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Mapping and Transforming YourMaterials to Use the Generic STEPSTools Department of Chronic Diseases and Health Promotion World Health Organization20 Avenue Appia, 1211 Geneva 27, SwitzerlandFor further information: www.who.int/chp/steps

Mapping and Transforming Your Materials 1 to Use the Generic STEPS Tools WHO STEPS Surveillance

Mapping and Transforming Your Materials to Use the Generic STEPS Tools

Table of Contents

Section 1: Preparing and Evaluating the Status of Your Materials.................................................2

Overview .............................................................................................................................2 Rationale..............................................................................................................................4 Collecting Information About Your Materials....................................................................6 Requirements for the Generic Tools ...................................................................................7 Determining What Needs to be Done .................................................................................8 Altering the Generic Tools..................................................................................................9

Section 2: Mapping Your Instrument............................................................................................10 Overview ...........................................................................................................................10 Understanding the STEPS Mapped Instrument Template ................................................11 Creating Your STEPS Mapped Instrument .......................................................................12

Section 3: Transforming Your Dataset..........................................................................................14 Overview ...........................................................................................................................14 Identifying Variable Names ..............................................................................................15 Moving Your Dataset into the STEPS Database...............................................................19 Moving Your Dataset into the STEPS Database...............................................................19 Identifying Data Types......................................................................................................23 Identifying Unmatched Responses and Variable Names ..................................................24 Matching Your Dataset .....................................................................................................25 Distributing Your STEPS Mapped Instrument .................................................................27

Section 4: Supplementary Materials .............................................................................................28 Overview ...........................................................................................................................28 Interview Tracking Form ..................................................................................................29 STEPSsampling.xls ...........................................................................................................31


Section 1: Preparing and Evaluating the Status of Your Materials

Overview

Introduction There are generic tools available for data entry and analysis that match the

generic STEPS Instrument. The tools need to be modified to match the Instrument that was used for your site. If you would like to use the generic tools you need to match your Instrument and dataset, if appropriate, to the Mapped Instrument provided in this document.

Available materials

There are four main types of materials that will assist you with STEPS. These materials are: • Data entry (Survey.rec) • Data Analysis (STEPS.mdb) • Sampling (STEPSsampling.xls) • Data Collection (Interview tracking form)

Generic and site specific materials

This document divides the materials into two main groups. The table below provides some basic information on the two groups.

Type of material Definition Generic Unmodified tools from the STEPS Geneva Team. Site specific Tools that have been modified to match site specific

requirements. This includes altering, removing and adding information to the: • Instrument and • dataset.

When to match your tools

It is important to match your materials to the STEPS generic materials as soon as possible as it will make the data entry and analysis process easier.

Continued on next page


Overview, Continued

Process The table below shows the process for preparing your materials for use with

the generic STEPS tools. Details on each stage are provided in the pages that follow.

Stage Description

1 Collecting information on your existing materials 2 Determining required changes to your materials 3 Identifying required alterations to the generic materials

Contents This part contains the following topics:

Topic See Page Rationale 1-4 Collecting Information About Your Materials 1-6 Requirements for the Generic Tools 1-7 Determining What Needs to be Done 1-8 Altering the Generic Tools 1-9


Rationale

Introduction Preparing your materials by mapping your Instrument, altering your dataset,

and transforming your supplementary materials is essential if your site would like to use the generic STEPS materials.

Mapping your Instrument

Mapping your Instrument is the first step in matching your materials to the generic materials. Matching your materials will not change the content of your materials and it does not place restrictions on altering the Instrument to your site's requirements. Matching your Instrument enables you to: • Use the data entry tool • Use the data analysis tools including the fact sheet and data book (if you use

the data entry tool or transform your dataset) • Easily identify site specific alteration to the Instrument • Easily communicate with the regional office and Geneva STEPS team

Transforming your dataset

Once you map your Instrument you need to match your dataset to the generic dataset. The analysis tools search for specific variable names and data formats from the dataset. If this information does not match the generic dataset then the tools will not work.

If… Then…

The variable names are missing or incorrect (meaning they do not match the generic variable names).

The analysis programme will not recognize the variable names and the programme will not work.

The data format does not match the generic data format.

The analysis programme will return an error because each programme is written for a specific data format.

Note: If you use the generic data entry tool you will not need to transform your dataset. The data entry tool automatically formats your dataset for you.



Rationale, Continued

Transforming supplementary information

The analysis tool uses supplementary information to perform some of the analyses. The supplementary information needs to be in a certain format for the programme to understand and correctly read the information. The table below provides details on what each piece of supplementary information is used for and which data entry tool can be used to capture the information.

