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Painless Data Collection Using Access

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

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Painless Data Collection Using Access

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  1. Painless Data Collection Using Access Kathryn Pereira, National AgrAbility Project Cally Ehle, AgrAbility of WI

  2. 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

  3. The Basics of Collecting Client Demographics PART I

  4. 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.

  5. 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

  6. 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.

  7. 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.

  8. The Specifics: AgrAbility Client Information • Client ID # • a unique number • assigned when enter program • does not change • essential • Client Status • New • Ongoing • Re-opened • Gender • Male • Female • Date of Birth (Age) • Best to enter both

  9. 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

  10. The Specifics: Client Work Status • Check one. • None • Full time • Part time (regular basis) • Occasional (irregular basis, several times a year)

  11. 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 Specifics: Type of Agricultural Operation

  12. 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.

  13. The Specifics: Cause of Primary Disability

  14. 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

  15. 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.

  16. Client Information Example

  17. Review/Advice/words of wisdom? • 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!

  18. AgrAbility Client Demographics 2001-2006 • 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

  19. Age of All New Clients 01-06

  20. Client Gender2001-06 n=2,452 (new clients only)

  21. Who is the client?2001-06 N= 2,366 New clients only

  22. Current work status on farm:2001-06 N= 2,147 New clients only

  23. Top 10 Types of Ag. Operation2001-2006 (new clients only)

  24. Origins of Disabilities 2001-06 New clients only, n=2,330

  25. Origin of Disability: Non-Agriculture Related Incident 2001-06, new clients only, n=1,291

  26. 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

  27. Origin of Disability: Agriculture Related Incident 2001-06, new clients only, n=523

  28. 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?

  29. Most frequently reported primary disabilities: 2001-2006 n = 2,461, new clients only

  30. 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

  31. Using Access to Collect Demographics PART II

  32. 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.

  33. Organizing Data Collection • Who collects the data. • When is data collected and entered. • How many people access the database. • Examples from SRAPS.

  34. 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.

  35. Mock client interviews with partner. 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! Basic Data Entry Exercise

  36. Tailoring the Database for Your SRAP Default state information for address • 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.

  37. Tailoring the Database for Your SRAP Changing the name of your SRAP • 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” • Save, exit design view, check

  38. Tailoring the Database for Your SRAP Specifying county information • 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

  39. 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.

  40. Query Example #1How many male clients • 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

  41. Query Example # 1How many male clients (cont’) • Press next, choose detail • Press next • Rename qry_MaleClients • Finish • Look at results

  42. Query Example #2 Average age of allclients • 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

  43. Overview of the NAP Query • 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.

  44. 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.

  45. Send Demographic Report to NAP Run NAP Annual Demographic Report • Press the button! • Check the table for obvious mistakes. • Close the table. • Press the send button. • Enter the email address for the NAP evaluation specialist kmpereira@wisc.edu Send Annual Demographic Report to NAP

  46. 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

  47. After Sending in Annual NAP Report 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!

  48. 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.

  49. Creating a Simple Report • 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

  50. 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

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