Illustrating the process using CS-Pro
Contents
1. a text file which should be saved as part of the data management reports for the project 6 1 Verification Some systems have a feature that users often mistake for double data entry This is where the data are retyped into the same data file and the values compared to those that were entered originally The system immediately tells you if the new value and the original value do not match You then need to type the correct value after having checked it on the original questionnaire which is then accepted and stored in the data file This feature in CS Pro is known as Verification Unlike with the Compare Data feature CS Pro does not provide a file of the discrepancies found during verification Verification is better than using no data checks at all but if the choice is between verification and double data entry then we would recommend double data entry 7 Export Data Export Data is a tool that allows you to export data to statistics software SPSS SAS or STATA by creating an ASCII data file and corresponding syntax files to import the data into the relevant package The syntax will include commands to label the variables and variable value codes and set missing value codes as appropriate There are various options in the Export Data dialog box When you have more than one record in your data we would recommend using the Multiple Files option and the As Separate Records option Whether to export items or sub items depends on what 18 SS2. appearing The second use for value sets is to group numeric data such as age weight height etc In our example dataset we have the item Area of Waterbody WBAREA for which values range from 2 to 700 hectares Figure 8 shows a simple grouping for this item using a value set Figure 8 Grouping a numeric item using a Value Set Value Set Name Value Label To Special WBAREA V51 Small 25 0 Medium 100 0 700 0 Here we have defined 0 to 25 hectares as small 25 to 100 hectares as medium and 100 to 700 hectares as large This value set also has the effect of setting a range on the data for this item and if we try to enter 701 for example CS Pro will show the OUT OF RANGE error message We can also create more than one value set for an item For example for the item Month PAPD Started one value set can set value labels for the months January to December while a second set can group the months into quarters of the year In tabulations we can choose which value set to use when we tabulate the month so this facility gives us a lot of flexibility 10 SSC 2009 Illustrating the Process using CS Pro 2 6 Setting Range Checks using Logic Logical checks on the data are often necessary One such check is a range check Figure 9 shows an example of a range check for the item PAPD_DAY using the CS Pro language Figure 9 Using Logic to set a Range PROC PAPD DAY if papd day lt 1 or papd day gt 31 then errmsg Day must b
3. each record Group and Respondent in our example must be on separate forms If we use a horizontal or vertical roster the roster can be placed within the form for the Group record 3 2 3 Other Options Whether or not you select the option Require Enter key on Entry is a matter or personal choice but you must be consistent throughout your data entry applications and ensure the details are documented for the data entry staff So what does this option mean in practice By default during data entry CS Pro will automatically 14 SSC 2009 Illustrating the Process using CS Pro move to the next data item if the current item is completely filled If the item is not completely filled then you need to press lt Enter gt to move on For example Figure 13 shows two data items each of length 2 1 e they each have space for 2 digits Figure 13 Data Items with length 2 Number of awareness training activities 2 Number of peaple in FGD ell With the default option if we enter 2 digits for Number of awareness training activities e g 10 then our cursor would move directly to the item Number of people in FGD However if we only enter one digit e g 3 we would need to press lt Enter gt to move on Note that entering 03 is treated as two digits Selecting the option Require Enter key on Entry would mean always having to press lt Enter gt to move on regardless of the number of digits entered Some prefer not to