Supplementary

information STEPS

template/form Used for

calculating… Data entry programme

Data collection information

Interview tracking form

• response proportions

• sampling weight

• non-response weight

Interviewtracking.xls

Sampling information

STEPSsampling.xls • sampling weight

• non-response weight

• population weight

STEPSsampling.xls

Note: If you use the generic tools to enter and capture the supplementary information you do not need to transform the data to match the analysis programmes.


Collecting Information About Your Materials

Introduction It is important to have all the information about your materials prior to

beginning the matching process to the generic STEPS materials. The changes that you need to make reflect the current status of your tools. You should have a copy of the following materials: • Site Instrument • Dataset (if appropriate) • Supplementary information (data collection forms, sampling information)

Site specific Instrument

The Instrument that was used for your site may not match the generic STPES Instrument. Look at the Instrument used for your site and identify: • Which version was used (v1.3, v1.4 or v2.0). • Any modifications that where made to the Instrument such as additional

questions, alterations to existing questions, or removal of questions.

Data Entry If the data entry is complete then you need to identify:

• Which tool was used for data entry and • Was the data entry verified (e.g. was the data double entered and then

compared).

Dataset If there is already a dataset then you need to identify:

• What programme was used for the dataset (is it in Excel, Access or Epi

Info). • What is the current format of the data (are the data columns text or

numeric). • What are the variable names of the data.

Supplementary information

You will also need to collect all the supplementary information about the data. This would include: • Information about the sampling (what type of sampling frame was used and

how were individuals selected). • Information about data collection (there should be information available

from the data collection teams about the participants, who was at home and who was not at home ect…).


Requirements for the Generic Tools

Introduction The generic tools require that certain aspects of the dataset and supplementary

materials match the materials from each site. If these requirements are not met then the you will not be able to use the generic tools.

Requirements The table below provides the details of the requirements for the generic tools.

Tools Requirements Data entry • Specific variable names associated with the data

during data entry Data analysis • Dataset must use specific variable names and

formats for the columns • Supplementary information must be in a specific

format

Coding column The coding column is a universal identifier for all the Instruments. It is

available on the generic Instrument. The coding column is different from the question number. The question number is site specific and should be in sequential order, while the coding column is a designed code that cannot be changed or altered. You can create a coding column for your Instrument by using the STEPS Mapped Instrument and Dataset Structure document, see Appendix A


Determining What Needs to be Done

Introduction Your site specific materials may need to be adapted to match the generic

tools. Use the information you collected about your tools to identify what needs to be done to make your materials compatible with the generic tools.

Identify current status of site

Using the information you collected in the Collecting Information About Your Materials section, select the option that reflects the status of your data from the table below.

If you have… Then... STEPS Surveillance Manual reference

sections Not drawn your sample

• Use STEPSsampling.xls to guide you in drawing your sample

• Part 2 Section 2

Not started data collection but drawn sample

• Download the latest version of the STEPS Instrument from the CD Rom or STEPS website www.who.int/chp/steps

• Tailor the generic Instrument, leaving the coding column intact

• Use the interview tracking form to record data collection information

• Obtain sampling frame and other sampling information

• Part 2 Section 1 • Part 2 Section 4 • Part 6 Section 2

Already completed data collection

• Map your Instrument using the STEPS Mapped Instrument and Dataset Structure

• Tailor the generic data entry tool to match your Instrument and begin entering your data

• Obtain the respondent information collected during data collection (includes information on non-respondents)

• Part 2 Section 4 • Part 6 Section 2

Already completed data entry and have a dataset

• Map your Instrument using the STEPS Mapped Instrument and Dataset Structure

• Modify your dataset to match the requirements of the data analysis tools. This includes − changing variable names and − changing the format of the data fields.

Note: The information needed to complete the Then column of the table can be found in this document and in the STEPS Surveillance Manual. Use the Reference column to identify where the information is presented.

http://www.who.int/chp/steps


Altering the Generic Tools

Introduction The generic tools available for STEPS match the generic Instrument. You

will need to modify these tools to match the site specific alterations made to your Instrument

Identifying additions to Instrument

Use the STEPS Mapped Instrument and Dataset Structure to identify any site specific changes to the Instrument and record these changes.

Using available tools

The STEPS Surveillance Manual has detailed information on modifying the generic tools to match site specific alterations. The table below shows where to find this information in the manual.

Generic tools Reference Data entry • Part 2 Section 4 (STEPS

Surveillance Manual) • EpiData Guide for STEPS

Data analysis • Part 4 Section 3 • Epi Info Guide for STEPS


Section 2: Mapping Your Instrument

Overview

Introduction The generic STEPS Instrument is used to as the standard for all the generic

data tools. You will need to map your site Instrument to the generic Instrument if: • an older version was used or • the Instrument was altered by the site.

