MICS4 Data Processing Workshop Multiple Indicator Cluster Surveys Data Processing Workshop Data Entry Editing

MICS4 Data Processing Workshop

Multiple Indicator Cluster SurveysData Processing Workshop

Data Entry Editing

REMEMBER TO REMIND YOUR FIELD STAFF:

• The best place to correct data is in the field where the respondent is available to resolve inconsistencies. Once the questionnaires reach the office, the best you can do is to apply carefully specified editing guidelines consistently and carefully.


Timing of Editing

• Before data entry– Interviewer– Field editor– Office editor

• During data entry– Data entry operator (with training and

supervision)

• After data entry– Secondary editor


General Rules for Resolving Inconsistencies

• Review all pertinent responses in the questionnaire(s)– For skips, check responses preceding and following

• Refer to the editing guidelines• Do not make up an answer; if necessary, use the

codes for inconsistent (7, 97, 997) or missing (9, 99, 999)

• Change the fewest pieces of information• If unable to resolve, leave the inconsistency without

correction and document the inconsistency for users


Data Editing Philosophy• Field Editing

– Interviewer or field editor• Using field editing manual, can be fully (almost) corrected

• Office Editing - Use editing guidelines– Office editor

• ID and structure errors only– DE personnel

• Check for data entry errors; resolve only structural inconsistencies

– Secondary editor• Investigate and resolve (sometimes by taking no action) all

inconsistencies


Defining the Editing Specifications

• Carefully review the questionnaire

• Define the edits– What is the possible inconsistency?– How should the inconsistency be handled

during data entry?– How should the inconsistency be handled

during secondary editing?


A Simple Example

The number of eligible women (HH12) can’t be larger than the number of household members (HH11)

Q1. Should we check for this inconsistency during data entry?

Q2. Should it be resolved during data entry?

Q3. What should the editing guidelines say?


How Do We Handle the Inconsistency?

A1. Yes, we should check:PROC HH12

if HH12 > HH11 then

errmsg(0015);

reenter

endif;

A2. Yes, it must be resolved; both variables structurally important

– HH11 controls entries in household listing– HH12 controls number of women’s

questionnairesMICS4 Data Processing Workshop

How is the Inconsistency Resolved?A3. Editing guidelines should have the data entry

operator:– check for data entry errors, correcting any

that are found– if no data entry error is found, then:

• count number of household members in household listing

• count number of eligible women in household listing• ensure all women questionnaires belong to the HH• correct HH11 and/or HH12 based on counts


A Complex Example

A woman’s age (WB2) and date of birth (WB1M and WB1Y) must be consistent

Q1. Should we check for this inconsistency during data entry?

Q2. Should it be resolved during data entry?

Q3. What should the editing guidelines say?


How Do We Handle the Inconsistency?

A1. Yes, we should check

A2. No, inconsistency should not be resolved by the data entry operators

– while age and DOB are both critically important, this inconsistency is too complex and time consuming for data entry

A3. Correct keying errors only– This inconsistency will be resolved during

secondary editing


Contents of the Editing Guidelines

• Message number, type, and text

• An explanation of the problem

• Suggestions for method(s) of correction or recommendation to make no changes


Error Message Numbers

• Error message numbers have 4 positions– 1st position: questionnaire type

0 = HH, 1 = WM, 2 = Child, 3 = MN, 9=Used by all

– 2nd position: modulesequential order of module inside questionnaire type

– 3-4th positions: unique ID within questionnaire type and module

• Some exceptions to the rules


Types of Error Message

Unusual cases; may need correcting

Secondary editing

M

Probably needs correctionData entry and Secondary editing

E

Check for keying errorsData entryW

Should be correctedData entryD

StatusTimingCode


Editing Guidelines

• For each inconsistency:– explain its nature if error message doesn’t

make it clear– explain how to handle the inconsistency

during data entry (if applicable)– explain how to handle the inconsistency

during secondary editing (if applicable)– in resolution explanations, list all related

variables that should be examined


Modifying the Editing Guidelines

• For all country-specific questions that were added to the MICS questionnaire, add editing guidelines

• Modify the standard guidelines only after careful consideration by subject specialists

• Document any changes to the standard guidelines

• Ensure that all processing staff use the manual and apply it consistently


Adding an Edit

• Add logic to the data entry application (.app)

• Add message text to the message file (.mgf)

• Add message to the editing guidelines (.doc)


REMEMBER TO REMIND YOUR FIELD STAFF:

• The best place to correct data is in the field where the respondent is available to resolve inconsistencies. Once the questionnaires reach the office, the best you can do is to apply carefully specified editing guidelines consistently and carefully.


Documents

MICS4 Data Processing Workshop Multiple Indicator Cluster Surveys Data Processing Workshop Data Entry Editing