Computerized data encoding.indd
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1. 1 if there is a facility and 2 if there is none If the code for the first 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 field asking for 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 No for each type of public transportation specified a Bus Taxi Jeepney Tricycle Pedicab Boat Other mode of transportation please specify If there are other types of public transportation listed in the questionnaire enter code 1 For those coded 7 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 a concrete b asphalt c gravel d natural earth surface For each type enter 1 Yes and 2 No Specify the length of road 1 15 2010 12 23 11 PM USER S MANUAL FOR THE COMPUTERIZED DATA ENCODING SYSTEM Present Field 20 condition of road Maintainer 7 Dist Field 22 j y K and 23 oncrete road Presence of Field 24 water station Level of water system and Name of water Field 25 and 26 compan2. Field 24 ae atob oe Valid entries are codes 1 10 corresponding to the codes for types of jobs Enter the name of business or industry and aioe the corresponding code of the industry in Field 25 business ae which the business is associated with nue Valid codes are 1 17 corresponding to the different industries Enter the code of the individual s state of Field 26 Nature of employment Valid entries are codes if ie employment permanent 2 if seasonal or temporary and 3 if business or job is constantly changing lassificati Claspitieaion Enter the worker s classification Valid codes Field 27 of 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 Look f If code entered is 1 the cursor will proceed Field 28 Te to Field 29 work If code entered is 2 the cursor will proceed to Field 30 Field 29 Job scaten Valid entries are from codes 1 6 method Computerized data encoding indd 12 1 15 2010 12 23 00 PM Valid codes are from 1 9 Reason for Field 30 not looking If the data entered is code 9 the cursor will for work proceed to the next field for the respondent s specified reason for not looking work Last time i Valid entries are codes 1 4 to 6 months 2 Field 31 to look for More than 6 months ago and 3 Never work ana ey Valid entries are codes 1 Yes and 2 No for
3. VVVVVV B Installation The installation is quick and simple Although installation could be done repeatedly it must be done carefully to prevent corruption Therefore try not to re install the system unless there is a crucial update from the system developer It must be noted that one must take full responsibility in installing the software Computerized data encoding indd 2 1 15 2010 12 22 56 PM MobwuLe 2 To install the software Insert the system CD provided by the CBMS Team 2 The setup menu will automatically pop up 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 A welcome screen will appear Click Next 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 then appear informing the user that the installation settings 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 we
4. and Municipality are all persistent numeric fields That is once they are filled up they will automatically repeat in the next record whenever a questionnaire Province and is finished since they do not usually differ Field 1 and 2 municipality within groups of households If a wrong city 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 Field 3 Barangay Philippine Standard Geographic Codes from the National Statistical Coordination Board This field is for classifying the barangay Field 4 Classification Valid entries are codes 1 Rural and 2 Urban Naga Enter the number of puroks and sitios in the A barangay sitios Field 6 Total land Enter the total land area of the barangay in area square kilometers General For each description given enter 1 for Yes Description and 2 for No Field 7 of th B S Space is provided for other descriptions ene ES specified in the accomplished questionnaire Field 8 Beundariks Enter the boundaries of the barangay in the ie undarie space provided Field 9 Major source Enter the major source of livelihood in the of livelihood space provided Computerized data encoding indd 33 1 15 2010 12 23 11 PM USER S MANUAL FOR THE COMPUTERIZED Data ENCODING SYSTEM I Physica
5. citizen s card Valid entries are codes 1 Yes and 2 No If the code entered is 1 the cursor will automatically move to Field 57 1 If the code entered is 2 the cursor will automatically proceed to Field 60 Enter the total number of board passers in the household as identified in the accomplished questionnaire The number of board passers corresponds to the encircled number or the number of names listed in Column 57 of the questionnaire Note that the number of board passers will be validated by 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 household members will appear Choose the name of the board passer from this list In this field is a menu of professions Choos the profession of the individual who passed the board or bar Next the code corresponding to the profession is entered in the field 1 15 2010 12 23 08 PM Monue 2 K Health Valid entries are code 1 Yes and 2 No 3 Medical POGO attention If codes 2 or 3 are entered the cursor will skip Field 61 and move to Field number 62 Institutions E l Valid entries are codes 1 9 corresponding to Field 61 medical the type of medical institution attention was Toda gis entered enter the institution sought Numbi Enter the number of couples in the of couples household Field 62 oe eae If
