R PSI · programmers/form developers, especially those who have not programmed prior to this, need to be trained by someone who already has some experience on this subject to avoid

B U I L D I N G R E S E A R C H C A P A C I T Y

Tools: PDAs for Data Collection

PSI’s Core Values Bottom Line Health Impact * Private Sector Speed and Efficiency * Decentralization, Innovation,

and Entrepreneurship * Long-term Commitment to the People We Serve

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Research Division Population Services International

1120 Nineteenth Street, NW, Suite 600 Washington, D.C. 20036


PSI Research Division 2006

© Population Services International, 2006

Contact Information

Bram Piot 1, Jacky Raharinjatovo2, Julia White3, Nicola Hobby4, Andry Rabemanatsoa2, Gwen Morgan, PhD5, and Dhaval S. Patel, PhD, MPH6

1. Geographer, PSI/Washington 2. Researcher, PSI/Madagascar 3. Associate Program Manager, PSI/Washington 4. Fellow, PSI/Rwanda 5. Research Director, PSI/Kenya 6. Deputy Director, Research, PSI/Washington

Project Director, PSI/REsulTS Initiative

For more information, please contact: Bram Piot, Geographer 86 rue du Cercle Logras 01630 Péron France Telephone +33 4 50 99 09 47 Email [email protected]

TOOLS: PDAs FOR DATA COLLECTION

LEARNING OBJECTIVES By the end of this chapter, the reader will be able to:

1. Better understand how the personal digital assistant (PDA) can be used as a tool for data collection.

2. Distinguish the different steps that need to be followed in order to implement

successfully the use of PDAs for data collection in the field.

3. Highlight the important points to be considered for each step.

BACKGROUND In 2004, Population Services International (PSI)/Madagascar received 38 personal digital assistants (PDAs) from the Center for Disease Control and Prevention (CDC). These hand held computers were to be used for data collection in the first Tracking Results Continuously (TRaC) survey on malaria, diarrhea, condom use, and family planning. PSI/Madagascar’s quantitative research coordinators began to investigate how PDAs could be used for data collection. On the recommendation of the CDC team, PSI/Madagascar chose to use the Dell Axim X51v with stylus PDA and the software Visual CE to develop the questionnaire form. Step-by-step, the team began the process of learning how to use PDAs for data collection. Being the first PSI country to use the PDA as a tool for data collection, the experience was rather intensive. After that successful experience in 2004, PSI/Madagascar continued to use PDAs for their first Measuring Access and Performance (MAP) survey, during which they uncovered other lessons learned. Since then, PDAs have been used for additional studies. In 2006, PSI-Kenya participated as a partner in a Division of Malaria Control-Global Fund ITN distribution study. The CDC, both Kenya and Atlanta, provided the PDAs and the technical assistance needed for programming as well as all training. PSI-Kenya, as a key partner in ITN distribution, benefitted greatly from participating the PDA training facilitated by the CDC. It is due to this exposure that PSI-Kenya has continued to develop its capacity to use PDAs for data collection and over time has continued to seek technical assistance from the CDC. Compared to paper questionnaires, the use of PDAs presents advantages, particularly in terms of cost savings, timeline, quality of data, lighter traveling of interviewers, and existence of multimedia tools.

PSI RESEARCH TOOLKIT


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However, there are some limitations such as the initial set-up costs, the need for power supply, the highly specific operating system, etc. Based on the experiences of the three countries who piloted the PDA-based survey, the tool is a very efficient method for collecting data for the PSI Dashboard. This toolkit chapter describes how the personal digital assistant can be used as a tool for data collection and identifies the different steps that must be followed in order to successfully implement the use of PDAs for data collection in the field.

HOW-TO-STEPS There are thirteen steps that must be followed in order to successfully use the PDA for data collection in the field. The steps can be divided into three broad areas: before data collection, during data collection, and after data collection. Following is a more detailed explanation of each step.

BEFORE DATA COLLECTION

1. Choice of the PDA and Its Accessories

The PDAs used for research require very specific capabilities and very specific types of software. The software used to program the questionnaires is called Visual CE. In order to be compatible with Visual CE, the PDA must have a function that allows it to create tables. Some PDAs may require the use of a patch, a file allowing the user to unlock a PDA to be compatible with Visual CE (see Appendix Five for further details). Beyond the software, there are other very important PDA specifications that ensure that the PDAs will be able to be used as research tools. The available memory, operating system, quality/size of the screen, and writing (keyboard) functions are all very important in ensuring that the PDAs will work as research tools. In addition to the PDA itself and to the software, the following PDA accessories are a must:

i. A principal and a backup battery. The batteries should have a shelf life of a couple of days and should be useable for at least five to eight hours, such as the 1100mAh batteries for the Dell Axim X51v. Backup batteries are required especially in countries with electricity problems. They should ideally be 2200mAh batteries since these provide double the amount of power as the basic type of batteries.

ii. A 256 MB additional memory card such as the Sandisk 256 MB Memory Compact Flashcard. The need for this will be explained in further detailer later.

iii. A cradle and charger with an appropriate plug or adaptor. A car charger may also be needed depending on the availability of power in the areas where the survey takes place.

iv. Accessories for synchronizing the PDA with a desktop computer or laptop (computer connector or USB synchronization cable).

v. Preferably a hard case that can clip onto a belt. It can be critical to purchase waterproof, shockproof "otter boxes" for each individual PDA which are around $100 each. Having a bag of some sort that can protect the device from the elements as well as accidental dropping and rattling around in the back of a 4x4 is important as well.



