ACASI User Manual
Contents
1. Please enter a valid administrator ID Population Council ACASI MTN023 Population Council ACASI MTN023 Administrator ID Administrator ID DB Version 1 0 0 0 Version 1000 DB Version 1 0 0 0 Version 1 0 0 0 Administrator ID s assigned by location e 100 199 New York e 400 499 Boston Massachusetts e 200 299 Birmingham Alabama e 500 599 Pittsburgh Pennsylvania e 300 399 Denver Colorado e 600 699 Memphis Tennessee MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 6 2 On the next screen tap the New Survey button microbicice trials network Population Council ACASI MTN 023 3 On the next screen select the appropriate MT N 023 questionnaire and then tap the START SURVEY button Figure 5 Once you have selected a survey its box will turn yellow If you press the START SURVEY button before selecting a survey you will see the error message below Questionnaires Follow up START SURVEY MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 7 If you see an error message indicating that the SD card is missing Figure 6 left you should check to make sure that it is inserted properly You may need to remove and re insert it If you see an error message that the SD card is locked Figure 6 right follow the instructions in Figure 13 RS O The 5D Card is locked Please unlock and try again SD card is missing Please insert 5D card and try again N 4 E2. 23 January 12 Day Month Year OOO 8 3 S SCI i PI Il th tions 6 Inthe next dialog boxes shown on page 10 you will enter the E S OA SK same information that the participant will be asked in the practice questions If you try to go to the next screen without entering this information you will see the dialog box shown in Figure 8 First choose the appropriate ACASI language from the drop down list Figure 9A Next ask the participant how many children are in her family and select that number from the pull down menu Figure 9B Note Itis not necessary to obtain or verify the number of children from the participant s study records However the number entered here will have to match the number that she enters for Practice Question 2 PQ2 Next enter the participant s age by selecting the correct age range from the pull down menu This number will need to match what is entered in Practice Question 3 PQ3 Next ask the participant the last time she went to school work or another activity and select the corresponding number from the pull down menu Figure 9D This number will need to match what is entered in Practice Question 4 PQ4 MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 9 Select Language Select Language English US Number of children are in your family PPT s Age Last time you went to school work or activity Select Language Select Language English US
3. At the end of each workday on which at least one ACASI interview is administered after transferring data from touch screen ACASI computers to the designated ACASI laptop and uploading the ACASI database to the MTN SDMC i e SCHARP via the ATLAS portal the ACASI Computer data manager will back up the ACASI database and Windows Event Logs to the assigned portable data storage device USB key 1 Ifthe ACASIT laptop is not already turned on turn HE MTNO23 ACASI Data Manager it on and enter the secure power on password 2 If logged in log out of the laptop by pressing Start gt Shut Down and then choosing log off username 3 Log back into the laptop as an administrator using your assigned user name and password 4 Insert the assigned USB key into one of the USB ports on the left side of the laptop microbicide trials network 5 Double click on the ACASI data manager icon located on 3 ACASI Data Manager the Windows Desktop You will Figure 19 with five 5 buttons 6 Click the third button in the Data Manager dialog box which reads Backup ACASI database to T USB key O ai ii aaa 7 A pop up window will confirm that the backup A Conect Paticiparti Viet Date has been successfully completed and a window will open up which displays the files that have just R ALASI dta menager been backed up a 8 Remove the memory key by right clicking on this icon M on the task bar and then left clicking on Safely Remove Har
4. NOTES ON SECURITY e Study staff to whom ACASI User IDs are assigned should not share their User IDs or passwords with anyone else e ach staff member should always use the same User ID and password MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 3 4 ACASI Administrator Reference Refer to Appendix 3 for general guidelines on setting up the participants for the ACASI interview Figure 1 Turning on the Touch Screen Laptop Computer 1 Open the cover and press the white button at the top of the keyboard to turn on the laptop 2 Retrieve the stylus from the right side of the computer by pressing it until it pops out 3 A few seconds after the computer has been turned on you will see a picture of a lock which indicates that you need to enter the password The power on security password is dvd15 4 Windows login User name acuser Password color93 Press here to pull out Volume stylus Controls ee P d MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 4 Figures 2 10 Administrative Setup As the ACASI Administrator you will be prompted to enter some information into the computer before the participant practice session and subsequent ACASI interview There is no audio associated with entry of this information Note you must use the dropdown menu for questions below for data to be accepted You will be prompted to enter e Your Administrator ID e The Participant ID number PTID e The visit
5. Visit Date you must explain why the change is being made in the comment area e Ifyou are correcting a Duplicate entry choose the reason for your change from the drop down menu page 30 top Figure If you choose Other specify you must enter your reason in the Comment box page 30 center Figure If you do not enter a comment you will see the error message at the bottom of this page MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 29 MTN 023 ACASI Users Manual 1 23 2012 7 42 PM Baseline 1 24 2012 8 28 PM Baseline 1 24 2012 8 38 PM Follow up Ramnsicred a vestionnaire at a visit when it was not required Restated quesionnare ater delay e Specify Other It was an error for nothing HOther specify Version 2 0 2 March 2015 Page 30 13 If you choose to correct the Visit Date you will see the current date appear as the default You will need to click on the drop down arrow to the right of that date to view a calendar and then click on the date you want even if the default date is correct A value must appear in the New Value field in order to be saved by the system Participant ID 999 00062 2 CL Seo V222012 742 PM Baek rienced Lad 2012 8 25 PH Baseline Compiestend Update key Flleds Fei Vist Daie Easting Value 1 24 2012 New vast oven Tamari 4 January 2012 Sun Mon Tue Wed Thu Pn 5 JJ 8 SS H 1 2 3 d 5 amp 6 i E FF WH E B H i5 16 17 6b 19 mM aA 2 B 5 6b HT
