Mapping Site Instruments Introduction 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 Instrument Complete the Instrument components of the Mapped Instrument. Complete the dataset components of the Mapped Instrument. 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 template 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 complete. 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 Templates You can access EpiData from STEPS CD that accompanies the manual STEPS website at www.who.int/chp/steps EpiData website You can access the templates from STEPS CD that accompanies the manual STEPS website at www.who.int/chp/steps 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 supervisor Weekly tasks Run consistency reports to check the overall status of the data Interviewtracking.xls Inteviewtracking.xls is used to enter the Interview Tracking Form. 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 Environment 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 tools. The Data Entry Team supervisor should receive a copy of the finalized Instrument prior to commencing data collection. Using the Mapped Instrument The Mapped Instrument needs to be used if the site did any of the following: 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 materials 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 question Remove a question .chk Altering a Response Open the .rec file and find the text that needs to be changed. For example to change the responses for field C5. Select 3. Checks from the EpiData Menu and open survey.rec. 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 file 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 response” 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 tested. This can be done in conjunction with testing the Instrument. 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 (MasterDataSet) 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 computer. 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 clarification. 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. Assistance 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.