Monthly data analysis by Woolcock Institute

By the last week of each month, the Woolcock Institute will analyse the data that has been entered during that month. The staff will produce the following analysis. A more detailed data analysis policy explains these tasks in greater detail. The monthly cycle of data management by Woolcock Institute:

Receive and send SD cards 10th-20th

Phonecall check Within a week after data are entered.

Backup to mobile hard drive/computer -->20th

Data entry 1st next month: Delivery data set 10th-15th: Check the entered data Check data 20th-27th

Report 27th: Monthly report 30th: Chief Investigator report

Inform provinces to collect missing data and out of range data, repair mistaken data 24th-2nd next month

1. Receive SD cards - Make a phone-call to remind provinces - Check the quantity of photos is equivalent with SD card report when it comes. - Note as if there are any differences 2. Backup the whole SD cards onto a hard-drive/computer 3. Check data Use a book to check data for each province 3.1 Register book and Xray films o Task: Extract all missing data fields, data which is incorrect or illegible o Outcome: An Excel file for each Province that contains a list of the missing data that is required. This will be sent to the Provincial Coordinator of the Province involved before their monthly meeting. Look carefully the whole photo to identify mistakes. Note every single mistake into a table below. For the form that contains contact T0:
Number of patients (3) Number of contacts (4) Number of Xray films (5) Problems Delete/Cross photo? (7)

Photo code (1)

Study code in photo (2)

(6)

123

601039

|||

124

601039

Total district (*):

.. .. Total Total Total patient contacts Xrays s 601039-1 : Study code of contact 6010391. 601039-1, 2 : Study code of contact 6010391, 6010392 For the form that contains contact T6, T12, T24:

601039: No TB diagnosed 601039-1 (*): No chest Xray result 601039-2: No average time living with patient 601039-4: No HIV result 601039-5: No Xray film 601040-5: TB suspect . .. General problems: Eg: Miss birth date and month

X X

Photo code 130 130 Total

Contacts code 601001-1 601001-2 602003-1 Total contacts

Xray films | | Total Xray films

Problems

No register book

How to write correctly? Each section above refers to:

(1): Write the photo code/photo number with 3 or 4 digits. Normally the photos are disposed in the order of the smallest to the highest. (2): For the form that contains contact T0: Write index patients code. For the form that contains contact T6, T12, T24: Write every contacts code Normally the number of patient in each photo is 1. When the patient have more than 3 contacts, the photo of the 4th contact and the following contacts is not included the patients code. So repeat the patients code and write 0 for (3)- number of patient as in the highlight Xray films are separated with the forms, so add them later when finishing form check. I personally use | instead of number because to check the Xray films is to count their number one by one. Each | refers to each Xray film that is counted. Each sign refers to a reason as below: - Blank or OK: No action with the photo The original photo will be delivered to the data entry agency - Del/Xa: Delete the whole photo. If all forms in a photo are mistaken, then delete the photo - X : cross the form with missing/out of range data Just only the missing form in the photo will be deleted as illustrated in the picture below:

(3):

(5):

(7):

TIPS: (a) Work with Paint a free Microsoft office software that is automatically installed in Windows. It is recommended to use Window 7. Q: When do you work with Paint? A: - To cross a form with missing/out of range information - To add information that is missed or unclear to see. Ensure that you already know this information through provincial feedbacks. Sort of information should be: y Name of subject y Study code y Name of staff who completes the form y Gender This step helps prepare full information for data entry. Do not add core information (medical history, examination result, Xray result, etc) that could influence the forms outcome. (b) How to work with Paint? - Open Paint:

Insert letter and number: Insert line:

3.2 Xray book o Task: Compare the Xray reports between District and Provincial level, and between first and second reading at the Province o Outcome: Identify reports that are different, and provide scanned Xrays to National Xray Coordinator to re-read for a final interpretation; notify the Provincial Coordinator of the discrepant results and identify if any further training in reading needs to occur. This will occur before their monthly meeting. List every contact in the Xray books in the table below:
Photo code 111 112 Number of Xray reading (**) 20 17 Problems OK 601001-1: contradictory Xray result: 1 (= Normal) Xray has TB symptom: 1( = TB suspect)

. Total: [number] photos

. Total number of readings

(**): Normally a full Xray page contains 20 contacts With Xray films, check that every Xray films are read and written in the Xray books.

