Mapped Document PDF

WHO STEPS Surveillance Support Materials
Mapping and
Transforming Your
Materials to use the
STEPS Generic
Materials
Department of Chronic Diseases and Health Promotion

World Health Organization
20 Avenue Appia, 1211 Geneva 27, Switzerland
For further information: www.who.int/chp/steps
Mapping and Transforming Your Materials to use the Generic
Materials
Table of Contents
Section 1: Preparing and Evaluating the Status of Your Materials.................................................2

Overview .............................................................................................................................2
Rationale..............................................................................................................................4
Collecting Information About Your Materials....................................................................6
Requirements for the Generic Tools ...................................................................................7
Determining What Needs to be Done .................................................................................8
Altering the Generic Tools..................................................................................................9
Section 2: Mapping Your Instrument............................................................................................10
Overview ...........................................................................................................................10
Understanding the STEPS Mapped Instrument Template ................................................11
Creating Your STEPS Mapped Instrument .......................................................................12
Section 3: Transforming Your Dataset..........................................................................................14
Overview ...........................................................................................................................14
Identifying Variable Names ..............................................................................................15
Moving Your Dataset into the STEPS Database...............................................................19
Moving Your Dataset into the STEPS Database...............................................................19
Identifying Data Types......................................................................................................23
Identifying Unmatched Responses and Variable Names ..................................................24
Matching Your Dataset .....................................................................................................25
Distributing Your STEPS Mapped Instrument .................................................................27
Section 4: Supplementary Materials .....................................................................................28
Overview ...........................................................................................................................28
Interview Tracking Form ..................................................................................................29
STEPSsampling.xls ...........................................................................................................31
Section 3: Transforming Your Dataset 3-1

WHO STEPS Surveillance
Section 1: Preparing and Evaluating the Status of Your
Materials
Overview
Introduction There are generic tools available for data entry and analysis that match the
generic STEPS Instrument. The tools need to be modified to match the
Instrument that was used for your site. If you would like to use the generic
tools you need to match your Instrument and dataset, if appropriate, to the
Mapped Instrument provided in this document.
Available There are four main types of materials that will assist you with STEPS. These
materials materials are:
• Data entry (Survey.rec)

• Data Analysis (STEPS.mdb)
• Sampling (STEPSsampling.xls)
• Data Collection (Interview tracking form)
Generic and This document divides the materials into two main groups. The table below
site specific provides some basic information on the two groups.
materials
Type of material Definition
Generic Unmodified tools from the STEPS Geneva Team.
Site specific Tools that have been modified to match site specific
requirements. This includes altering, removing and
adding information to the:
• Instrument and
• dataset.
When to match It is important to match your materials to the STEPS generic materials as
your tools soon as possible as it will make the data entry and analysis process easier.
Continued on next page

Overview, Continued
Process The table below shows the process for preparing your materials for use with
the generic STEPS tools. Details on each stage are provided in the pages that
follow.
Stage Description
1 Collecting information on your existing materials
2 Determining required changes to your materials
3 Identifying required alterations to the generic materials
Contents This part contains the following topics:
Topic See Page

Rationale 1-4
Collecting Information About Your Materials 1-6
Requirements for the Generic Tools 1-7
Determining What Needs to be Done 1-8
Altering the Generic Tools 1-9

Rationale
Introduction Preparing your materials by mapping your Instrument, altering your dataset,
and transforming your supplementary materials is essential if your site would
like to use the generic STEPS materials.
Mapping your Mapping your Instrument is the first step in matching your materials to the
Instrument generic materials. Matching your materials will not change the content of
your materials and it does not place restrictions on altering the Instrument to
your site's requirements. Matching your Instrument enables you to:
• Use the data entry tool

• Use the data analysis tools including the fact sheet and data book (if you use
the data entry tool or transform your dataset)
• Easily identify site specific alteration to the Instrument
• Easily communicate with the regional office and Geneva STEPS team
Transforming Once you map your Instrument you need to match your dataset to the generic
your dataset dataset. The analysis tools search for specific variable names and data
formats from the dataset. If this information does not match the generic
dataset then the tools will not work.
If… Then…
The variable names are missing or The analysis programme will not
incorrect (meaning they do not recognize the variable names and the
match the generic variable names). programme will not work.
The data format does not match the The analysis programme will return
generic data format. an error because each programme is
written for a specific data format.
Note: If you use the generic data entry tool you will not need to transform
your dataset. The data entry tool automatically formats your dataset for you.

