User`s Manual for the Computerized Data Encoding System
Contents
1. lf a wrong code is entered it is necessary to use F7 to go back to each of them Be sure that the household ID number is matched in the spot map Household ldentification It is better that a list of households with corresponding ID number that Number was used in the preparation of spot map is available for easier validation Enter the full address written in the questionnaire Respondent Enter the full name of the respondent Enter the complete date of the interview Enter the time start of interview Valid codes are 1 for AM and 2 for PM Time started Note In a synchronized interview and encoding situation current time is generated Enter the time end of interview Valid codes are 1 for AM and 2 for PM Time finished Note In a synchronized interview and encoding situation this will be entered last and current time is generated Interviewer Enumerator Enter the full name of the enumerator Write down completely the assessment made on the quality and reliability of the acquired information Assessment Note In a synchronized interview and encoding situation this will be entered last Encoding individual data for all household members pages 2 3 and 4 B Demography Field Number Field Name Enter the total number of household members identified in the accomplished questionnaire The number of households corresponds to the encircled number in Number of household Column 1A2. 1 Yes and p No If no code 2 the cursor will go to the next section electricity services If yes code 1 the cursor will go to the box beside the specific facility open dump site sanitary landfill Fields 31 32 and Garbage Waste incinerators 33 Disposal System compost pits others specify Enter code 1 if Yes and 2 if No Then enter the number of households being served If not code 2 specify the distance of the barangay to the nearest disposal facility in kilometers If there are other garbage facility present in the barangay other than those mentioned specify them in the space provided for e others Valid codes for field 34 are 1 Yes and 2 No Fields 34 35 36 37 and 38 Electricity Service If the entered code is 1 Yes the encoder will be prompt to enter the name of the electric cooperative company and the number of households 3l Otherwise code 2 No the cursor will go to the space provided for the distance of the barangay to the nearest electrical station company Valid codes for field 39 are 1 Yes and 2 No Next input the name and contact person of the Fields 39 40 and Credit Institutions organization 41 Note if the answer is 2 the cursor will skip to the next section peace and order Ill Peace and Order Page 6 Field Number Field Name Enter code 1 Yes if the corresponding crime was comm
3. Notice that the cursor will automatically skip fields 20 and 21 if the entered age refer to field 5 of the household member in the roster is less than 18 years old Valid entries are codes 1 Yes and 2 No Erie Registered voler If the data entered is code 2 the cursor will skip field 21 and move to field 22 Field 21 bes mtae iasi Valid entries are codes 1 Yes and 2 No election F Nutritional Status Note Notice that the cursor will automatically skip fields 18 and 19 if the entered age refer to field 5 of the household member in the roster is more than 5 years old Valid entries are codes are 1 4 corresponding to the Field 22 Nutritional status nutritional status of children G Employment Valid entries are codes 1 Yes and 2 No CES EIER If code entered is 2 the cursor will skip fields 24 27 and will move to field 28 Enter the full name of the job and its corresponding code Field 24 Type of job business Valid entries are codes 1 10 corresponding to the codes for types of job Enter the name of business or industry and the corresponding code of the industry in which the Name of business or business is associated to Field 25 industry Valid codes are 1 17 corresponding to the different industries Enter the code of the state of employment of the Field 26 Nature of employment individual Valid entries are codes if permanent 2 if seasonal or temporary and 3 if business or job is constantly
4. Remove Clear Cancel Help e Then click run The process of merging the text files is done when the following confirmation window pops up CSPro 7 5 Concatenate Data Eg A Concatenate Completed e The user should encounter no errors provided that s he has inputted all the right files Errors are usually encountered when the the files paths used are incorrect In this case address the error and re run concatenation Always remember back up is very important 35 THE CBMS NETWORK TEAM DR CELIA M REYES CBMS Network Leader ANNE BERNADETTE E MANDAP KENNETH C ILARDE LANI V GARNACE JASMINDA A QUILITIS JOEL E BANCOLITA JUAN PAULO M FAJARDO MARSMATH A BARIS JR Hesearch Staff Inquiries regarding this CBMS work may be sent to PEP Asia CBMS Network Office DLSU Angelo King Institute for Economic and Business Studies 10th Floor Angelo King International Center Estrada Corner Arellano Avenue Malate Manila Philippines 1004 Tel No 632 5262067 632 524 8888 loc 274 Fax No 632 5262067 E mail coms network gmail com coms dls csb edu ph Website www pep net org
5. Valid entries are codes 1 Yes and 2 No Field 59 Senior citizens ID If the code entered is 2 the cursor will skip field 56 and automatically move to field 57 l Use of senior citizen s Enter the services products others where the member Field 56 ne a ID card uses his her senior citizen s card Valid entries are codes 1 Yes and 2 No Bead oacser iiie If the code entered is 1 the cursor will automatically Field 57 E move to field 57 1 household If the code entered is 2 the cursor will automatically proceed to field 60 Enter the total number of board passer in the household identified in the accomplished questionnaire The number of board passers corresponds to the Numberot boari encircled number or the number of name listed in Field 57 1 column 57 of the questionnaire passer Note that the number of board passers will be validated with the number of household members The system will check and warn user if the number of board passers exceeds the number of household members When you proceed to field 58 a list of the names of Field 58 Name s of board or bar household members will appear Choose from the list passer the name of the household member the name of the board passer In this field a menu containing the list of professions Choose the profession which board or bar the Field 59 Profession passed vius posue Next the code corresponding to the profession will be entered in the field 15 K Health Valid e