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vi. A lanyard so that the PDA can be put around the neck for security reasons.

vii. A backpack and/or fanny pack so that the PDA can be put away when not in use.

viii. Surge protectors to protect the PDAs from being “burnt” by electrical surges, especially if a country has unstable electrical flows.

ix. GPS receiver if needed. Some PDAs come with an internal GPS receiver, and others support a GPS extension (external) which needs to be purchased separately. It is also possible to use independent hand held GPS units (like the Garmin eTrex) and record coordinates in the survey form. However, it appears that PDAs that are connected with a GPS unit are easier to handle, and all GPS programs can be run from the PDA. There are also advantages to having separate devices; for example, the fact that the GPS units can be used along with traditional paper audit sheets for short MAP surveys is an advantage. It also means that programs which already have a pool of GPS units can continue using these and do not need to invest in GPS extensions. Verify that the GPS software is compatible with Visual CE before purchasing.

x. Extra styluses are recommended because they can break and are easily misplaced. It is important to budget for this in order to provide the teams with spare styluses to avoid the use of toothpicks, grass stalks or nails when operating the PDA/GPS.

2. Questionnaire Development

The questionnaire should be finalized before starting the programming in the PDA. In fact, due to the complex and often time-consuming nature of PDA form development, it is advisable not to make any changes to the questionnaire once it has been completed in PDA format. Removing or adding questions depends on the coherence that these questions can have with the other questions. If the change happens in the section where there is no coherence, then modifying the PDA form will be easy. Otherwise, the change will be complicated and require more of the programmer’s time. This is not to say that absolutely no questions may be added. In fact, the questionnaire should be finalized after the pilot test during which you must test the duration of the interview, removing or adding questions in order to have the appropriate length which varies from country to country. You must also test if the translation of the questions to the local language is comprehensible with the first reading. Finally, you test the bubbles to be measured, especially for a TRaC study. You can remove or add bubbles after factor analysis and reliability test (see the PSI Dashboard Analysis). Thus, after the pilot test, you can make many changes to the questionnaire. In this case, using a paper-based questionnaire during the pilot test is beneficial. However, if there is not too much change within the questionnaire after the pilot test, using a PDA-based questionnaire is beneficial because all the tools have been tested. For these reasons, it is recommended that you include the PDA programmers in the designing process of the questionnaire in order to have a finalized questionnaire which will be easier to develop for the PDA. Additionally, programmers should provide input regarding the order in which the questions will be asked.

3. Development of Automatic Skip Patterns and Filters, Automatic Checks for Internal Consistency, Range Checks, and Logical Checks



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In this step, the researcher creates a list of skip patterns and filters, a list of checks (see Appendix Six for further detail) for internal consistency, a list of range checks, and the list of logical checks once the questionnaire is finalized.

4. Development of the Questionnaire Form in the PDA

Developing the questionnaire in the PDA requires someone who knows how to manipulate databases and who should ideally have experience with or a basic knowledge of programming. In the beginning, not only will it require more time to create a questionnaire form in a PDA, but the programmers/form developers, especially those who have not programmed prior to this, need to be trained by someone who already has some experience on this subject to avoid reinventing the wheel. The PDA data entry form is created in the same way as in Access, Visual Basic, or other similar software. The principle is the same, and only the tool or the syntax for programming has a number of differences. However, the Visual CE software has an easier interface which allows you to do your own programming. This step is divided into two parts: the creation of a partnership between desktop and the PDA and the creation of a questionnaire form with Visual CE.

i. Partnership Between PDA and Desktop Personal Computer (PC) – To get the PDA connected requires the creation of a partnership between the desktop computer and the mobile device. Microsoft ActiveSync allows for the creation of a partnership between the mobile device and the desktop computer using a cable, a cradle, or an infrared port. After creating a partnership, programmers can synchronize the data using a modem or network (Ethernet) card if the device supports it. ActiveSync is generally used to keep information up-to-date on both devices; if a change is made on one computer, the next time you synchronize, the change is automatically made to the corresponding information on the other computer.

ii. Form Development with Visual CE – Visual CE is software that is used to create form-based applications for Windows CE devices. Visual CE applications allow you to use the CE device (i.e., the PDA) to collect, display, and modify data. Typically, these forms are created on the desktop PC, and then downloaded to one or more CE devices. Each Visual CE form is actually a compact application associated with a Windows CE, Pocket Access, or SQL Server CE table on the CE device.

Visual CE provides 16 types of controls for use on the forms: labels, edit boxes, note boxes, checkboxes, drop-down lists, radio buttons, calculated fields, command buttons, scribble boxes, timestamps, image controls, jump buttons, auto numbers, lookups, grid controls, and mEnable stoplights. Visual CE's development environment is simple to use. Each control is created individually along with its specific properties, including the associated table column or global variable, read-only or read/write, font, etc. The programmer will drag and size the controls to create the form's layout, which appears in the development window exactly as it will display on the PDA.

In order to design the data entry forms, it is first necessary to create the structure of the table or tables that will contain the data. The processes to do this are briefly explained.