Rationale, Continued
Transforming The analysis tool uses supplementary information to perform some of the
supplementary analyses. The supplementary information needs to be in a certain format for
information the programme to understand and correctly read the information.
The table below provides details on what each piece of supplementary

information is used for and which data entry tool can be used to capture the
information.
Supplementary STEPS Used for Data entry

information template/form calculating… programme
Data collection Interview tracking • response Interviewtracking.xls
information form proportions
• sampling
weight
• non-response
weight
Sampling STEPSsampling.xls • sampling STEPSsampling.xls
information weight
• non-response
weight
• population
weight
Note: If you use the generic tools to enter and capture the supplementary
information you do not need to transform the data to match the analysis
programmes.

Collecting Information About Your Materials
Introduction It is important to have all the information about your materials prior to
beginning the matching process to the generic STEPS materials. The changes
that you need to make reflect the current status of your tools. You should
have a copy of the following materials:
• Site Instrument
• Dataset (if appropriate)
• Supplementary information (data collection forms, sampling information)
Site specific The Instrument that was used for your site may not match the generic STPES
Instrument Instrument. Look at the Instrument used for your site and identify:
• Which version was used (v1.3, v1.4 or v2.0).

• Any modifications that where made to the Instrument such as additional
questions, alterations to existing questions, or removal of questions.
Data Entry If the data entry is complete then you need to identify:
• Which tool was used for data entry and

• Was the data entry verified (e.g. was the data double entered and then
compared).
Dataset If there is already a dataset then you need to identify:
• What programme was used for the dataset (is it in Excel, Access or Epi
Info).
• What is the current format of the data (are the data columns text or
numeric).
• What are the variable names of the data.
Supplementary You will also need to collect all the supplementary information about the
information data. This would include:
• Information about the sampling (what type of sampling frame was used and
how were individuals selected).
• Information about data collection (there should be information available
from the data collection teams about the participants, who was at home and
who was not at home ect…).

Requirements for the Generic Tools
Introduction The generic tools require that certain aspects of the dataset and supplementary
materials match the materials from each site. If these requirements are not
met then the you will not be able to use the generic tools.
Requirements The table below provides the details of the requirements for the generic tools.
Tools Requirements
Data entry • Specific variable names associated with the data
during data entry
Data analysis • Dataset must use specific variable names and
formats for the columns
• Supplementary information must be in a specific
format
Coding column The coding column is a universal identifier for all the Instruments. It is
available on the generic Instrument. The coding column is different from the
question number. The question number is site specific and should be in
sequential order, while the coding column is a designed code that cannot be
changed or altered.
You can create a coding column for your Instrument by using the STEPS
Mapped Instrument and Dataset Structure document, see Appendix A

Determining What Needs to be Done
Introduction Your site specific materials may need to be adapted to match the generic
tools. Use the information you collected about your tools to identify what
needs to be done to make your materials compatible with the generic tools.
Identify current Using the information you collected in the Collecting Information About
status of site Your Materials section, select the option that reflects the status of your data
from the table below.
If you have… Then... STEPS Surveillance

Manual reference
sections
Not drawn your • Use STEPSsampling.xls to guide you in drawing • Part 2 Section 2
sample your sample
Not started data • Download the latest version of the STEPS • Part 2 Section 1
collection but Instrument from the CD Rom or STEPS website • Part 2 Section 4
drawn sample www.who.int/chp/steps • Part 6 Section 2
• Tailor the generic Instrument, leaving the coding
column intact
• Use the interview tracking form to record data
collection information
• Obtain sampling frame and other sampling
information
Already • Map your Instrument using the STEPS Mapped • Part 2 Section 4
completed data Instrument and Dataset Structure • Part 6 Section 2
collection • Tailor the generic data entry tool to match your
Instrument and begin entering your data
• Obtain the respondent information collected
during data collection (includes information on
non-respondents)
Already • Map your Instrument using the STEPS Mapped
completed data Instrument and Dataset Structure
entry and have a • Modify your dataset to match the requirements of
dataset the data analysis tools. This includes
− changing variable names and
− changing the format of the data fields.
Note: The information needed to complete the Then column of the table can
be found in this document and in the STEPS Surveillance Manual. Use the
Reference column to identify where the information is presented.