6. this the data on programs is made as a roster The user will be prompted on the programs received by the household 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 next type of program If 1 is entered the cursor will move to the Field Access to succeeding items specifying the frequency of 139 143 programs receiving the program In Field 140 enter the full name of the program In Field 141 enter the code identifying the type of organization 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 specifying Philhealth If the program is indeed Philhealth enter 1 for yes otherwise enter code 2 for no After data for the household has been encoded a pop up window will appear asking if the encoder wants to save the file If the encoder wants to save the file press Save to indicate that the data entered has been accepted If the Computerized data encoding indd 30 1 15 2010 12 23 10 PM MobuLe 2 encoder does not want to save the file and wants to review the encoded data or make corrections press No To go back to the records of household members press Page up To go back to the household record press Pag
7. work Willingness Field 33 to take up Valid entries are codes 1 Yes and 2 No work After filling up the roster some validating messages will appear 1 The number of encoded exceeds the number of defined members please perform clean up Press F8 to clear The message above appears when the number of encoded members is 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 members Q There are 1 empty person records Press F to clear The above message warns the user of empty records such as in sex age and relationship The encoder should encode the information in the empty fields 3 There are 0 members age 18 years old and above Press F6 to clear Computerized data encoding indd 13 1 15 2010 12 23 01 PM USER S MANUAL FOR THE COMPUTERIZED Data ENCODING SYSTEM 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 F8 to clear When the number of members entered is equal to the encoded information on the number of members the above message will appear and the user will be brought to the next section If data for all household members have all been encoded a pop up window will appear validating that the encoder has already enco
8. 5 2010 12 23 11 PM USER S MANUAL FOR THE COMPUTERIZED DATA ENCODING SYSTEM the respondent and the enumerator the encoding system has four parts physical and demographic characteristics proximity of barangay location to basic services and service institution peace and order and barangay programs and services Encoding is done by field A field usually corresponds toa 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 In case there is aneed to return to a specific field after an erroneous entry the use the arrow keys is advised Identification Encoding identification part of the questionnaire page 1 Time Started Enter the time the interview started Enter code 1 for am and code 2 for pm Time Ended Enter the time the interview ended Enter code 1 for am and code 2 for pm Computerized data encoding indd 32 1 15 2010 12 23 11 PM I Physical and Demographic Characteristics Page 1 and 2 The fields Province
9. After installing the encoding system go to the start up menu and click Programs CBMS Database and CBMS Encoding System to start encoding An executable screen will appear telling you which main interface is to be used Proceed to do the following e Look for the name of the region in the pulldown menu and click the check button The code for the region will automatically appear Computerized data encoding indd 4 1 15 2010 12 22 57 PM 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 the pulldown 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 the pulldown 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 the pulldown 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 barang
10. Enter the volume of crops harvested in Field 115 of crops kilograms harvested Use of Field 116 agricultural Valid entries are code 1 and 2 equipments Ownership of Field 117 agricultural Valid entries are code 1 and 2 equipment R Livestock Raising Fields 118 119 are for households which are engaged in poultry and livestock Code 1 in Field 87 If data in Field 87 is code 2 the cursor will skip Fields 118 119 Animal Enter the number of livestock raised by the Field 118 husbandry household The number can be determined livestock by the number of livestock encircled in raising Column 118 of the questionnaire Computerized data encoding indd 26 1 15 2010 12 23 10 PM Enter the volume produced by type of product The types are Volume of live animal production Field 119 1 2 meat 3 egg 4 milk S Fishing Fields 120 128 are for households which are engaged in fishing Code 1 in Field 88 If data in Field 88 is code 2 the cursor will skip Fields 120 128 Place of For every place of fishing listed valid entries are codes 1 Yes and 2 No Area of i f l Number of Enter the actual number of fish cages Field 122 fish cage GEN Enter the actual area of all fish cages Aquatic Field 124 animals From the pulldown menu choose the aquatic cultured or animals cultured or caught by the household caught Enter the volume of harvested product Volume of Field 125 harvest Ownership
11. For example if the data to be entered is 6 months just enter 0 for the first field and enter 6 for the second field If the data is since birth SB just enter 999 In field 12 it is required to encode the code for the country province municipality and barangay For the 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 barangays 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 the municipality city stated 1 15 2010 12 23 00 PM User s MANUAL FOR THE COMP