6. an arrow to see a list of choices and then click on the range that includes your age It may be helpful to give an example if you are 16 years old you would click the first item on the drop down menu because your age falls between 15 and 24 years Please press the correct answer now Do you understand Here is another practice question This question asks about the last time you went to school work or another activity Here you press the box corresponding to the correct day For example if you last went to school 2 days ago you will press the yellow box for 2 days ago After you have selected the correct colored box the computer will tell you to press the green box to go to the next question 2 March 2015 Page 17 Version 2 0 PRACTICE QUESTION PQ5 WITHOUT HEADPHONES REPEAT PRACTICE QUESTIONS WITH HEADPHONES PAUSE SURVEY REVIEW DEFINITIONS OF VAGINAL AND ANAL SEX MTN 023 ACASI Users Manual Here is another the last practice question This question asks how you got to the clinic today Here you will choose yes or no for each mode of transportation For example if you came to the clinic by bus today you would press the YES box for bus and the NO box for all of the other choices After you have selected Yes or No for each item the computer will tell you to press the green box to go to the next question Let s try going through these practice questions again but this time with the head
7. each workday on which at least one ACASI interview is administered the ACASI Computer data manager will transfer data from the touch screen computers to the ACASI Data Manager laptop computer The Data Manager laptop is the only one provided to the site that does NOT twist open as the touch screen laptops do 1 Remove the 2GB Secure Digital storage device SD card from each touch screen laptop computer Please note Each SD card is labeled with a unique number that matches one of the laptops and must always go back into the laptop with the corresponding label HE MTNO23 ACASI Data Manager 2 Ifthe ACASI Data Manager computer is not already turned on turn it on and enter the secure power on password microbicide trials network 3 Ifthe ACASI Data Manager computer is turned on and you are logged in log out by MTN 023 ACASI D pressing Start gt Shut Down and then choosing log off username 4 Log back into the ACASI Data Manager computer as the computer administrator using your assigned user name and password 5 Insert the SD card into the SD card slot on the left side Lenovo units or right side HP units of the laptop 6 Double click on the ACASI data manager icon which is located on the Windows ace nae 2 Desktop You will see the dialog box shown in Figure 14 with five 5 buttons 7 Click the first button in the Data Manager Dialog box which reads Merge data from SD card to ACASI database This will c
8. she will see a simple graphic such as the one shown in Figure 12 or will have the text displayed on the screen Figure 12 Once the participant has completed the practice questions and begins the ACASI interview you should leave the room You should however wait outside the interview room so that you are available should the participant have any questions or problems Exiting the ACASI Program At any time you may terminate the interview application by double tapping or double clicking on the top left corner of the screen where you see a small white square with a black border A gray box will pop up asking if you would like to exit the survey During the administrative setup you may double tap on the MTN logo to exit the program Please note each time an interview is completed the computer will automatically reboot and take you back to the initial login screen MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 14 Things to Keep in Mind e fa participant is willing to use ACASI but cannot because she lacks numerical literacy or is otherwise unable to correctly use ACASI after several attempts with the practice questions do not have her complete the ACASI Questionnaire Document in the participant s chart notes that she is unable to complete the questionnaire and specify the reason s e There are internal checks built into some of the practice questions this is by design The responses must agree with each other s
9. the computers have been properly turned off and plugged in to recharge the batteries Place the computers in a secure dry location until the next day of use ACASI User ID Numbers Each participating study site has been provided two different types of User ID numbers to be assigned to study staff involved in collecting and transferring ACASI data as follows e ACASI Administrator persons responsible for administering ACASI interviews with study participants e ACASI Computer data managers persons responsible for performing ACASI data back ups and transfers to the MTN SDMC i e SCHARP MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 2 Each ACASI Computer data manager is assigned his her own unique ACASI Administrator ID as well as a Windows login and password The Windows logins are used on the data manager computers User IDs will be assigned to study staff using assignment forms provided in sealed envelopes As User IDs are assigned each staff member assigned an ID must sign and date his her assignment form to acknowledge receipt of his her User ID Signed original forms should be maintained with other MTN 023 Essential Documents related to study staffing A copy of each signed form should be provided to Stan Mierzwa or Craig Savel at the Population Council Also contact Craig Savel csavel popcouncil org Samir Souidi ssouidi popcouncil org or Stan Mierzwa smierzwa popcouncil org if additional User IDs are needed
10. you get to school or work Please choose yes or no for each option This question lists five responses and requires the participant to choose yes or no for each one Question MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 13 The text of each question will appear on the computer screen in the language that is selected during the administrative setup and will be accompanied by an audio recording of the questions that the participant will hear through the headphones The participant will need to provide the correct answer to each question in order to move to the next question Please note the responses to the practice questions are not stored Once the participant has answered the practice questions there will be two options see Figure 11 REPEAT PRACTICE QUESTIONS BEGIN QUESTIONNAIRE Figure 11 1 You can have the participants repeat the practice questions by tapping the REPEAT PRACTICE QUESTIONS button Select this option if you think the participant needs more practice before beginning the ACASI interview 2 You can have the participant proceed to the ACASI interview questions by tapping the BEGIN QUESTIONNAIRE button Select this option if you think the participant is ready to proceed to the actual ACASI interview questions Before proceeding one additional guidance point to explain to the participant is that while she hears some of the longer audio files which introduce sets of related questions