6. age and relationship The encoder should encode the information to empty fields 3 There are 0 members age 18 years old and above Press Foe to clear The encoder will be warned by the above message when there are no adult members in the roster However the cursor will still go to the next section 4 You have fully encoded the actual number of members Press Fe to clear When the number of members entered is equal to the number of member information encoded the above message will appear and the user will be brought to the next section 11 CBMS If data for all household members have all been encoded a pop up window will appear validating that the encoder have already encoded data for all household members Pressing Function 8 F8 button will lead the cursor to the next section of the questionnaire Encoding household based data pages 5 12 H Other family members Valid entries are codes 1 Yes and 2 No Field 34 Family members not in the household If code 2 is entered the cursor will skip field 34 1 39 and move to field 40 Enter the total number of family members not in the household listed in the accomplished questionnaire Number of family 2 MEMPEROLEHI The number of family members corresponds to the household encircled number or the number of names listed in column 35 of the questionnaire Field 35 pe Dr amiy Enter the name of family members member s Enter the age in years of the correspondin
7. eatis Convertar Help Www pep net org Sebel lil Ix ZAMBOANGA PENINSULA 31 R gion Co View Codes ZAMBOANGADELSUR DEL SUR aj Province Cen Wi Chis Cibyibeturcsnaliby 097302000 BPG rata o E Barangay 097302001 Urban ty Roa Wie Coda wha 3 CBMS Note The fields Urbanity Region Province Municipality and Barangay are persistent numeric fields That is once they are filled up they will automatically repeat in the next record whenever a questionnaire is finished since they do not usually differ within groups of households If a wrong code is entered in one of these fields it is necessary to use F7 to go back to each of them Moreover Urbanity Region Province Municipality City and Barangay will be automatically initialized in the first instance of encoding in a barangay A Identification Once the items on Region Province Municipality City and barangay are encoded at the start this will automatically appear when the Identification page of the encoding system is shown The encoding will start in the Purok item Field Name This field is for the purok code Please consult the supervisor regarding these codes Purok is also a persistent numeric field That is once it is filled up it will District or Purok automatically repeat in the next record whenever a questionnaire is finished since it does not usually differ within groups of households
8. for the total income Field 110 nee Sources in cash and in kind from all sources Total income of This field automatically computes for the total income Field 111 household of households Fields 99 107 20 Q Agriculture poultry and livestock and fishing Farming Fields 112 117 are for households which are engaged in farming Code 1 in field 86 If data on field 86 is code 2 the cursor will skip fields 112 117 Field 112 Tenure status in agricultural land Field 113 Area of agricultural land Filed 114 Crop planted produced Valid entries are codes 1 5 corresponding to the tenure status in agricultural land If code entered is code 5 the cursor will move the next field for the tenure in agricultural land not included in the given choices Valid entries are codes 1 4 corresponding to the area of farm Enter the number of crops planted produced by the household The number can be determined by the number of crops listed in column 114 of the questionnaire Then enter the name of crop planted produced by the household Volume of crops soi Field 115 harvested Enter the volume of crops harvested in kilograms Field 116 sane pie nen Valid entries are code 1 and 2 equipments Field 117 SIME Valid entries are code 1 and 2 agricultural equipment R Livestock Raising Fields 118 119 are for households which are engaged in poultry and livestock Code 1 in field 87 If data on field 87 is code 2 the c
9. of the questionnaire members Make sure that this number corresponds to the number of names of household members listed in Column 2 of the questionnaire This refers to the line number of each household member Name of household Enter the surname in the first line and the first name in Field 2 members the second line Note If the number of members is changed and this is less than the encoded the following message will appear Field 1 Line number The number of encoded members exceeds the defined number of members Please delete using F Press Fata clear This validates the actual encoded and the given number of members The user will be prompted which of the members must be deleted or revise it manually Who among the members you would like to remove Manually F4 gt EENNETH ILARDE JOEL BANCOLIT LOUISE DELA FENA The encoder should take extra care that once member information is deleted from the roster the deletion is permanent If this happens the encoder needs to encode again the member information Field 3 Field 4 Field 5 Field 6 Field 7 Field 8 Field 9 Field 10 C Migration Field 11 Relation to the head of the household Birthdate and Age Code 1 is automatically generated for the household head Valid entries are codes are 2 9 which refer to the various relations to the household head If code entered is 7 or 9 the cursor will move to the next field for data o
10. school Valid entries are codes 1 Yes and 2 No If the data entered is code 2 the cursor will skip fields 14 and 15 and move to field 16 Field 14 Grade year level Enter the code for grade year level Valid entries for school type are codes 1 private and code 2 public Field 15 School type Enter code for the highest educational attainment Highest educational Field 16 attainment If data entered is college graduate code 35 the next field should be filled up corresponding to the code of the course this starts at number 40 Note Notice that the cursor will automatically skip fields 17 if the entered age refer to field 5 of the household member in the roster is less than 10 years old If the household member is below 10 years old the Field 17 Literacy cursor will skip this field Valid entries are codes 1 literate and 2 not literate E Community and Political Participation Note Notice that the cursor will automatically skip fields 18 and 19 if the entered age refer to field 5 of the household member in the roster is less than 10 years old Valid entries are codes 1 Yes and 2 No Field 18 Membership in community organization If the data entered is code 2 the cursor will skip field 19 and move to field 20 Valid codes are from 1 11 Field 19 Type of community organization If the data entered is code 11 the cursor will move to the next field for the type of community organization Note