Altering the Generic Tools
Introduction The generic tools available for STEPS match the generic Instrument. You
will need to modify these tools to match the site specific alterations made to
your Instrument
Identifying Use the STEPS Mapped Instrument and Dataset Structure to identify any site
additions to specific changes to the Instrument and record these changes.
Instrument
Using available The STEPS Surveillance Manual has detailed information on modifying the
tools generic tools to match site specific alterations. The table below shows where
to find this information in the manual.
Generic tools Reference

Data entry • Part 2 Section 4 (STEPS
Surveillance Manual)
• EpiData Guide for STEPS
Data analysis • Part 4 Section 3
• Epi Info Guide for STEPS

Section 2: Mapping Your Instrument
Overview
Introduction The generic STEPS Instrument is used to as the standard for all the generic
data tools. You will need to map your site Instrument to the generic
Instrument if:
• an older version was used or

• the Instrument was altered by the site.
Purpose of Mapping your Instrument is the first step in aligning your materials to the
mapping your current STEPS data management system. Once your Instrument is mapped
Instrument you will be able to make the required changed to your dataset (if necessary)
and this will enable you to use:
• the data entry system (if data is not already entered),

• the fact sheet analysis guide,
• the data book, and
• the generic Epi Info code which will produce the results for the:
− fact sheet and
− data book.
Contents This part contains the following topics:
Topic See Page

Understanding the STEPS Mapped Instrument Template 2-11
Creating Your STEPS Mapped Instrument 2-12

Understanding the STEPS Mapped Instrument Template
Introduction The Mapped Instrument template looks familiar to the generic STEPS
Instrument. It contains all the information on the generic Instrument plus
provides additional space for site specific information. It should be used as a
guide in matching the site Instrument to the generic Instrument.
Components of The template is divided into seven columns which are described in detail in
the template the table below.
Column Description
STEPS Q No. Question number as it appears on the generic
Instrument.
Site Q No. Site question number that corresponds with the
question on the generic Instrument
STEPS Generic Question Question that was read to participants
STEPS Generic The response options for the generic Instrument,
Response * including data entry codes.
SITE Specific Response The available response options used in the site
specific Instrument, including data entry codes.
STEPS Generic Code The generic variable name used to identify the
question. This is the code that all the data
management tools use.
Site Specific Code The site specific variable names used in the
dataset.
STEPS Generic Data The standard data type associated with the
Type variables, such as text or numeric.
Site Specific Data Type The site specific data type associated with the
variables, such as text or numeric.
Note: * This includes both response options on the Instrument and data entry
values (7, 8, 9 for don't know, refused, and missing).

Creating Your STEPS Mapped Instrument
Introduction The Mapped Instrument will be used to manipulate your materials so that they
match the data management tools. Mapping your Instrument is extremely
important and all work should be double checked by a second person to
ensure accuracy.
Procedure The following table describes the steps in mapping your Instrument. Details
on each step are provided in the sections following the table.
Step Action
1 Open the Mapped Instrument and Dataset Structure template
2 Identify the first question on the site specific Instrument.
3 Locate the question on the Mapped Instrument template.
4
If… Then…
The questions match Record the details of the
question in the same row as the
question on the template
The question does not match or Add the question to the bottom
does not exist on the template of the associated section
Note: Record all the details for each question in the template
(except the site specific code, which will be used in Section 3
Transforming your Dataset).
5 Go the to next question on the site specific Instrument.
6 Repeat steps 3-4 until all the questions on the site specific
Instrument have been identified or recorded on the Mapped
Instrument template.
Matching When the site specific question matches the generic question on the
questions Instruments:
Step Action
1 Record, on the Mapped Instrument the question number of the site
specific Instrument.
2 Check the site specific responses to see if they match. If the
response do not match then record the responses in the site
specific response column.

Creating Your STEPS Mapped Instrument, Continued
Site specific When the site has a new question that does not exist on the generic
questions Instrument:
Step Action
3 Record the new question at the bottom of the associated section of
the Mapped Instrument.
4 Record the site question number on the Mapped Instrument.
5 Record the responses for the question on the Mapped Instrument
6 Give the question a generic STEPS code*.
* Note: All additional questions are given the STEPS code of X plus a
numeric value (e.g. X1, X2, X3). X is used so that the data tools do not
mistake the question for another question. (If there are 12 additional questions
then the code X1-X12 would be used).
Altered When a site specific question almost matches a generic question but the
questions meaning of the question is changed the question is considered a new question.
Follow the steps for site specific questions.
For example if the question "Does you currently smoke tobacco products
daily?" was changed to "Do you currently smoke tobacco products
regularly?" This question would be a new question because changing “daily”
to “regularly” has changed the meaning of the question..