11. 99 00063 5 999 00064 8 999 00065 0 999 00066 3 999 00067 4 999 00068 9 999 00069 7 999 00070 1 Touch screen Swivel MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 32 After completing the Administrative section of ACASI interview ACASI Administrators should swivel the screen of the laptop so the participant does not use keyboard MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 33 Appendix 2 ACASI Data Manager Cheat Sheet 1 Transfer and merge all SD Card data to ACASI database A B C Start laptop and log in as bond007 On the desktop double click to start the ACASI Data Manager ACASI data manager For each Touch screen computer i Remove the SD Card from the side of the computer Press the SD Card down ight ly and it should pop out li Insert the SD Card into the Data Manager laptop its card reader is located on the left side of the laptop iii Count from one to ten iv Click the Merge data button amp Menge data from SD card to ALASI database 2 Upload ACASI 023 backup zip file to atlas scharp org Once all the data from the SD Cards have been successfully merged to the ACASI database A om oO Click the upload button on the ACASI Data Manager dialog box Internet Explorer will open at the atlas scharp org upload website Sign in to atlas scharp org using your email address and Atlas password Z Upload ACASI database to ATLAS at SCHARF Clic
12. ACASI User Manual Table of Contents CONN MN B WN O 10 11 12 ACASI Schedule ACASI Equipment ACASI User ID Numbers ACASI Administrator Reference ACASI Training Script Guide for Administrators Instructions on how to use ACASI Transferring Data from Touch Screen Computers to Designated ACASI Data Manager Computer Uploading ACASI Data to the SCHARP Atlas Portal Backing up the ACASI Database Technical Notes on Data Backups Correcting Key Data in the ACASI Database Restoring On Site ACASI Data Figure 1 Turning on the Touch Screen Laptop Computer Figures 2 10 Administrative Setup Appendix 1 ACASI Cheat Sheet Appendix 2 ACASI Data Manager Cheat Sheet Appendix 3 ACASI Step by Step ACASI Schedule All participants will complete the ACASI baseline upon study enrollment and follow up ACASIs will be administered at the 12 Week and 24 Week clinic visits ACASI Equipment Each participating MTN 023 study site has been provided with the following ACASI equipment e Touch screen ACASI computers each equipped with a 2GB Secure Digital SD storage card and chargers touch screen computer e Designated ACASI laptop computer for Data Manager function and charger data manager computer e USB portable data storage device USB key e Audio headphones e Stylus The above listed equipment may be used for purposes of ACASI data collection and transfer only The equipment should not be used for any other office busi
13. Bw 2 Sf 3i l C Today 1 24 2012 j 14 Click the Save button if your entry is correct or the Clear button if you need to correct it to choose the date 15 After saving the correct value click the Exit button 16 The spreadsheet should be emailed to MTN023ACASISupport mtnstopshiv org 12 Restoring On Site ACASI Data Should a situation arise in which ACASI data needs to be restored to the designated on site ACASI laptop computer please email MTNO23acasisupport mtnstopshiv org to request written instructions to complete this process MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 31 Appendix 1 ACASI Cheat Sheet Set Up 1 Power on password is dvd15 2 Account credentials are o Username acuser o Password color93 3 Plug headphone into green round port on right side of laptop 4 Plug USB mouse into USB port on right side of laptop USB Mouse to assist ACASI Administrators with administrative section of ACASI Note If stylus causes difficulties participant can also use mouse to complete ACASI questionnaire Press here to pull out stylus a ThinkPad n Administrator ID s assigned by country 100 199 New York 200 299 Birmingham Alabama 300 399 Denver Colorado 400 499 Boston Massachusetts 500 599 Pittsburgh Pennsylvania 600 699 Memphis Tennessee Test PTIDs for staff to train and retrain practicing ACASI 999 00062 2 9
14. PREVIOUS QUESTION PRACTICE QUESTION PQ1 WITHOUT HEADPHONES PRACTICE QUESTION PQ2 WITHOUT HEADPHONES PRACTICE QUESTION PQ3 WITHOUT HEADPHONES PRACTICE QUESTION PQ4 WITHOUT HEADPHONES MTN 023 ACASI Users Manual If you press an incorrect numeric value on the number pad you can press the CLEAR button to restart entering the correct value For questions that prompt you to enter a value on the number pad enter the value by pressing the corresponding number If you need to hear a question again you may press the picture of the woman at the top of the screen with the stylus If you want to go back to the previous question press the big white box at the bottom left of the computer Let s try some practice questions together the first question asks whether you are a male or a female Press the black box once to confirm that you are a female After you have answered the question the computer will tell you to press the green box to go to the next question Let s try another practice question This question asks how many children are in your family Here you press the box corresponding to the number of children For example if there are two children in your family you would press the number 2 box After you have selected the correct number the computer will tell you to press the green box to go to the next question Let s try another practice question This question asks your age and instructs you click
