Painless Data Collection
Using Access
Kathryn Pereira, National AgrAbility Project
Cally Ehle, AgrAbility of WI
Course Overview
8:30- 9:15
Basic Demographic Data Collection
9:15-10:00
Using Access to Collect Demographics
10:30-11:30
Beyond the 10 Demographic Points
11:30-noon
Highlight of SRAP experiences, general
group discussion
The Basics of Collecting Client
Demographics
PART I
Why Collect and Report
• To assess how we are doing on a state
and national level and how we are
progressing over time.
• To provide justification to ensure that the
USDA funding continues for all SRAPS.
• To convince the US legislature to provide
additional funding for future state projects.
The Basics: What to collect & report
We only require 10 pieces of information:
1. Client ID #
2. Client Status
3. Date of Birth/Age
4. Gender
5. Client relation to farm
6. Current work role on the farm
7. Type of agricultural operation
8. Origin of disability
9. Date of disability
10. What is the disability
The Basics: How to Report
• Need to collect and report the same way.
• If you don’t know something- do not make
an entry, leave it blank.
• Collect information during first contact.
• Try to use an electronic data base.
• If collect information on paper, enter it into
electronic data base ASAP.
The Basics: Defining a Client
An AgrAbility Client is an individual
with a disability engaged in production
agriculture as an owner/operator, family
member, or employee who has received
professional services from AgrAbility
project staff during an on-site visit.
The Specifics:
AgrAbility Client Information
Client ID #
•a unique number
•assigned when enter program
•does not change
•essential
Date of Birth (Age)
•Best to enter both
Client Status
•New
•Ongoing
•Re-opened
Gender
•Male
•Female
The Specifics:
Who is the Client?
Please check one.
•Owner/Operator
•Spouse/partner
•Dependent adult
•Child (< 18 years old)
•No longer actively farming/ranching
•Employee
•Migrant
•Seasonal worker
•Never farmed
•Planning a new agricultural career
•Other family member
The Specifics:
Client Work Status
Check one.
•None
•Full time
•Part time (regular basis)
•Occasional (irregular basis, several times a year)
The Specifics:
Type of Agricultural Operation
Choose three
• Agri-business
• Field/grain crops
• Nursery crops
• Orchard crops
• Vegetable crops
• Fruit crops
• Hay
•
•
•
•
•
•
Dairy
Livestock
Poultry
Swine/Hogs
Other animal
Specialized crops
(mushrooms, flowers)
• Other
please specify____________
The Basics: How to Collect
Sensitive Information
• Sensitive topics may include:
– Type of disability and how it occurred
– age
– martial status
• Establish a relationship with the client.
• Save sensitive topics until end of interview.
The Specifics:
Cause of Primary Disability
Please check one.
Agriculture-related incident
Year
Non agriculture-related incident
Vehicular incident
Vehicular incident
Chemicals/pesticides
Recreational
Tractor/Farm machinery
Falls
Falls
Other (specify)_________________
Livestock/animals
Chronic or not incident-related
Other (specify)____________
Specifiy_________________
Year
The Specifics: Disability Type
• Report primary, secondary and terciary
disability.
• 6 Major Disability types
– Injury/amputation
– Neuromuscular diseases
– Neurological Condition/disorder
– Other disease
– Sensory impairments
– Other
The Basics: Updating Information
To ensure consistency in reporting update
• on-going and re-opened clients
– Age, work status, type of farm operation
status, new or secondary disability
• Only cases that were active during the
reporting year should be reported.
Client Information Example
Client ID #
Grant Year
Client
Status
Date of Birth
Who is the Client
1
2002-2003
new
9/12/1941
owner operator
1
2003-2004
new
9/12/1941
owner operator
1
2004-2005
new
9/12/1941
owner operator
2
2004-2005
new
1/12/1992
spouse
3
2003-2004
new
8/7/1930
child
3
2004-2005
on-going
8/7/1930
child
4
2002-2003
new
3/25/1944
owner operator
4
2003-2004
new
4
2004-2005
new
5/22/1954
employee
5
2003-2004
new
8/24/1933
employee
5
2004-2005
on-going
6
2003-2004
new
4/30/1986
child
6
2004-2005
new
4/30/1986
child
owner operator
employee
Review/Advice/words of wisdom?
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Be systematic
Strive for consistency
Be aware of sensitive topics
Explain why
Understand definitions
Be persistent, patient and friendly
Use your best judgment, you are in control of your data
Report all information annually
Contact NAP evaluation specialist with questions!
AgrAbility Client Demographics
2001-2006
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All SRAPS reported in 2005 and 2006
Five years of data
We have 5,678 data points
At least 50% are likely unique clients
Lots of missing data
Minimize this “lost” data in future
Age of All New Clients 01-06
Client Gender
2001-06
21%
Male
Female
79%
n=2,452 (new clients only)
Who is the client?