4. point when you have decimal places on an item This is to avoid any confusion and to prevent for example a value such as 63 9 being read as 639 2 4 Dealing with Dates Issues concerning dates were highlighted in section 1 4 4 of the accompanying guide Part I In CS Pro there is no specific data type for dates The data type of an item is either Num for numbers or numeric codes or Alpha for text values The recommended system for dealing with dates is to define a numeric item of length 8 as the date item and then declare sub items for day month and year An example of this can be seen in Figure 6 with the item Date PAPD Started Figure 6 Definition of dates in the data dictionary N Item Label ltem Name Start Len Data Type Item Type Occ Dec Dec Char Zero Fill PAPD_METHOD_DICT PAPD_METHOD_QUEST O e _IDS0 O Waterbody type TYPEID Item mm S E Area of waterbody WBAREA ltem m TYPEID m WBAREA E Is this a PAPD site PAPD me m PAPD Date PAPD started PAPD_DT tern m PAPD_DT O Day PAPD started PAPD DAY Subitem PAPD_DAY E Month PAPD started PAPD_MONTH Subitem PAPD_MONTH 3 PAPD YEAR O Year PAPD started PAPD_YEAR Subitem m NGO O Partner NGO NGO Item m NGO_DT E Date of NGO contract NGO_DT Item i i M M M MA MA Here the date item PAPD_DT starts at position 13 and is of length 8 The sub items for day month and year are then defined with PAPD_DAY of length 2 starting at position 13 PAPD_
5. structures they are best avoided Database packages are in many ways ideal for complex data structures with several levels The ability to design data entry screens that resemble the questionnaire is a particular strength as is the ability to program automatic skips matching skips in the questionnaire One serious disadvantage however is that designing and implementing a database is not a trivial task and there is a very steep learning curve involved Fortunately there is a third option packages such as CS Pro which is used in this guide to illustrate how the application of rigour and discipline can help in setting up a good data entry system for capture of data entry errors and validation The Statistical Services Centre has written a series of guidelines for DFID The booklets are available online at www reading ac uk ssc 4 SSC 2009 Illustrating the Process using CS Pro 1 Whatis CS Pro CS Pro Census and Survey Processing System is a package for entry editing tabulation and dissemination of census and survey data CS Pro was developed jointly by the U S Census Bureau Macro International and Serpro S A with major funding from the U S Agency for International Development This software can be downloaded from http www census gov ipc www cspro and is available free of charge CS Pro includes a data entry application a batch editing application and a tabulation application Within the data entry application the
6. 0 Basic information concerning respondents Type of person Gender Involvement in CBFM Perception of changes in 1 Full time fisher 2 Part time 1 Male activities social cohesion since start fisher 3 Subsistence fisher 2 Female 1 Lots 2 Some 3 Little of CBFM activities scale of 4 Fish trader 5 Fish processor 4 None 6 SSC 2009 Illustrating the Process using CS Pro 2 1 Levels amp Records We described levels and records in section of the accompanying guide Remember a level generally equates to a questionnaire and records refer to hierarchical data within the same questionnaire In our example survey we have one questionnaire and thus one level In our questionnaire questions 1 to 9 provide background information and generate one set of answers per focus group discussion Question 10 captures four pieces of information for each respondent Thus we have a focus group record and a respondent record These two records are shown in Figure 2 Figure 2 Group and Respondent Records in Data Dictionary N Record Label Record Name Type Value Required Max PAPD_METHOD_DICT E Focus Group GROUP_RECORD 1 Yes 1 PAPD_METHOD_QUEST O Respondent RESPONDENT RECORD 2 No 10 a DSO0 comm GROUP_RECORD m RESPONDENT_RECORD Note each record has a label and a name The Type Value is a code that identifies this kind of record in the data file For example Figure 3 shows some of the data for this project The first row
7. C 2009 Illustrating the Process using CS Pro your sub items represent In our examples we have used sub items for the components of a date and the recommended action in that instance is to export subitems Note that exporting to SPSS does not produce a sav file but instead produces an ASCII file with the extension dat and a syntax file with the extension sps 8 Conclusions In the booklet Disciplined Use of Spreadsheets for Data Entry we concluded that spreadsheet packages such as MS Excel can be used for effective data entry particularly for data sets with a simple structure However if the data entry component is large or complex then you should consider using a specialised data entry package Database packages such as MS Access are ideal but as we mentioned in the introduction they have a steep learning curve In showing you what CS Pro has to offer we have tried to show an alternative that avoids the potential problems associated with spreadsheets but is much easier to learn than a database package One of the key features that CS Pro shares with databases packages is the requirement that you think about the structure of your data before you start In MS Access this would involve setting up the tables and relationships in CS Pro this involves creating the levels records and items in the data dictionary A package that is similar to CS Pro in many ways is Epilnfo This is distributed by the Center for Disease Control and Pr