15. SI training script on page 16 of this manual to begin the ACASI training session You may want or need to review the practice questions multiple times with each participant during the training practice session One option is to go over the first practice question without earphones so as to provide guidance and explanation to the participant Sit next to the participant while she answers the practice questions which provide examples for the participant of the question types she will encounter during the actual questionnaires They are as follows MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 11 1 Are you a male or a female This question requires the participant to choose either a black box or a red box Repeat o Question 2 How many children are in your family This type of question requires the participant to click on a number keypad to choose her response Repeat amp Question MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 12 3 What is your age This question requires that the participant click on an arrow to see a drop down menu and then click on her response Repeat et Question Select One option 35 or older Don t know 4 When was the last time you went to school work or another activity This is a multiple choice question which gives the participant five color coded options Repeat es Question Yesterday 2 days ago 3 days ago More than 3 days ago O Ea 5 How do
16. ar and the side labeled L the left ear Stylus touch screen training The participant should be shown how to use the stylus tap lightly and as straight as possible For most questions participants may tap the black square the red square yellow square or numbered boxes Additional Instructions Instruct the participant on the following e If she wants to change her answer to the previous question she can tap the white Previous button She can only go back to the question immediately preceding the current screen after that the previous button will be grayed out e If she wants to hear a question again she can click on the blue Repeat Question bar at the top of the screen with the picture of the woman e If she has any other problems or would like to stop the interview for any reason she should let you know Advise her on where to find you You should be nearby so she can find you easily but for privacy reasons you should not stay in the same room as the participant when she is doing her interview e If she would like to skip a question the participant may press the small white circle in the center at the bottom of the screen Practice Questions After you have prepared the touch screen computer for the participant steps 1 8 on pages 6 10 and are ready to train the participant on how to use the computer using the practice questions tap the PRACTICE QUESTIONS button to begin the practice questions Refer to the ACA
17. arch 2015 Page 27 ACAS data manager LD Invalid Participant ID 8 After the PTID is correctly entered you will be presented with a list of questionnaires that have been done for the entered PTID Based on the information provided to you from SCHARP PTID Visit Date etc you will need to select the correct record from the list provided to you The ID field is a unique internal ACASI identifier which is created because multiple ACASI questionnaires can be done for each PTID Click Select on the record you wish to update even if there is only one match for that PTID choose D tobe edited 9 Once you choose a record by clicking Select you will see the confirmation dialog box below You have selected ID 3_ for the Participant ID 111 11111 1 MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 28 10 Click the drop down arrow to the right of the Field list to choose which field you need to correct Participant ID Visit Date or Duplicate ID Visit Date Survey Name SurveyStatus Select 3 1 23 2012 7 42 PM Baseline interrupted Select 5 1 24 2012 3 23 PM Baseline completed Select 6 1 24 2012 8 38PM Followup Completed Click here to choose which field to update 11 Press the Tab key on the computer keyboard to display the existing value 12 Enter the new correct value in the New value field e Ifyou are correcting the Participant ID or
18. ch question and the possible responses on your headphones If you would like to answer the question before you have heard all of the possible responses please feel free to do so However we ask you to take as much time as you need to think about the best answer to fit your situation What you hear on the headphones is not live explain more if needed so you should not answer the questions out loud Instead will show you how to answer the questions using this stylus show the participant how to use the stylus You can read the question at the same time as it will also be displayed on the screen When you are asked a question you will choose your answer by pressing the computer screen with the stylus Press the screen lightly and as straight as possible show ppt Each question can have 2 to 6 possible responses You select your response by pressing colored boxes or a picture or a box with a number In it For example if you are asked whether you are a male or a female there will be a red box next to Female and a black box next to Male You would press the black box if you are male and the red box if you are female Version 2 0 2 March 2015 Page 16 NUMBERED For other questions you may press the box with the number BOXES corresponding to your answer for that question CLEAR EXPLAIN HOW TO ANSWER COUNT QUESTIONS WITH THE NUMBER PAD EXPLAIN HOW TO REPEAT A QUESTION EXPLAIN HOW TO RETURN TOA
19. date e The participant s language per her self report at the time of the ACASI interview e The number of children in the participant s family per her self report at the time of the ACASIT interview e The participant s age per her self report at the time of the ACASI interview e The last time the participant went to the school work or another activity per her self report at the time of the ACASI interview The administrator should enter all required information using either the physical keyboard or the screen keyboard and the stylus or mouse If you are using the screen keyboard and you need to enter a number tap into the box that requires the number and the keyboard Figure 2 should appear on the screen ar FS fa fat rte s 2 3 s e 7 s 3fe MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 5 Entering the Administrative Information 1 Administrator ID Each ACASI Administrator has been assigned an ACASI user ID Enter this ID as your Administrator ID by tapping on the keyboard screen with the stylus or clicking with the mouse and then tapping the green Submit button Your ID will be masked since it also serves as a security procedure for accessing the program If you enter an incorrect ID you will see the error message below Figure 3 If the Administrator ID entered is not a permissible login you will receive the pop up error message to Please enter a valid administrator ID lt i