Purpose of mapping your Instrument

Mapping your Instrument is the first step in aligning your materials to the current STEPS data management system. Once your Instrument is mapped you will be able to make the required changed to your dataset (if necessary) and this will enable you to use: • the data entry system (if data is not already entered), • the fact sheet analysis guide, • the data book, and • the generic Epi Info code which will produce the results for the: − fact sheet and − data book.

Contents This part contains the following topics:

Topic See Page Understanding the STEPS Mapped Instrument Template 2-11 Creating Your STEPS Mapped Instrument 2-12


Understanding the STEPS Mapped Instrument Template

Introduction The Mapped Instrument template looks familiar to the generic STEPS

Instrument. It contains all the information on the generic Instrument plus provides additional space for site specific information. It should be used as a guide in matching the site Instrument to the generic Instrument.

Components of the template

The template is divided into seven columns which are described in detail in the table below.

Column Description

STEPS Q No. Question number as it appears on the generic Instrument.

Site Q No. Site question number that corresponds with the question on the generic Instrument

STEPS Generic Question Question that was read to participants STEPS Generic Response *

The response options for the generic Instrument, including data entry codes.

SITE Specific Response The available response options used in the site specific Instrument, including data entry codes.

STEPS Generic Code The generic variable name used to identify the question. This is the code that all the data management tools use.

Site Specific Code The site specific variable names used in the dataset.

STEPS Generic Data Type

The standard data type associated with the variables, such as text or numeric.

Site Specific Data Type The site specific data type associated with the variables, such as text or numeric.

Note: * This includes both response options on the Instrument and data entry values (7, 8, 9 for don't know, refused, and missing).


Creating Your STEPS Mapped Instrument

Introduction The Mapped Instrument will be used to manipulate your materials so that they

match the data management tools. Mapping your Instrument is extremely important and all work should be double checked by a second person to ensure accuracy.

Procedure The following table describes the steps in mapping your Instrument. Details

on each step are provided in the sections following the table.

Step Action 1 Open the Mapped Instrument and Dataset Structure template 2 Identify the first question on the site specific Instrument. 3 Locate the question on the Mapped Instrument template. 4

If… Then… The questions match Record the details of the

question in the same row as the question on the template

The question does not match or does not exist on the template

Add the question to the bottom of the associated section

Note: Record all the details for each question in the template (except the site specific code, which will be used in Section 3 Transforming your Dataset).

5 Go the to next question on the site specific Instrument. 6 Repeat steps 3-4 until all the questions on the site specific

Instrument have been identified or recorded on the Mapped Instrument template.

Matching questions

When the site specific question matches the generic question on the Instruments:

Step Action 1 Record, on the Mapped Instrument the question number of the site

specific Instrument. 2 Check the site specific responses to see if they match. If the

response do not match then record the responses in the site specific response column.



Creating Your STEPS Mapped Instrument, Continued

Site specific questions

When the site has a new question that does not exist on the generic Instrument:

Step Action

3 Record the new question at the bottom of the associated section of the Mapped Instrument.

4 Record the site question number on the Mapped Instrument. 5 Record the responses for the question on the Mapped Instrument 6 Give the question a generic STEPS code*.

* Note: All additional questions are given the STEPS code of X plus a numeric value (e.g. X1, X2, X3). X is used so that the data tools do not mistake the question for another question. (If there are 12 additional questions then the code X1-X12 would be used).

Altered questions

When a site specific question almost matches a generic question but the meaning of the question is changed the question is considered a new question. Follow the steps for site specific questions. For example, if the question "Do you currently smoke tobacco products daily?" was changed to "Do you currently smoke tobacco products regularly?" This question would be a new question because changing “daily” to “regularly” has changed the meaning of the question.


Section 3: Transforming Your Dataset

Overview

Introduction If the generic data entry tool was not used for data entry then the dataset

needs to be matched to the generic tools. If the variable names or field values of the dataset are different than the required names and values of the generic tools, the analysis tools will not work.

Process The table below outlines the process for transforming your dataset to match

the generic STEPS dataset. Details on completing each step are outlined in the following pages.

Stage Description

1 Complete the code (variable name) and data type sections of the Mapped Instrument.

2 Identify records that do not match the generic STEPS responses. 3 Identify records that do not match the generic STEPS code/variable

names. 4 Identify records within the dataset that do not match the data type

of the generic dataset 5 Change the structure of the dataset to match the STEPS dataset.

