MICS DATA PROCESSING

Data Entry Editing

REMEMBER AND 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 consistently fully and carefully specified editing guidelines.

Timing of Editing

Before data entry– Interviewer– Field editor– Office editor

During data entry– Date 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

codes for inconsistent or missing Change the fewest pieces of information 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 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 questionnaires

How is the Inconsistency Resolved?

A3. Data entry operator:– check for data entry errors

correct any that are found

– if no data entry error found count number of household members in household

listing count number of eligible women in household

listing correct HH11 and/or HH12 based on counts

A Complex Example

A woman’s age (WM9) and date of birth (WM8M and WM8Y) must be consistentQ1. 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 Does One Handle the Inconsistency?

A1. Yes, we should checkA2. No, inconsistency need not be resolved

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

A3. Correct data entry 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 correction or

recommendation to make no changes

Error Message Numbers

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

0 = HH, 1 = WM, 2 = UF

– position 2: module sequential order of module inside questionnaire

type

– positions 3-4: 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 correctionSecondary 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

Add editing guidelines for your country specific questions added to the MICS questionnaire

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 Add message text to the message file Add message to the editing guidelines

REMEMBER AND 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 consistently apply fully and carefully specified editing guidelines.