Section 3: Transforming Your Dataset
Overview
Introduction If the generic data entry tool was not used for data entry then the dataset
needs to be matched to the generic tools. If the variable names or field values
of the dataset are different than the required names and values of the generic
tools, the analysis tools will not work.
Process The table below outlines the process for transforming your dataset to match
the generic STEPS dataset. Details on completing each step are outlined in
the following pages.
Stage Description
1 Complete the code (variable name) and data type sections of the
Mapped Instrument.
2 Identify records that do not match the generic STEPS responses.
3 Identify records that do not match the generic STEPS code/variable
names.
4 Identify records within the dataset that do not match the data type
of the generic dataset
5 Change the structure of the dataset to match the STEPS dataset.
Contents This section contains the following topics:
Topic See Page

Identifying Variable Names 15
Moving Your Dataset into the STEPS Database 19
Identifying Data Types 23
Identifying Unmatched Responses and Variable Names 24
Matching Your Dataset 25
Distributing Your STEPS Mapped Instrument 27

Identifying Variable Names
Introduction The Mapped Instrument needs to include information about the variable
names of your dataset. This information is collected in the code (variable
name)column of the Mapped Instrument.
Identifying Identify the variable names used in your dataset and record them on the
variable names Mapped Instrument in the site specific code (variable name) column.
used Instructions on locating the variable names in your dataset are available for
the following software:
• EpiData
• Epi Info 6
• Epi Info 3.3.2
• Microsoft Access
• Microsoft Excel
• SPSS
Note:
• Select the software that matches your dataset and use the instructions that
are provided below.
• If the software you used is not represented in this list, contact the Geneva
STEPS team for assistance at steps@who.int.
EpiData The steps below will guide you through the steps of identifying the variable
variable names names of a dataset in EpiData.
Step Action
1 Open EpiData.
2 Click on "5. Document".
3 Select the name of the file that contains the data (.rec) in the space
titled "file structure".
4 Find the variable name associated with each question in the
column "Name".
5 Record the variable name for each question on the Mapped
Instrument.
Variable
name

Identifying Variable Names, Continued
Epi Info 6 The steps below will guide you through the steps of identifying the variable
variable names names of a dataset in Epi Info 6.
Step Action
1 Open Epi Info
2 Click "Analyze Data"
3 Command F2 (Commands) ,Select "Read", Enter
4 Select the name of your dataset (.rec) for "Data Source"
5 Command F4 (Browse )
6 Find the variable name associated with each question, which is the
first row (in blue) of the table
Instrument.
Variable
name
Epi Info 3.3.2 The steps below will guide you through the stepsof identifying the variable
variable names names of a dataset in Epi Info 3.3.2.
Step Action
1 Open Epi Info
2 Click "Analyze Data"
3 Select "Read"
4 Select Epi 2000 for "Data Formats"
5 Select the name of your dataset (.rec) for "Data Source"
6 Select "Show Data Files"
7 Select the name of the data file and click "Ok"
8 Select Statistics, List from the analysis tree
9 Select * from the variable drop down menu and click "Ok"
first row (in grey) of the table
Instrument.
Variable
name

Microsoft The steps below will guide you through the steps of identifying the variable
Access variable names of a dataset in Microsoft Access.
names
Step Action
1 Open the Microsoft Access database (.mdb) that contains the
dataset
2 Double click on the table that contains the dataset
first row (in grey) of the table
Instrument.
Variable
name
Microsoft Excel The steps below will guide you through the steps of identifying the variable
variable names names of a dataset in Microsoft Excel.
Step Action
1 Open the excel document that contains the dataset (.xls)
first row of the table
Instrument.
Variable
name

SPSS variable The steps below will guide you through the steps of identifying the variable
names names of a dataset in SPSS.
Step Action
1 Select the .SAV file in SPSS that contains the data.
2 Find the variable name associated with each question, which is
above the first row of the table (in grey).
Instrument.
Variable
name