12. If code 2 is entered the cursor will move to Field number 83 Valid entries are codes 1 Yes and 2 No Coce If code 1 is entered in 81 1 the cursor will Field 81 T move to Field 82 electricity If code 2 is entered in 81 1 the cursor will skip Field 82 and proceed to Field 83 Usual Field 82 monthly Enter the usual monthly electric bill payment electric bill Valid entries are codes 1 Yes and 2 No d Field 83 es assets i For every asset listed enter appropriate code Construction i A i Valid entries are codes 1 6 corresponding to Field 84 materials of Q the different types of construction materials walls Construction i A i Valid entries are codes 1 6 corresponding to Field 85 materials of roof the different types of construction materials P Income Valid entries for Fields 86 96 are codes 1 Yes and 2 No Entrepreneurial If code entered is 1 Yes the cursor will Belg ae 76 activities P1 move to the next field for income in cash and in kind for the given activity Computerized data encoding indd 23 1 15 2010 12 23 09 PM Field 97 A amp B Field 98 Computerized data encoding indd 24 User s MANUAL FOR THE COMPUTERIZED DATA ENCODING SYSTEM Total income from entrepreneurial activities Income from salaries and wages P2 If code entered is 2 No the cursor will skip the fields for income and will move to the next entrepreneurial activity Ple
13. Number Field Name Experienced Valid entries are codes 1 Yes and 2 No Field 134 n ce If the data entered is code 2 the cursor will o ave notuing Skip Fields 135 and 136 and move to Field to eat 170 Enter the number corresponding to the months that the household experienced food 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 You have encoded a wrong sequence of months Press F8 to clear Note that the placement of months should be in reverse order meaning if the month entered is January code 1 the succeeding entry must be December code 12 and so on A For every month listed enter the total Field 136 peice number of days that the household band experienced food shortage Days will also be horar validated W Access to Programs Valid entries are codes 1 Yes and 2 No Access to Bee 137 CARP If the data entered is code 2 the cursor will skip Field 138 Computerized data encoding indd 29 1 15 2010 12 23 10 PM USER S MANUAL FOR THE COMPUTERIZED DATA ENCODING SYSTEM Date received Enter the date when CARP land title was CARP land received title Field 138 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
14. UTERIZED DATA ENCODING SYSTEM 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 the barangay D Education 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 Valid entries are codes 1 Yes and 2 No Attending school If the data entered is code 2 the cursor will skip Fields 14 and 15 and move to Field 16 Field 14 Grade year Enter the code for grade year level level Valid entries for school type are codes 1 treld 1a private and ceded public Enter code for the highest educational attainment Field 13 Highest Field 16 educational If data entered is college graduate code attainment 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 Field 17 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 literate and 2 not Field 17 Literacy literate Computerized data encoding indd 10 1 15 2010 12 23 00 PM 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 o
15. User s Manual for the Computerized Data Encoding System Version 10 2007 04 September 2008 Prepared by CBMS Network Coordinating Team Angelo King Institute for Economic and Business Studies This manual was carried out with the aid of a grant from the International Development Research Centre IDRC Ottawa Canada Computerized data encoding indd 1 1 15 2010 12 19 00 PM 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 CSPro a free software package that can be used to encode tabulate and disseminate data from censuses and surveys I SETTING UP THE SYSTEM A System Configuration Following is the minimum configuration for 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 better and faster encoding and saving however below is the recommended computer configuration Pentium III processor or equivalent 256MB of RAM SVGA monitor Mouse 45MB of free hard drive space Microsoft Windows 98 Me NT 4 0 2000 XP or 32 bit Vista
16. Valid entries are 1 3 Field 126 of fishing boat Computerized data encoding indd 27 1 15 2010 12 23 10 PM User s MANUAL FOR THE COMPUTERIZED DATA ENCODING SYSTEM Use of Field 127 fishing Valid entries are 1 2 equipment Ownership Field 128 of fishing Valid entries are codes 1 2 equipment T Waste Management Valid entries are codes 1 Yes and 2 No For every system of waste disposal listed Field 129 Waste enter the appropriate code management If the data entered in Field 129 1 is code 2 the cursor will skip Field 130 and will move to Field 131 Garbage Field 130 g Valid entries are 1 3 collector Frequency Valid entries are codes 1 5 corresponding to Field 131 of garbage r the frequency of garbage collection collection U Calamities Field Number Field Name Valid entries are code 1 Yes and 2 No If code 1 is entered with regard to the corresponding calamity indicate how many times the calamity occurred Household If code 2 is entered the cursor will Field severely ae h 132 133 affected by automatically move to the next type 3 of calamity If there are other types of calamity calamities other that those indicated in the questionnaire enter code 1 in the corresponding field and specify the type of calamity If there are no more calamities to add enter 2 to skip to the next section Computerized data encoding indd 28 1 15 2010 12 23 10 PM Monue 2 V Food Adequacy Field
