Rims Manual

8/13/2019 Rims Manual

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RIMS Guidance Manual: Tool for Data Entry and Analysis

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RIMSTOOL FOR DATA ENTRY AND ANALYSIS

Introduction

This section is designed to assist personnel with the transfer of the data from the impact survey questionnaires into a computer program for analysis.This guide covers both the household questionnaire and the anthropometry data.

Before entering data from the impact survey, practice entering data to be sure that the program has been set up correctly. Plan at least a one-week leadtime (preferably longer) to set up the data entry program and for practice data entry. This will allow time for the data entry clerk to become familiar

with the program and, if necessary, to contact IFAD to resolve problems. Try to practice at least one week before starting real data entry so as to besure that all the steps are understood.

The System Requirements are:Hardware

Minimum: 1.6 GHz CPU, 512 MB RAM, 800x600 display.

Recommended: 2.2 GHz or higher CPU, 1024 MB or more RAM, 1280x800 display or higher, Network card on Windows XP.

Recommended: 2.4 GHz or higher CPU, 1024 MB or more RAM, 1280x800 display or higher, Network card on Windows Vista.

Software

Windows XP Service Pack 2 or above

Windows Server 2003 Service Pack 1 or above

Windows Vista

Windows Server 2008

The program should be installed and used on only ONE computer. The current version of the program does not allow data to be combined from different

sources.These instructions are for version 7.1.0.4 of the RIMS data entry and analysis software. Additional information, new releases and updated instructionswill be made available on the IFAD web site.


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The main menu appears when the RIMS software is opened.

Top Menu Bar

Fileallows the user to create a newfile or openan existing file. Toolstab allows the user to change language, go to reportsor

open surveysfor comparison. The program is available in English,French, Spanish and Arabic.

Helpprovides information on the developers.

Side Menu Bar

(more details of functions in separate sections)

Data entry is for entering data for new questionnaires Data reentry is for verification of responses Find cases allows the user to find a filled questionnaire to make

changes

Verification provides the verification reports after reentry Reports leads to the reports screen for the detailed reports from

the survey.


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CREATING A NEW SURVEYFrom the main menu on the RIMS software, click Fileand then New.Enter the survey identifiers:

Choose the country (from the drop down list) Enter the year of the survey Enter the full name of project.

Inserting local adaptations:If the study has included any specific local

adaptations for Question 5 (Assets), Question 6 (Assets), Question 8b(farming tool), or Question 9 (animal):

Tick the box adjacent to the question Type in the name as it appears on the survey of asset/tool/animal in

the text box. Click Save

If no local adaptationswere defined,

Click Save after entering the name of the project.

The Browse for Folder window appears:

Choose the folder in which the RIMS survey should be saved Click OK.

Tip: Make sure the survey is saved in an easily retrievable location. All

exports from the software are also saved in the same folder bydefault when exporting.


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DATA ENTRYIdentification data

From the main menu, click on Data entry.The data entry screenappears.

Enter questionnaire number, cluster number and HH number. Eachquestionnaire number must be a unique number.

Enter date of interview as day- month- year (click the arrow on theright for the drop-down calendar to select date)

Household members data

For HH member no 1, enter gender: type 1 for male or 2 for female,or use the drop-down list

Enter the age in integers (no text) Select the reading level: 1 Easily, 2 With difficulty, 3 Cant read, or

use the drop-down list. Select 3 for children under 5.

Tips for Data Entry:

The answers can be inserted by typing numbers, i.e. 1, 2, etc. as per

the options in the drop down list. They may also be chosen by clicking

on the drop-down list at the right of the field (preferred method).

Use TAB to move from field to field.

Any answers on a previous window corrected by clicking Previous and

editing on the data.

All questions in a window must be answered to proceed to the next. If

an answer is not filled in on the questionnaire, theMissing option from

the drop-down list should be chosen.

To stop data entry, press Cancel on the window and then click Yes on

the pop-up window Do you wish to stop data entry?

After the data for each household member has been entered,

press Enter twice on the keyboard to enter data on the next HHmember. Alternately press Enter once and then click on AddorNewon the screen.

Check all the HH members details on the screen before proceeding to thenext screen. A detail can be adjusted by clicking on the relevant field andthen correcting the data.

When all the HH members details have been verified,

Click Nextto move to the section on HH properties and assets.