20. de and visit date If the MTN SDMC i e SCHARP identifies that any changes to these key data may be needed the steps below will be followed 1 The MTN SDMC will contact both the site and ne MTNO23 ACASI Data Manager ACASI technical staff at the Population Council namely Stan Mierzwa smierzwa popcouncil org and Samir Souidi ssouidi popcouncil org 2 Authorized staff at the site will log onto the ACASI laptop as an administrator using their assigned user name and password and then complete the following 3 Double click on the ACASI Data Manager icon located on the Windows Desktop CAST ae ener microbicide trials network 4 You will then see a Data Manager dialog box with five buttons on it Figure 20 t Upload ACASI database to ATLAS at SCHARP 5 Click the fourth button in the Data Manager Backup ACASI database to USB key dialog box which reads Correct Participant ID Visit Date IEA Corect ParticipantiD Vist Date 4 pantiD 6 Enter your assigned User name and password Exit ACASI data manager 7 Enter the Participant ID number and then click the Search button The format for the PTID is XXX XXXXX X Participant ID If you do not use the correct PTID format you will see this message Please enter a valid participant ID with this format 999 99999 9 If you enter a PTID that is not in the database you will see this message MTN 023 ACASI Users Manual Version 2 0 2 M
21. dware Click USB Mass Storage Device and then click Stop Click USB Mass Storage Device again and then click OK and then Close You will see a message pop up on the task bar telling you that it is safe to remove the hardware 9 The USB backup key should be stored securely and in a dry location in a locked cabinet MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 25 10 Technical Notes on Data Backups The source ACASI data folder is C ACASIDATA This is the location in which the ACASI Access database resides The ACASI backup program utilizes the compression utility WinZip to ensure optimum drive space utilization A backup is performed on the following databases and files The ACASI database ACASIL MTNO23 mdb Windows computer System Event Log Windows computer Application Event Log Windows computer Security Event Log System mdw RespondentResponses xml eee a The backup program creates unique backup files of each database each time a backup is run This is done to prevent overwriting backup files Each backup file will be date and time stamped within the backup filename Additionally a unique backup name is created for each laptop computer If you have any problem with the backup procedure or anything does not work as indicated here please contact technical support at MTNO23ACASISupport mtnstopshiv org NAME DATE TIME COMPUTER NAME Example Backup Filename acasi_023 10062007 19311500 acasi mtn v It1 ZIP Exam
22. ed from one question to the next say After answering each question to go to the next question press the big green box at the bottom right of the screen If the participant has a question about how to hear a question again say If you want to hear a question again press the picture of the woman at the top of the screen If the participant has a question about how to go back to the previous question say f you want to go back to the previous question press the big white box at the bottom left of the screen If the participant asks for guidance on how to answer a question it is important to guide her on how to answer the question using hypothetical answers Do not ask her what answer she would like to enter Below are specific instructions on how to answer participant s questions on how to answer a particular question 4 After you have answered press the big green box at the bottom right of the screen to go to the next question If the participant has a question about how to answer a Yes No question say If your answer is yes press the black box If your answer is no press the red box If the participant has a question about how to answer a question with multiple colored boxes say If you want to hear the instructions again press the picture of the woman at the top of the screen Listen to the choices that the computer gives you and press the colored box that corresponds with your answer Fo
23. icipant went to school work or Select from drop down menu per her self report at ACASI set up another activity Mode of transportation participant uses to get to Select from drop down menu per her self report at ACASI set up work or school Swivel the screen of the laptop towards the participant Demonstrate use of touch screen computer headphones stylus Administer Practice Questions six questions to be completed by participant with guidance of ACASI administrator e Explain different ways to answer questions COLORED SQUARES DIAL PAD NUMBERED BOXES e Explain how to check that her answer was recorded blue highlight for categorical responses correct number in box for count responses e Explain how to answer count questions e Explain how to repeat a question and or move on to the next question e Explain how to return to a previous question can only go back ONE question to change answer e Explain how to skip a question only to be used if she refuses to answer e Explain how to change a response e g from yes to no e Repeat Practice Questions again if participant is struggling with use of computer 7 Administer ACASI Questionnaire Survey to be completed by Participant e Ask if participant has any questions before proceeding MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 35 e Tell her you will leave the room to give her privacy e Tell her you will be sitting just outside the room if she ha
24. ij English US Number of children are in your family Number of children are in your family gt 15 24 PPT s Age Last time you went to school work or activity Do not know age 7 After completing the above steps tap the green Next button A screen with a bar labeled PRACTICE QUESTIONS will appear DO NOT tap the PRACTICE QUESTIONS bar until you have set up the participant for the interview and are ready to turn over the computer to her 8 Turn the computer screen around and then turn over the computer to the participant With one hand on the base keyboard use your other hand to twist the screen away from you to the left in the direction of the arrow that you will see where the keyboard and display are connected MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 10 Setting Up the Participant for the Interview Refer to the ACASI training script on page 16 of this manual to set up the participant for the interview and begin the ACASI training session Audio headphone training Connect the headphones to the touch screen computer by plugging them into the port on the right side of the laptop with the picture of a headphone 6 d Ask the participant if she has ever used headphones before and show her how they work including using the dial on the cable wire to adjust the volume Show the participant how to put the headphones on The side of the headphone labeled R should cover the right e
