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Data entry

A comprehensive Excel Workbook for data entry and analysis in medicine prices and availability surveys. Includes sector-specific pages and tools for efficient data consolidation and analysis.

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Data entry

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  1. Presentation template for adaptation and use in medicine prices and availability survey training workshop for survey personnel Review all slides carefully for applicability to your survey before use! Data entry Medicine prices and availability survey Training workshop Location, dates

  2. Overview of survey Workbook • The computerized Excel Workbook is used to enter data and analyze results • The Workbook contains many pages for data entry and analysis • Unit prices collected at medicine outlets and for central procurement are entered into Field Data Consolidation pages. • There is one Field Data Consolidation page per sector in the survey • All Field Data Consolidation pages use the same process for entering data Moving between Workbook pages • From the Home Page, click a button with the name of the desired page to go to that page. From any other Workbook page, click the Go To Home Page button to return to the Home Page. OR • Click on the tabs at the bottom of each page to move between pages

  3. Important pages of the Workbook for data entry Home Page • Used for recording general information about the survey (e.g. sectors surveyed) • Blue section - action buttons for moving to different parts of the Workbook. International Medicine Reference Price Data Page • Contains information on the medicines in the survey that is used in subsequent pages Field Data Consolidation Pages • Used to enter unit price data collected in the field using the Medicine Price Data Collection forms • There are five Field Data Consolidation pages in the Workbook, allowing price information from up to five sectors to be entered: 1 Procurement Prices 2 Public Sector Patient Prices 3 Private Sector Retail Prices 4 Other Sector Patient Prices: first other sector 5 Other Sector Patient Prices 2: second other sector

  4. The Field Data Consolidation Page • Contains 2 different "views": data entry view and the sector summary view • Data entry view: data grid where unit prices are entered • Sector summary view: "analysis view" – shows summary data for all medicines in the survey • You must be in the data entry view to enter data • Switch between views by pressing the Data/Summary button

  5. Field data consolidation page: data entry view Go to sector summary view

  6. Field data consolidation page: sector summary view Go to data entry view NOTE: Exchange rate must be entered on Reference Price page to get summary data

  7. Field data consolidation page: Data entry view • Column B - list of survey medicines • Column C – product type (originator brand/lowest price generic) • Column D: "Include in analysis" allows data analyst to include/ exclude medicines from analysis (default is "1“ or included) • Data entry grid • Rows 7–11: source of each column of unit price data, from front page of Medicine Price Data Collection form • Rows 13-112: unit prices found for each medicine • Action buttons – Go to Home Page, Data/Summary, Ratios On/Off, Data Summary • Ratios on/off: • Displays summary data (ratios) for individual medicines once data is entered • When ratios are "on", data entry grid is hidden from view and summary data is displayed

  8. Field data consolidation page: data entry view“Ratios off” Rows for entering outlet/ procurement identifying information Rows for entering medicine unit prices Ratios off – data entry grid is displayed

  9. Field data consolidation page: data entry view“Ratios on” Need exchange rate on Reference Price Page to get summary data Data entry grid is "hidden" and summary data is displayed

  10. Entering data • Go to the Field Data Consolidation Page for the appropriate sector • If the sector summary is displayed, click on the Data/Summary button to switch to the data entry grid • If the columns containing summary data for individual medicines are visible, click on the Ratios On/Off button to hide them • Enter the identifying information for the first medicine outlet: • Enter the Medicine Outlet Study ID in Cell K7 • Enter the Region code in Cell K8 • Enter the Distance from Population Centre in Cell K9 • For the public sector, identify the level of care of the medicine outlet (primary = "1", secondary = "2", tertiary = "3") in Cell K11. Note: This information should be obtained from the front page of the Medicine Price Data Collection form

  11. Entering outlet/procurement identifying information Information for Rows 7-11 is on the front page of the Medicine Price Data Collection form

  12. Entering data (continued) • Starting at Cell K13 and proceeding down the column, enter the unit price of each medicine (Column J of the Medicine Price Data Collection form) • Unit prices should always be entered in local currency, but with no currency symbol • Unit prices should be entered to four decimal points • If there is no unit price then the cell should be left blank • As you begin to enter data, the column color should switch from grey (inactive) to white (active). Row 10, Include outlet in analysis, should automatically change from "0" (No) to "1" (Yes) • NOTE: Depending on the settings of your computer, you may need to use commas or periods to indicate denote (e.g. 0,0031 or 0.0031). To protect against data loss, save the Workbook periodically!

  13. Free of fixed fee medicines • Free/fixed fee medicines usually occur in the public sector • If a medicine is recorded as "available" but does not have a price (e.g. free/fixed fee medicines), enter an "F" into the appropriate cell. Medicine will then be included in the availability analysis even though there is no price data for it. • NOTE: There should be a comment on the data collection form indicating that the medicine is free or available for a fixed fee. If there is no comment, data collectors may have simply forgotten to record the price. Notify the survey manager for further checking.

  14. Double entry • Entering long columns of prices can lead to a substantial numbers of errors • The easiest way to find these data entry errors is to have a second person enter all data a second time and then identify where the numbers entered disagree • The Workbook contains a set of procedures to lead you through this "double entry" process

  15. Instructions for double entry • Press Double Entry button on the Field Data Consolidation Page to display menu of double entry procedures • Select Hide Current Data. Data already entered will be "hidden" from view and the data entry grid will be blank, allowing data to be entered a second time. • Outlet identifying information will remain to ensure that the same columns are used for the second round of data entry • Re-enter data. All data for the sector should be re-entered by a second person • Compare the two sets of data: Press the Double Entry button at the top of the page and select Compare current and hidden data. The Workbook will compare the two different sets of data. Any cells that do not agree will be highlighted in red.

  16. Double entry: comparing data

  17. Double entry: correcting errors • For each error highlighted in red, check original Medicine Price Data Collection form to determine the correct value • Press the Double Entry button at the top of the page and select Correct errors. A pop-up window will allow you to proceed one by one through the highlighted errors and correct them. • For each error, enter the correct value and hit Save. You will automatically be taken to the next error. • If you are unsure of the correct value hit Skip to move ahead to the next error. • Hit Cancel to exit

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