Agricultural Coding and Data Processing

1. Agricultural Coding and Data Processing Section B

2. What is Data Processing? The set of operations that translates the information collected into a useful and timely set of statistical reports

3. Data Processing Considerations • Manual processing required • Equipment to be used • Supplies needed • Decentralization • Work flow • Control procedures

4. Data Processing Components • Receipt and check-in of materials • Manual editing and coding • Data capture • Computer editing • Tabulating the data

5. Manual versus Computer Processing • Manual processing • Increases time and costs • Can introduce errors • Computer processing • Knowledgeable IT staff • Sufficient equipment and infrastructure • Outsourcing management

6. Centralized versus Decentralized • Centralized • Uniform procedures • Better controls • Fewer IT staff needed • Decentralized • By type of activity • Communication is important • More controls and staff needed

7. Data Capture Method Choice • Choice of data capture method affects questionnaire design, data collection, type of staff and budget • Decision must be made during planning • Review recent organizational experience • Conduct equipment inventory • Test any new technologies

8. Outsourcing Data Capture • Partial or complete solution • Involve leads from processing operations • Buying rather than building technical expertise • Involve permanent staff for knowledge transfer • Incorporate outsourcing as one step in a technology adoption plan • Loss of control of operation • Specify requirements, acceptable outputs, and complete documentation of the process

9. Data Capture Controls • Keyed data entry • Independent verification • Monitor operator statistics • Scanning • Manual entry for rejected forms • Manual verification to check for false positives

10. Selection of Software Packages • Decide on the generalized software package(s) to be used for data processing • If using existing software: • Latest version • Programming staff available • If purchasing software • Evaluate ability to meet project’s needs, staff capability and cost • Hardware requirements and training

11. Software Evaluation Questions • Fit for purpose? • Readily available? • How much programming required? • Staff familiarity with software? • Hardware requirements? • Complete documentation and support?

12. Computer Hardware Evaluation • System requirements • Current inventory • Procurement • Support and maintenance

13. Physical Environment • Adequate space, seating, tables, cords and accessories • Temperature and humidity controls • Constant and steady power supply • Physical and electronic security

14. Data Processing Systems Test • Procedures tested for clarity, completeness and effectiveness • Use pre-test or test deck • Poorly designed data processing operations can negatively impact budget, schedule and quality • Testing should provide production and quality control statistics

15. When to Start Developing Programs • Tabulations (outputs) should be agreed upon when defining the project • Tabulation programming can begin as soon as tables are defined • Editing programs can begin as soon you have a final questionnaire • Adjustments will be made with final data

16. Physical Security • Restrict access to unauthorized personnel • Track laptops and external storage devices • Password protection and antivirus • Brief staff on physical security procedures

17. Electronic Security • Turn off internet, Bluetooth, functionality outside production programs • Disable CD drive and ensure no usb ports are used • Laptops and external media are scanned when they access the server • The server administrator should set levels of access and monitor users

18. Data Back Up Procedures • Back up data regularly • Store back up in remote location that is safe from temperature or humidity variations • Determine back-up medium and procedures • Rotate external back-ups every few days

19. Data Processing System Documentation • All data processing system design decisions • All manual procedures including check-in, editing and coding • Data capture, computer editing, coding and tabulation procedures and programs • Quality control procedures and measures • Budget, costs and staff by operation, including production statistics

20. Section A Quiz • When do you develop tabulations? • After data capture and editing • After the questionnaire is finalized • When determining project deliverables • Why is it important to make data processing decisions during planning? • Which tends to be slower with more errors, manual or computer processing? • What two forms of security should your data processing operations have?