2001-06 Spouse
5%
Owner/operator
75%
Dependent
adult
4%
Child
3%
No longer
farming
5%
Employee
7%
Migrant/seasonal
1.2%
N= 2,366
New clients only
never farmed
0%
Current work status on farm:
2001-06
Occasional
8%
None
20%
Part Time
19%
Full Time
53%
N= 2,147
New clients only
Top 10 Types of Ag. Operation
2001-2006
(new clients only)
poultry
fruit
other animal
vegetable
Agribusiness
other
hay
dairy
livestock
Field/grain
0
100
200
300
400
500
600
700
800
900
Origins of Disabilities 2001-06
Chronic/nonincident
22%
Agricultural
Incident
22%
Non-Agricultural
Incident
56%
New clients only, n=2,330
Origin of Disability:
Non-Agriculture Related Incident
vehicular
19%
recreational
2%
falls
5%
other
74%
2001-06, new clients only, n=1,291
What is “other” in Non-Ag Incident?
That’s what we’d like to know!
• Most do not explain
• A few reasonable explanations include
– Insect (bite?), work-related off-farm injury,
object fell on client, military (combat?)
• Most explanations are not relevant
– Amputation, brain injury other, spinal cord
injury, stroke, heart attack
Origin of Disability:
Agriculture Related Incident
vehicular
13%
other
30%
chemicals/
pesticide
2%
tractor/
machinery
37%
livestock
8%
falls
12%
2001-06, new clients only, n=523
What is other in Ag-Related Incident?
Again we don’t know!
• Less than 25 are specified
• These include
– ATV, burn, crushed, elevator, farm accident,
hernia, logging, moving a heavy object,
welding, lawnmower, farm accident, not
available, back injury,
• Which of these are reasonable
explanations?
Most frequently reported primary
disabilities: 2001-2006
multiple sclerosis
heart disease
other
stroke
hearing impairment
joint injury
orthopedic injury
spinal paraplegic
arthritis
back injury
0
50
100
150
200
250
300
350
n = 2,461, new clients only
Quality of Data
• Important
• If we do not have good data how can we
prove we are doing a good job?
• How do we know if we need to make
improvements or changes?
• How will we be able to get money from
non USDA sources?
• Reflects on the entire AgrAbility Project
Using Access to Collect
Demographics
PART II
Why Use a Database?
• Makes annual reports and renewal easy.
• Up-to-date information for newsletters,
outreach materials and potential funders.
• Tracks and integrates the needs of both
extension and non-profit partners.
Organizing Data Collection
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Who collects the data.
When is data collected and entered.
How many people access the database.
Examples from SRAPS.
Assessing Access Experience
• Beginner
– No experience necessary.
• Intermediate
– Familiar with tables, relationships, queries,
forms and reports.
• Advanced
– Knows how to use SQL, build multi-table
forms, update and append data and more.
Basic Data Entry Exercise
• Mock client interviews with partner.
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Practice good interviewing skills
Ask all questions
Review answers before “disconnect”
Thank the person you interview
• Enter data that you collect.
Always makes a back-up copy of your database!
Tailoring the Database for Your SRAP
Default state information for address
1.
2.
3.
4.
5.
6.
7.
8.
9.
Go to directory, under object column select Tables
Highlight main table, tbl_ClientContactTable
Go to design view
Scroll to ClientState
click
At bottom, select General tab
Click on Default Value box
Type in US P.O. approved abbreviation
Save table, then exit design view
Check to see if your state automatically appears in
the table.
Tailoring the Database for Your SRAP
Changing the name of your SRAP
1.
2.
3.
4.
5.
Repeat steps 1-3 from previous slide
Scroll to SRAP
Move to General Tab
Click Default Value box
Type in SRAP code # from the list on
handout “Client Demographic Info”
6. Save, exit design view, check
Tailoring the Database for Your SRAP
Specifying county information
1.
2.
3.
4.
5.
6.
7.
Go to Directory
Under objects go to tables
Highlight tbl_counties and open
Enter county name
Hit tab, enter another county name
Repeat until all counties are entered
Close table
What is a Query?
A request for information from a database.
– How many male clients?
– How many clients have arthritis?
– Average age of all clients.
Query Example #1
How many male clients
1.
2.
3.
4.
5.
6.
7.
Go to directory
Under Objects column click Queries
Click New
In the box click Simple Query Wizard
Choose qry_ClientContactTable
Highlight fields ClientID and gender
Move fields using > to right side
Query Example # 1
How many male clients (cont’)
8. Press next, choose detail
9. Press next
10. Rename qry_MaleClients
11. Finish
12. Look at results
Query Example #2
Average age of all clients
1.