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Household Properties and Assets (questions 1-5)

Questions 1 to 5 are entered in this window. The answer to each question isentered by clicking on the field and selecting from the drop-down list, orusing the numeric designation for the answer. [Note: using the numericdesignation will be faster, but should only be used by experienced users.]The user can move to the next question by clicking on the field or bypressing Tabon the keyboard. If the response is missing on thequestionnaire, the Missing option under each drop-down list should bechosen.

Qn 1a.The main material of the dwelling floor can be selectedfrom the drop-down list. If the surface is different from any item onthe list, then the option 96 - Othercan be selected. If the answer ismissing, click 99 - Missing.

Qn 1.b. The number of sleeping rooms should be entered asintegers, i.e., 1, 2, etc)

Qn 2.The main source of drinking water should be chosen. If theanswer is different from the list, 96 - Other, and if the question isnot answered, 99 - Missingshould be selected.

Qn 3.a.Select the type of toilet facility from the dropdown list(select 6 - Otherif the answer is not on the list and 9 - Missingifthe question is not answered).

Qn 3.b. Yes, No or Missing should be chosen. In Qn 4, if the response for Qn 4a(hungry season) is No then the

other tabs under 4 are disabled. If 4.ais Yes, then the month forbeginning of the hungry season (4.b.) and end of the hungry season

(4.c) should be selected. If there is a second hungry season (4.d)then again the beginning (4.e.) and the end (4.f) should beselected. If4.dis No, then 4.eand 4.fare disabled.

In Qn 5, the appropriate answer for Electricity, Radio, Televisionand Refrigerator (Yes, No or Missing) should be selected. The locallyadapted asset will also be displayed as an option after Refrigerator.

After completing question 5, click on Next to move to the next section.


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HH Properties and Assets (questions 6 -8) and

Livestock (question 9)

In question 6choose (1) Yes, (2) No or (9) Missing for: Bicycle;Motorcycle or Scooter; Car or truck. If a locally chosen asset wasentered, it will appear as an option at the end of the list. If noadaptation was selected, the field will be disabled.

In question 7choose the cooking fuel from the list or (96) Other or(99) Missing.

In question 8a, choose (1) Yes, (2) No or (9) Missing. For question8b, the local adaptation for farming tool will be included.

In question 9, choose (1) Yes, (2) No or (9) Missing for each animal.Choosing Nofor an animal will disable the How Many question. IfYes is chosen, type in the number of animals in the How manysection. Type in only integers (1, 6, 12, etc) and not text. In thisquestion, the locally adapted animal will also be displayed.

Tip: Each question should be filled in. if the response is missing in the

questionnaire, then the appropriate Missing option should be

selected. If any questions are left unanswered, the user will not be

allowed to move to the next screen.

After completing question 9, click on Nextto move to theanthropometric questionnaire.


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Anthropometric questionnaire

The ID number and gender of the first child under five years of age appearsautomatically on the screen.

There are two options For the Birth day:

Click on the drop-down tab on right, the drop down list appears butstarts from 2009 and the user has to scroll until the appropriate yearis found, and then choose month and date.

Click on the year (2009) and type in the actual year of birth (e.g.2005). Then click on the right-hand tab and choose the month anddate.

If the birthday does not correspond to the age provided in the HH membersdata (see above), the application will prompt for a correction of thebirthday or the age provided in HH members data. If the birthday is notavailable, it should be left blank.

ForAge by months, enter the number of months. If the age does notcorrespond to the birthday, then the system will prompt for the correct

answer.For height, enter the height in cm. Check the table in RIMS impact manualfor minimum and max. ranges of height for age in months.

For weight, enter weight in kg. from the questionnaire.

After the data on the first child has been entered,

Press Enter twice on the keyboard to move to the next child.After data on the last child in the household has been entered,

Press Enter on the keyboard to complete the data Press Saveon the screen to save the questionnaire and move to

the next household for data entry.

Tip: If a child less than 5 years old appears on the first data entry

screen, then the user will be prompted to input the childs weight and

height in this section otherwise the questionnaire cannot be saved.

If the household has no children less than 5 years of age, press Save tomove to the data entry screen for the next household.


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DATA VERIFICATIONFor verification and quality check, it is recommended that the entire set ofquestionnaires be re-input. A random sample of the questionnaires (5 to 10per cent) can also be used and the values re-entered for the selectedquestionnaires.

On the main screen, click Data re-entry A blank data entry screen will appear. Re-input all data from the

questionnaires, beginning with questionnaire number and other

identifiers; responses to the questions 1 to 9 and anthropometricdata.

After re-entering the data, click Verification on the main screento verify if the re-entered data matches the original data.