Contents This section contains the following topics:

Topic See Page Identifying Variable Names 15 Moving Your Dataset into the STEPS Database 19 Identifying Data Types 23 Identifying Unmatched Responses and Variable Names 24 Matching Your Dataset 25 Distributing Your STEPS Mapped Instrument 27

Identifying Variable Names

Introduction The Mapped Instrument needs to include information about the variable

names of your dataset. This information is collected in the code (variable name)column of the Mapped Instrument.

Identifying variable names used

Identify the variable names used in your dataset and record them on the Mapped Instrument in the site specific code (variable name) column. Instructions on locating the variable names in your dataset are available for the following software: • EpiData • Epi Info 6 • Epi Info 3.3.2 • Microsoft Access • Microsoft Excel • SPSS

Note: • Select the software that matches your dataset and use the instructions that

are provided below. • If the software you used is not represented in this list, contact the Geneva

STEPS team for assistance at [email protected].

EpiData variable names

The steps below will guide you through the steps of identifying the variable names of a dataset in EpiData.

Step Action

1 Open EpiData. 2 Click on "5. Document". 3 Select the name of the file that contains the data (.rec) in the space

titled "file structure". 4 Find the variable name associated with each question in the

column "Name". 5 Record the variable name for each question on the Mapped

Instrument.

Variable name



mailto:[email protected]

Identifying Variable Names, Continued

Epi Info 6 variable names

The steps below will guide you through the steps of identifying the variable names of a dataset in Epi Info 6.

Step Action

1 Open Epi Info 2 Click "Analyze Data" 3 Command F2 (Commands) ,Select "Read", Enter 4 Select the name of your dataset (.rec) for "Data Source" 5 Command F4 (Browse ) 6 Find the variable name associated with each question, which is the

first row (in blue) of the table 7 Record the variable name for each question on the Mapped

Instrument. Variable

name

Epi Info 3.3.2 variable names

The steps below will guide you through the stepsof identifying the variable names of a dataset in Epi Info 3.3.2.

Step Action

1 Open Epi Info 2 Click "Analyze Data" 3 Select "Read" 4 Select Epi 2000 for "Data Formats" 5 Select the name of your dataset (.rec) for "Data Source" 6 Select "Show Data Files" 7 Select the name of the data file and click "Ok" 8 Select Statistics, List from the analysis tree 9 Select * from the variable drop down menu and click "Ok" 10 Find the variable name associated with each question, which is the

first row (in grey) of the table 11 Record the variable name for each question on the Mapped

Instrument.

Variable name




Microsoft Access variable names

The steps below will guide you through the steps of identifying the variable names of a dataset in Microsoft Access.

Step Action

1 Open the Microsoft Access database (.mdb) that contains the dataset

2 Double click on the table that contains the dataset 3 Find the variable name associated with each question, which is the

first row (in grey) of the table 4 Record the variable name for each question on the Mapped

Instrument.

Microsoft Excel variable names

The steps below will guide you through the steps of identifying the variable names of a dataset in Microsoft Excel.

Step Action

1 Open the excel document that contains the dataset (.xls) 2 Find the variable name associated with each question, which is the

first row of the table 3 Record the variable name for each question on the Mapped

Instrument.


Variable name

Variable name



SPSS variable names

The steps below will guide you through the steps of identifying the variable names of a dataset in SPSS.

Step Action 1 Select the .SAV file in SPSS that contains the data. 2 Find the variable name associated with each question, which is

above the first row of the table (in grey). 3 Record the variable name for each question on the Mapped

Instrument.


Variable name


Moving Your Dataset into the STEPS Database

Introduction The generic tools need to read your dataset from a specific location and a

specific data format. Prior to changing the variable names and field values you need to move your dataset into the STEPS database.

The STEPS database

You need to have the STEPS generic database on your computer prior to moving your dataset into the STEPS database. The STEPS database is in Microsoft Access. Follow the instruction provides below to install the STEPS database.

Download from…

Action

CD Insert the CD and follow the instructions provided STEPS Website

Step Action 1 • Connect to the internet and type in

www.who.int/chp/steps in the navigation bar

• Click on the resources section of the website

2 Click “Download STEPS database 3 Save the file in C:\STEPS\Epi Info

Selecting your software

Directions on moving your dataset into the generic STEPS database are available for the following software: • EpiData • Epi Info 6 • Epi Info 3.3.2 • Microsoft Access • Microsoft Excel • SPSS


http://www.who.int/chp/steps


Moving Your Dataset into the STEPS Database, Continued

EpiData Follow the steps below to move a dataset in EpiData to the generic STEPS

database.