Moving Your Dataset into the STEPS Database
Introduction The generic tools need to read your dataset from a specific location and a
specific data format. Prior to changing the variable names and field values
you need to move your dataset into the STEPS database.
The STEPS You need to have the STEPS generic database on your computer prior to
database moving your dataset into the STEPS database. The STEPS database is in
Microsoft Access.
Follow the instruction provides below to install the STEPS database.
Download Action
from…
CD Insert the CD and follow the instructions provided
STEPS Website
Step Action
1 • Connect to the internet and type in
www.who.int/chp/steps in the navigation
bar
• Click on the resources section of the
website
2 Click “Download STEPS database
3 Save the file in C:\STEPS\Epi Info
Selecting your Directions on moving your dataset into the generic STEPS database are
software available for the following software:
• EpiData
• Epi Info 6
• Epi Info 3.3.2
• Microsoft Access
• Microsoft Excel
• SPSS

Moving Your Dataset into the STEPS Database, Continued
EpiData Follow the steps below to move a dataset in EpiData to the generic STEPS
database.
Step Action
1 Open EpiData and click "6. Export Data".
2 Select "Dbase III" from the list and select the .rec file that contains
the data.
3 Select C:\STEPS\data for "Export to".
4 From the Export data file to dBase III file options box select:
• Select "all records"
• Select "skip deleted records"
• Click "All" from the Select Fields section and click "Ok"
5 Open Epi Info 3.3.2, select Analyze Data, and select Data / Read
(Import) from the left-hand navigation/menu.
6 Select DBASEIII from Data Formats.
7 Select the … box from Data Source and choose the .dbf file that
shares the same name as the .rec file from step 4. *
8 Click Write (Export) from the left-hand navigation.
9 Select "All" from the Write options box.
10 Select "Replace" from the Output Mode section.
11 Output Format should be Epi 2000.
12 Select "C:\STEPS\EpiInfo\STEPS.mdb" for the Data Source.
13 Type "MasterDataSet" under Data Table and click "Ok"
Note: * If you get an error that states "Filenames for this data format must be
in the old 8.3 style" Click "Ok".
Epi Info 6 Follow the steps below to move a dataset in Epi Info 6 to the generic STEPS
database.
Step Action
2 Select Epi6 from Data Formats.
3 Select the … box from Data Source and choose the .rec file that
contains the data and click "Ok".

Epi Info 3.3.2 Follow the steps below to move a dataset in Epi Info 3.3.2 to the generic
STEPS database.
Step Action
1 Open the Access database that contains the dataset
2 Right click on the table that contains the STEPS data
3 Select "Export"
4 Select STEPS.mdb as the export database
5 Open STEPS.mdb
6 Select the table that contains your dataset
7 Right click on the table and select "Rename"
8 Rename the table "MasterDataSet" *
Microsoft Follow the steps below to move a dataset in Microsoft Access to the generic
Access STEPS database.
Step Action
1 Open the Access database that contains the dataset
2 Right click on the table that contains the STEPS data
3 Select "Export"
4 Select STEPS.mdb as the export database
5 Open STEPS.mdb
6 Select the table that contains your dataset
7 Right click on the table and select "Rename"
8 Rename the table "MasterDataSet" *
Note: * You have now imported your data into the database and you will not
need to perform the "Import data into dataset" section of the WHO
Surveillance Manual, 4-3-5.

Microsoft Excel Follow the steps below to move a dataset in Microsoft Excel to the generic
STEPS database.
Step Action
2 Select Excel 8.0 (or an earlier version if appropriate) from Data
Formats.
3 Select the … box from Data Source and choose the .xls file that
contains the data and click "Ok".
SPSS Follow the steps below to move a dataset in SPSS to the generic STEPS
database.
Step Action
1 Open the .SAV file in SPSS that contains you data.
2 Click File, Save As from the menu options.
3 Type MasterDataSet as the file name and select dBASE III as the
file format.
5 Select DBASEIII from Data Formats.
6 Select the … box from Data Source and choose the .dbf file that
shares the same name as the .rec file from step 4. *

Identifying Data Types
Introduction The Mapped Instrument needs to include information about the data type of
each variable the your dataset. This information is collected in the data type
column of the Mapped Instrument.
Process Follow the steps below to identify the data types for your dataset.
Step Action
1 Open STEPS.mdb.
2 Right click on the table titled "MasterDataSet" and select "Design
View".
3 Locate the column "Data Type"
4 Record the data type associated with each variable in the site
specific data type column of your Mapped Instrument