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FIGURE ONE: GENERAL PROCESS TO CREATE A TABLE IN VISUAL CE

1. Researchers and programmers look at the interdependency and type of the different sections of the questionnaire. It should be noted that there are two types of sections: type I = one record for the questions in the section; type II = multiple records for the questions in the section (e.g., household sheet).

2. They determine how many independent sections (modules) are needed. Interdependency of the different sections of the questionnaire should be taken into consideration when deciding how many tables will work for the questionnaire.

3. They determine the variables in each question in each independent section of the questionnaire. The variables must be classified into tables, which all together will constitute the relational database file which is a link of several tables.

Note: The question is transformed into variable

Example: Question Q101: How old are you? variable: Q101.

FIGURE TWO: GENERAL PROCESS TO CREATE A PDA FORM IN VISUAL CE

1. Once the programmers have created the different tables, they can create the forms for these tables with Visual CE. For each screen a minimum number of basic controls must be included in addition to the questions and the responses themselves. Typically, these are the respondent identification, edit control, back button, forward button, and missing buttons.

2. The skip patterns will be inserted once the screens are created.

3. The coherency checks should be developed after inserting the programs for skip patterns.

At the end of each of these stages, the PDA form should be tested. The skip patterns and filters, the checks for internal consistency, the range checks, and the logical checks must be tested before sending a team to the field. In fact, to make supervisors familiar with the PDA, it is a good idea to involve them in the testing of the questionnaire form. The form will be a sequence of screens. The questionnaire will be transformed into screens as shown below (Figure Three) and controls will be used to enter the values for the different variables. For the programmers, each screen will be composed of two main parts: the screen and the program. The program part will contain controls used to insert needed programs like skip patterns, range checks, etc., but they will not be visible to the end user.



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FIGURE THREE: EXAMPLES OF SCREENS ON A PDA FORM

5. Training of Interviewers and Supervisors

Thorough training of the interviewers and supervisors is critical. It is important that the surveyors and supervisors are extremely comfortable with the PDA and are able to manipulate it easily. The goal is to provide training that will enable each surveyor and each supervisor to independently solve a given problem during data collection. In general, they not only need to learn how to use the machines, but they also need to know the contents of the questionnaire just as with paper-based surveys. They need to feel at ease by the time they go out into the field to ensure that they are paying attention to their interviewee during the interviews and not just to the PDA. It is also very important to uncover all the programming errors before sending the teams to the field to ensure the quality of the data collected and to avoid blocking due to programming errors. The supervisors may be permanent employees of PSI, but most of the time, they are temporary employees. They should possess basic computer skills (e.g., copy and paste files, start and shut down a computer, etc). Thus, the criteria for recruitment of supervisors must include general computer knowledge. The training should consist of three distinct areas:

i. the use of PDAs (interviewers and supervisors),

ii. the use of a questionnaire form (interviewers and supervisors), and

iii. the use of Visual CE tool for backup (supervisors only).



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DURING DATA COLLECTION

6. Checking of the Data

Because a PDA-based survey revolves around “virtual” data and not hard data on paper, it requires a very specific supervision system that allows supervisors to quickly check and verify the work done by each interviewer every day and to ensure that the data is safely backed-up and secure. In this respect, a number of steps should be followed.

i. The first step is to ensure that every PDA has an accompanying additional memory card. Data must be backed-up daily on the additional memory; thus, both the supervisors and interviewers must be trained in data backup techniques.

ii. The second step is to create checking sheets that both the interviewers and supervisors are required to sign. In the case of a household survey, the checking sheets would compare the TRaC and household visit sheets to the number of questionnaires found completed in the PDA to the number of questionnaires transferred to the additional memory. The numbers should be the same across the board. It must be properly documented in the backup monitoring sheet.

iii. Every day, after doing the backup, the supervisors should check the backup monitoring sheet for each table. If the number of the records is lower, then they have to correct the data in the main memory by loading data backed-up from the additional memory.

iv. The next step is to require the supervisors to constantly circulate within the research area throughout the day. They should be required to assist with a certain percentage of interviews and to conduct a certain amount of double-checking that is inline with the type of survey. For a household-based survey, they should check for chalk markings on assigned houses to compare to what the interviewers say they did, and they should talk with household members of chalked-houses to ensure that the number of eligible members they find is the same number found on the household monitoring sheet of the interviewer.

v. The final step is to send each supervisor to the field with an SD card or additional memory. An SD card will allow the supervisor to backup the data every day to ensure that it is secured in a third place (see Appendix Four for further detail).

7. Creation of Syntax in SPSS for Additional Checks (if any)

While data is being collected, researchers can develop syntax to correct all imperfections within the data that they judge necessary. This stage complements the coherency checks that were done under step four (coherency checks). Thus, this step is applicable only if you find that other checks need to be inserted in order to have an error-free data set (see Appendix Six for further detail). For example, if the programmers forgot to test the aberrant value, they can do the test in SPSS.

8. Creation of Syntax in SPSS for the Labels

In this step, you try to give a significance of the variables and the response modality. The researcher should use the final questionnaire to develop this syntax. Like the paper-based survey, once the data is cleaned, it is necessary to define the variable labels by using SPSS or STATA. This helps the researcher considerably when producing the different tables which make up the PSI dashboard.