11. the 1 column is 1 the cursor will proceed to the space provided for the number of facilities present in the barangay Otherwise it will skip to the distance of the barangay hall to the nearest facility If there are other health facilities listed in the questionnaire enter code 1 for g others and enter the type of facility and number of this facility in the barangay in the space provided Valid entries are codes 1 Yes and 2 None for each type of public transportation specified Bus Types of public Taxi transportation Jeepney Tricycle Pedicab Boat Other mode of transportation please specify Field 17 29 If there are other types of public transportation listed in the questionnaire enter code 1 for 7 others and enter the type of public transportation and number of this facility in the barangay in the space provided There are 4 types of roads specified in the questionnaire 1 concrete Fields 18 Road network gt mong 3 gravel 4 natural earth surface For each type enter 1 Yes and 2 None Fields 19 Length of road Specify the length of road Enter the present condition of the road type of which the Braeant conditione following are valid codes Fields 20 1 good road 2 fair 3 poor Valid codes for office maintaining the roads are 1 Yes and 2 No private national Fields 21 Maintainer of the road dioe boss municipal barangay others specify Addition
12. 1 the succeeding entry must be December code 12 and so on Field 136 Number of days that experienced food For every months listed enter the total number of days 23 eh j pid nd CBMS shortage that the household experienced food shortage Days will also be validated W Access to Programs Valid entries are codes 1 Yes and 2 No gts ACESS OGAREF If the data entered is code 2 the cursor will skip fields 138 Field 138 E ur ues CARP Enter the date the CARP land title was received A household sometimes receives more than one program of a specific type For instance the household could receive two different education or scholarship programs To accommodate this the data on programs is made as a roster The user will be prompted which program For clarity all of the programs must be inputted until others In Field 139 valid entries are code 1 Yes and 2 No If the code entered is 2 the cursor will skip to the succeeding type of program If 1 is entered the cursor will move to the succeeding Field 139 143 Access to programs items specifying the frequency of receiving the program In field 140 enter the full name of the program In field 141 enter the code implementing the program Valid codes are codes 1 6 In field 142 enter the effect of the program In field 143 enter overall effect of the program Valid codes are codes 1 3 Note that in the first type of program there is an item sp
13. De La Sabe University Ka CRDI 3 IDRC AKI Angelo King Institute for Ezc nermir and Daea Sade User s Manual for the Computerized Data Encoding System Version 10 2007 04 September 2008 Prepared by the CBMS Network Coordinating Team Angelo King Institute for Economic and Business Studies This work was carried out with the aid of a grant from the International Development Research Centre IDRC Ottawa Canada User s Manual for the CBMS Computerized Data Encoding System This manual contains guidelines and instructions on the use of the CBMS Computerized Data Encoding System The CBMS Computerized Data Encoding System was originally developed by the CBMS Network Coordinating Team for the use of local government units who have implemented CBMS in their respective localities The encoding system was customized for CBMS application using the CSPro a free software package that can be used to encode tabulate and disseminate data from census and survey l Setting up the system A System Configuration Minimum configurations of computers that will house the encoded data 33MHz 486 processor 16MB of RAM VGA monitor Mouse 45MB of free hard drive Microsoft Windows 95 VVVVVV For a much better and faster encoding and saving below are recommended configurations of the computers gt Pentium Ill processor or equivalent gt 256MB of RAM gt SVGA monitor gt Mouse gt 45MB of free hard drive space gt Micro
14. If the code for the 1 column is 1 the cursor will proceed to the space provided for the number of facilities present in the barangay Otherwise it will skip to the distance of the barangay hall to the nearest facility If there are other educational facilities listed in the questionnaire enter code 1 for g others and enter the type of facility and number of this facility in the barangay in the space provided 28 Below are the types of health facilities specified private medical clinic hospitals maternal and child clinic barangay health centers family planning centers drugstores others specify For every type enter 1 if there is a facility and 2 if Fields 14 19 and Health Facility there is none 16 If the code for the 1 column is 1 the cursor will proceed to the space provided for the number of facilities present in the barangay Otherwise it will skip to the distance of the barangay hall to the nearest facility If there are other health facilities listed in the questionnaire enter code 1 for g others and enter the type of facility and number of this facility in the barangay in the space provided Several service facilities are listed below post office police station women s center crisis center bank market multi purpose hall others specify For every type enter 1 if there is a facility and 2 if Fields T To and o Facility there is none 16 If the code for
15. R is the primary confirmatory key in encoding while PgUp PgDown and the arrow keys are the navigational keys e f wrong data was encoded just delete the wrong data and enter the correct information e When out of range invalid appeared just press ENTER or click the mouse e Gray sections in the manual pertain to fields that need not be filled up Specific Instructions This section gives instruction on how to encode data from the accomplished CBMS barangay profile questionnaire After the identification of respondent and enumerator the encoding system has four parts physical and demographic characteristics proximity of barangay location to basic services and service institution peace and order barangay programs and services Encoding is by field A field usually corresponds to a specific answer to a question However there could be more than one answer to a particular question thus there could be sub fields to be filled up in a single question As mentioned earlier ENTER is the primary key for encoding However since each field has a specific length number of characters the cursor automatically leaves the current field when it has been filled up It is advised that encoders refrain from using the mouse as much as possible The encoding system s cursor is designed to move immediately after a space has been completely filled up If in case there is a need to return to a specific field after an erroneous entry arrow keys are
16. al spaces are provided for other offices code 6 maintaining the road aside from the list above If there are no concrete roads or streets enter the peine RC distance of the nearest concrete roads from the Fields 22 and 23 barangay in kilometers in the space provided Do this road also in the space allotted for distance to nearest asphalt roads Field 24 Beis orwell Enter 1 if there is a facility and 2 if there is none Level of water system For both levels Il and III valid entries are 1 and 2 Field 25 26 and Name of water company Indicate the name of water company Field 27 Number of households served Enter the total number of households being served by Valid codes are 1 Yes and 2 No If yes code 1 the cursor will prompt the encoder to enter the name s of the water station company ies as well as the number of households being served by the company ies If no code 2 the cursor will proceed to the roster for the other sources of water such as deep well Water supply artesian well shallow well commercial water refill stations others specify Fields 28 29 and 30 For every source enter the number of total functioning and non functioning units stations The total number should always be equal with the combined number of functioning and non functioning units stations Also enter the number of households being served For entries for field 31 the valid codes are