25. k the 023 folder and insert site folder Click the Upload file link You will be prompted to browse for the ACASI_023_DB_XXXXXX zip file Click the submit button to upload the zip file to atlas Verify the file backups 3 Backup the ACASI database xmi and event log zip files to the USB key A Insert USB Key into laptop USB slot is located at i the back of the laptop or on the side Q Backup ACASI database to USB key B Click the Backup ACASI database to USB key button C Windows Explorer will open to the USB key backup folder D Verify the file backups MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 34 Appendix 3 ACASI Step by Step 1 Introduce yourself welcome the participant and make her feel as comfortable as possible 2 Explain ACASI procedure o Stress that we are using ACASI to give as much privacy as possible o Emphasize that responses are kept confidential o Tell participant what to expect during the ACASI interview 3 Enter information in Administrative Section a A o Confirm by selecting day month year from drop down menu Questionnaire language Confirm that English is the participant s primary language Even though only English is being used for this study you must confirm this of Children in participant s family Select from drop down menu per her self report at ACASI set up Participant s age Select from drop down menu per her self report at ACASI set up Last time part
26. ness or leisure activities No additional software should be installed on any of the computers and the computers should not be used for word processing browsing the Internet or any other application No technical changes should be made to any of the equipment unless directed by ACASI support personnel at the Population Council or MTN Statistical and Data Management Center SDMC i e SCHARP MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 1 In the event that the laptop battery loses power the touch screen ACASI computers are configured to automatically power down and go into hibernation In this state the laptop will save whatever is on the screen to disk The depleted laptop battery can then be replaced with a charged battery and the unit can then be turned back on After turning on the touch screen computer the power on security password see p 4 item 3 will need to be entered and then the laptop will display the screen as it was before going into hibernation It is important to keep all touch screen laptop batteries charged and available for use so that they can be available during power outages Please note that if you flatten the screen over the keyboard you will need to adjust the orientation of the display by clicking the Swivel button This button is on the bottom of the display to the left of the center and has an icon that shows a landscape changing to portrait display ONLY the data manager computer can be connected t
27. nter the correct PTID in the Participant ID field Confirm that the correct PTID was entered by entering it a second time and then tap the green Next button If the two PTIDs do not match you will see the error message below Figure 7A Participant ID xxx xxxxx x 454 54545 4 O O OOO Please provide correct PTD that was assigned to this Site Confirm Participant ID xxx xxxxx x 545 45454 5 a ee CET a a za This PTD 999 00071 6 does not match the master list a NOTE In addition to confirming that the PTID was entered twice when you click the green Next button a check is made to ensure the PTID is valid as provided by SCHARP If the PTID is not valid you will be prompted to enter a valid PTID sample of error messages are above Figure 7B and 7C If you are entering test data it is important that you enter one of the Test PTIDs listed in Appendix 1 of this document Any Test PTID can be used and Test PTIDs can be used more than once MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 8 5 Confirm the visit date The visit date will be filled automatically with the current date using the numeric format dd mm yyyy for example 17 04 2020 but you must also confirm the visit date by selecting the appropriate two digit day three character month and 4 digit year from the drop down menu You may also change the default date if necessary When done tap the green Next button Visit Date
28. o the internet and only when uploading data to the SCHARP ATLAS portal For computer security reasons no touch screen computer should ever be connected to the internet unless instructed by the ACASI technical support team Each participating study site must specify in its site specific standard operating procedures SOPs for MTN 023 where the above listed equipment will be securely stored and which study staff are authorized to access the equipment Study staff designated as responsible for proper storage of the touch screen computers should perform the following daily maintenance tasks with each touch screen computer on each workday e Turn on the touch screen computer and enter a valid User ID see below for more information on User IDs e Verify that the touch screen computer boots up properly and is functioning e Verify that the assigned labeled to match computer name SD card has been inserted in the touch screen computer e Verify that a stylus is present in the stylus slot of the touch screen computer e Clean the touch screen computer screen with cloth DO NOT use liquid cleanser or water e Charge the touch screen computer and ensure the battery is full at the start of each work day in case of unexpected brown outs At the end of each workday after performing required data backup and transfer tasks study staff designated as responsible for proper storage of the touch screen computers and the data manager computer should ensure that
29. opy the new data from the SD card into the ACASI database maintained on the laptop which is located in the C ACASI WDATA folder After the data are successfully transferred the transfer program will delete the data from the SD card Note If you have not inserted the correct SD card you will see the error message below Figure 15 ACASI Manager xj i There is No SD Card with RespondentResponses xml File Please Insert the Correct SD Card and try again Figure 15 MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 20 Also note that as you remove the SD card from the touch screen laptop you might inadvertently move the gray tab on the left side of the card to the locked position Before inserting the SD card into the Data Manager laptop you must be sure that the card is unlocked by moving the gray tab back up to the unlocked position If you have locked the SD card before inserting it into the Data Manager laptop you will see this error message in Figure 16 In Figure 17 below you can see how the card should look when it is unlocked MTNO23 ACASI data manager x The SD Card is locked Please unlock and try again This is the correct unlocked position If tab is in locked position push it up to the unlocked position e B Figure 17 8 After the data are successfully transferred the transfer program will delete the data from the SD card D Card 9 Ifthe data are no