Step Action 1 Open EpiData and click "6. Export Data". 2 Select "Dbase III" from the list and select the .rec file that contains

the data. 3 Select C:\STEPS\data for "Export to". 4 From the Export data file to dBase III file options box select:

• Select "all records" • Select "skip deleted records" • Click "All" from the Select Fields section and click "Ok"

5 Open Epi Info 3.3.2, select Analyze Data, and select Data / Read (Import) from the left-hand navigation/menu.

6 Select DBASEIII from Data Formats. 7 Select the … box from Data Source and choose the .dbf file that

shares the same name as the .rec file from step 4. * 8 Click Write (Export) from the left-hand navigation. 9 Select "All" from the Write options box. 10 Select "Replace" from the Output Mode section. 11 Output Format should be Epi 2000. 12 Select "C:\STEPS\EpiInfo\STEPS.mdb" for the Data Source. 13 Type "MasterDataSet" under Data Table and click "Ok"

Note: * If you get an error that states "Filenames for this data format must be in the old 8.3 style" Click "Ok".

Epi Info 6 Follow the steps below to move a dataset in Epi Info 6 to the generic STEPS

database.

Step Action 1 Open Epi Info 3.3.2, select Analyze Data, and select Data / Read

(Import) from the left-hand navigation/menu. 2 Select Epi6 from Data Formats. 3 Select the … box from Data Source and choose the .rec file that

contains the data and click "Ok". 4 Click Write (Export) from the left-hand navigation. 5 Select "All" from the Write options box. 6 Select "Replace" from the Output Mode section. 7 Output Format should be Epi 2000. 8 Select "C:\STEPS\EpiInfo\STEPS.mdb" for the Data Source. 9 Type "MasterDataSet" under Data Table and click "Ok"




Epi Info 3.3.2 Follow the steps below to move a dataset in Epi Info 3.3.2 to the generic

STEPS database.

Step Action 1 Open the Access database that contains the dataset 2 Right click on the table that contains the STEPS data 3 Select "Export" 4 Select STEPS.mdb as the export database 5 Open STEPS.mdb 6 Select the table that contains your dataset 7 Right click on the table and select "Rename" 8 Rename the table "MasterDataSet" *

Microsoft Access

Follow the steps below to move a dataset in Microsoft Access to the generic STEPS database.

Step Action

1 Open the Access database that contains the dataset 2 Right click on the table that contains the STEPS data 3 Select "Export" 4 Select STEPS.mdb as the export database 5 Open STEPS.mdb 6 Select the table that contains your dataset 7 Right click on the table and select "Rename" 8 Rename the table "MasterDataSet" *

Note: * You have now imported your data into the database and you will not need to perform the "Import data into dataset" section of the WHO Surveillance Manual, 4-3-5.




Microsoft Excel Follow the steps below to move a dataset in Microsoft Excel to the generic

STEPS database.

Step Action 1 Open Epi Info 3.3.2, select Analyze Data, and select Data / Read

(Import) from the left-hand navigation/menu. 2 Select Excel 8.0 (or an earlier version if appropriate) from Data

Formats. 3 Select the … box from Data Source and choose the .xls file that

contains the data and click "Ok". 4 Click Write (Export) from the left-hand navigation. 5 Select "All" from the Write options box. 6 Select "Replace" from the Output Mode section. 7 Output Format should be Epi 2000. 8 Select "C:\STEPS\EpiInfo\STEPS.mdb" for the Data Source. 9 Type "MasterDataSet" under Data Table and click "Ok"

SPSS Follow the steps below to move a dataset in SPSS to the generic STEPS

database.

Step Action 1 Open the .SAV file in SPSS that contains you data. 2 Click File, Save As from the menu options. 3 Type MasterDataSet as the file name and select dBASE III as the

file format. 4 Open Epi Info 3.3.2, select Analyze Data, and select Data / Read

(Import) from the left-hand navigation/menu. 5 Select DBASEIII from Data Formats. 6 Select the … box from Data Source and choose the .dbf file that

shares the same name as the .rec file from step 4. * 7 Click Write (Export) from the left-hand navigation. 8 Select "All" from the Write options box. 9 Select "Replace" from the Output Mode section. 10 Output Format should be Epi 2000. 11 Select "C:\STEPS\EpiInfo\STEPS.mdb" for the Data Source. 12 Type "MasterDataSet" under Data Table and click "Ok"


Identifying Data Types

Introduction The Mapped Instrument needs to include information about the data type of

each variable the your dataset. This information is collected in the data type column of the Mapped Instrument.

Process Follow the steps below to identify the data types for your dataset.