17. area of the barangay in square kilometers Field 7 General Description of For each description given enter 1 for Yes and 2 for 26 Field 6 Total land area the Barangay Space is provided for other description specified in the accomplished questionnaire Field 8 Boundanes Enter the boundaries of the barangay in the space provided Major source of Enter the major source of livelihood in the space Field 9 A livelihood provided Field Number Field Name Demographic Reference Three boxes are allotted for the total male and female population in the barangay The system automatically produces the sum of the number of male and female population Field 10 Population Enter the month and year of the reference period as well as the source of data in the space provided If the day and month of the source of data is not known boxes allotted for these can be left blank However the year and source of data is required Enter the number of households in the space provided Field 11 Number of Households Enter the month and year of the reference period as well as the source of data in the space provided Three boxes are allotted for the total male and female registered voters in the barangay The system automatically produces the sum of the Totarmimbere number of male and female population Field 12 registered voters Enter the month and year of the reference period as well as the source of data in the space provi
18. changing Field 27 puc ador Enter classification of worker Valid codes are from 1 7 employment Note If the code on field 23 is 2 not employed the cursor will skip fields 24 27 and automatically move to field 28 Valid codes are 1 Yes and 2 No Field 28 Look for work If code entered is 1 the cursor will proceed to field 29 If code entered is 2 the cursor will proceed to field 30 10 Field 29 Job search method Valid entries are from codes 1 6 Valid codes are from 1 9 Reason for not looking Field 30 are If the data entered is code 9 the cursor will proceed to the next field for the specified reason for not looking work 2st mato look for Valid entries are codes 1 4 to 6 months 2 More than Field 31 od 6 months ago and 3 Never Field 32 Availability for work Valid entries are codes 1 Yes and 2 No Field 33 ME uO tese up Valid entries are codes 1 Yes and 2 No After filling up the roster some other validating messages will appear 1 The number of encoded exceeds the number of defined members please perform clean up Press Fato clear The message above appears when the number encoded members are not consistent with the predefined number of members After pressing F8 the user will be prompted to change either the household size or the number of encoded 2 There are 1 empty person records Press F to clear The above message warns the user of empty records such as in sex
19. cutable screen will appear which is the main interface to be used e Look for the name of the region in pull down menu and click the check button The code for the region will automatically appear in the code box To change the region just select another region from the pulldown list and click the check button Example The code of Zamboanga Peninsula Region IX is Code 09 e Look for the name of the province in pull down menu and click the check button The code for the province will automatically appear in the code box To change the province select another province from the pulldown list Example The code for Tarlac is 69 e Look for the name of the municipality city in pull down menu and click the check button The code for the municipality city will automatically appear in the code box To change the municipality city again select another one from the pulldown list e Look for the name of the barangay in pull down menu and click the check button The code and urbanity for the barangay will automatically appear in the code box To change the barangay just select another barangay e After clicking the encoding icon a pop up screen will appear showing information on the barangay that will be encoded After clicking the check button a pop up screen will appear requesting for an operator ID After entering the operator ID the encoder is now ready to encode the data Uni CBMs Pebwnshk Coordinating earn m eitkatisdicss y aut D
20. ded If the day and month of the source of data is not known boxes allotted for these can be left blank However the year and source of data is required Number of Barangay For each barangay personnel listed enter the number of Field 13 Personnel total male and female barangay personnel 2 The number of male and female barangay personnel should always be equal with the total barangay personnel In case this is not equal a message will appear to say Barangay Personnel Total 10 is not equal to Male and Female Barangay Personnel 9 Press F to clear Barangay personnel are as follows 1 Tanod Health worker Nutrition scholar Purok leaders Librarian Day care worker Utility worker Others specify Additional space is provided if there are other barangay personnel not in the list above Enter the month and year of the reference period as well as the source of data in the space provided If the day and month of the source of data is not known boxes allotted for these can be left blank However the year and source of data is required ll Proximity of Barangay Location to Basic Services and Service Institutions Page 3 4 and 5 Fields 14 15 and 16 Educational Facility There are 6 types of educational facilities specified day care center pre school elementary secondary vocational college university others specify For every type enter 1 if there is a facility and 2 if there is none
21. ecifying Philhealth If the program is indeed Philhealth enter 1 for yes otherwise enter code 2 for no After finished encoding data for the household a pop up window will appear asking if the encoder wants to save the file If the encoder wants to save the file just press Save to indicate that the data entered has been accepted If the encoder does not want to save the file and wanted to review the encoded or make corrections just press No To go back to records of household member just press page up To go back to the household record just press page down 24 Encoding data from the CBMS barangay profile questionnaire A How to start encoding After installing the encoding system go to start up Menu click Programs CBMS Database and CBMS Encoding System to start encoding An executable screen will appear which is the main interface to be used e Enter the municipality city code To know the codes for a certain municipality city just click View Codes To change the municipality city codes just click Change e After opening a pop up screen will appear requesting for operator ID After entering the operator ID the encoder is now ready to encode the data B Encoding data from the Accomplished CBMS Barangay Profile Questionnaire General Instructions Here are general rules to follow in encoding e Before encoding be sure to check the accuracy and consistency of the questionnaires to be encoded e Generally ENTE