30. ory tree to your left A note about support ACASI Jo not see to your left please contact your Atlas liaison archive For ACASI support please use this emad address Blantyre mtnO L5acasisupporte mtnstopshiv org This address is to provide assistance for issues related to ACASI equipment eThekwini questionnaire procedures transferring and backing up Kampala ACASI data making corrections Lilongwe to the data and uploading to the Atlas portal gt Cape Town MRC Bothas Hill MRC Chatsworth For technical questions about the web site such as passwords or access to the Atlas site please contact atlas scharp org c Click the Upload Files icon on the lower portion of the page Uploaded Files Awaiting Processing Below is a list of uploaded files that await processing at SCHARP To view the site archive folder which conta site ACASI files that have been processed please click here B So A G A UPLOAD FILES Qi import pata Z File Upload Type Single file Multiple files Choose a file BROWSE UPLOAD E Namea Last Modified Size Created By Description F acasi_MTNOO5 03212011 16005645 A 2011 03 21 16 04 04 2 139 171 s5mierzwa po F op acasi_MTN005 0323201 1 11304446 A 2011 03 23 11 36 25 2 147 363 smierzwa po d Browse to the file to be uploaded on the data manager computer You will only need to upload the most recent file each day as both new questionnaires and any change
31. pecifically for questions regarding the participant s sex the number of children in her family and the mode of transportation she uses to get to school or work She will be prompted to try the question again if the answer she gives during the practice questions does not agree with the answers that you entered in the administrative section e If there are any program or computer failures during an interview please write down the question number and the context in which the error occurred As much information as possible about the situation that brought about the error would be useful for correcting the problem If the error causes the interview program to stop you should exit the program and restart it e Ifthe interview that is terminated is only partially completed the participant will need to start from the beginning with a new interview The interview program will allow one study participant to complete the interview more than once but the data from each interview will be saved separately e You may need to respond to specific questions the participant may have about how to enter their response or about the interview questions To answer questions related to how to use ACASI please refer to the guide for administrators on how to use ACASI page 19 As you remove the SD card from the touch screen laptop you might accidentally move the gray tab on the left side of the card to the locked position Before inserting the SD card into the Da
32. phones You have done very well in learning how to use the computer and headphones think you are ready to now answer the interview questions on your own Do you have any questions before you proceed Discuss as needed Now I m going to leave the room so you can answer the questions in private will be sitting just outside the room if you have any questions Please remember to take off your headphones and come get me when you are finished or if you have any questions during the interview YOU WILL BE ASKED VERY SPECIFIC QUESTIONS ABOUT SEX AND THE KIND OF SEX THAT YOU HAVE YOU WILL BE REMINDED OF THESE DEFINITIONS DURING THE SURVEY BUT WOULD LIKE TO EXPLAIN THEM TO YOU BEFORE YOU BEGIN IN CASE YOU HAVE ANY QUESTIONS e BY PRIMARY SEX PARTNER WE MEAN A MAN YOU HAVE SEX WITH ON A REGULAR BASIS OR WHO IS YOUR BOYFRIEND OR HUSBAND OR WHO YOU CONSIDER TO BE YOUR MAIN PARTNER VAGINAL SEX IS WHEN A MAN PUTS HIS PENIS INSIDE YOUR VAGINA ANAL SEX IS WHEN A MAN PUTS HIS PENIS INSIDE YOUR ANUS NOTE TO STAFF WITH REGARDS TO TERMS SUCH AS VAGINA PENIS ANAL ANUS AND PARTNER PLEASE USE THE TERM S MOST APPROPRIATE TO THE LOCAL POPULATION WHEN REVIEWING THESE DEFINITIONS WITH PARTICIPANTS LEAVE ROOM WHILE PARTICIPANT COMPLETES INTERVIEW 2 March 2015 Page 18 Version 2 0 6 Guide for Administrators Instructions on how to use ACASI l If the participant has a question about how to proce
33. ple Backup Filename AppEvent 10062007 19311500 acasi mtn v It1 ZIP Example Backup Filename SecEvent 10062007 193 1 1500 acasi mtn v It1 ZIP Example Backup Filename SysEvent 10062007 193 1 1500 acasi mtn v It1 ZIP Example Backup Filename ACASI_xml 10062007 19311500 acasi mtn v It1 ZIP The backup filename will indicate the database file that was backed up followed by the date time and assigned ACASI computer name Each backup file is compressed and encrypted with the assigned password ptw472 When a merge from the SD card is done the compressed files are stored in date stamped folders in the C acasi backup directory on the hard drive The purpose of the USB key is to add an extra level of safety in case the hard drive crashes If the automated backup to the USB key does not function properly please follow the steps below to perform a manual backup You can simply copy the backup files just like you would with any other file 1 Open Windows Explorer or My Computer 2 Navigate to the C acasi backup directory 3 Select the current date s folder For example the files for April 9 2008 will be in a folder labeled 04092008 4 Select the folder then copy and paste it to the USB key The drive letter of the key will most likely be E MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 26 11 Correcting Key Data in the ACASI Database The following data are considered key data in the ACASI database PTID visit co
34. r example for the practice question that asked you when the last time was that you went to school work or another activity if you went to school today you would press the black box If you went yesterday you would press the red box If you went 2 days ago you would press the yellow box If you went 3 days ago you would press the white box If you went more than 3 days ago you would press the green box If the participant has a question about how to answer a question with numbered responses say If you want to hear the instructions again press the picture of the woman at the top of the screen Listen to the choices that the computer gives you and press the box corresponding to the number of times that you did what the computer is asking For example if your answer is two you would press the number two box If the participant has a question regarding count questions with the number pad say If you want to hear the instructions again press the picture of the woman at the top of the screen To select your response tap the number s that corresponds with the answer you wish to select For example if your answer is 17 tap the I and then the 7 If you accidentally press the incorrect number press the yellow clear button to restart entering the correct response MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 19 7 Transferring Data from Touch Screen Computers to Designated ACASI Data Manager Computer At the end of