3.3 Laboratory book Make the list:

Photo code 113 .. Total: [number] photos No. of contacts testing (***) 4 . Total: [number] of contacts Problem

(***): Normally a full lab page contains 4 contacts. 3.4 P5 Make the list:
Photo code 101 102 103 Total Study code 601005-1 603007-2 607002-1 Month of suspect T0 T0 T0 Problems Full information Miss medical history Full Culture (****) + Not yet -

(****) refers to:  (+) for AFB (+)  - for AFB (-)  Ch a c or any word to mention that there has not culture result yet. 3.5 Website check - Download the whole data set of form 1.2, 1.3, 1.4 into an excel file - Mix form 1.2 and 1.3 use Filter tool Not only this step brings a comprehensive overview of the data that the provinces enter, it also helps to develop Chief Investigator Report. Remember that form 1.3 has columns

(contact T6, T12, T24, Xray films) which are not included in form 1.2. So to create new columns and delete unnecessary ones are needed. (See the attached file) Check all section in the forms. For the quantity of the data: y Which districts are not entered? y Which districts are multiple entered? For the quality of the data as if: y Which districts has patients with no contact and vice versa y Which district has no TB suspect but still has sputum transport y Which district that number of Xray films are more than number of contacts in a month y Etc Note any error to add in the report for provinces.

3.6 Summary o Task: Check that the number of entries from the Register Books matches the Activity summaries on the website o Outcome: If there are any discrepancies, then the staff will notify the Provincial Coordinator and make a plan to obtain the missing images. When finishing the SD card check, fill into a summary table with websites data to check activity reports against register books: District No. of patient No. of contact T0 (a) (b) Web Card Web Card Xray films No. of contact P5 (d) T6/T12/T24 (c ) Web Card Xray films P7 (e) Outcome

 X Total

Notice: The columns (a), (b), (c), (d), (e) could be increased or decreased due to the data set.  : The data are the same X : The data are different - Check the data sets which are different again because the checker could mistakenly count the number of data in the SD card. 4. Report 4.1 Report to provinces - Summary the outcomes of 3.1 3.6 to make one report for each province. That contains: Detailed table:
District No. patient (a) of No. of contact T0 (b) No. of contact T6 or P5 T12 or T24 (d) (c ) P7 (e) Issues

Web 101 Total 1

Card Web 1 4

Card 4

Xray films 4

Web

Card

Xray films

Quality OK

Quantity Enough

General feedback: y Province y District y X-ray department y Lab department (See the attached file) - Email and/or fax the report to provinces; CC to PC, POs - Make a phone-call to the province to remind them - Follow up 4.2 Monthly report (See the attached file) 4.3 Chief Investigator report (See the attached file) Use the outcomes from section 3 to complete the reports. 5. Check recruitment progress: (not done yet, will do next month) o Task: Compare the progress in each District to the set recruitment targets. o Outcome: identify which Districts are not meeting their recruitment targets 6. Randomly call one contact from each District After the data for the month has been entered into the computer, the WIMR staff will select one contact from each District. 7. Prepare data set for data entry 7.1 Provide data set - The data set should be manually cleaned before give the data entry company (See section 3). As many as possible missing information and out of range form should be already deleted or crossed.
No. Province No. of register book No. of patients No. of contact T0 No. of contact T6 No. of Xray films No. of P5 No. of P7 No. of Xray books No. of contacts in Xray books No. of lab book No. of contacts in lab book Total

Total

Provide guideline for each data set because they have different problems.

7.2 Check the entered data - Export the whole date into excel file - Use Excel tool to check every section in the forms (The check is rather complicated and long. See the attached file for more details)

TIPS: - To use Filter as a usual tool - To check that records are multiple entered: Frequency. Remember that Frequency just only works in number, not in word. - To check out of range information: If, Countif - To identify Suspects from the forms, any one of the following is enough: (a) cough for 2 weeks or more (b) sputum for 2 weeks or more (c) any haemoptysis (even 1 day is enough!) (d) Xray which is abnormal (except at the 6, 12 and 24 month interview, if there is no change compared to the first Xray) 7.3 Feedback to data-entry company and request for repairing mistakes.