17. ally compute for the Field 108 from other sources total income entered from Fields 97 107 3 Total imputed This field automatically computes for the Field 109 i rent total imputed rent of the house and lot Total income These fields automatically compute for the Field 110 from all total income in cash and in kind from all sources sources Field 111 Total income This field automatically computes for the of household total income of households 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 in Field 86 is code 2 the cursor will skip Fields 112 117 Computerized data encoding indd 25 1 15 2010 12 23 10 PM USER S MANUAL FOR THE COMPUTERIZED DATA ENCODING SYSTEM Field Number Field Name Description Valid entries are codes 1 5 corresponding to Tenure the tenure status in agricultural land status in Field 112 agricultural If code entered is 5 the cursor will move to land the next field for the tenure in agricultural land not included in the given choices A f ee 3 Valid entries are codes 1 4 corresponding to Field 113 agricultural land the area of the farm Enter the number of crops planted produced by the household The number can be Crop determined by the number of crops listed in Field 114 planted Column 114 of the questionnaire produced Enter the name of crop planted produced by the household ste Volnve
18. ames of household members will appear fee a Choose the name of the member with debility disability from this list Field 50 Type of Valid entries are codes 1 20 If the code disability entered is 20 enter the specified disability Field 51 Cause of Valid entries are codes 1 3 corresponding to disability the different causes of disability Valid entries are codes 1 Yes and 2 No Assistance Field 52 lt nan received If the answer is 1 enter the assistance that the member received Where Valid codes 1 3 If the code entered is 3 the Field 53 assistance cursor will move to the next space for the was received name of assistance provider Computerized data encoding indd 17 1 15 2010 12 23 08 PM Computerized data encoding indd 18 USER S MANUAL FOR THE COMPUTERIZED DATA ENCODING SYSTEM Household members 60 years old and above Senior citizens ID Use of senior citizen s ID card Board passer in the household Number of board passer Name s of board or bar passer Profession passed The entries in this field will automatically be generated if there is a household member aged 60 and above If there is no household member aged 60 and above the cursor will skip Fields 54 56 Valid entries are codes 1 Yes and 2 No If the code entered is 2 the cursor will skip Field 56 and automatically move to Field 57 Enter the services products where the member used his her senior
19. ase 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 This is a roster like the members indicator section to accommodate multiple wage earners The first field is for the number of household members who are receiving salaries and wages Remember that this will be validated by the household size For instance if the household has only three members and the number of wage earners entered is five the following will prompt There is are only 3 member s of the household Press F8 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 pop up menu will appear prompting the user to identify who among the encoded members are receiving salaries wages ho among the members JOEL BANCOLITA LOUISE DELA PENA x 1 15 2010 12 23 09 PM 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 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 Field f other sources Enter the income for every possible source 99 107 l P3 enter the income Enter 0 if the household did not receive any income Total Income These fields automatic
20. ased household members in the accomplished questionnaire The number of deceased members corresponds to the encircled number or the number of names listed in Column 67 of the questionnaire Enter the name of deceased household members Valid entries are codes 1 Male and 2 Female Enter the age in years of the corresponding deceased household member If the deceased household member s age is below 1 year old enter 0 Valid entries are codes 1 9 corresponding t the cause of death If code 9 is entered specify the cause of death o 1 15 2010 12 23 08 PM M Incidence of crime This section is also a roster in case many other crimes are experienced by household members The type of crime is automatically coded so that the user will not worry about encoding them The only field to encode is whether the household experienced that type lncide cecf of crime or not Field 71 crime l 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 about the number of members who have been victims of the specific crime Enter the total number of victims of crimes in the household Remember that this will be validated by the Total number f p ah household size and the sum of the number of Field 72 of victims of aga victimized males and females crimes Total does not tally t Press F8 to clea
21. ay 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 Qi Saas ef bu TA be gt N reuones 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 these data 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 Computerized data encoding indd 5 1 15 2010 12 22 58 PM Hie 363 USER S MANUAL FOR THE COMPUTERIZED DATA ENCODING SYSTEM 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 Distric or Purok 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 the code will automatically repeat in the next record whenever a questionnaire is finished since i