8. Competent Data Management a key component Part II Illustrating the data entry application using CS Pro April 2009 University of Reading lt y Statistical Services Centre J Data Management Support to RIU Projects Background This booklet and an accompanying parallel booklet entitled Part I Elements of a Good Data Entry System aim to provide guidance on how data entry systems can be set up and managed The first part was aimed at the project Data Manager and focused on discussing the components of a good data entry system that will help in ensuring quality data The first booklet can be used as an aid to development of the data management guidelines for the project In this the second part we show how to implement a data entry system We use CS Pro in this second guide but the ideas could be implemented equally well in other packages such as Epi Info and MS Access The exact method of implementation will of course differ but the concepts remain the same Disclaimer This document is an output from the Research into Use Programme managed by NR International a project funded by the UK Department for International Development DFID for the benefit of developing countries The views expressed are not necessarily those of DFID or NR International Acknowledgements We are very grateful to Dr Parvin Sultana Middlesex University Flood Hazard Research Centre for granting permission to use an exam
9. Figure 10c shows the Respondent form which is a roster form with 10 rows for up to 10 respondents This matches the MAX value we set for the record when it was defined in the dictionary indication that each focus group can have up to 10 respondents 3 2 The Drag Option Menu When you generate default data entry forms or when you drag a dictionary record onto a form the dialog box shown in Figure 11 will appear Figure 11 Drag Option Dialog Box Drag Options Text Options Use Labels Use Names Text Text Roster Options Horizontal C Vertical C Don t Roster Other Options Require Enter Key on Entry iY Use Subitems When Present Cancel Help The Drag Options define how items will look on the form when you drag them across As you can see there are three sections to this dialog 1 Text Options 2 Roster Options 3 Other Options We will deal with each of these in turn 3 2 1 Text Options When an item is dragged onto the form there will be space for the data to be entered and some text related to the item You have the choice of using the item label or the item name for this text and a choice of the text appearing to the right or left of the data SSC 2009 Illustrating the Process using CS Pro 13 item The default option of using labels and having the text to the left is recommended 3 2 2 Roster Options The default roster option is Horizontal With this option the ros
10. MONTH of length 2 starting at position 15 and PAPD_YEAR of length 4 starting at position 17 We recommend you always use 4 digits for the year Specifying the sub items helps to avoid some of the confusions that often occur with dates in particular whether to put the day before or after the month 1 e is 09021959 9th February 1959 or 2nd September 1959 Whichever order you choose you must be consistent throughout your survey Also the order of the date components must be specified clearly on the questionnaire itself For example Please state date PAPD started ___ _ __ dd mm yyyy In the original survey social cohesion was a single digit but for illustration purposes we have made this a decimal value SSC 2009 Illustrating the Process using CS Pro 9 2 5 Value Sets Value sets in CS Pro have two possible uses The first is to set value labels for numeric codes For example Figure 7 shows the value set for the Sex item in our example dataset Figure 7 Value labels for the SEX item Value Set Name Value Label To Special SEX Y51 Mlale Female Here we define that code 1 is for Male and code 2 is for Female As these are numeric codes there is no range of values so we do not have a value in the To column The value set also sets a range for the data that can be entered into this item For example entering a value other than 1 or 2 into the Sex item would result in an OUT OF RANGE error message
