FCT Refresher: Mapping Form Fields in Electronic Forms

By: Petronillah Seurey & Lauren Stanisic

Background: Form Schema

• As you know, there is an important relationship between the form schema and the electronic form.

• The form schema tells the electronic form which data elements we would like to be able to collect in that form.

Form Schema

• The schema contains all the patient identifiers, person attributes, concept questions, and concept sets that will be collected with the corresponding electronic form.

• Concept sets require careful attention, when mapping form fields. We will discuss that in a few moments.

Sample Schema

Sample Electronic Form• The same data in the form schema will appear

in the “data source” of the electronic form

Mapping Concept Form Fields• With Infopath and Xforms, we can easily “drag and

drop” data elements to the design surface, and setup the form fields.

• Be certain that the form field caption you setup correctly matches the form field concept.

• This requires careful attention to detail. Let’s demonstrate.

Mapping Concept Form Fields

• To map the form fields, first we drag the “value” item to the design surface.

Mapping Concept Form Fields

• Once the form field has been dragged to the design surface, we should then type in the appropriate caption.

Mapping Concept Form Fields• This can be harder than it looks• When just looking at the form, it can appear

that everything is fine.

Mapping Concepts: WRONG WAY!

• But things may not be fine. Let’s look closer.• Here, the “Height” form field is incorrectly

mapped to the “MUAC” concept.

Mapping Concepts: RIGHT WAY!

• Here, the “Height” form field is correctly mapped to the “Height” concept

Mapping Concept Sets• As you know, concept sets are groupings of

several concept questions.

• Each time a concept set is used to collect data, the answer to each of the set member questions will be linked together in the db.

• Thus, sets are used to collect related answers, and we are able to know that those collected data are related to one another.

Sample Schema, Concept Set Expanded

Sample Form, Concept Set Expanded

Mapping Concept Sets

• Because concept sets contain questions that are related to one another, we must be very careful to map those form fields together in the electronic form.

• If we link concept set members from different concept sets together, it will cause very big data problems.

Mapping Concept Sets: WRONG WAY!

Mapping Concept Sets: WRONG WAY!

• When concept set form field are mapped incorrectly, we are inaccurately relating data in the database.

• In this example, the frequency of the “Carbohydrates, Root” food will be related to the “Carbohydrates, Grain” concept answer. This data would be wrong, wrong, wrong.

Mapping Concept Sets: WRONG WAY!

• Once this incorrect data is being collected, it would be very difficult to detect that there is a problem.

• It is likely that the problem would only be detected after much time has passed.

• This will cause a lot of extra headaches and anger for people who then have to fix the data.

• The problem all could have been avoided if the form fields were mapped carefully and correctly.

Mapping Concept Sets: RIGHT WAY!

Mapping Concept Sets: RIGHT WAY!

• In this example, the frequency of the “Carbohydrates, Grain” food will be related to the “Carbohydrates, Grain” concept answer. This data would be right, right, right.

Important Role of Form Key

• As you know, the form key plays a critical role in guiding high quality form creation

• The form key should be used to aid when dragging and dropping the correct concepts to the design surface, to ensure accuracy

• Thus, it is very important that the form key being used is up-to-date

Take-Home Message

• DO be certain to put the correct concept name with the correct form field.

• DO NOT incorrectly mix and match concept names and concept form fields.

Take-Home Message

• DO map form fields of questions from one question set with the form fields of questions in that same question set.

• DO NOT map form fields from questions in different question sets together.

• Be extremely careful that the form fields for each question set are mapped to the correct question(s).

Remember!

“An ounce of Prevention is worth a ton of a cure”

Translation: Put in the efforts required to do you work right the first time, and it makes

everyone’s life much easier

Tips• Work slowly and carefully• Avoid distractions that will interrupt your

focus• Pay close attention to the details of your form

field mappings • Double check your work once it is finished• Take occasional breaks so that you may rest

your eyes and regain your focus

Any Questions?