22. elcome screen will appear indicating that the CSPro will now be installed Click Next 10 A pop up screen will appear indicating the name of the folder that the files will be saved Click Next 11 A pop up screen will appear indicating what language to input text Click Next 12 A pop up screen will appear asking what components to be installed Click Next 13 A pop up screen will appear indicating the folder that the program will be installed Just click Next CSPro will now be installed 14 Uncheck the Look at README file and click Finish 15 A pop up screen will appear informing that the Installation Complete Click Ok Il Encoding data from the CBMS household profile questionnaire A Instructions General Here are general rules to follow in encoding e Before encoding be sure to check the accuracy and consistency of the questionnaires to be encoded e Generally ENTER is the primary confirmatory key in encoding while PgUp PgDown and the arrow keys are the navigational keys e f wrong data was encoded just delete the wrong data and enter the correct information e When out of range invalid appeared just press ENTER e Gray sections in the manual pertain to fields that are not to be filled up Specific This section gives instruction on how to encode data from the accomplished CBMS household profile questionnaire The encoding has three parts the first part is the
23. er the total number of deceased household members in the accomplished questionnaire Field 66 1 Number of deceased household members The number of diseased members corresponds to the encircled number or the number of names listed in column 67 of the questionnaire Field 67 Name of deceased Enter the name of deceased household members household member s Field 68 Sex of deceased Valid entries are codes 1 Male and 2 Female household member s Enter the age in years of the corresponding deceased household member Age of deceased Field 69 household member s If the deceased household member s age is below 1 year old enter O Valid entries are codes 1 9 corresponding to the Field 70 Cause of death cause of death If code 9 is entered specify the cause of death M Incidence of crime Field Number Field Name This section is also a roster in case that many other crimes are experienced by household members The type of crime is automatically coded so that the user will not worry encoding them The first field to encode only is whether the household experienced that type of Field 71 Incidence of crime GH CAO Valid entries are codes 1 Yes and 2 No If code entered is 2 No the cursor will automatically transfer to the next type of crime otherwise it will inquire on the number of members who have been victims of the specific crime Enter the total number of victims of crimes in the household Field 72 Total number
24. f code 2 is entered the cursor will move to field number 83 18 Field 81 Field 82 B Fields 84 Fields 85 P Income Source of electricity Usual monthly electric bill Construction materials of walls Construction materials of roof Valid entries are codes 1 Yes and 2 No If code 1 is entered in 81 1 the cursor will move to field 82 If code 2 is entered in 81 1 the cursor will move to skip field 82 and proceed to field 83 Enter the usual monthly electric bill payment Valid entries are codes 1 Yes and 2 No For every assets listed enter appropriate code Valid entries are codes 1 6 corresponding to the different types of construction materials Valid entries are codes 1 6 corresponding to the different types of construction materials Fields 86 96 Field 97 A amp B Field 98 Entrepreneurial activities P 1 Total income from entrepreneurial activities Income from salaries and wages P 2 Valid entries for fields 86 96 are codes 1 Yes and 2 No If code entered is 1 Yes the cursor will move to the next field for income in cash and in kind for the given activity If code entered is 2 No the cursor will skip the fields for income and will move to the next entrepreneurial activity Please note that the spaces 86A 96A and 86B 96B can accept negative values These fields automatically compute for the total income entered from fields 86 96 Th
25. g encoded data in the computer where concatenation shall be performed make a back up copy of the file i e rename lt PSGC txt gt as PSGC bak txt and include it in the temporary folder where the files to be concatenated are compiled Now after preparing all the files run the CSPro Concatenation Tool Click Start gt Programs CSPro 3 3 gt Concatenate Data A dialog window named CSConcat will appear The Output File will contain the data that will be merged This file can be be non existent before concatenation If it is already an existing file the old contents will be replaced after the concatenation process In the Output box put the path of the output text file i e C CBMSDatabase lt Regncode gt lt Provcode gt lt Muncode gt lt Brgycode gt lt PSGC txt gt Click browse to get create that file 34 AR CBMS e Inthe Input list box add all the text files that should be concatenated Click the Add button to browse for them and add all the files e Incase a wrong file was added click on the Remove button to take off the unwanted files If you wish to remove all the added files click Clear CSConcat Output File C CBMSDatabase41 640341 2 005 bray005 Browse Files to Concatenate order of concatenation e Path ate E DEjaz tst C CBMS Database 164034124005 05 27 05 16 15 40 S78KB D5pow t t C CBMS Database B 0341 24005 05 27 05 13 55 24 10 2 KB D
26. g family member Field 36 Age of family member s If the family member s age is below 1 year old enter O Field 37 oex of family member s Valid entries are codes 1 Male and 2 Female Valid entries are codes 2 7 corresponding to the relationship to household head Relationship to DIES household head If code 7 is entered specify the relationship to the household head Valid entries are codes 1 3 Field 39 Reason why not in the household If code 3 is entered enter the reason specified in the questionnaire I Overseas Filipino Workers Field Number Field Name Field 40 OFW indicators Valid entries are codes 1 Yes and 2 No 12 If the data entered is code 2 the cursor will skip fields 41 44 Field 40 1 Number of OFW Enter the total number of OFW Enter the full name of OFW The first field is for the Field 41 Name of OFW surname while the second field is for the first name Valid entries are codes 2 7 corresponding to the relation to the household head Relation to the household head If code entered is 7 the cursor will move to the next field Enter the data on other relations not included in the given choices Field 43 Enter the country code where the OFW is based Enter the occupation of the OFW in the first field and its tige appropriate code in the second field J Household Members Field Number Field Name Valid entries are codes 1 Yes and 2 No Field 42 If the code ente