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This step should be carried out before data collection is completed so that after the team arrives back from the field, all the programs relating to the finalization of the data are ready for use.

9. Development of the Interface in Access and in SPSS to Import Data

Importing data from the PDA to the desktop PC requires Microsoft Access which is relatively easy to manipulate. The programmers have to create all the tables in Access. After that, a macro will be created in order to automatically import all the tables from the PDA to the desktop PC. All PDAs which are used by the data collection team must be connected to the desktop PC one by one to allow for data importing. To check the duplicate cases in the data imported, the programmers can develop syntax in SPSS to verify it. The final version of the data will be in SPSS format, which requires that the programmers create the syntax in SPSS in order to import data from Access to SPSS format. It is also possible to use Stat/Transfer which is software that is designed to simplify the transfer of statistical data between different programs instead of programming in SPSS. When programmers decide to use SPSS to transfer data from Access to SPSS, they should develop the syntax before data collection is completed in order to save time once the data sets are received. In addition, the imported data are stored in different tables according to the different sections which composed the questionnaire in Access format as well as in SPSS format. Thus, these tables will be merged in SPSS, so this program is necessarily created in this step. AFTER DATA COLLECTION

10. Importation of Data

Once the data collection is completed, the researcher or the programmer can run the different syntax aforementioned to import data from the PDA to Access and from Access to SPSS. It should be noted that the PDA-based data upload takes minutes. When the tables are transferred to SPSS format, programmers or researchers need to run the syntax in SPSS to merge the different tables in order to create one single table. In fact, the data transferred in SPSS are saved in different tables; however, the researchers need all the data saved in one table to facilitate manipulation. The syntax allowing merging data should be created during data collection, so once the data are transferred in SPSS, the programmers or researchers have only to run the syntax to merge the data.

11. Rectifying Data (if step seven is applicable)

This is applicable only if it was found, during data collection, that additional coherency tests need to be considered – though this is usually the case. If there is a new list of checks, under this step the programmers and the researcher should run the syntax that was created in SPSS or in STATA under step seven. Note: This step can be skipped if the list of automatic skip patterns and filters, automatic checks

for internal consistency, range checks, and logical checks are created in an exhaustive way during the initial questionnaire/form development.



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12. Running Syntax for Labels

Once the data are merged and corrected, the syntax for the label can be run. The goal is to help the researcher to understand the significance of the variables and the response modality (codes for possible answers to a question) without consulting the questionnaire. In fact, this is just an indication for each variable, so if the researchers need more details about it, they can consult the questionnaire, whereas the response modality must be exactly the same as those of the final questionnaire.

13. Verifying the Frequencies for Each Variable

The data which will be used by researchers to produce the dashboard should not have errors. Indeed, you try to find a way to avoid it since the beginning. Thus, this step is the last check within the data collected. The researchers have to run the frequencies for each variable in SPSS or in STATA. They can verify the percentage and the number of cases by following the checklist created in step three. The checking will be carried out within the variables which are dependant in terms of coherency. If there are mistakes on the frequencies, the researchers and programmers proceed to rectify data. In this case, they can load data backed-up in the additional memory.

FIGURE FOUR: SUMMARY STEPS TO IMPLEMENT THE USE OF PDAS FOR DATA

COLLECTION IN THE FIELD

1. Choice of the PDA The choice of the type of PDA to be purchased, along with its accessories, is the very first step.

2. Finalization of the questionnaire

This phase consists of finalizing the questionnaire before creating the questionnaire form in the PDA.

3. Development of automatic skip patterns, filters, and data quality checks

A list of checks and skip patterns is first created, after which these are to be inserted in the PDA form. Quality checks include automatic checks for internal consistency, range checks, and logical checks.

4. Development of the questionnaire in the PDA

In this step, the programmer creates the questionnaire form in PDA by using Visual CE.

5. Training Training of the surveyors and the interviewers on the manipulation of the PDA and on the use of the questionnaire form with the PDA.

6. Checking of the data This shows the different steps to be followed every day by the data collection team.

7. Creation of syntax in SPSS for additional check

This step involves the creation of syntax to eliminate any mistakes that the programmers introduced when they were creating the questionnaire form in PDA (if any).

8. Creation of syntax in SPSS for the labels

This consists of the creation, in SPSS, of syntax to include the variable labels and the response modality (coded answers) as in the questionnaire.



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9. Development of the interface in Access to import data

This consists of the creation of an interface to import data from the PDA to the laptop or desktop computer.

10. Importation of data This includes the importing of the data that was saved in each PDA to the laptop or desktop computer, followed by procedures to merge the individual tables into a database.

11. Rectifying data if step seven is applicable

The syntax for identifying errors is run as explained under step seven.

12. Running syntax for labels Insert the labels in the merged data set (in SPSS) by running the syntax that was created under step eight.

13. Verifying the frequencies for each variable

This phase consists in verifying the data by running frequencies in SPSS for each variable.

CASE EXAMPLES AND LESSONS LEARNED The various lessons learned and presented below were extracted from the “Lessons Learned: Using PDAs for Data Collection” report, which documents the experiences in the three pilot countries. The various lessons learned are divided into three main categories: preparatory stage (before data collection), using PDAs in the field (data collection), and data management (after data collection). Also included is a lesson related to the overall cost of implementing PDAs.