Step Action

1 Open STEPS.mdb. 2 Right click on the table titled "MasterDataSet" and select "Design

View". 3 Locate the column "Data Type" 4 Record the data type associated with each variable in the site

specific data type column of your Mapped Instrument


Identifying Unmatched Responses and Variable Names

Introduction After completing the Mapped Instrument it is important to carefully examine

each question to see if the: • responses, • variable names and • data types of your site specific materials match the generic materials.

Identify unmatched responses

Follow the steps below to identify responses that do not match the generic Instrument

Step Action

1 Compare the generic and site specific responses for each question on the Mapped Instrument.

2 Mark, on your Mapped Instrument, each instance where the responses do not match for either: • Response option • Numeric code associated with response option (e.g. 1 = male and

2 = female).

Identifying unmatched variable names

Follow the steps below to identify variable names that do not match the generic dataset.

Step Action

1 Compare the generic and site specific codes (variable names) for each question on the Mapped Instrument.

2 Mark, on your Mapped Instrument, each instance where the codes (variable names) do not match.

Identifying unmatched data types

Follow the steps below to identify the data types in your dataset that do not match the generic dataset.

Step Action

1 Compare the generic and site specific data types for each question on the Mapped Instrument.

2 Mark, on your Mapped Instrument, each instance where the data types do not match.


Matching Your Dataset

Introduction The components of your dataset, the:

• variable names and • data types need to be matched to the generic dataset.

Necessary materials

To match your dataset to the generic dataset you will need: • your completed Mapped Instrument and • the STEPS database that contains your dataset.

Matching variable names

Follow the steps below to match the variable names in your dataset to the variable names of the generic dataset:

Step Action

1 Using your Mapped Instrument, select the first instance on the document that the variable names do not match.


View". 4 Locate the name of variable (site specific) that needs to be changed

in the "Field Name" column. 5 Click on the variable name, delete the name and type in the generic

STEPS variable name from the Mapped Instrument. 6 Select the next instance on the document that the variable names

do not match and repeat steps 4 and 5 until all the variable names match

7 Save the changes to the data table.



Matching Your Dataset, Continued

Matching data types

Follow the steps below to match the data types in your dataset to the data types of the generic dataset:

Step Action

1 Using your Mapped Instrument, select the first instance on the document that the data types do not match.


View". 4 Locate the variable where the data types do not match in the "Field

Name" column. 5 Click on the "Data Type" associated with the selected variable. 6 Select the generic data type from the Mapped Instrument for the

variable. 7 Select the next instance on the document where the data types do

not match and repeat steps 4-6 until all the data types match 8 Save the changes to the data table.


Distributing Your STEPS Mapped Instrument

Introduction The Mapped Instrument provides all the information necessary to:

• use the generic data entry tool, and • transform your dataset (is necessary).

Distribution of Mapped Instrument

The table below provides information on who should receive a copy of the Mapped Instrument.

Recipient Purpose

Data management supervisor

• To adapt the generic data management tool to the site specific Instrument

Data analyst • To transform dataset to be compatible with generic analysis tools (if necessary)

• Necessary if want to use the analysis information section and Epi Info analysis programmes in the data book.

Individuals responsible for writing reports

• To understand all the analysis and match tables to site specific Instrument

• To highlight site specific alterations to the Instrument Regional office and the Geneva STEPS team

To support sites using: • Data entry tools • Data analysis tools • Assist with general queries about Instrument or data

management


Section 4: Supplementary Materials

Overview

Introduction The dataset is not the only information needed for data analysis. There is a lot

of supplementary information that needs to be attached to the dataset. If you have used all the STEPS materials then you should not be necessary to attach any of these materials to your dataset, as they will be attached automatically.

Determine what needs to be done

If you did not use one of the generic materials then you will need to attach some of the supplementary information to your dataset. Use the table below to determine which information you need to attach to your dataset.

Generic tool If you did not use, you will need to manually STEPSSampling.xls • Collect all the information about the sample

design and attach the weights to the dataset Interview Tracking Form

• Attach the nonresponse weight to the dataset • Calculate the response rates

Contents This section contains the following topics:

Topic See Page

Interview Tracking Form 29 STEPSsampling.xls 31


Interview Tracking Form

Introduction The interview tracking form is used during analysis to calculate the response

rates and to attach the nonresponse weight to the dataset. If you did not use the Interview Tracking Form then you will need to do this manually.

Response rates

If you did not use the Interview Tracking Form you will not be able to use the Epi Info programmes ResponseStep1, ResponseStep2, and ResponseStep3. You will need to calculate the response rates from the information you collected. You should calculate the response rates by age and sex.