27. he country code refer to the encoding interface for the code of the countries The country code for the Philippines 608 Enter code corresponding to the name of country specified in the questionnaire If the place of origin is outside the Philippines the cursor will automatically skip to Field 14 If the place of origin is in the Philippines the cursor will automatically move to the next field which refers to the province code The list of provincial codes is found in the executable file Example The provincial code for Tarlac is 69 If the place of origin is Tarlac the cursor will automatically move to the next field which refers to the municipality city code After entering the municipal code it will skip the field for the municipality text and will move to the barangay code which refers to the code of barangay in one municipality city If the place of origin is from another province ex not Tarlac the cursor will skip the municipality code since the field is only for the municipalities in Tarlac It will move to the next field Here enter the name of municipality city After entering the name of the municipality or city the cursor will proceed to the barangay field which will require the user to enter the name of barangay Note Notice that the cursor will automatically skip fields 13 to 16 if the entered age refer to field 5 of the household member in the roster is less than 3 years old Field 13 Attending
28. identification page page 1 of the questionnaire the second part is encoding individual data for all household members and the third part is encoding data for the households It is important to finish encoding data for household members before encoding household based data rr VES IWO CBMS Encoding is by field A field usually corresponds to a specific answer to a question However there could be more than one answer to a particular question thus there could be sub fields to be filled up in a single question As mentioned earlier ENTER is the primary key for encoding However since each field has a specific length number of characters the cursor automatically leaves the current field when it has been filled up Example The field Region has length 2 Thus when 03 is entered the cursor will automatically go to the field Province However entering 3 will require hitting the ENTER key although the same output will be attained that is 3 It is advised that encoders refrain from using the mouse as much as possible The encoding system s cursor is designed to move immediately after a space has been completely filled up If in case there is a need to return to a specific field after an erroneous entry users should use the arrow keys to nagivate back B How to start encoding After installing the encoding system go to start up menu click Programs CBMS Database and CBMS Encoding System to start encoding An exe
29. is is a roster like the section of members indicator to accommodate multiple wage earners The first field is for the number of household members who are receiving salaries and wage Remember that this will be validated with the household size For instance if the household has only three members and 19 The first column of fields A is for the income in cash while the second column of fields B is for the income in kind Income from other sources P 3 es For every possible source enter the income the number of wage earners entered is five the following will prompt There is are only 3 member s of the household Press F to clear Enter 0 if there is none The second fields are for the names of household members who are receiving salaries and wages A menu will pop prompting the user which of the encoded members are receiving salaries wages Who among the members JOEL BANCOLIT LOUISE DEL PENA This will be automatically inputted to the names field The third and fourth fields are for the salaries and wages in cash and in kind respectively The total is automatically generated Enter 0 if the household did not receive any income E A TOTIS IPET These fields automatically compute for the Field 108 total income entered from fields 97 107 sources Field 109 Total imputed rent This field automatically computes for the total imputed rent of house and lot Total income from all These fields automatically compute
30. itted Enter code 2 No of the particular type of crime was not committed If there is a particular crime committed enter the number of incidences that the crime was committed against males then females ME If there was a crime committed other than the types specified enter the specific type of crime in the space provided then enter the number of incidence the crime was committed for males and females If done entering the number of other crimes enter code 2 to end entry of other crimes and proceed to next fields IV Barangay Programs and Services Field 44 Jor Enter the full name of the programs services program services Brief description of the Dir p barangay Enter the brief description of the barangay Fields 46 Barangay committee Enter the barangay committee spearheading the program services Fields 47 benc Enter the total number of beneficiaries of the program services Note In a synchronized interview encode setting the cursor will go back to time ended and assessment remarks 32 C Saving and Managing Encoded Data Files There are several modes in encoding The essential ones are adding mode and editing modifying mode Adding mode occurs when the encoder is beginning an encoding a barangay or when CTRL A is pressed after opening the encoding system Editing mode occurs when an existing record or household profile is being edited This is done by double clicking a household record in the left pane
31. l proceed to the field 48 1 If the code entered is 2 the cursor will automatically skip fields 48 1 53 and move to field 54 Enter the total number of household member with disability identified in the accomplished questionnaire The number of members with disability corresponds to the encircled number or the number of names listed in column 49 of the questionnaire Note that the number of members with disability will be validated with the number of household members The system will check and warn user if the number of members with disability exceeds the number of household members When you proceed to field 49 a list of the names of household members will appear Choose from the list the name of the household member the name of the member with disability Valid entries are codes 1 20 If the code entered is 20 enter the specified disability Valid entries are codes 1 3 corresponding to the different causes of disability Valid entries are codes 1 Yes and 2 No If the answer is 1 enter what assistance did the member received 14 Where assistance Valid codes 1 3 If code entered is 3 the cursor will Field 53 move to the next space for the name of assistance received aria The entries in this field will automatically be generated Meco eldTmembers if there is a household member aged 60 and above Field 54 UU eee reve If there is no household member aged 60 and above the cursor will skip fields 54 56