Identifying Unmatched Responses and Variable Names
Introduction After completing the Mapped Instrument it is important to carefully examine

each question to see if the:
• responses,
• variable names and
• data types
of your site specific materials match the generic materials.
Identify Follow the steps below to identify responses that do not match the generic
unmatched Instrument
responses
Step Action
1 Compare the generic and site specific responses for each question
on the Mapped Instrument.
2 Mark, on your Mapped Instrument, each instance where the
responses do not match for either:
• Response option
• Numeric code associated with response option (e.g. 1 = male and
2 = female).
Identifying Follow the steps below to identify variable names that do not match the
unmatched generic dataset.
variable names
Step Action
1 Compare the generic and site specific codes (variable names) for
each question on the Mapped Instrument.
2 Mark, on your Mapped Instrument, each instance where the codes
(variable names) do not match.
Identifying Follow the steps below to identify the data types in your dataset that do not
unmatched match the generic dataset.
data types
Step Action
1 Compare the generic and site specific data types for each question
on the Mapped Instrument.
2 Mark, on your Mapped Instrument, each instance where the data
types do not match.

Matching Your Dataset
Introduction The components of your dataset, the:
• variable names and

• data types
need to be matched to the generic dataset.
Necessary To match your dataset to the generic dataset you will need:
materials
• your completed Mapped Instrument and
• the STEPS database that contains your dataset.
Matching Follow the steps below to match the variable names in your dataset to the
variable names variable names of the generic dataset:
Step Action
1 Using your Mapped Instrument, select the first instance on the
document that the variable names do not match.
2 Open STEPS.mdb.
View".
4 Locate the name of variable (site specific) that needs to be changed
in the "Field Name" column.
5 Click on the variable name, delete the name and type in the generic
STEPS variable name from the Mapped Instrument.
6 Select the next instance on the document that the variable names
do not match and repeat steps 4 and 5 until all the variable names
match
7 Save the changes to the data table.

Matching Your Dataset, Continued
Matching data Follow the steps below to match the data types in your dataset to the data
types types of the generic dataset:
Step Action
1 Using your Mapped Instrument, select the first instance on the
document that the data types do not match.
2 Open STEPS.mdb.
View".
4 Locate the variable where the data types do not match in the "Field
Name" column.
5 Click on the "Data Type" associated with the selected variable.
6 Select the generic data type from the Mapped Instrument for the
variable.
7 Select the next instance on the document where the data types do
not match and repeat steps 4-6 until all the data types match
8 Save the changes to the data table.

Distributing Your STEPS Mapped Instrument
Introduction The Mapped Instrument provides all the information necessary to:
• use the generic data entry tool, and

• transform your dataset (is necessary).
Distribution of The table below provides information on who should receive a copy of the
Mapped Mapped Instrument.
Instrument
Recipient Purpose
Data management • To adapt the generic data management tool to the site
supervisor specific Instrument
Data analyst • To transform dataset to be compatible with generic
analysis tools (if necessary)
• Necessary if want to use the analysis information
section and Epi Info analysis programmes in the data
book.
Individuals • To understand all the analysis and match tables to site
responsible for specific Instrument
writing reports • To highlight site specific alterations to the Instrument
Regional office To support sites using:
and the Geneva • Data entry tools
STEPS team • Data analysis tools
• Assist with general queries about Instrument or data
management

Section 4: Supplementary Materials
Overview
Introduction The dataset is not the only information needed for data analysis. There is a lot
of supplementary information that needs to be attached to the dataset. If you
have used all the STEPS materials then you should not be necessary to attach
any of these materials to your dataset, as they will be attached automatically.
Determine If you did not use one of the generic materials then you will need to attach
what needs to some of the supplementary information to your dataset. Use the table below to
be done determine which information you need to attach to your dataset.
Generic tool If you did not use, you will need to manually
STEPSSampling.xls
Interview Tracking • Attach the nonresponse weight to the dataset
Form • Calculate the response rates
Contents This section contains the following topics:
Topic See Page

Interview Tracking Form 29
STEPSsampling.xls 31

Interview Tracking Form
Introduction The interview tracking form is used during analysis to calculate the response
rates and to attach the nonresponse weight to the dataset. If you did not use the
Interview Tracking Form then you will need to do this manually.
Response If you did not use the Interview Tracking Form you will not be able to use the
rates Epi Info programmes ResponseStep1, ResponseStep2, and ResponseStep3.
You will need to calculate the response rates from the information you
collected. You should calculate the response rates by age and sex.
Nonresponse The nonresponse weight is used to run the weighted tables in the data book. If
weight you do not have a nonresponse weight (for each step that was conducted) in
your datset you will not be able to run any of the Epi Info programmes that
have the superscript WT.
Follow the steps below to calculate the nonresponse weight and attach it to
your dataset.
Step Action
1 Calculate the response rate (RR) for your sample stratified by age
and sex for Step 1
2 Calculate the nonresponse weight by dividing the response Rate
(RR) into 1 for each age sex group.
1/RR for each age sex group
3 Attach the weight to your dataset with the variable W2s1