35. rmat Merge data from SD card to ACAS database acasi_023 DDMMYY Y Y HHMMSS A We Upload ACAS database to ATLAS at SCHARP e acasi_mtn v lt ZIP Where DDMMY YY is the day month and Backup ACASI database to USB key year HHMMSS is the time in hours minutes a and seconds and is the Data Manager laptop K Corect Participant D Visit Date number For example acasi_023 10062007 19311500 acasi_mtn v Ext ACAS data manager It1 ZIP 5 With the computer connected to the Internet do the following a Go to http atlas scharp org and click on the MTN button on the front page You will be asked to agree to the terms of use by checking a box and then clicking the AGREE button Click on 023 in the left hand navigation bar At this point you will need to sign in to access the ACASI section of the website Alternatively you can browse directly to https atlas scharp org cpas Project MTN 023 begin view and sign in with your Atlas email and password It may be helpful to bookmark this page in your web browser so you can return to it easily MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 22 b Hover over the word MTN on the top navigation panel and a drop down menu will appear Expand the section labeled ACASI and navigate to the desired site Stotietic at Center tor MIV AIDS Research amp Prevention CHARP Aias 012 and IPM 010 013 and IPM 026 MTN 015 ACASI Support _ itination from the direct
36. s any questions e Remind her to take off the headphones and come get you when she is finished or if she has any questions during the interview e Leave the interview room and wait outside the room 8 When the ACASI is finished thank the participant for her time and effort in answering the questions e Make sure she returns the stylus or leaves it with the touch screen computer 9 For ACASI questions or concerns please email the following mtn023acasisupport minstopshiv or MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 36
37. s will be added to that file cumulatively e Click the Submit button MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 23 You should now see the file in the upload area You may refer to this page to view a chronological list of recent uploads and confirm file upload You can sort on any column much like in Excel or Atlas databases by clicking the column header or the arrow to its right E Name Last Modified l Size Created By Description El m i acasi_MTNO005 03212011 16005645 A 2011 03 21 16 04 04 srzwaMpo sort Ascending El E i acas _MTN005 032327011 11304446 A 2011 03 23 11 36 25 _ BrzZzwa po i Sort Descending E acasi_MTN005 03232011 11405310 A 2011 03 23 11 47 42 1675 colu EJE acasi_MTNO05 03232011 11562224 A 2011 03 23 12 00 46 OWM rzwa po test txt 2011 03 15 16 25 46 iS smierzwa po Please Note The file name must be unique for each upload and the maximum upload size is 250MB For any support needs related to the data upload process please send an e mail to MTNO23ACASISupport mtnstopshiv org For any technical issues and for questions or problems related to Atlas web sign in please e mail atlas scharp org Refresh This will refresh the contents of the Files module This is similar to hitting refresh on your browser t UPLOAD FILES 1 J MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 24 9 Backing Up the ACASI Database
38. t successfully transferred please note the error and email a description of the problem to MTNO23ACASISupport mtnstopshiv org 10 Remove the SD card from the data manager laptop and insert it in the corresponding touch screen computer immediately to make sure they are kept together After completing the data transfer from all the touch screen computers that completed ACASI questionnaires to the data manager computer then proceed to uploading the data to the ACASI database and backing up the data to your assigned USB key MTN 023 ACASI Users Manual Version 2 0 2 March 2015 Page 21 8 Uploading ACASI Data to the SCHARP Atlas Portal At the end of each workday on which at least one ACASI interview is administered after transferring data from the touch screen ACASI computers to the designated data manager computer the ACASI Computer data manager will upload the ACASI database to the MTN SDMC i e SCHARP via the ATLAS portal 1 If the data manager program is not open double click on the ACASI data manager icon ACASI data manager on the Windows Desktop HE MTNO23 ACASI Data Manager 2 You will see the Data Manager dialog box shown in Figure 18 3 Click on the second button in the Data Manager dialog box which reads Upload l ACASI database to ATLAS at SCHARP microbicide trials network 4 The files to be uploaded will be date stamped with the current date and will be in the 3 ACASI Data Manager following fo
39. ta Manager laptop you must be sure that the card is unlocked by moving the gray tab back up to the unlocked position This is the correct unlocked l l position l S an isk If tab is in f S C eC locked 3 e position push ar it up to the unlocked position G R MTN 023ACASI Users Manual Vesin20 oO O 2 March 2015 Page 15 INTRODUCE SELF AND INTERVIEW EXPLAIN CONFIDENTIALITY EXPLAIN AND DEMONSTRATE HEADPHONES EXPLAIN HOW THE PARTICIPANT WILL HEAR AND SEE THE QUESTIONS IF PARTICIPANT IS LITERATE PLEASE ADD EXPLAIN AND DEMONSTRATE STYLUS EXPLAIN DIFFERENT WAYS TO RESPOND TO QUESTIONS COLORED BOXES MTN 023 ACASI Users Manual Hello my name is am going to set up the computer for your interview and show you how it works If you have any questions at any time please feel free to stop me and ask We will work together until you feel comfortable using the computer on your own want you to know that your answers to these questions are confidential That means your personal information will be kept private and will not be discussed with anyone else The interview questions are recorded on the computer so instead of me asking you the questions you will hear them through the headphones You place the headphones on your head like this show ppt You can adjust the loudness of the voice you hear by turning this knob show ppt Do you have any questions You will hear ea
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