2.
3.
4.
5.
6.
7.
Repeat steps 1-5 from example #1
Highlight age field
Move age using > to right hand side
Press next, choose summary
Check options, average, min, max
Next, rename qry_AverageAge
Finish, look at results
Overview of the NAP Query
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Designed to make annual reporting easy
Run query on the last day of your grant cycle
Send in data to NAP Evaluation Specialist.
Update information to prepare for the next
grant year cycle
• On first day of new grant cycle begin
collecting new client information.
The NAP Query Specifics
Data Maintenance:
• Consistently update client closures.
To Close a case
• In client record, change client status from new,
re-opened or on-going to “closed in current
grant year”.
• Do this as soon as you close a case.
• Do not wait until the last day of the grant cycle
• This keeps your records up to date and will
ensure ease of reporting.
Send Demographic Report to NAP
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Run NAP Annual
Demographic
Report
Press the button!
Check the table for obvious mistakes.
Close the table.
Send Annual
Press the send button. Demographic
Report to NAP
• Enter the email address for the NAP
evaluation specialist
kmpereira@wisc.edu
After Sending in Annual NAP Report
Update Client Status information
– After you “push the button” immediately go to
the switchboard
– Click “view open clients”
– Go to Client Status
– Change all new clients to on-going
– Sorry, this is manual, but crucial “busy” work
– Close the form
After Sending in Annual NAP Report
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Update Client Status information (cont’)
Return to switchboard
Click “View clients closed in current grant year”
In form, go to Client Status
Change all “clients closed in current grant year”
to “closed”
Close form
You are ready to begin adding new client data in
the new grant year!
What is a Report?
• A formatted and organized presentation of
data usually for paper copies.
• Go to directory, under objects column
select reports
• View rpt_ClientSummary
• This report can be used by an individual
case worker to take to the field.
Creating a Simple Report
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•
•
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Go to directory
Under object column, select Reports
Choose New
Select Auto Report Columnar, Choose
qry_NAPSurveyData
• View report
• Notice that this report has number codes
Creating a Simple Report (cont’)
To make words appear on your report
• Select design view (upper left corner)
• Go to “gender” box, right click on drop down box
• Open data tab, Go to “Row source type”
• Change drop down box to “value list”
• Go to “Row Source”
• Delete entry
• Enter: 1;”Male”;2;”Female”
• Check to make sure bound column =2
• View report
Creating a Simple Report (cont’)
To make words appear on your report
• Select design view (upper left corner)
• Go to “wrk stat” box, right click on drop down box
• Open data tab, Go to “Row source type”
• Change drop down box to “value list”
• Go to “Row Source”
• Delete entry
• Enter: 1;”None”;2;”Full time”;3;”Part time”;4;”Occasional”
• Check to make sure bound column =2
• View report
Creating a Simple Report (cont’)
To make words appear on your report
• Repeat these steps
• codes #’s for all NAP required information
are found on the handout entitled
– “Client Demographic Information”
• Good luck! Don’t be afraid to play with this
to see what happens.
• Don’t worry- Non-NAP required info will
always appear as words.
BREAK @ 10 AM
Importing an Excel Spreadsheet
Into Access
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toolbar
file
get external data
Click import
Select Excel file
Follow directions on import spreadsheet
wizard
• Make sure to import data in a new table
with no primary key
• Check that all records import
Beyond the 10 NAP Data Points
Why collect more data?
There is so much more to know!
Additional client details
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Ethnicity
Guardian/Spouse/Partner
How the client heard about AgrAbility
Method of Contact
Information and Referral Cases
AgrAbility Contacts
Adding Information to Forms
Exercise
Intermediate/Advanced group only
• Add a VR Client check box.
• Add a Social Security Benefits
check box.
• Refer to handout for directions.
Connected Forms
• Eliminates double/multiple data entry.
• Increases integrity of data
• Relationships tie tables and forms
together.
• You can add new forms by creating
relationships.
Connected Forms
You might want to add forms to collect
• Client Satisfaction Data.
• Impact Evaluation Data.
• Farm visit dates.
• Education and outreach effort.
• Recommendations for client.
IRB
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We do have IRB approval to use this data
Confidentiality vs. Anonymity
Password protected computers
Locked offices and file cabinets
More on Client ID#’s
Providing ID #’s and birthdates do not violate
confidentiality. Most IRB’s on this type of
human subject research require confidentiality,
not anonymity.
However, do not allow the ID numbers to
represent something meaningful.
Examples: putting in client initials or birthdates
as a part of the ID system
Getting Help
• Using Help in Access
• University Training
• Contact Cally or Kathryn
Cally Ehle
ehle@wisc.edu
608-262-9336
Kathryn Pereira
kmpereira@wisc.edu
608-265-9935