11. able Value Set Name Value Label To Special PAPD DAY YSI Valid data 31 Missing Missing Not Applicable NotAppl 5 Automatic Skips in Data Entry Most data entry systems have facilities for programming automatic skips In CS Pro this 1s done using logic code In our example dataset question 3 1 1s only relevant if this is a PAPD site 1 e the answer to question 3 is Yes Figure 17 shows the code associated with question 3 Figure 17 Logic Code for an Automatic Skip PROC PAPD if papd 0 then skip to ngo endif This code is executed as soon as data is entered into question 3 PAPD If the value entered is O a no response then we skip to question 4 NGO If not applicable codes SSC 2009 Illustrating the Process using CS Pro 17 have been set up for the items skipped then CS Pro will automatically insert those codes alternatively they can be programmed in as shown in Figure 18 Figure 18 Setting values for skipped items PROC PAPD if papd 0 then papd day 59 papd month papd year 6 Skip to ngo endif Oe D 5 O e Oe 6 Compare Data Feature We recommended double data entry in Part I followed by a comparison of the two data files so generated CS Pro includes a Compare Data feature for this purpose The feature is found on the Tools menu in the data entry application You need to specify the dictionary file and the two data files The results of the comparison are saved to
12. e between 1 and 31 please reenter reenter papd day endif This procedure uses a single if statement to check whether the value entered in PAPD_DAY note this is not case sensitive is outside the range 1 to 31 If the value is outside this range the function errmsg gives a customised message to the user The function reenter will move the cursor back to the PAPD_DAY item on the data entry form Note the if statement must finish with endif and there can be as many statements as you need between if and endif The if statement also has an optional else clause for more information on the CS Pro language and syntax see the CS Pro user manual available at http www census gov ipc www cspro doc html Note that logic codes are also immensely useful to check consistency between data items 3 Data Entry Forms Once you have created your data dictionary the next stage is to create the corresponding data entry forms Ideally you should aim to make your data entry forms on the computer match the questionnaire form as much as possible This facilitates data entry and minimises errors as the data entry staff are able to match the position of a value on the questionnaire with the data entry box on the screen 3 1 Generate Default Forms CS Pro has an option to generate default data entry forms based on the current data dictionary To generate the default forms click the Forms button on the toolbar then choose Edit gt Generate Forms It i
13. ear and choosing Add Text In the resulting dialog box you enter the text you want to appear on the form You can also select the font and the colour The text will appear in the position where you right clicked but once selected this text as with other items on the form can be moved around the form by either using the mouse or the arrow keys on the keyboard An item on the form is selected by clicking on it Several items can be selected by holding down the lt Ctrl gt key as you click each item Once several items have been selected options on the Align menu can be used to align the items to the right left top or bottom When aligning to the right or left be aware that items in the same horizontal plane will be placed on top of each other The same is true for items in the same vertical plane when aligning top or bottom Remember the Undo button is always available if needed Further information on editing forms including moving items from one form to another can be found in the CS Pro User Guide 4 Dealing with Missing Values As highlighted in the accompanying guide Part I it is useful to set a missing value code when you create value sets see Section 2 5 For example Figure 15 shows a value set in CS Pro for the Sex item where 1 Male 2 Female and we have used 9 for our missing value code Figure 15 Setting a Missing Value Code Value Set Name Value Label From To Special SEX V51 Male Female Missing c M
14. evention CDC Atlanta U S A More information about EpiInfo can be found on the Internet at http www cdc gov epiinto from where it can be downloaded free of charge SSC 2009 Illustrating the Process using CS Pro 19 The Statistical Services Centre SSC University of Reading UK undertakes training and consultancy work on a non profit making basis for clients within and outside the University This guide has been produced by the SSC for the DFID funded Research Into Use RIU programme which is being managed by Natural Resources International Limited ENN Iei Statistical Services Centre University of Reading Research Into Use P O Box 240 Reading RG6 6FN UK Tel 44 118 931 8025 Fax 44 118 931 8458 web http www reading ac uk ssc
