered,
       Double data entry and verification, and
       Exports directly into Epi Info.
   There are STEPS-specific data entry templates.
   EpiData does not restrict the data analysis platform. It can export
    data into:
       SPSS
       STATA
       SAS …
STEPS Specific EpiData Templates

   There are templates that match the generic STEPS Instrument.
    These templates can be modified by each site to match the
    site-specific Instrument
    Template                          To contain
Location         Survey information from the Instrument
Survey           Main STEPS Instrument data
Consent          Personal information from the Instrument
Biochemical      Step 3 results if these are recorded elsewhere than
                 on the STEPS Instrument
Accessing EpiData and the
   You can access EpiData from
     STEPS CD that accompanies the manual
     STEPS website at

     EpiData website

   You can access the templates from
     STEPS CD that accompanies the manual
     STEPS website at

   Each location contains downloading instructions
Data-Entry Supervisor Tasks

   Weekly tasks
      Receive the completed Instruments from the Data Collection Team Supervisor

      Log receipt of the Instruments

      Separate the Instruments into three piles (Location, Survey, Consent)

   Daily Tasks
      Provide Instruments to data entry teams

      Answer questions

      Secure Instruments during the night

      Ensure that the confidentiality of the participants is maintained

   Once data entry is completed, oversee the creation of the final dataset
Data-Entry Team Tasks

   Daily tasks
     Log receipt of Instruments from Data Entry Team Supervisor
     Enter data

     Record discrepancies with the data and report them to the
   Weekly tasks
       Run consistency reports to check the overall status of the

   Inteviewtracking.xls is used to enter the Interview Tracking
   Once all the data has been entered, the Format for Epi Info
    button can be used to format the data for Epi Info.
   Running a saved program in Epi Info will directly import the
    data and attach it to the dataset (once available).
Interviewtracking.xls   (cont.)
Preparing the Data-Management
   The data entry templates match the generic STEPS
    Instrument. If you tailored the Instrument for your site, you
    will need to reflect these changes in the templates.
   There is a tool, the Mapped Instrument, which will help you
    match your site specific Instrument to the generic STEPS
   The Data Entry Team supervisor should receive a copy of
    the finalized Instrument prior to commencing data
Using the Mapped Instrument

   The Mapped Instrument needs to be used if the site did any of the
       Altered the generic Instrument
       Did not use the generic data entry to enter data
       Did not use Interviewtracking.xls
       Did not use STEPSsampling.xls
   The Mapped Instrument contains two files:
       Mapping and transforming your materials to use the generic STEPS
       STEPS Mapped Instrument and dataset structure
EpiData Template Structure

   Each EpiData template contains 5 different files
     .rec
     .qes

     .chk

     .bak

     .eix

   To modify the data entry templates you will use the
    .rec,.qes, and .chk files.
Altering the EpiData Templates

   The changes that are needed to the templates depend on what
    alteration where made to the Instrument.
                  To                     Update the following files
Alter a standard question (wording).   .qes       .rec
Add an optional question               .qes       .rec     .chk
Change possible responses to a         .rec
Remove a question                      .chk
Altering a Response

   Open the .rec file and find the text that needs to be
   For example to change the responses for field C5.
   Select 3. Checks from the EpiData Menu and open
Select the Field to Update

   Select the field C5 and click
    on the yellow box.

   Once the box turns blue
    select Edit from the grey
    menu box

   This will activate the check
Add the Responses

   Locate the text that needs to
    be changed (comment legal)

   Add the text making sure
    the new text is surrounded
    by “”

   (i.e. “This is my new
Changing a Question

   If you are only changing the wording of a question you
    need open the .qes file and make the required changes to
    the question and then remake the .rec file.
   Click on “1 Define Data” and open survey.qes.
Changing a Question                      (cont.)

   Once you open the .qes file make the changes to the text
    (it is just like modifying a word document).
   Click on 4.Enter Data and click yes to the message would
    you like to remake the .rec file.
Adding a Question

   You need to open the .qes file and add the new text
    (making sure you add a response field).
   Open 4.Enter Data and remake the .rec file.
   Add checks by clicking 3.Checks and opening the .rec file
   Adding a question is the most difficult alteration to make!
Deleting a Question

   You should never delete a question. If you delete a question the
    whole program will break because the check code will look for the
    deleted question.
   To make data entry easier you can hide the response for the
    unwanted question.
   To hide a response open the .chk file by using the open command in
    the file menu and selecting the appropriate .chk file.
   Add this text to the top, using the appropriate question code.
       HIDE C5 (this text would hide the response option for question C5)
Testing the Data-Entry Templates

   Once the templates have been altered they need to be
   This can be done in conjunction with testing the
   Ideally use this as a training exercise for the data entry
    team on using EpiData.
Finalizing Installations

   Once the EpiData templates are complete and have
    finished the testing process, they need to be installed in all
    the data entry machines.
   Copy the entire STEPS folder from the testing computer
    (Master Computer in the STEPS Manual) and paste it
    directly into the C drive (C://STEPS)
Overview of the Data-Entry Process

   Label computers
   Prepare Instruments
   Distribute the sections of the Instruments to the computers with the
    proper folders and coversheets to document the materials
   Data Entry team enters the data (1st keying).
   Team members swap computers and verify the initial data entry
    (2nd keying)
   Once all the Instruments have been entered create the final data set
Documenting Data Entry

   All data files must be documented to ensure:
     standardization of processes and procedures among all data
      management team members,
     easy-access to essential information,

     data entry and data analysis can be performed when the
      person who created the templates is not available, and
     survey data comparisons are possible in the future.
Entering Data

   Open EpiData and select the appropriate .rec file.
   Click on 4. Enter Data.
   Begin entering data into form.
   Make sure you always use the TAB button on you
   Once you finish entering one Instrument use the TAB
    button to save the record and open a blank screen.
Validating Data Entry

   Once all the data has been entered the data needs to go
    through a second data entry process (second keying).
   During the second keying if the data does not match the
    first keying an error message will appear asking for
   There are guidelines in the Manual that provide details on
    decision making during second keying.
Creating the Final Dataset

   Once all the data has been entered and validated, the data
    needs to be merged into one dataset (MasterDataSet).
   To complete this process the supervisor or other appointed
    person needs to copy the files from each computer and
    move then onto the Master Computer.
   The files are then merge in EpiData using the Participant
    ID as the unique key.

   The STEPS team will provide assistance at any stage
    during the data entry process.

   If you would like, the STEPS team can tailor the generic
    data entry tool to match you site specific Instrument.

   The STEPS Manual contains more detailed information
    about data entry.

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