PREPARATORY STAGE • The appropriate type of PDA and accessories are required in order to fully benefit from the

advantages of PDA data collection.

• Choosing appropriate software packages is essential in order to create data entry forms for PDAs.

• Training of skilled PDA programmers is key.

• PDA form building is often time consuming.

• Testing of the tool is needed during the entire programming phase, and its importance must not be underestimated.

• Comprehensive training of interviewers requires more time than traditional interviewer training.

USING PDAS IN THE FIELD • PDA data collection requires detailed logistical and field planning.

• Interviewers need to avoid fear of technology among respondents.

• The comfort of data collection and quality of data are greatly improved.

• Supervision and safeguarding systems are essential.

• PDAs require trustworthy, responsible interviewers and a specific security system.

• Interviewers and supervisors need access to sufficient troubleshooting documentation.



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DATA MANAGEMENT

• Data collected in the field is rapidly available for analysis.

• PDA-based data collection improves the quality of the dataset.

• PDAs are best suited for multi-round research applications: the PSI Dashboard approach, TRaC, MAP, Framework for Qualitative Research for Social Marketing (FoQus), exit interviews.

COSTS ASSOCIATED WITH THE USE OF PDAS

• Over time, PDAs are a much more cost effective research tool than paper and pen.

QUALITY IMPROVEMENT CHECKLIST This section contains a helpful checklist which allows research managers to improve the use of the PDA and hopefully avoid certain problems. This checklist of minimum quality improvement standards is based on the lessons learned by the three countries which piloted the PDAs.

FIGURE FIVE: SUMMARY OF QUALITY IMPROVEMENT CHECKLIST

Has the questionnaire been finalized?

Are there checklists (see example of checklist in Appendix Six) for automatic skip patterns and filters, automatic checks for internal consistency, range checks, and logical checks?

Has the PDA questionnaire been finalized after a series of detailed, comprehensive tests?

Has the data collection team been trained over a period of at least five days?

Are the backup monitoring sheets filled every day during the field work?

After data collection, has the data been checked and validated (use of frequencies for the list of checks)?

Based on the experiences of the pilot countries (Madagascar, Rwanda, and Kenya), the tool was deemed very efficient. However, there are some points to be considered to help the researchers and the programmers complete all the steps and to improve the overall quality of the data received in a timely manner.

1. The researcher must have the questionnaire finalized to avoid making a change in the form which

had been created in Visual CE. 2. All the consistency checks and skip patterns must be inserted into the PDA forms to ensure the

quality of the data.



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3. Before sending the team to the field, the questionnaire form must be tested several times by different persons to ensure that the surveyors will not get stuck due to programming errors while they are in the field.

4. The PDA component of the interviewer training should be carried out during a period of at least

five days. The trainers have to take into account that the interviewers do not have the same knowledge about computers. Supervisors require specific training about backup and safety procedures.

5. The backup monitoring sheet (see Appendix Four) must be followed by the supervisors at the end

of the day during data collection. If there is something wrong in the number of the records, the supervisor needs to restore to the main memory the last backup to ensure that when data collection is completed, the programmers can immediately download the data from each PDA to be merged in SPSS.

6. The researcher should check the frequencies of all variables one by one by using the checklist

which contains the automatic skip patterns and filters, automatic checks for internal consistency, range checks, and logical checks.



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APPENDIX

APPENDIX ONE: SAMPLE TERMS OF REFERENCE FOR A SHORT TERM TECHNICAL ASSISTANCE (STTA) VISIT FOR PDA TRAINING

Training of the Programmers on the Creation of a Questionnaire Form in the PDA (minimum of two weeks needed)

Presentation of the PDA to the Staff Presentation of an example questionnaire form to the staff Train the participants on the manipulation of the PDA Train the participants on the creation of the questionnaire form in Visual CE Train the participants on the insertion of the coherency tests Train the participants on the backup procedures Create questionnaire form by using an example TRaC questionnaire Insert the automatic skip patterns and filters, automatic check for internal consistency, range

checks, and logical checks Carry out the tests with the new questionnaire form created Train participants on the importation and the merging of the data

Deliverables

Training materials Visual CE software Visual CE tool software



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APPENDIX TWO: INSTRUCTIONS FOR THE USE OF PDAS FOR THE COORDINATORS AND SUPERVISORS

Prior to Data Collection – Load Forms into the PDA 1. Open all « *.vce » files on the desktop to ensure that all forms have correct indexes and primary key

(the files afp1.vce, auditmalaria.vce, menage.vce and apft1.vce only require the option « unique key »).

2. The files afp1.vce, auditmalaria.vce, menage.vce et apft1.vce need to be copied into a folder called « TRACMAP », and the other files go into a folder « TRACVCE ».

3. In the folder « C:\Windows », locate the file wceodbc.ini and make a copy that will be stored in another folder (e.g., Sys). This is the file that contains all the indexes and primary keys.

4. To load the files in a PDA, first copy the file wceodbc.ini in windows (Desktop PC). 5. Copy the entire folder « TRACMAP » (Desktop PC) to « My Documents » in the pocket PC. 6. Copy the entire folder « TRACVCE » (Desktop PC) to « Program Files » (Pocket PC). 7. Before starting data collection, the interviewers need to perform a test by filling out a complete

questionnaire: enter a code 9999 at the start of the form and answer all questions in the form. Note: The above steps need to be performed for each PDA that will be used for data collection. During Data Collection

1. Ideally, during the first two days, the interviews/audits should all be done in a single area so that experiences can be shared among interviewers during the evening and so that errors, if any, may be corrected.