22. ded 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 Field 34 Field 34 1 Field 35 Computerized data encoding indd 14 Family members not in the household Number of family members not in the household Name of family member s Valid entries are codes 1 Yes and 2 No 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 The number of family members corresponds to the encircled number or the number of names listed in Column 35 of the questionnaire Enter the names of family members 1 15 2010 12 23 07 PM Enter the ages in years of the y corresponding family member Field 36 Agr MENTSE If the family member s age is below 1 year old enter 0 3 Sex of family Valid entries are codes 1 Male and 2 Field 37 member s Female Valid entries are codes 2 7 corresponding to Relationship the relationship to household head Field 38 to household head If code 7 is entered specify the relationship to the household head Valid entries are codes 1 3 Reason why Field 39 not in the If code 3 is entered enter the reason household Pain p specified in the questionnaire I Overseas Filipino Workers Valid entr
23. e will contain the data that will be merged Note that this file can 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 Br gycode gt lt PSGC txt gt Click browse to get create that file 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 Computerized data encoding indd 43 1 15 2010 12 23 13 PM 44 USER S MANUAL FOR THE COMPUTERIZED DATA ENCODING SYSTEM e In case a wrong file was added click on the Remove button to take out the unwanted files If you wish to remove all the added files click Clear CSConcat Output File fc CBMSDatabase 1 64031 2 005 brqy005 Browse Files to Concatenate order of concatenation Name Path Date Size 005jaz txt C CBMSDatabase 16 03 12 005 05 27 05 16 15 40 9 78 KB O05pow txt C ACBMSDatabase 16 03 12 005 05 27 05 13 55 24 10 2 KB Remove e Click run The process of merging the text files is done when the following confirmation window pops up CSPro 2 5 Concatenate Data x Concatenate Completed e The user should encounter no errors provided that s he has inputted all the right files Errors are usually encountered when th
24. e down ENCODING DATA FROM THE CBMS BARANGAY PROFILE QUESTIONNAIRE A How to start encoding After installing the encoding system go to the Start up Menu click Programs CBMS Database and CBMS Encoding System to start encoding An executable screen will appear asking for the main interface to be used Enter the municipality city code To know the codes for a certain municipality city just click View Codes To change the municipality city codes click Change 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 when encoding data Before encoding be sure to check the accuracy and consistency of the questionnaires to be encoded Generally ENTER is the primary confirmatory key in encoding while PgUp PgDown and the arrow keys are the navigational keys If wrong data was encoded delete the wrong data and enter the correct information When out of range invalid appears press ENTER or click the mouse Gray sections in the manual pertain to fields that need not be filled up Specific Instructions This section instructs the encoder on how to encode data from the accomplished CBMS barangay profile questionnaire After identifying Computerized data encoding indd 31 1 1
25. e files paths used are incorrect In this case address the error and re run concatenation Always remember to back up your files Computerized data encoding indd 44 1 15 2010 12 23 13 PM
26. e total number of beneficiaries of Field 47 beneficiaries STEDE TOTAS wei RE ARES these programs services Note In a synchronized interview encode setting the cursor will go back to time ended and assessment remarks C Saving and Managing Encoded Data Files There are several modes in data encoding The essential ones are adding mode and editing modifying mode Adding mode occurs when the encoder is beginning to encode data on 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 of the encoding system or highlighting it and pressing ENTER or CTRL M I Saving the files e As mentioned household profiles are automatically stored whenever the data are accepted e If an encoder would like to pause encoding he can save partially the finished encoded questionnaire during adding mode To do this 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 merely clicking the file with the plus sign or pen sign when its ready to be updated Computerized data encoding indd 41 1 15 2010 12 23 12 PM Il Ill a Computerized data encoding indd 42 USER S MANUAL FOR THE COMPUTERIZED Data ENCODING SYSTEM e Tf an encoder wishes to end the who
27. he household head If the code entered is 7 or 9 the cursor will move to the next field for data on other relations not included in the given choices Field 4 Sex Valid entries are codes 1 Male and 2 Female Field 5 Birthdate Enter the date of birth of member in MM and Age 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 Field 6 Birth Valid entries are codes 1 and 2 registration Valid entries are codes 1 6 Field 8 Religion 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 Field 9 Indigenous Valid entries are codes 1 Yes and 2 No tribe If code 10 is entered the cursor will skip Field 10 and proceed to Field 11 Field 10 Indigenous Valid entries are codes are 1 111 tribe group 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 Computerized data encoding indd 8 1 15 2010 12 23 00 PM C Migration Field 11 Field 12 Computerized data encoding indd 9 Length years months Place of origin MobuLe 2 The first field is for the number of years while the second field is for the number of months
28. he space provided for the number of facilities present in the barangay Otherwise it will skip to the field asking for 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 Below are the types of health facilities specified a 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 there is none If the code for the first 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 field asking for 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 1 15 2010 12 23 11 PM Field 18 Computerized data encoding indd 37 Types of public transportation Road network Length of road MobuLe 2 For every type enter