32. ld 129 1 is code 2 the cursor will skip field 130 and will move to field 131 22 Field 130 Garbage collector Valid entries are 1 3 Frequency of garbage Valid entries are codes 1 5 corresponding to the type of Field 131 collection frequency of garbage collection U Calamities Valid entries are code 1 Yes and 2 No If code 1 is entered to the corresponding calamity indicate how many times the calamity occurred Household severely If code 2 is entered the cursor will automatically move affected by calamity to the next set of calamity If there are other types of calamities other that those indicated in the questionnaire enter code 1 to the corresponding filed and specify the type of calamity If there are no more other calamities to add enter 2 to skip to the next section Field 132 133 V Food Adequacy Experienced hunger Valid entries are codes 1 Yes and 2 No Field 134 and have nothing to eat If the data entered is code 2 the cursor will skip fields 135 and 136 and will move to field 170 Enter the number corresponding to the months that the household experienced shortage Codes are 1 January 2 February and so on The user will be prompted with the following message if the sequence is invalid Name of months that Field 135 experienced food shortage Press Fata clear Note that the placement of months should be in a reverse order meaning if the month entered is January code
33. more advisable to use 25 Identification Encoding identification part of the questionnaire page 1 Name of Enumerator Enter the full name of the enumerator Name of Respondent Enter the full name of the respondent Enter the position of the respondent Enter the complete date of the interview Time Started Enter the time start of interview Enter code 1 for am and code 2 for pm Time Ended Enter the time end of interview Enter code 1 for am and code 2 for pm l Physical and Demographic Characteristics Page 1 and 2 Field Number Field Name The fields Province and Municipality are all persistent numeric fields That is once they are filled up they will automatically repeat in the next record whenever a rousse questionnaire is finished since they do not usually differ Fields 1 and 2 municipality city within groups of households If a wrong code is entered in one of these fields it is necessary to use F7 to go back to each of them Moreover Province and Municipality will be automatically initialized in the first instance of encoding in a barangay Enter the code of the barangay following the Philippine Field 3 Barangay Standard Geographic codes from the National Statistical Coordination Board This field is for the classification of barangay Valid entries are codes 1 Rural and 2 Urban Field 5 rad PUTO AE Enter the number of puroks and sitios in the barangay Field 4 Classification Enter the total land
34. n other relations not included in the given choices Valid entries are codes 1 Male and 2 Female Enter the date of birth of member in MM DD YYYY Only month MM and day DD are the allowed fields to be unknown The code for unknown is 99 The age will be automatically generated Birth registration Valid entries are codes 1 and 2 Civil Status Valid entries are codes 1 6 Indigenous tribe Indigenous tribe group Length years months Valid entries are codes 1 7 corresponding to the different religions If the data entered is code 6 the cursor will move to the next field for the name of the religion not included in the choices Valid entries are codes 1 Yes and 2 No If code 10 is entered the cursor will skip Field 10 and proceed to Field 11 Valid entries are codes are 1 111 corresponding to the different indigenous tribe groups in Mindanao If the data entered is code 25 the cursor will move to the next field for the name of the indigenous tribe not included in the choices The first field is for the number of years while the second field is for the number of months For example if the data to be entered is 6 months just enter O for the first field and enter 6 for the second field EE If the data is since birth SB just enter 999 Field 12 D Education Place of origin In field 12 it is required to encode the code for the country province municipality and barangay For t
35. ntries are code 1 Yes and 2 No Tie DU medical aventon If codes 2 or 3 are entered the cursor will skip field 61 and move to field number 62 jadis ERA ous ipia m 1 9 corresponding to the type Field 61 medical attention was sought If code 9 is entered enter the institution Enter the number of couples in the household Number of couples in PIG 02 the household If there are no couples in the household just enter O Form the menu listing of household members choose the name of husband and wife in the household N f TES starting with the name of the male followed by the Field 63 h EET EUER female ousehold After choosing the name you would see that the line number of the household member is already entered in the field Valid entries are codes 1 Yes 2 No and 3 Dont Family planning SO Field 64 method If code entered is 2 or 3 the cursor will skip field 65 and move to field number 66 Valid entries are codes 1 13 corresponding to the Type of family planning types of family planning methods leld 65 method If the code entered is 13 specify what type of family planning method is being used L Deceased Household Members Field Number Field Name Similarly to accommodate multiple previous household members this section is also a roster Field 66 Deceased household members Valid entries are codes 1 Yes and 2 No If code 2 is entered the cursor will skip field 66 1 70 and move to field 71 16 Ent
36. of the encoding system or highlighting it and pressing ENTER or CTRL M l Saving the files As mentioned household profiles are automatically stored whenever it is accepted If an encoder would like to pause he can save partially the finished encoded questionnaire during adding mode Just click the file tab then select Save Partial Case or press CTRL R Remember that this does not mean that the record is fully registered One can access the same file by just clicking the file with the plus sign or pen sign when being updated If an encoder wishes to end the whole household profile questionnaire and forcedly accept the case even before the last field he can press CTRL F12 to end encoding ll Editing entries Remember that once a household profile is accepted it is already registered However if an encoder wants to update the record he can just point on that record and press ENTER or double click it If the household size is being updated apparently the members must be increased or decreased The user must press CTRL F3 to add an occurrence in the roster of members or F4 to remove It must be noted that these undertakings must be done with extreme precaution Ill Concatenation Procedure To speed up the encoding process an LGU might opt to use used several computers to encode accomplished household profile questionnaires in one barangay Figure 1 Since we want the encoded household data of one barangay to be stored in