2. At the end of each day, check the available memory space and the processor in order to make sure that the PDAs are still functioning properly and that they are ready for use on the next day.

3. In case the interviewer starts filling out a wrong file (=form), it is necessary to first enter codes 9999 before it is possible to exit the form (forms afp1.vce, auditmalaria.vce, menage.vce and apft1.vce).

4. Each day, fill out the survey monitoring sheets since these will allow for easier data transfer once the data collection has been completed.

5. The supervisors need to perform the backup procedures and also complete the “backup monitoring sheet” at the end of each day.

6. If necessary, backup data need to be corrected on the main memory of the PDA – for example when there is an inconsistency after a « delete table » command.

7. Forms with codes 99999 (i.e., those that were filled out by mistake) need to be deleted at the end of data collection or at the end of each day (if possible).



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APPENDIX THREE: HANDOUT FOR SUPERVISORS OF A PDA-BASED TRAC SURVEY (EXAMPLE COURTESY OF PSI/RWANDA)

In the Morning

1. Fill the list of participants. The assistant supervisor can help you with this. 2. Distribute the PDA/GPS kits and fill the « PDA/GPS sheet ». 3. Distribute the map for the enumeration area. 4. Distribute the forms (household eligibility, household visit, TRaC visit). The assistant supervisor can help

you with this. 5. Give the group of numbers for each interviewer to use in marking/numbering the household. The assistant

supervisor can help you with this. 6. See the local authorities and fill the « Call Sheet ». 7. Together, identify the boundaries of the enumeration area. 8. Determine and communicate the time for the meeting and location in the evening. 9. Drop the interviewers at different points in the enumeration area.

In the Afternoon

1. Supervise/attend 60% of the interviews that are to be completed on that day. 2. Help the interviewers to find a solution in the event of difficulty. 3. Search for the household numbers marked with chalks on the door and ask a few questions to the head of

household and compare with the responses to the questions on the household sheet. 4. Verify the quality of the data every day by verifying at least one TRaC questionnaire and one household

questionnaire. Sign the survey monitoring sheet for the questionnaire(s) that was checked. 5. Discuss with the driver the travel route for the next enumeration area.

In the Evening For each surveyor The assistant supervisor can help you with the checking, but he or she must sign for all that he or she checked, and the supervisor has to recheck and sign 30% of what he or she did.

1. Verify the household eligibility sheet, household visit sheet, and the TRaC visit sheet to ensure that all eligible women have been interviewed.

2. Verify the identification/records of the household and the TRaC data in the PDA. 3. Sign the visit sheet once the identifications are checked. 4. Sign the monitoring survey sheet for all the household and TRaC questionnaires that you checked. 5. Verify the backup.

a. Verify the number of records in the back up sheet. b. Verify that all the tables are stored in the SD card for this date. c. Replicate the backup to ensure that you find the same number.

6. Sign the backup sheet when you finished the checking it. 7. Fill the household monitoring sheet.

After verification of the interviewers

1. Decide if the team needs to stay for an additional day in the enumeration area. 2. Inform the team about the time of departure.



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APPENDIX FOUR: MANUAL FOR THE USE OF PDAS IN THE FIELD FOR THE INTERVIEWERS (IN FRENCH)

Définitions du PDA

Les PDA sont des ordinateurs de poche ou «POCKET PC» composé d'un processeur, de mémoire vive, d'un écran tactile et de fonctionnalités réseau contenus dans un boîtier compact d'extrêmement petite taille.

Les assistants personnels proposent des outils de bureautique allégés tels qu'un traitement de texte, un tableur, une calculatrice, des visualiseurs pour un grand nombre de formats de fichiers (fichiers PDF, images, etc.). En plus de ces fonctions de base, de plus en plus le PDA proposent des outils multimédias avancés permettant de lire des vidéos (dans les différents formats, y compris le format DivX), des musiques (notamment au format mp3). Fonctionnalités extérieures des PDAs

http://www.commentcamarche.net/video/divx.php3



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Fonctionnalités intérieures des PDAs

• Utilisation du stylet Pour les PDAs, on utilise le stylet qui a des effets sur l’écran tactile. Les commandes tels que sélection, création des répertoires, saisie, exécution des programmes, etc. se font donc à l’aide du stylet. Bref le stylet remplace à la fois la souris et le clavier d’un PC de bureau. L’enquêteur utilise ce stylet pour noter les réponses de l’enquêté.

• Gestion des Répertoire et des fichiers Pour le Pocket PC, on utilise le File Explorer, qui fonctionne comme l’Explorateur Windows d’un PC de bureau, pour gérer les fichiers et les répertoires. Cet outil permet d’ouvrir des fichiers en utilisant le menu « Open », Pour avoir le menu File Explorer, il suffit de pointer le stylet sur le menu « Start » et puis pointer sur « File Explorer ».