4 Calculate the response rate for Step 2 and attach the weight to your
dataset with the variable W2s2
5 Calculate the response rate for Step 3 and attach the weight to your
dataset with the variable W2s3

Interview Tracking Form, Continued
STEPSsampli If you used STEPSsampling.xls and you did not use the Interview tracking
ng.xls form you will be missing the last variable for the individual weight. You will
need to add the last level of sampling to the individual weight calculated in
STEPSsampling.xls.
You do not need to do this if your sampling frame selected the individuals from
the household directly. This only needs to be done if the interviewers selected
participants from the households.
Follow the steps below to finish calculating the individual weight.
Step Action
Calculate the chance of selection for each individual at the
household level.
Hselect= 1/ number if eligible individuals at the household level
Combine the household value to the individual weight calculated

by the sampling spreadsheet (value is IndWeight in database)
1/(Hselect*IndWeight)
Attach to the dataset with the variable name W1
Assistance If you have any difficulties doing this please contact the Geneva STEPS team
at steps@who.int .

STEPSsampling.xls
Introduction The sampling spreadsheet has many different functions. It is used to:
• Draw a non random sample

• Calculate the individual weight
• Calculate the Population weight (Post-stratification adjustments to the target
population)
• Attach the PSU and Stratum variables to the dataset (which are used to
describe) the complex sampling design.
If you did not use STEPSsampling.xls you will need to perform all the tasks
above manually.
Individual The individual weight needs to be attached to the dataset. Follow the steps
weight below to attach the individual weight to the dataset.
Step Action
1 Calculate the individual weight for each participant.
Individual weight= 1/[(selection probability of cluster 1)*

(selection probability of cluster 2)*(as many clusters until reach
individual)]
2 Attach the weight to the dataset with the variable W1
Population The dataset needs to be adjusted to the population distribution of the target
weight population. Follow the steps below to attach the population distribution weight
to the dataset.
Step Action
1 Locate the population estimates for the target population by age
and sex
2 Aggregate this information from your sample
3 Calculate the population weight for each age sex category.
=(AgeSex of population/ Total population)

(AgeSex of sample/ Total Sample)
4 Attach the weight to the dataset with the variable W3.

STEPSsampling.xls, Continued
Combined The Epi Info Programs look for the combined weight variables. Follow the
weights steps below to calculate the combined weight variables.
Step Action
1 Calculate the variable WStep1 and attach it to the dataset.
WStep1 =W1*W2s1*W3
WStep1 =W1*W2s2*W3
WStep1 =W1*W2s2*W3
Complex Epi Info needs two variables to describe the complex sample design. If these
sample design two variable are not present in the dataset then you will not be able to run the
Epi Info programmes. The table below describes the two variables.
Variable STEPS generically uses

Stratum Sampling PSU (first level of sampling).
However you could also use the Secondary level
of sampling also
PSU Village cluster
Stratum rules The Stratum is determined by ranking the selected Sampling PSU and then
assigning the Sampling Units a number based on where they fall in the list.
This ranking will be called PSUChance. The general rules for assigning a
Stratum are listed below.
• Each unique Sample PSU should only have 1 number associated with it in the
Stratum field. The Sample PSU consists of numbers 1 - ? (depends on how
many clusters were selected in the PSU spreadsheet.)

Stratum rules • The Stratum number is based on the rank of the PSU chance. If you look at
(continued) the PSU column you will notice that there is at least one PSUChance that is
greater than 1 and this will be the first one in the column. You need to assign
the Sample PSU values a Stratum value based on where the numbers are in
the ranked PSUchance list.
• The Sample PSU share their Stratum number with their neighbouring Sample
PSU if the PSUchance value is less than 1. The groups are created by
starting at the top of the list and selecting the first PSUchance that is less than
1 and grouping that Sample PSU with the one below it. The Sample PSU
should be placed in groups of 2 (if there is an odd number then the last 3 in
the list can share a Stratum value)
Assigning the To create the PSUChance and assign the Stratum values follow the steps
Stratum below.
Step Action
1 List the selected clusters and their estimated size from the PSU
(first level sampling unit. Then for each selected cluster divide the
estimated size of the unit by the sampling interval.
PSUChance = estimated size of unit/sampling interval
2 Assign the first Sample PSU in the list a Stratum value of 1