15. f should be expected to do and there may be a tendency to just omit data that does not fit 2 2 Identification Unique Identifier Identification items uniquely identify the questionnaire This could be a single value entered at the top of each questionnaire or it may be a combination of values Figure 4 shows the identification item for our example which is the Identification Number at the top of the questionnaire This number has three digits so when the item is defined in the dictionary the length must be set to 3 Figure 4 Identification Item N Item Label Item Name Start Len Data Type ltem Type Occ Dec Dec Char Zero Fill PAPD_METHOD_DICT 4 PAPD_METHOD_QUEST O Identification Number ID 2 3 Num Item fe m ID In this particular example we have set Zero Fill to Yes which means for example an identification number of 7 will be stored as 007 Data in the identification item will appear in every record in the data file 2 3 Items An item describes a response to a question In our example the respondent record has five items as shown in Figure 5 Note that we have included Person Number as an item This is the number in the first column of the table on the questionnaire that was pre printed see Figure 1 This item must be included as part of the unique identifier for the respondent record We mentioned earlier that the identification item appears on all records rows in the data file Although the identification i
16. have to press lt Enter gt as it means fewer keystrokes and therefore faster data entry On the other hand you may be used to a system in which pressing lt Enter gt is the norm and you may find that option more intuitive The second of the Other Options is Use Subitems When Present This option defines how items and sub items appear on the form In our example dataset we have set date items with a length of 8 and within these items have set sub items for day month and year The default would be to include the single data item on the form and this is shown in Figure 14a Figure 14 Options for Sub items 14a Using the Item Date PAPD started ER 14b Using Sub items Day PAPD started Month PAPD started Year PAPD started On the other hand selecting this option means the three sub items are included on the form as shown in Figure 14b instead of the single item For dates we would recommend using the sub items on the form as the order of day and month is then clearly defined SSC 2009 Illustrating the Process using CS Pro 15 3 3 Editing Data Entry Forms The default data entry forms can easily be edited and we recommend making your form on the screen match your questionnaire as closely as possible This may involve e adding extra text e moving and aligning items e editing existing text e changing the text font Extra text is added by right clicking on the form in the position where you want the text to app
17. issing Note the use of Missing in the Special column CS Pro only allows one such missing value code for each item If your item is of length 1 and you already have codes 1 to 9 16 SSC 2009 Illustrating the Process using CS Pro assigned then you should change your data item to be of length 2 so that you can assign 99 as the missing value code The missing value code can be any non valid value but it is best to be consistent and use the same digit in all items For example use 9 for one digit numeric codes 99 for two digit numeric codes etc For items that are not coded but take real values e g age weight area etc we suggested in Part I to use a negative value as the missing value code As an example the value 999 9 can be used for the item Area of Waterbody Note this item is of length 6 and the missing value code has used all 6 spaces but it could be less Further information on missing values can be found in the CS Pro User Guide In CS Pro you can additionally define a code for not applicable in the same way that you can for missing 1 e by using value sets In our example questionnaire question 3 asks 3 Is this a PAPD site Y N 3 1 If yes please state date PAPD started Clearly the date is not applicable if the site is not a PAPD site We can set a Not applicable code for the sub items of the date day month and year Figure 16 shows the value set for PAPD_DAY Figure 16 Setting a code for Not Applic
