DATA ENTRY QUICK START GUIDE - World Agroforestry

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WORLD AGROFORESTRY CENTREDATA ENTRY QUICKSTART GUIDE[Using CSPro for Data Entry]Paul Baraka - Research Methods Group[10/04/2012]

AbstractThis is a quick start guide for using CSPro software to do data entry for survey data. It covers thesteps for Data Entry, Modifying and Adding new Cases, Comparing Data Files after double dataentry and Exporting the Data File after data entry. Using a sample research questionnaire youwill be able to learn the navigations and the screenshots will give a representation of the currentstep.

Pre-requisite for Data EntryThe minimum requirements for you to start data entry:1. CSPro 4.0 or CSPro 4.1 (Download the most recent version /software/cspro/csprodownload.html)2. Data entry application – This is availed in the form of a zipped file (“complete CAWTapplication.zip”) it will contain the files listed below and these need to be extracted ontoyour computer into a specified folder e.g. C:\CAWTo CSPro Binary file - .enco Dictionary file - .dcfo Data entry file - .entSTEPS TO BEGIN DATA ENTRYImport note on Double Data Entry:The same cases (surveys or questionnaires) are entered twice using the Data Entry Application,preferably by two different data entry persons and saved into two separate data files. This isreferred to as ‘double data entry’ and its main purpose is in data cleaning.To enter the survey data, follow these steps:1. Double click on the CSPro Data Entry Application file in the folder in which youunzipped your template (“Kues HH Baseline-CIDA.enc”). It is the file that has acomputer briefcase next to it.Dictionary fileBinary fileData entry file2. The “Select Data File” window will open. To create a new file for data entry (called a“case” in CSPro), navigate to the folder in which you want to store the file (preferably thesame folder that contains the CSPro applications) and type in a name for the file e.g.KUES HH BASELINE DATA (for the first person) and KUES HH BASELINE DATA1(for the second person). Then click “Open.”3. When you are asked if you want to “Create the file?” click “Yes.” As shown below.

IMPORTANT: Creating an input data file results in the creation of fourassociated files with a similar name (just different file type extensions) in thesame folder. You will not need to use these files but you can find descriptions oftheir purposes below. If at any point you change the name of the input data file,however, you must also change the names of these four files.The Files Associated with the Input Data File (which you will not have to opendirectly) are the following:1. .idx: The data file index stores the case Ids and their physical location inthe data file.2. .sts: The data file status file stores information about which cases arepartially entered and the last field entered.3. .not: The notes file stores all the notes entered by data entry operatorsfor the corresponding data file.4. text file: The text file is a .log file. This file stores operator statisticsgenerated during data entry.

4. The data entry screen will open and it will request for an ‘Operator ID’. Type anythingpreferably your name. Click “OK”5. The first form appears, ready for data entry.6. When you reach the last field on the first page and press “Enter” or “Tab”, you areimmediately brought to the next page of the survey. When you finish answering the lastquestion of the entire survey, pressing “Enter” or "Tab” brings you to the next case or, ifyou are already in the last case, to a new case. To navigate between pages within a case,use the “Page Up” and “Page Down” keyboard keys.7. If you have to verify a response and wish to come back to a survey later, you can“partially save” a case. To save a partially entered survey you must at minimum enter the

survey number. To temporarily stop data entry, select “Stop” from the “Mode” menu, orclick (stop) on the toolbar. The “Stop Adding” window will open; click “Pa

Data entry application – This is availed in the form of a zipped file (“complete CAWT . This file stores operator statistics generated during data entry. 4. The data entry screen will open and it will request for an ‘Operator ID’. . To

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