A verification report is produced which displays the errors in data entry orre-entry (if there are any). The entry value and the re-entry value for eachquestion is displayed with the differences in responses. Cross-check with theoriginal questionnaire and edit the responses accordingly (see DataCorrection below).

Check the re-entry field in the report for differences with originaldata entry


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DATA CORRECTIONTo correct/edit data from any saved questionnaire:

From the main screen click Find Cases.

Choose the questionnaire to be edited from the list that isdisplayed.

After choosing the questionnaire, the data entry screen with the currentvalues appears.

Edit the required question. The edited value will get updated onlyafter the user clicks on Next on each screen and reaches the lastdata entry screen, i.e. the Anthropometric Questionnaire, andthen clicks Save on that screen.

For example, if question no. 2 main source of drinking water is changedfrom (9) unprotected dug well to (10) unprotected spring, after makingthe change, the user clicks Next on the screen, and again presses Next onthe HH properties and assets screen (questions 6-9) and then on theanthropometric questionnaire screen, presses Save to save the changes.


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GENERATING REPORTSThe RIMS software allows the generation of a number of standard reports forpresentation or further analysis. From the main menu, click on Reports todisplay the Reports screen and options with regard to reports.

For a first-time survey all reports will be in Normal mode.

For a follow-up survey if the team wishes to analyse trends with regard tothe previous survey results, then the Compare modeshould be chosen.Results for only the follow up survey can also be generated in Normalmode.

Types of reports: (More details in the respective sections)

Household characteristics:This section includes reports onHousehold Head(gender distribution of HH head), Toilet Facility(distribution of different kinds of toilet facilities), Floor(differentkinds of floors), Cooking Fuel(type of fuel used) and DrinkingWater(sources of drinking water).

Food Security:Number of households affected by hungry season(first and second) and the average duration of the hungry seasons.

Assets and Production:Reports on types of Farming Tool used,distribution of Household Assetsand Animal Ownership.

Z-score Reports:Number and percentage of children below 5 whoare below the -2 z-score for underweight children (weight for age),chronic malnutrition (height for age) or acute malnutrition (weightfor height).

PCA Report: This provides the relative wealth distribution of thesample (further details in the PCA section and in the final Notessection).

Summary Report:The summary report provides details on a fewbroad indicators- households headed by women, literacy, access tosafe water, access to safe sanitation, and child malnutrition.

Tip: Before generating any report, click Calculate PCA and

Calculate z-scores on the bottom right so that the values areready to be used in the various reports.


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REPORTS FOR A SINGLE SURVEY (IN NORMAL MODE)

Household characteristics

Click on the radio button adjacent to select the report, then click DisplayReportto generate the report:

Household head: displays the numbers and percentage distributionof the gender of respondents in table and graph format. The firstpage contains the results in a tabular form and the second page

contains the same information graphically displayed.

Floor: The distribution of the type of flooring (Qn 1a) is displayedin percentage distribution and numbers in both a table and a graph.

Drinking water: The number and percentage distributions of thetypes of drinking water (Qn 2) are displayed in table and graph.

Toilet facility: The different types of toilet facilities (Qn 3a) aredisplayed.

Cooking fuel: The different types of cooking fuel used (Qn 7) aredisplayed.


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HH characteristics report

All household characteristics reports are displayed the same.The first page of the report is displayed as a table listing the differentvalues for HH head, floor, drinking water, toilet facility, or cooking fuel.

Name of project and report type Number of respondents who answered yes for each value Number of valid responses Percentage of respondents who answered yes for each value

Note:The questionnaires with No Responses (listed at the bottom of

the table) are not included in the calculations of the percentages.

The second page of the report contains the graphic representation of theresults. Each group of valid responses is represented by a bar chart on the x-axis; the y-axis is the % of households (of all valid responses).


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Food Security

On the Reports screen, click on the radio button adjacent to Householdaffected and duration under Food security and then click Displayreport.

The first page of the report presents a summary table listing thenumber and percentage of households that experienced a first and asecond hungry seasons.

The second table lists, for the first hunry season, the number andpercentage of households affected by duration.

The second page contains the same information for the secondhungry season.

In the third page, the same information is presented graphically,displaying:

The percentage of households suffering from the first and thesecond hungry season.

The average duration of the first and the second hungry season.


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HH Assets and production

The report desired under HH asets and production can be chosen from theReports screen- click on the radio button adjacent to the report needed andthen click on Display Report. The format of the reports is the same as forHH characteristics, i.e. numbers and percentages of reported values. Valuesare displayed in tabular form and as graphs.