18. ple from her research work to illustrate good features of a data entry system We also thank Dr Frances Kimmins RIU Management Team for funding the preparation of this guide 2 SSC 2009 Illustrating the Process using CS Pro Contents Introduction 1 2 2 1 2 2 2 3 2 4 2 5 2 6 3 1 3 2 3 3 OSSC 2009 What is CS Pro Data Dictionary Defining the Structure of your Data Levels amp Records Identification Unique Identifier Items Dealing with Dates Value Sets Setting Range Checks using Logic Data Entry Forms Generate Default Forms The Drag Option Menu Editing Data Entry Forms Dealing with Missing Values Automatic Skips in Data Entry Compare Data Feature Verification Export Data Conclusions Illustrating the Process using CS Pro 10 11 11 11 13 16 16 17 18 18 18 19 Introduction In the booklet entitled Role of a Database Package for Research Projects we considered the strengths and weaknesses of using spreadsheets such as MS Excel and database packages such as MS Access for data entry We concluded that when used with discipline spreadsheets are adequate when your data has a simple structure 1 e one or maybe two levels only We defined with discipline in our guide called Disciplined Use of Spreadsheet Packages for Data Entry Spreadsheets are easy to use and very popular but for complex data
19. re are facilities for defining the structure of your data the data dictionary and creating data entry forms During the data entry process itself there is the facility to verify data by retyping values and comparing them to the values previously entered There is also the facility to compare two data files created during double data entry and produce a report on the discrepancies found With the tabulation application you can produce cross tabulations and frequency tables which are useful for exploratory data analysis and error checking For information on the tabulation application refer to the CS Pro user guide available from http www census gov ipc www cspro doc html When you need to transfer to a Statistics package to analyse your data further CS Pro provides a useful Export feature that transfers the data to formats readable by Excel and a variety of statistical packages If requested this feature will generate syntax files for STATA SPSS and SAS that contain the instructions for reading the data and for labelling the variables 2 Data Dictionary Defining the Structure of your Data Before you can start to enter data using CS Pro you must create a Data Entry Application A Data Entry Application contains a set of forms screens and logic code which a data entry clerk uses to key data to a data file Data Entry Applications can be used to add new data and to modify existing data Before creating your data entry forms you must crea
20. s often easiest to start with the default forms and then edit them to match your questionnaire The default forms will consist of one form for the identification items and one form for each of the records in your dictionary Thus for our example data we will have 3 default forms as shown in Figure 10 SSC 2009 Illustrating the Process using CS Pro 1 Figure 10 Default Forms generated by CS Pro 10a Form for the Identification a PAPD_METHOD_FF Identification Number ta PAPD_METHOD_QUEST 0 IDSO_FORM D O GROUP_RECORD_FORM 0 RESPONDENT_RECORD_FORM 10b Form for the Group Record PAPD_METHOD_FF Waterbody type ta PAPD_METHOD_QUEST IDSO_FORM Area of waterbody Is this a PAPD site Day PAPD started Month PAPD started Year PAPD started 10c Roster Form for the Respondent Record Involvement in CBF Ml Person Number Type of person Gender activities Social Cohesion In our example the identification is a single item so the corresponding form contains just the Identification Number This is shown in the right hand panel of Figure 10a Figure 10b shows the first part of the Group Record form The lengths of the data items can be clearly seen here Waterbody Type was defined as length 1 and there is space to enter one digit Area of Waterbody was defined with length 6 and with 1 12 SSC 2009 Illustrating the Process using CS Pro decimal place Note how the length includes the decimal point
21. starts with 1 indicating that this is a group record This is followed by seven rows that start with 2 indicating seven respondent records Figure 3 How the data are stored in the data file 110120007 712307200252511200101122001230720022600350940631407 21010111105 00 21010221105 00 21010331105 00 21010431105 00 21010521204 00 21010621204 00 21010741205 00 110220008 011007200252511200101122001010320022333578651681607 21020111104 00 21020221105 00 21020321105 00 The GROUP_RECORD in Figure 2 has Required set to Yes indicating that each questionnaire must have an occurrence of this type of record and as Max 1s set to there must be one and only one GROUP_RECORD per questionnaire The RESPONDENT_RECORD is not required giving the possibility of background information but no respondent information on the questionnaire The maximum number of respondents is set to 10 The maximum needs to be set when you create the record In the example above it should be large enough to include the maximum number of respondents you expect to get when you conduct a focus group discussion In a typical household survey with a household roster on the questionnaire you must ensure the maximum for the roster record is enough to include all household members for all households in the survey Although you can make changes to the dictionary SSC 2009 Illustrating the Process using CS Pro 7 later on this is not something data entry staf