29. hed questionnaire members The number of households corresponds to the encircled number in Column 1A of the questionnaire Make sure that this number corresponds to the number of names of household members listed in Column 2 of the questionnaire Field 1 Line Number This refers to the line number of each household member Field 2 Number of Enter the surname in the first line and the first Household name in the second line members Note If the number of members is changed and this is less than what was encoded the following message will appear The number of encoded members exceeds the defined number of members Please delete using F4 Press F8 to 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 lt Manually F4 gt KENNETH ILARDE JOEL BANCOLITA LOUISE DELA PENA Computerized data encoding indd 7 1 15 2010 12 22 59 PM 8 USER S MANUAL FOR THE COMPUTERIZED DATA ENCODING SYSTEM 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 the member information again Field 3 Relation to Code 1 is automatically generated for the the head household head Valid entries are codes are of the 2 9 which refer to the various relations to household t
30. ies are codes 1 Yes and 2 No s OFW Field 40 indicators If the data entered is code 2 the cursor will skip fields 41 44 f Number of Enter the total number of OFWs N f Enter the full name of OFW The first field is Field 41 a for the surname while the second field is for OFW the first name Valid entries are codes 2 7 corresponding to Relation the relation to the household head to the household If code entered is 7 the cursor will move head to the next field Enter the data on other relations not included in the given choices ae the country code where the OFW is Field 42 Computerized data encoding indd 15 1 15 2010 12 23 08 PM USER S MANUAL FOR THE COMPUTERIZED DATA ENCODING SYSTEM Enter the occupation of the OFW in the first Field 44 Occupation field and its appropriate code in the second field J Houshold Members Valid entries are codes 1 Yes and 2 No Solo parent If the code entered is 1 the cursor will Field 45 in the automatically transfer to field number 45 1 household If the code entered is 2 the cursor will automatically move to field number 48 Enter the total number of solo parents in the household identified in the accomplished questionnaire The number of solo parents corresponds to the encircled number or the number of names Number of Field 45 1 listed in Column 46 of the questionnaire solo parent Note that the number of solo parents will be validated by the n
31. instructions on how to encode data from the accomplished CBMS household profile questionnaire The encoding has three parts the first part is the 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 Encoding is done by field A field usually corresponds toa 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 In case there is a need to return to a specific field after an erroneous entry users should use the arrow keys to navigate back B Howto start encoding
32. l and Demographic Characteristics Page 1 and 2 Demographic Reference Population Number of Households Total number Field 12 of registered voters Number of Barangay Personnel Computerized data encoding indd 34 Three boxes are allotted for the total male and female population in the barangay The system automatically produces the sum of the number of males and females in the 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 are required Enter the number of households in the space provided 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 number of male and female registered voters in the 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 are required For each barangay personnel listed enter the number of total male and female barangay personnel 1 15 2010 12 23 11 PM The number of male and female ba
33. lcome 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 saying Installation Complete Click Ok II Encoding data from the CBMS household profile questionnaire A Instructions General Here are the general rules to follow when encoding data e Before encoding be sure to check the accuracy and consistency of the questionnaires to be encoded Computerized data encoding indd 3 1 15 2010 12 22 57 PM 4 USER S MANUAL FOR THE COMPUTERIZED DATA ENCODING SYSTEM e Generally ENTER is the primary confirmatory key in encoding while PgUp PgDown and the arrow keys are the navigational keys e Ifwrong data is encoded just delete the wrong data and enter the correct information e When out of range invalid appears just press ENTER e Gray sections in the manual pertain to fields that are not to be filled up Specific This section gives
34. ld Membership Valid entries are codes 1 Yes and 2 No y in Field 18 community If the data entered is code 2 the cursor will organization skip Field 19 and move to Field 20 Valid codes are from 1 11 Type of Field 19 community If the data entered is code 11 the cursor organization will move to the next field for the type of community organization Note 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 Registered voter If the data entered is code 2 the cursor will skip Field 21 and move to Field 22 Field 21 Voted in the Walid entries are codes 1 Yes and 2 No last election E 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 Field 20 than 5 years old Nutritional Valid entries are codes are 1 4 corresponding Field 22 fe s status to the nutritional status of children Computerized data encoding indd 11 1 15 2010 12 23 00 PM USER S MANUAL FOR THE COMPUTERIZED DATA ENCODING SYSTEM G Employment Valid entries are codes 1 Yes and 2 No felt 23 Employment If the 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