Farming Tools: The distribution of respondents who responded Yesor Noto Cultivate farmland (Qn 8a) and then the distribution ofdifferent cultivating tools used (Qn 8b) is presented in a table. Onthe next page, a graph of the distribution of farming tools isgenerated.

Household assets: The distribution of assets (from Qn 5and Qn 6)is displayed.

Animal ownership: The distribution of ownership of differentanimals (Qn 9) is displayed.

Z-score reports

The z-score reports signify the percentage and number of underweightchildren and malnourished children. The results are derived from theanthropometric values. The number of children below the -2 z-score foreach measure displaying underweight children (weight for age), chronicmalnutrition (height for age) or acute malnutrition (weight for height) is


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calculated.

Weight for age: The number and percentages of boys and girls belowthe z-score for weight-for-age signifies underweight children. Height for age: The number and percentages of boys and girls below

the z-score for height-for-age signifies chronic malnutrition.

Weight for height: The number and percentages of boys and girlsbelow the z-score for weight for height signifies the level of acutemalnutrition.

Before selecting any of these reports, click on the Calculte Z-scores

button from the main Reports menu.

On the Reports screen, click the radio button next to the selected reportunder Z-score reports. Then click Display Report.

Each report displays the number and percentage of children below the z-score signifying children who are underweight/ chronic malnutrition/ acutemalnutrition, separated by sex. It shows:

The number of underweight boys and girls. The percentage of underweight boys and girls. The graph of the above results.Note: In this version, the RIMS software uses the second set of

WHO growth standards (2006) which supersedes the standards used

in the previous version. Therefore previous surveys should have their

z-score reports re-calculated with the current software.


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PCA report

The PCA report summarises the relative wealth of the community anddisplays the distribution of HH in numbers and percentages along fivewealth quintiles (Poorest, Poor, Average, Rich, Richest).

Click on the radio button next to PCA on the screen. Then click on Calculate PCA on its right to refresh the PCA

calculations. Then click on the Display Report button to display the PCA

report.


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PCA report: (Normal Mode)

The generated report displays the relative wealth of households.

The first page displays the information in tabular form.

Wealth quintile Number of households in each quintile Percentage of households Number of female headed households in each quintile Percentage of female headed households

The second page displays the information as a graph. Number of households in each quintile along with the female

headed households is presented on the graph.

Note:In most surveys the PCA report in Normal Mode would display

households divided into five more or less equal quintiles. The

movements among the quintiles are displayed when analysing a follow

up survey in Compare Mode.

Summary Report


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The summary report provides a brief overview of a few overall indicatorsincluding: households headed by women, literacy, access to safe water,

access to safe sanitation, and child malnutrition. To display the report, clickon the radio button adjacent to Summary Report and then click onDisplay Report. The first page of the report shows:

Head of the household, i.e. number and percentage of householdsheaded by women.

Literacy, i.e. number and percentage of female HH members thatcan read, male HH members that can read, number and percentageof men and women between 15 and 24 that can read and the ratio

of women to men between 15 and 24 that can read.

Access to safe water, i.e. number and percentage of householdswith a safe source of water.

Access to safe sanitation, i.e. number and percentage of HH withsafe sanitation.

The second page displays (separately for boys, girls and total):

Acute malnutrition: Number and percentage of children that haveacute malnutrition, i.e. a z-score below -2 in weight for height.

Chronic malnutrition: Number and percentage of children that havechronic malnutrition, i.e. have a z-score below -2 in height for age.

Underweight: Number and percentage of underweight children thathave a z-score below -2 in weight for age.

The third page displays the same information for acute malnutrition,chronic malnutrition and underweight for children graphically, again forboys, girls and total.


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Navigating and exporting reports

Any of the reports can be exported and saved on the users computer byclicking on the Export button- the button on the top left hand corner of thescreen above the Main Reporttab. The resulting report can be exportedand saved as Crystal Report (.rpt) or Microsoft Word (.doc) or Adobe reader(.pdf) or Excel (.xls) by changing the format while saving. The reports areby default displayed in .rpt format. They can be saved by clicking onExport Report on the top left hand side. And then while exporting thereport, the format can be changed if needed by clicking on Save as typeon the save window and choosing the desired format.

Note:Exported reports, like exported data in Excel, are saved in the

same folder as the RIMS database (i.e. the folder where the RIMS

file was saved when data entry was started).