Nonresponse weight

The nonresponse weight is used to run the weighted tables in the data book. If you do not have a nonresponse weight (for each step that was conducted) in your datset you will not be able to run any of the Epi Info programmes that have the superscript WT. Follow the steps below to calculate the nonresponse weight and attach it to your dataset.

Step Action 1 Calculate the response rate (RR) for your sample stratified by age

and sex for Step 1 2 Calculate the nonresponse weight by dividing the response Rate

(RR) into 1 for each age sex group. 1/RR for each age sex group

3 Attach the weight to your dataset with the variable W2s1 4 Calculate the response rate for Step 2 and attach the weight to your

dataset with the variable W2s2 5 Calculate the response rate for Step 3 and attach the weight to your

dataset with the variable W2s3



Interview Tracking Form, Continued

STEPSsampling.xls

If you used STEPSsampling.xls and you did not use the Interview tracking form you will be missing the last variable for the individual weight. You will need to add the last level of sampling to the individual weight calculated in STEPSsampling.xls. You do not need to do this if your sampling frame selected the individuals from the household directly. This only needs to be done if the interviewers selected participants from the households. Follow the steps below to finish calculating the individual weight.

Step Action Calculate the chance of selection for each individual at the

household level. Hselect= 1/ number if eligible individuals at the household level

Combine the household value to the individual weight calculated by the sampling spreadsheet (value is IndWeight in database) 1/(Hselect*IndWeight)

Attach to the dataset with the variable name W1

Assistance If you have any difficulties doing this please contact the Geneva STEPS team

at [email protected] .

mailto:[email protected]


STEPSsampling.xls

Introduction The sampling spreadsheet has many different functions. It is used to:

• Draw a non random sample • Calculate the individual weight • Calculate the Population weight (Post-stratification adjustments to the target

population) • Attach the PSU and Stratum variables to the dataset (which are used to

describe) the complex sampling design. If you did not use STEPSsampling.xls you will need to perform all the tasks above manually.

Individual weight

The individual weight needs to be attached to the dataset. Follow the steps below to attach the individual weight to the dataset.

Step Action 1 Calculate the individual weight for each participant.

Individual weight= 1/[(selection probability of cluster 1)* (selection probability of cluster 2)*(as many clusters until reach individual)]

2 Attach the weight to the dataset with the variable W1

Population weight

The dataset needs to be adjusted to the population distribution of the target population. Follow the steps below to attach the population distribution weight to the dataset.

Step Action 1 Locate the population estimates for the target population by age

and sex 2 Aggregate this information from your sample 3 Calculate the population weight for each age sex category.

=(AgeSex of population/ Total population) (AgeSex of sample/ Total Sample)

4 Attach the weight to the dataset with the variable W3.



STEPSsampling.xls, Continued

Combined weights

The Epi Info Programs look for the combined weight variables. Follow the steps below to calculate the combined weight variables.

Step Action 1 Calculate the variable WStep1 and attach it to the dataset.

WStep1 =W1*W2s1*W3

2 Calculate the variable WStep2 and attach it to the dataset. WStep1 =W1*W2s2*W3

3 Calculate the variable WStep3 and attach it to the dataset. WStep1 =W1*W2s2*W3

Complex sample design

Epi Info needs two variables to describe the complex sample design. If these two variable are not present in the dataset then you will not be able to run the Epi Info programmes. The table below describes the two variables.

Variable STEPS generically uses Stratum Sampling PSU (first level of sampling).

However you could also use the Secondary level of sampling also

PSU Village cluster

Stratum rules The Stratum is determined by ranking the selected Sampling PSU and then

assigning the Sampling Units a number based on where they fall in the list. This ranking will be called PSUChance. The general rules for assigning a Stratum are listed below. • Each unique Sample PSU should only have 1 number associated with it in the

Stratum field. The Sample PSU consists of numbers 1 - ? (depends on how many clusters were selected in the PSU spreadsheet.)




Stratum rules (continued)

• The Stratum number is based on the rank of the PSU chance. If you look at the PSU column you will notice that there is at least one PSUChance that is greater than 1 and this will be the first one in the column. You need to assign the Sample PSU values a Stratum value based on where the numbers are in the ranked PSUchance list.

• The Sample PSU share their Stratum number with their neighbouring Sample

PSU if the PSUchance value is less than 1. The groups are created by starting at the top of the list and selecting the first PSUchance that is less than 1 and grouping that Sample PSU with the one below it. The Sample PSU should be placed in groups of 2 (if there is an odd number then the last 3 in the list can share a Stratum value)

Assigning the Stratum

To create the PSUChance and assign the Stratum values follow the steps below.