3 Complete step 1 for each different Sample PSU that has a
PSUchance greater than 1 (there may only be 1 in the list or there
may be many Sample PSU that have a PSUchance greater than 1)
4 Select the first 2 Sample PSU's that have a PSUchance of less than
1 and give then the same Stratum value (the next numerical value
in the Stratum list)
5 Select the next 2 Sample PSU's that have a PSU Chance of less
than 1 and give them the same Stratum value
6 Repeat step 5 until you reach the bottom of the list
7 Attach the Stratum values to the dataset with the variable label
Stratum.

PSU rules The PSU is determined by the Stratum associated with the participant. The
general rules for assigning a PSU are listed below.
• If the Sample PSU has it's own Stratum then each Cluster in the Sample PSU
should have it's own PSU Value
• If the Sample PSU shares it's Stratum with another Sample PSU, each Cluster
in the Sample PSU should share a PSU value
Assigning the To assign the dataset a PSU follow the steps below.
PSU
Step Action
1 Sort the dataset by Stratum and then Village (using the Village
code)
2 Assign each Village from Stratum 1 a value starting with 1 (the
first village will receive a 1 and the second a 2 and the third a 3 and
so on until you have numbers all the villages in the Sample PSU.
3 Repeat step 2 for each Sample PSU that has a PSUchance greater
than 1 (there may only be 1 in the list or there may be many
Sample PSU that have a PSUchance greater than 1). Remember to
assign the PSU values in a consecutive manner.
4 Select the first 2 Sample PSU's that share a Stratum and assign all
the clusters from the first Sample PSU one value (every Cluster
should receive the same value) and then assign all the Clusters
from the second Sample PSU a different PSU value.
5 Repeat step 4 until you reach the bottom of the list.
6 Attach PSU to your dataset using the variable label PSU.


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WHO STEPS Surveillance Support Materials

Department of Chronic Diseases and Health Promotion

Section 1: Preparing and Evaluating the Status of Your Materials.................................................2

Section 3: Transforming Your Dataset 3-1

• Data entry (Survey.rec)

Continued on next page

Section 3: Transforming Your Dataset 3-2

Contents This part contains the following topics:

Topic See Page

Section 3: Transforming Your Dataset 3-3

• Use the data entry tool

Continued on next page

Section 3: Transforming Your Dataset 3-4

The table below provides details on what each piece of supplementary

Supplementary STEPS Used for Data entry

Section 3: Transforming Your Dataset 3-5

• Which version was used (v1.3, v1.4 or v2.0).

• Which tool was used for data entry and

Dataset If there is already a dataset then you need to identify:

Section 3: Transforming Your Dataset 3-6

Section 3: Transforming Your Dataset 3-7

If you have… Then... STEPS Surveillance

Section 3: Transforming Your Dataset 3-8

Generic tools Reference

Section 3: Transforming Your Dataset 3-9

• an older version was used or

• the data entry system (if data is not already entered),

Contents This part contains the following topics:

Topic See Page

Section 3: Transforming Your Dataset 3-10

Section 3: Transforming Your Dataset 3-11

Continued on next page

Section 3: Transforming Your Dataset 3-12

Section 3: Transforming Your Dataset 3-13

Contents This section contains the following topics:

Topic See Page

Section 3: Transforming Your Dataset 3-14

Continued on next page

Section 3: Transforming Your Dataset 3-15

Continued on next page

Section 3: Transforming Your Dataset 3-16

Continued on next page

Section 3: Transforming Your Dataset 3-17

Section 3: Transforming Your Dataset 3-18

Follow the instruction provides below to install the STEPS database.

Continued on next page

Section 3: Transforming Your Dataset 3-19

Continued on next page

Section 3: Transforming Your Dataset 3-20

Continued on next page

Section 3: Transforming Your Dataset 3-21

Section 3: Transforming Your Dataset 3-22

Section 3: Transforming Your Dataset 3-23

Introduction After completing the Mapped Instrument it is important to carefully examine

of your site specific materials match the generic materials.

Section 3: Transforming Your Dataset 3-24

Introduction The components of your dataset, the:

• variable names and

need to be matched to the generic dataset.

Continued on next page

Section 3: Transforming Your Dataset 3-25

Section 3: Transforming Your Dataset 3-26

• use the generic data entry tool, and