35. le household profile questionnaire and forcedly accept the case even before the last field he can press CTRL F12 to end encoding Editing entries e Remember that once a household profile is accepted it is already registered However if an encoder wants to update the record he can merely point on that record and press ENTER or double click it e Ifthe household size is being updated it is apparent that 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 such occurrence It must be noted that these undertakings must be done with extreme precaution Concatenation Procedure To speed up the encoding process a local government unit LGU might opt to use several used computers to encode accomplished household profile questionnaires in one barangay Figure 1 Since the CBMS Network Coordinating Team wants the encoded household data of one barangay to be stored in one text file the encoded data from the text files of these computers need to be merged or joined in a single text file To do this the encoder needs to use the Concatenate Data Tool of CSPro which allows one to concatenate that is join end to end two or more text files Repository VG paca 349 Figure 1 Why do we concatenate 1 15 2010 12 23 12 PM Concatenation is a very simple and quick process The encoder merely has to provide the text files needed to be joined or
36. 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 e 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 also be found in the same barangay folder e 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 e If there is an existing 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 lt PSGC_bak txt gt and include it in the temporary folder where the files to be concatenated are compiled e After preparing all the files run the CSPro Concatenation Tool Click Start gt Programs gt CSPro 3 3 gt Concatenate Data e A dialog window named CSConcat will appear The Output Fil
37. ons others specify For every source enter the number of total as well as the functioning and non functioning units stations The total number should always be to the combined number of functioning and non functioning units stations Also enter the number of households being served The valid codes are 1 Yes and 2 No for entries in Field 31 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 such as the Garbage following Field 31 32 Waste a open dump site and 33 Disposal sanitary landfill System incinerators compost pits others specify Enter code 1 if Yes and 2 if No Then enter the number of households being served If No code 2 specify the distance of the barangay to the nearest disposal facility in kilometers Computerized data encoding indd 39 1 15 2010 12 23 11 PM 40 UserR s MANUAL FOR THE COMPUTERIZED DATA ENCODING SYSTEM If there are other garbage facilities present in the barangay other than those mentioned specify them in the space provided for letter e others Valid codes for Field 34 are 1 Yes and 2 No If the entered code is 1 Yes the encoder will be prompt to enter the name of the Field 34 35 Electricity electric cooperative company and the 36 and 38 Service number of serviced households Otherwi
38. r Number of Enter the total number of male victims of Field 73 nee i male victims crimes in the household Number Enter the total number of female victims of Field 74 of female f H crimes in the household victims Computerized data encoding indd 21 1 15 2010 12 23 08 PM USER S MANUAL FOR THE COMPUTERIZED DATA ENCODING SYSTEM N Water and Sanitation Valid entries are codes 1 12 corresponding Source of to the different sources of drinking water Field 75 drinking water If code entered is 12 enter the source of drinking water Distance of S f Field 76 cea Valid entries are codes 1 to 4 Drinking Water Valid entries are codes 1 7 corresponding to Type of toilet the different types of toilet facilities Field 77 fcilit aad If code 7 is entered enter the type of toilet facility being used O Housing Valid entries are codes 1 8 corresponding to the different types of tenure status If code 8 is entered specify the tenure status Tenure status Field 78 of house lot If code entered is 1 3 4 5 6 7 or 8 the cursor will move to Field 79 If code 2 is entered the cursor will move to Field 80 I ted rent Field 79 mputed rent Enter the imputed rent of house and or lot per month Computerized data encoding indd 22 1 15 2010 12 23 09 PM Valid entries are codes 1 Yes and 2 No Electricit If code 1 is entered the cursor will move to Field 80 S SCHIY Field 81 indicator
39. rangay personnel should always be equal to the total number of 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 F8 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 are required II Proximity of Barangay Location to Basic Services and Service Institutions Page 3 4 and 5 There are 6 types of educational facilities specified a day care center pre school elementary Field 14 15 Educational secondary and 16 Facility vocational college university others specify For every type enter 1 if there is a facility and 2 if there is none Computerized data encoding indd 35 1 15 2010 12 23 11 PM Field 14 15 and 16 Field 14 15 and 16 Computerized data encoding indd 36 Health Facility Service Facility USER S MANUAL FOR THE COMPUTERIZED DATA ENCODING SYSTEM If the code for the first column is 1 the cursor will proceed to t