Total page number of the report is displayed at the bottom.

To navigate from one page to the other, click on Go to next pageandGo to previous pagearrows on the top toolbar.

The reports can be directly printed from this page (by clicking on the PrintReport button on the top menu).


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Exporting Data to Excel

Click on Export to Excel to export data from the survey. Exported filesare saved in CSV format and in the same folder as the RIMS database. TheExcel sheet does not open automatically, but can be opened from the folderin CSV format, and then saved as an Excel (xlw) workbook.

The names are by default: CountryName_Year_ ProjectName_TypeofFile(i.e. Anthro, HH,PCA, sur) and can be changed later by the user. Thesedatasets are useful for checking accuracy and for creating user definedreports.

Anthro: includes the data from the anthropometric questionnaire;questionnaire number, child ID, sex, age, height, weight, Z-scoresfor height-age, weight-age and weight-height.

HHCom: includes data from the HH members data section of dataentry; questionnaire number, number of HH members, sex, age,reading levels.

PCAOutput: includes data on the questionnaire number, wealthindex, type of flooring (Qn 1a), Crowding (based on Qn1b), source

of drinking water (Qn2), toilet facility (Qn3), assets (Qn5), assets(Qn6), cooking fuel (Qn7), animals (Qn9).

Surquestion: includes questionnaire number, cluster number, HH ID(from identifiers), HH head sex and reading (from HH data), floor(Qn1a), rooms (Qn1b), water (Qn2), toilet (Qn3aand Qn3b),hungry season (Qn4), assets (Qn5 and Qn6), animals (Qn9),duration of hungry season.

Exported datasheet:

The exported excel sheet is in CSV format (it can then be saved inxls format if desired)

The first row contains the question labels (e.g. Water 1, Toilet,Elect, Radio, etc)

The lower rows contain the responses, in numeric form.

Tip: As with the reports, user should export to Excel only after

clicking Calculate PCA and Calculate Z-scores so that the latest

updated figures are ready to be exported.


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COMPARING SURVEYS (REPORTS IN COMPARE MODE)This section is applicable only for follow-up surveys that compare findingsof the current survey (e.g., a mid-term survey) with earlier baselinesurvey.

Features of the Compare Mode: The reports display the data from eachsurvey separately (in adjacent and separate tables and graphs) for easy

comparison. The PCA report uses data from both surveys- the quintiles inthe new survey will be unequal signifying movements among the quintilesand changes in relative wealth.

Choosing a survey for comparison

From the main menu, click on Tools and then on OpenSurveys.

From the browser, choose the two surveys- the two files from thebaseline survey and the current follow-up survey. The FirstSurvey should be the older baseline survey, and the SecondSurvey should be the new survey.

Tip: Exporting data to Excel in Compare Mode cannot be done. For

exporting data into Excel, the user should export from each survey

separately if further detailed analysis is needed.


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On the Reportspage, the two surveys will be listed on the top of thescreen under Survey Name.

Change the mode to Compare Mode Choose the report you wish to compare by clicking on the

adjacent radio button

(Click Calculate PCA and Calculate Z-Scores before generating anyreports)

Click on Display Report to produce the report.


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The report will show the results, as in the normal mode reports, butfor both surveys.

Name of current survey

Results for current survey

Name of baseline survey (chosen for comparison)

Results for baseline survey


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In the next two pages of the report, the results for both the currentsurvey and the baseline survey are displayed in graphs.

Name of baseline survey

Results from baseline survey

Name of current survey

Results from current survey


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Check to see that a whole column does not have missing data, e.g. if a local asset is defined but the responses are not filled in, then the entirecolumn will be reported as missing. (The error division by zero will appear if the HH Assets reports are clicked). Therefore survey teams should

be careful while defining local assets so that it does not become simply a column with missing data later. All the other columns should also havedata entered (the Yes/ No response or the missing code).

A number of datasets might have been assigned a password by the software to protect datasets and ensure not too many users open datasets (it is bestto use only the software and not enter the dataset directly, because altering one table in Access often creates changes in other tables with which thevalues have a relationship also, therefore changing values have to be done very carefully). If the dataset needs to be opened directly to be cleaned, thenthe password is moaazrims20.

In case the dataset cannot be cleaned, then the project will have to re-enter the old data from the questionnaires or old files.


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Appendix 3 Training Programme Agenda (including Calendar of Events)Appendix 4 QuestionnaireAppendix 5 Additional Findings

Documents

Rims Manual