22. te a Data Dictionary A Data Dictionary is part of the Data Entry Application that describes the structure of your data and how the data are stored within the data file By way of example we will use the same questionnaire that we used in the accompanying guide Part I Elements of a Good Data Entry System The questionnaire is shown in Figure 1 SSC 2009 Illustrating the Process using CS Pro 5 Figure 1 Adapted questionnaire from focus group discussions for PAPD project The Effectiveness of the PAPD Method Focus Group Discussions in CBFM Sites Identification Number Eae 1 Waterbody Type _ 1 0pen Beel 2 Flood Plain Beel 3 River 4 River Open Beel 2 Area of Waterbody hectares fae oe ere 3 Isthis a PAPD site _ O No 1 Yes 3 1 If yes please state date PAPD started _ dd mm yyyy 4 Partner NGO _ 1 BRAC 2 Proshika 3 Caritas 4 Banchte Shekha 5 CNRS 6 CRED 7 SUJON 8 ERA 4 1 Date of NGO contract L _ l dd mm yyyy 5 Date of start of CBFM activities __ ___ ________ dd mm yyyy 6 Date of formation of CBO _ _ ____ ________ dd mm yyyy 7 Please enter the following 7 1 Number of poor fishers a 7 2 Number of fishers who fish for income eee 7 3 Number of fishers who fish for food ee cael 7 4 Number of persons who do not fish aaa 8 Number of awareness training activities Pee 9 Number of people in Focus Group discussion eE 1
23. tem by itself uniquely identifies the questionnaire it does not uniquely identify a respondent For this we need the combination of Identification Number and Person Number Figure 5 Items in the Respondent Record N item Label Item Name Len Data Type ltem Type Occ Dec Dec Char Zero Fill PAPD_METHOD_DICT a PAPD_METHOD_QUEST _IDSO O Person Number PERSON_NUMBER Oo GROUF_RECORD E Type of person TYPE_PERSON Sie FRESPONDENT RECORD m PERSON NUMBER 0 Gender vase OE m TYPE PERSON E Involvement in CBFM activities INVOLVE mm SEX O Social Cohesion SsCL_COH G INVOLVE G SCL_COH Person Number can take any value between 1 and 10 To allow for 10 we must set the length to 2 Type of person Gender and Involvement in CBFM activities are all single digit codes so for each of these the length Len in Figure 5 is set to 1 Social Cohesion 8 SSC 2009 Illustrating the Process using CS Pro is a value between 5 and 5 and we want to allow for two decimal places In calculating the length we must allow a space for the decimal point and as negative numbers are included in the range of possible values we must allow a space for the minus sign For example 4 75 is a possible value for this item and this requires 5 spaces so we must set the length to 5 Note although there is an option not to store the decimal point by setting Dec Char No in the data file we strongly recommend that you always do store the decimal
24. ter will appear as a table of rows and columns with each row representing an occurrence of the record and the columns representing the data items as shown in Figure 10c Choosing the vertical option results in a table where the columns represent the occurrences and the rows represent the data items You should choose the option which best matches the layout on your questionnaire You should also consider the ease of data entry During data entry scrolling up and down is more intuitive than scrolling from right to left so you should aim to make your form no wider than one screen width bear in mind that PCs used for data entry may have a lower screen resolution than the one you use to design the forms The vertical layout may be better for records with only 2 or 3 occurrences i e where MAX 3 when the record was created but with many data items Alternatively you may consider the third option which is not to use a roster In this case the data items from the record are put into a separate form which is recurring i e during data entry you go through this form as many times as needed This is shown in Figure 12 Figure 12 Using the option Don t Roster mae PAPD METHOD_FF Person Number fa PAPD_METHOD_QUEST IDSO_FORM Type of person O GROUP_RECORD_FORM fase RESPONDENT_RECORD_FORM Gender Red circle indicates a Involvement in CBFM activities recurring record Social Cohesion Note with this option data items from
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