37. one text file we need to merge or join the encoded data from the text files of these computers to a single text file To do this we need to use the Concatenate Data Tool of CSPro It is a tool that allows you to concatenate that is join end to end two or more text files 33 Figure 1 Why do we concatenate Repository DY CY Concatenation is a very simple and quick process You just have to provide the text files needed to be joined or merged as input and the single output is maintained as C CBMSDatabase lt Regncode gt lt Provcode gt lt Muncode gt lt Brgycode gt lt PSGC txt gt Merging concatenation of distributed barangay encoded data can be done with the following steps Collect the text files to be merged from the computers where they are encoded using any data storage device e g diskette CD etc Ensure that these text files contain the household data of the same barangay before proceeding with the concatenation process Likewise ensure that the selected or copied file is the barangay text file txt and not the other log or system files which can be found also in the same barangay folder Since it is recommended to set repository computers bring the collected data and copy deposit them to a temporary folder e g C CBMSDatabase temp Since these files have the same filenames it is necessary to rename the files before copying them to the temporary folder Now if there is an existin
38. red is 1 the cursor will automatically Solo parent in the transfer to field number 45 1 Field 45 household If the code entered is 2 the cursor will automatically move to field number 48 Enter the total number of solo parent in the household identified in the accomplished questionnaire The number of solo corresponds to the encircled number or the number of name listed in column 46 of Field 45 1 Number of solo parent the questionnaire Note that the number of solo parents will be validated with the number of household members The system will check and warn user if the number of solo parents exceeds the number of household members When you proceed to field 46 a list of the names of PAR pane OSOREN household members will appear Choose from the list the name of the household member the name of the 13 Field 47 Field 48 Filed 48 1 Field 49 Field 50 Field 51 Field 52 Reason for being a solo parent Household members with disability Number of household members with disability Name s of household member s with disability Type of disability Cause of disability Assistance received solo parent After choosing the name from the list the line number of the household member will be entered in the field Valid entries are codes 1 10 If the Code entered is 10 encode the reason in the provided field Valid entries are codes 1 Yes and 2 No If the code entered is 1 the cursor wil
39. soft Windows 98 Me NT 4 0 2000 XP or 32 bit Vista B Installation The installation is quick and simple Although installation could be done repeatedly it must be done carefully to prevent corruption Therefore unless there is a crucial update from the system developer try not to re install the system It must be noted that one must take full responsibility in installing the software Here are the steps in installing the software 1 Insert the system CD provided by the CBMS Team 2 The setup menu will automatically popup If it does not double click the CD drive or run manage exe in the directory of the CD 3 There are two options in the setup menu CBMS encoding system version number and CBMS NRDB Mapping Tool Just click the CBMS encoding system version number option and click the Install button 4 A welcome screen will appear Click Next i Ms 3 CBMS 5 The setup will require the user to accept the agreement upon using the software After agreeing on the terms click Next 6 A pop up screen will appear informing the program folder where shortcut files are to be installed Click Next 7 A pop up screen will appear informing that the settings for installation are complete Just click Next The software will now be installed 8 Before the end of the installation a Winzip self extractor will appear This will install the CSPro auxiliary program Click Set up 9 A w
40. ursor will skip fields 118 119 Field 118 Animal husbandry livestock raising Enter the number of livestock raised by the household The number can be determined by the number of livestock encircled in column 118 of the questionnaire Enter the volume produced by type of product The types are Field 119 Volume of production 1 live animal 21 S Fishing Fields 120 128 are for households which are engaged in fishing Code 1 in field 88 If data on field 88 is code 2 the cursor will skip fields 120 128 Fish culturing TE For every place of fishing listed valid entries are codes Field 120 Place of fishing 1 Yes nd 2 No Field 121 Area of fishpond Valid entries are 1 4 Field 122 Number of fish cage Enter the actual number of fish cage Field 123 Area of fish cage Enter the actual area of all fish cages Field 124 Aquatic animals From the pull down menu choose the aquatic animals cultured or caught cultured or caught by the household Field 125 Volume of harvest Enter the volume of harvested product Field 126 Ownership of fishing valid entries are 1 3 boat Field 127 sse OLTRE Valid entries are 1 2 equipment Field 128 Ownership of fishing Valid entries are codes 1 2 equipment T Waste management Field Number Field Name Valid entries are codes 1 Yes and 2 No For every system of waste disposal listed enter Field 129 Waste management appropriate code If the data entered in fie
41. victims of Remember that this will be validated with the crimes household size and the sum of the number of victimized malesand females Total does not tally Press FE to clear 17 Field 73 Nnmbeuomalibvisne Enter the total number of male victims of crimes in the household Number of female Enter the total number of female victims of crimes in Field 74 Po victims the household N Water and Sanitation Field Number Field Name Valid entries are codes 1 12 corresponding to the Field 75 od of drinking different sources of drinking water If code entered is 12 enter the type of drinking water Valid entries are codes 1 to 4 Distance of Source of Field 76 bun Drinking Water Valid entries are codes 1 7 corresponding to the different types of toilet facilities FII Tyee Or OLSE IACINY If code 7 is entered enter what type of toilet facility is being used O Housing Field Number Field Name Valid entries are codes 1 8 corresponding to the different types of tenure status If code 8 is entered specify the tenure status Field 78 Tenure status of house lot If code entered is 1 3 4 5 6 7 or 8 the cursor will move to the field 79 If code 2 is entered the cursor will move to skip field 80 Field 79 E reni per Enter the imputed rent of house and or lot Valid entries are codes 1 Yes and 2 No Field 80 Electricity indicator If code 1 is entered the cursor will move to field 81 I
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