• Contrôle des batteries Le contrôle du niveau des batteries est indispensable pour éviter toute éventuelle perte des données. Le niveau de la batterie doit être vérifier tous les jours. Pour vérifier le niveau des batteries, pointer le stylet sur Start, puis sur Settings, puis sur l’onglet « System », puis sur l’icône « Power » qui a une forme de pile. Le niveau de « main battery » est affiché en pourcentage. Le niveau de « main battery » ne devrait pas descendre en dessous de 40%. Si le niveau de « main battery » affiche moins de 40%, l’enquêteur a deux solutions :

soit il le remplacer par la batterie de secours. soit il recharge la batterie en branchant le PDA avec une prise qui peut fournir un courant

220V. Changement des batteries

Assurer que le PDA est bien éteint, Enlever la cache de la batterie en appuyant le verrou de la cache de batterie, Enlever la batterie qui se trouve dans le PDA et mettre la batterie de secours.

• Les mémoires

Les PDAs nécessitent un mémoire principal et un mémoire additionnel. Le mémoire additionnel permet le stockage des données. Pour le Pocket PC, il s’agit du SD CARD dont les contenus peuvent être consulté dans File Explorer.



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Utilisation du formulaire d’enquête Le formulaire d’enquête sert à la fois de questionnaire d’enquête et de masque de saisie pour insérer les réponses des enquêtés dans le PDA. Les formulaires ont été conçus de façon à ce que les enquêteurs aient une aisance sur l’utilisation pendant et après l’interview. Pour avoir le formulaire d’enquête pour l’étude trac :

• L’enquêteur doit ouvrir « File Explorer » • Ouvrir le dossier My device\my documents • Ouvrir le dossier trac • Ouvrir le fichier « apft1.vce »

Remarques :

• Les boutons noirs, comme celui-ci >> qui figure dans toutes les fenêtres des formulaires d’enquête, permettent le passage d’une question à la question que l’enquêteur doit poser.

• Et le bouton << Permet de retourner aux questions précédentes.

NB : Quand ces boutons sont rouges, il faut les cliquer seulement une fois et attendre. Il ne faut pas les cliquer plusieurs fois parce que cela va fermer le questionnaire. Si cela se passe, il faut recommencer l’enquête interrompue (voir les instructions en dessous). Sur le premier écran du formulaire « apft1.vce » s’affiche les boutons contenant les textes : « Correction /Suite » et « Nouvelle enquête ».

• Pour commencer une nouvelle enquête, l’enquêteur clique sur le bouton « Nouvelle enquête » • Pour corriger des données ou recommencer une enquête interrompue (par exemple si on clique

plusieurs fois sur le bouton rouge et le questionnaire ferme), l’enquêteur clique sur le bouton « Correction /Suite ».

Remarques : Pour la correction ou suite, l’enquêteur choisira la variable Q109. Choisir après égal « = ». Ensuite remplir le champ suivant avec l’identifiant de l’enquête qui est l’ensemble des variables suivantes : province, district, ZD, numéro du ménage, numéro de la ligne et le numéro du questionnaire. Il y a différentes façons de remplir le formulaire d’enquête :

• « Radio button » : l’enquêteur choisit la réponse en cochant le petit cercle correspondant à la réponse de l’enquêté,

• « Control » : l’enquêteur peut écrire dessus la réponse en pointant le stylet dans le rectangle, • « Combo Box » : l’enquêteur choisit la réponse dans la liste déroulante.

Remarques : Quand l’enquêteur voudrait fermer le formulaire d’enquête, il peut cliquer sur le bouton « Fermer » qui permet d’aller immédiatement à la fin du questionnaire.



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Backup Le backup est un système qui permet de sauvegarder des données dans d’autres mémoires au cas où il y aurait une défaillance au niveau du Pocket PC. Il permet également de stocker les données originales avant qu’on y fasse des manipulations. Procédures à suivre pour effectuer un backup :

1. Pour avoir l’outil backup, il faut pointer le stylet sur VisualCE Tools à partir du menu Start.

2. La fenêtre Syware Visual CE Tools apparaît et le bouton

contenant le texte backup y figure. Pointer le stylet sur ce bouton.

3. La fenêtre Syware Visual CE Tools Backup apparaît sur

l’écran. Pour faire le backup, cocher Backup, choisir la table à sauvegarder (par exemple : « apft1 ») et cliquer sur Filename.

4. La fenêtre « Save As » apparaît. En utilisant le clavier, remplir « Name » par la date de backup en ajoutant le nom du table: AAMMJJnom (exemple : 060123apft1). Choisir le chemin sur « Folder », Choisir « Sd Card sur Location ». Si les informations requises sont remplies, pointer le stylet sur OK pour revenir à la fenêtre « Backup, » puis cliquer sur OK pour faire une copie de la table dans SD Card.

5. Le PDA affiche le nombre d’enregistrements de la table à chaque fois qu’on fait un backup.

L’enquêteur doit prendre ce chiffre pour le suivi du nombre d’interviews effectuées quotidiennement. Au cas où il y aurait diminution du nombre d’enregistrements des tables, l’enquêteur doit aviser son superviseur.

Il faut remarquer que la diminution du nombre d’enregistrements se produit seulement dans le cas où l’enquêteur a coché « Delete Table » sans s’en apercevoir. A chaque fois que le backup est effectué, le nombre d’enregistrements pour chacun des tables constituant le questionnaire doit être noter tous les jours dans les fiches élaborées spécialement pour le suivi du backup.