Step Action 1 List the selected clusters and their estimated size from the PSU

(first level sampling unit. Then for each selected cluster divide the estimated size of the unit by the sampling interval. PSUChance = estimated size of unit/sampling interval

2 Assign the first Sample PSU in the list a Stratum value of 1 3 Complete step 1 for each different Sample PSU that has a

PSUchance greater than 1 (there may only be 1 in the list or there may be many Sample PSU that have a PSUchance greater than 1)

4 Select the first 2 Sample PSU's that have a PSUchance of less than 1 and give then the same Stratum value (the next numerical value in the Stratum list)

5 Select the next 2 Sample PSU's that have a PSU Chance of less than 1 and give them the same Stratum value

6 Repeat step 5 until you reach the bottom of the list 7 Attach the Stratum values to the dataset with the variable label

Stratum.




PSU rules The PSU is determined by the Stratum associated with the participant. The

general rules for assigning a PSU are listed below. • If the Sample PSU has it's own Stratum then each Cluster in the Sample PSU

should have it's own PSU Value • If the Sample PSU shares it's Stratum with another Sample PSU, each Cluster

in the Sample PSU should share a PSU value

Assigning the PSU

To assign the dataset a PSU follow the steps below.

Step Action 1 Sort the dataset by Stratum and then Village (using the Village

code) 2 Assign each Village from Stratum 1 a value starting with 1 (the

first village will receive a 1 and the second a 2 and the third a 3 and so on until you have numbers all the villages in the Sample PSU.

3 Repeat step 2 for each Sample PSU that has a PSUchance greater than 1 (there may only be 1 in the list or there may be many Sample PSU that have a PSUchance greater than 1). Remember to assign the PSU values in a consecutive manner.

4 Select the first 2 Sample PSU's that share a Stratum and assign all the clusters from the first Sample PSU one value (every Cluster should receive the same value) and then assign all the Clusters from the second Sample PSU a different PSU value.

5 Repeat step 4 until you reach the bottom of the list. 6 Attach PSU to your dataset using the variable label PSU.

Cover.pdfQ by Q.pdfOverview Guide to the columnsCodeCORE: DietThe next questions ask about the fruits and vegetables that you usually eat. I have a nutrition card here that shows you some examples of local fruits and vegetables. Each picture represents the size of a serving. As you answer these questions please think of a typical week in the last year.Code└─┴─┘ If Zero days, go to D3D1D

Mapped_Document.pdf Section 1: Preparing and Evaluating the Status of Your Materials Overview IntroductionAvailable materialsGeneric and site specific materialsWhen to match your toolsProcessContents Rationale IntroductionMapping your InstrumentTransforming your datasetTransforming supplementary information

Collecting Information About Your Materials IntroductionSite specific InstrumentData Entry DatasetSupplementary information

Requirements for the Generic Tools IntroductionRequirementsCoding column

Determining What Needs to be Done IntroductionIdentify current status of site

Altering the Generic Tools IntroductionIdentifying additions to InstrumentUsing available tools

Section 2: Mapping Your Instrument Overview IntroductionPurpose of mapping your InstrumentContents Understanding the STEPS Mapped Instrument Template IntroductionComponents of the template

Creating Your STEPS Mapped Instrument IntroductionProcedureMatching questionsSite specific questionsAltered questions

Section 3: Transforming Your Dataset Overview IntroductionProcessContents Identifying Variable Names IntroductionIdentifying variable names used EpiData variable namesEpi Info 6 variable namesEpi Info 3.3.2 variable namesMicrosoft Access variable namesMicrosoft Excel variable namesSPSS variable names

Moving Your Dataset into the STEPS Database IntroductionThe STEPS databaseSelecting your softwareEpiDataEpi Info 6Epi Info 3.3.2Microsoft AccessMicrosoft ExcelSPSS

Identifying Data Types IntroductionProcess

Identifying Unmatched Responses and Variable Names IntroductionIdentify unmatched responsesIdentifying unmatched variable namesIdentifying unmatched data types

Matching Your Dataset IntroductionNecessary materialsMatching variable namesMatching data types

Distributing Your STEPS Mapped Instrument IntroductionDistribution of Mapped Instrument

Section 4: Supplementary Materials Overview IntroductionDetermine what needs to be done Contents

Interview Tracking Form IntroductionResponse ratesNonresponse weightSTEPSsampling.xlsAssistance

STEPSsampling.xls IntroductionIndividual weightPopulation weightCombined weightsComplex sample designStratum rulesAssigning the StratumPSU rulesAssigning the PSU

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