Data Management Training

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Data Management Training

• Using TELEform to Maximize Local Data Collection
  Processing
• Tim Brittingham
• Lynda Williams

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TELEform Modules

• Created 10 local data collection modules
• HIV/AIDS Attitude Knowledge Survey (pre post)
• Pastoral/Lay Leaders Care Inventory (pre post)
• Enrollment Demographics
• Belief Behavior Inventory
• HIV Risk Behaviors
• HIV Risk Factors
• Self Value
• Client Satisfaction

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Review of Key Decisions

• E-form Submission
• Exported to SPSS
• Cleaning Process

• Ottis
• Primary recipient of SPSS data file
• Work with Millard on cleaning data

• Millard
• Organize data collection in field
• Control data entry
• Submit data electronically

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Data Collection in the Field

• Train local data collectors on uniformity in data
  collection (codebook).
• Download paper copies of forms for distribution
  to data collectors.
• Limit access to web-based entry.
• Capture critical data elements.

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THE Critical Element

• The HRSA number represents the client/participant
• Links all forms
• Protects confidentiality
• (exercise)

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Overview of Submission Methods

• Paper-based faxing
• Paper-based scanning (mail)
• Web-based entry Adobe pdf
• Web-based entry html

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TELEform Process Flow Chart
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TELEform Process Flow Chart Narrative

• Paper forms submitted via faxing or mail
• Fax Software
• TELEform Scan Station
• Data entered via the Internet
• TELEform Internet Server
• Data processed at OU by TELEform Reader
• Data processed at OU by TELEform Verifier
• Data exported to SPSS

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Web-based entry Adobe pdf

• Pros
• Forms look like paper version
• Available submission 24/7
• Reduces error rate
• Immediate receipt by OU
• Quicker turn-around time data processing and
  SPSS file return
• Reset button allows for quick, multiple entries
• Forms can be completed off-line

• Cons
• Must have Internet access
• Open-ended text fields are on subsequent pages
• Possible to submit incomplete forms

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Web-based entry html

• Pros
• Open-ended text fields are on appropriate pages
• Available submission 24/7
• Reduces error rate compared to paper-based forms
• Immediate receipt by OU
• Quicker turn-around time data processing and
  SPSS file return
• Reset button allows for quick, multiple entries
• Do not need pdf software

• Cons
• Forms do not look like paper version
• Must have Internet access
• Possible to submit incomplete forms
• Easier to make errors than in pdf version

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Data Entry

• User Name database
• Password think of Millards kids
• Username and password are case sensitive
• Use Internet Explorer
• Remember to close your Internet Browser after
  submitting all of your data.

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Data Submission Method

• Paper
• Adobe PDF
• HTML

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Paper Forms
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Adobe PDF Forms
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HTML Forms
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Completing Web-based forms

• Its going to happen
• Submit incomplete data
• Ghost submissions
• Technology systems will fail

• How to make life easier
• Identify the case to OU
• Verify data after receipt
• Alternate submission methods exist

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Plan B

• If you ever need to submit faxed or mailed forms,
  you must keep these points in mind
• CALL ME!!!
• Forms must be first-generation copies
• Handwriting must legible
• Sets of forms must remain together
• It will be helpful to use the examples on the
  next slides

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Data Flow Chart
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Data Flow Chart Narrative

• Data collected in field
• Data goes to Millard
• Millard identifies data errors, verifies
• Millard enters data on-line
• Data received by OU
• Data processed by OU
• Data stored
• Data errors identified
• Data cleaning
• Clarification on key contacts
• Data stored

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Samples of Data Cleaning Email Formats
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Open Discussion on Local Forms

• HIV/AIDS Attitude Knowledge Survey (pre post)
• Pastoral/Lay Leaders Care Inventory (pre post)
• Enrollment Demographics
• Belief Behavior Inventory
• HIV Risk Behaviors
• HIV Risk Factors
• Self Value
• Client Satisfaction