En effet, il ne faut jamais cocher cette boite « Delete Table »



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FICHE SUIVI ENQUETE Nom de l’enquêteur :…………………………………………………………………………..

Date Nom du quartier Nom de l’enquêté Identifiant de l’enquêté

Type d’étude (PF ou Malaria)

…

BACK UP MONITORING SHEET

Supervisor : Interviewer : TABLES DATES

…



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APPENDIX FIVE: PATCH TO MAKE THE COMPATIBILITY BETWEEN VCE9 AND THE PDA

For some types of PDA like the Dell Axim X51v, you cannot install VCE9 directly. You must make some modifications to have a correct use of VCE. To make these modifications, it is necessary to open file README of VCE9 and to carry out the following procedures:

• Add the attached PPCLOAD.DLL to the installer you create. Just copy the file into the installation folder.

• Rename the attached UNLOCK.EXE to UNLOCK.EXE.ARM_2K and copy UNLOCK.EXE.ARM_2K into the installation folder.

• Modify your installer to run UNLOCK.EXE at installation time. To do this, using a text editor such as notepad, modify the file called VISUAL CE.LOD (or REPORT CE.LOD), and change

exit to copy . . UNLOCK.EXE RemoteExec UNLOCK.exe Exit

By purchasing the VCE9, the SYWARE will send the patch by email. After this operation, you can install VCE9 and use it without problem.



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APPENDIX SIX: EXAMPLE OF CHECKLIST AND SYNTAX SKIP:

Population Characteristic Go to Q102. What is your highest school level? 0

_

19

Illiterate 1-22 for the last class achieved Literate without having been to school

If 0 or 19 > Q104

Q103. Are you actually a student? 0 1

No Yes

Q104. What is your actual marital status? 0 1

unmarried / single married / in cohabitation

• If the highest school level is “literate without having been at school” or “illiterate”, then the

interviewee is not a student, and the question “Are you actually a student?” should be skipped.

COHERENCE: Behavior SM301 How many mosquito nets do you have? __ __

SM302 How many are treated with insecticide? NOTE NUMBER FOR EACH BRAND

__ __ __ __ __ __

Treated less than six months ago Treated from 6 to 12 months ago Long lasting treatment

SM303 Do you have a treated mosquito net « Super Moustiquaire ? » CHECK

0 1

No Yes

• The sum of the mosquito nets treated less than six ago months plus the mosquito nets treated from

6 to 12 months ago plus the mosquito nets that have long lasting treatment must be less than the total number of mosquito nets for the household.

Checklist a. If Q102 is 0 or 19 then Go to Q104 Q103 is Empty. b. Sum of SM302 <= SM301. Syntax in SPSS Select if ((Q102=0 or Q102=19) and not missing (Q103)). * Test the error for the Checklist a. List Q102 Q103 Q104. * List the survey with error. Select if (sum (SM302a, SM302b, SM302c)>=SM301). * Test the error for the Checklist b. List SM301 SM302. * List the survey with error.



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APPENDIX SEVEN: INTERVIEWER CONTRACT ARTICLE ON PDA/GPS USE AND RESPONSIBILITY OF INTERVIEWERS (EXAMPLE COURTESY OF PSI/RWANDA)

1. The interviewer commits him/herself to being fully responsible for the equipment (PDA and GPS devices and their accessories) that is used during the survey. These devices are fragile and must be handled carefully and must be kept in a safe place.

2. The interviewer is required to return all the equipment that was handed over to him/her for conducting the survey:

a Pocket PC (Dell Axim PDA) with stylus

b Accessories: cradle, CA adaptor, connector adaptor/USB synchronization cable, main battery, spare battery, additional 256 Mb memory card, lanyard, pouch, backpack

c GPS (if applicable)

3. The interviewer needs to deposit the sum of one hundred thousand Francs Rwandais (100.000 FRW) to PSI/Rwanda. PSI/Rwanda will not use this deposit, unless the equipment/accessories are lost, broken, or stolen. In case of loss, permanent damage, or theft, PSI/Rwanda will use the deposit and, if necessary, may request an additional amount in order to pay for the equipment. In case of damage, PSI/Rwanda will use the deposit or part of the deposit and, if necessary, may request an additional amount in order to pay for repairs. If the PDA and GPS equipment are returned without damage, then the entire deposit will be returned to the interviewer.

a Since PDAs and GPS have specific accessories, such as the stylus or the additional memory card, the interviewer will be billed for each accessory that is lost, broken, or stolen.

4. The interviewer must fill the PSI/Rwanda « Computer and Electronic Equipment Management Form » before he/she receives the PDA and/or GPS equipment and accessories.

5. In the field, the interviewer is requested to carry the PDA and/or GPS around his or her neck during use.

6. When the equipment/accessories are not being used, they need to be stored away in the back pack; the PDA needs to be in its pouch.

7. If a supervisor finds that an interviewer is not following rules five and/or six, then the interviewer will be “fined” by deducting two thousand five hundred Francs Rwandais (2.500 FRW) from his/her salary, each time he/she did not follow these rules.

8. In case of damage or malfunctioning, the interviewer needs to inform his/her supervisor in order for the equipment to be repaired.

9. Under no circumstances may the interviewer create a password for the PDA.

10. Under no circumstances may the interviewer load music or other personal files onto the PDA.