40. se 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 Field 39 40 Credit Next input the name and contact person of and 41 Institutions the organization Note if the answer is 2 the cursor will skip to the next section Peace and Order III Peace and Order Page 6 Enter code 1 Yes if the corresponding crime was committed code 2 No if 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 against females Peace and order 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 incidences 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 Computerized data encoding indd 40 1 15 2010 12 23 12 PM IV Barangay Prorams and Services T f 4 eh Enter the full name of the programs services Field 44 programs gt implemented in the barangay services Brief oti Field 45 ree pr Enter the brief description of the barangay barangay Field 46 Barangay Enter the barangay committee spearheading ie committee the program services Enter th
41. t does not usually differ within groups of households If a wrong code is entered it is necessary to use F7 to go back to each of them Household Note Be sure that the household ID number is Identification Number matched in the spot map Make available the list of households with corresponding ID numbers that was used in the preparation of the spot map for easier validation Enter the full address written in the questionnaire Respondent Enter the respondent s full name Enter the complete date of the interview Time started Enter the time the interview started Valid codes are 1 for AM and 2 for PM Note In a synchronized interview and encoding situation current time is generated Time finished Enter the time the interview ended Valid codes are 1 for AM and 2 for PM Note In a synchronized interview and encoding situation this will be entered last and current time is generated Computerized data encoding indd 6 1 15 2010 12 22 59 PM Monue 2 Interviewer Enumerator Enter the enumerator s full name Assessment Write down completely the assessment made on the quality and reliability of the acquired information Note Ina synchronized interview and encoding situation this will be entered last Encoding individual data for all household members pages 2 3 and 4 B Demography Number of Enter the total number of household members Household identified in the accomplis
42. there are no couples in the household just household enter 0 Form the menu listing of household members choose the name of the husband Name of and wife in the household starting with the Field 63 couple ithe name of the male followed by the female household After choosing the name you will 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 Family Don t Know Field 64 planning method If code entered is 2 or 3 the cursor will skip Field 65 and move to Field number 66 Ape SE Valid entries are codes 1 13 corresponding family to the types of family planning methods Field 65 f planning If the code entered is 13 specify the type of method family planning method being used Computerized data encoding indd 19 1 15 2010 12 23 08 PM USER S MANUAL FOR THE COMPUTERIZED DATA ENCODING SYSTEM L Deceased Household Members Deceased Field 66 household members Number of deceased Petegi ai cenata members Name of deceased Heikan household member s Sex of deceased Meld Ge household member s Age of deceased Bae household member s Cause of B Computerized data encoding indd 20 Similarly to accommodate previous multiple household members this section is also a roster Valid entries are codes 1 Yes and 2 No If code 2 is entered the cursor will skip Fields 66 1 70 and move to Field 71 Enter the total number of dece
43. umber 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 household members will appear Choose the name of the solo parent from this Name s of list solo parent Field 46 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 Reason for Field 47 being a solo If the code entered is 10 encode the reason parent in the provided field Computerized data encoding indd 16 1 15 2010 12 23 08 PM Valid entries are codes 1 Yes and 2 No Household If the code entered is 1 the cursor will Field 48 members proceed to Field 48 1 with disability 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 members with disability as identified in the accomplished questionnaire The number of members with disability Number of corresponds to the encircled number or the household number of names listed in Column 49 of the Field 48 1 members questionnaire with disability Note that the number of members with disability will be validated by 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 ae e When you proceed to Field 49 a list of the Field 49 es i n
44. y Number of Field 27 households served Computerized data encoding indd 38 Enter the present condition of the road type of which the following are valid codes a good b fair c poor Valid codes are 1 to 6 corresponding to the six types of agencies providing road maintenance that are specified in the questionnaire a private national province municipal barangay others specify Additional 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 distance of the nearest concrete roads from the barangay in kilometers in the space provided Do this also in the space allotted for distance to nearest asphalt roads Enter 1 if there is a facility and 2 if there is none For both levels II and III valid entries are 1 and 2 Indicate the name of water company Enter the total number of households being served by the water station company 1 15 2010 12 23 11 PM 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 1es If No code 2 the cursor will proceed to the roster for the other sources of water such as Field 28 29 EE a deep well and 30 artesian well shallow well commercial water refill stati
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