The TAZAMA Experience: Electronic Data Capture Systems


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Slides for Akum Aveika 's talk on performing mobile data capture in the Tazama project. Presented at the London School of Hygiene & Tropical Medicine for a seminar on Mobile Data Collection seminar on Sept 27, 2013.

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The TAZAMA Experience: Electronic Data Capture Systems

  1. 1. The TAZAMA Experience: Electronic Data Capture Systems Presented by Akum Aveika Tazama Project Mobile Data Collection Seminar 27 September 2013
  2. 2. Background and rationale • TAZAMA is based at National Institute for Medical Research, Mwanza, Tanzania, and operates: – Demographic Surveillance System (DSS), a longitudinal platform for – Verbal Autopsy (VA) cause of death study – HIV Serological and Sexual Behaviour Survey (SS) – Links to government-run clinic services • Electronic Data Capture (EDC) adopted in response to problems of data quality, integrity and timeliness • EDC aims to improved data quality through – immediate (preliminary) data editing – prompt provision of feedback to interviewers – to facility for resolution of inconsistencies
  3. 3. EDC in TAZAMA – General Principles • Key data into data capture application during interview or measurement • Use CSPro* application with validity checks during data entry(census and survey Processing System) • Upload data to main office servers for storage and further management * Data management utilities developed by US census bureau and other collaborators.
  4. 4. Range of our EDC applications • EDC used in 3 types of data collection: – DSS: simple household census with GIS (20 questions), employs 11 field workers in 7 villages, twice yearly – VA: bereaved households visited by interviewer for symptom check (500 questions with complex skips) – Sero Survey: all adults invited to temporary village clinics for blood tests, structured survey of behaviour and service use (250 questions with complex skips), provision of clinical and counselling services – once every 3 years
  5. 5. DSS equipment PDAs(Personal Digital Assistants ) • PDA (Nomads) retain power for 12hrs and require 4hrs to be recharged to maximum • Portable and robust, can stand the hazards of transport and weather in the field • PDAs are equipped with GPS facility, can take photos and read barcodes • Preloaded with data from previous round with details of expected household members
  6. 6. DSS enumeration using Nomad PDA
  7. 7. DSS system • PDAs are assigned to 11 field workers who are deployed for DSS activities in 7 different villages • Data entry system protects against invalid entries during household update • Newly collected data are uploaded daily onto the server at the main office, data for following day’s fieldwork is downloaded • Further consistency checks are done as batch edits in the office and errors returned to the field
  8. 8. DSS challenges • Keeping PDAs charged demands well organized team • Interview staff need higher skills and must take responsibility for equipment • Displays one question at time so inconvenient to refer to responses from previous questions • PDA not appropriate for large questionnaire if additional data need to be collected in a round • Rigorous file management system needs to be developed by experienced specialist programmers
  9. 9. Verbal Autopsy • Death report in DSS triggers follow-up home visit by clinically trained interviewer • List of household addresses requiring VA visit is downloaded from server • Netbook version of standard WHO VA questionnaire produced using CSPro • Data (single file per person) uploaded to server for further management • Batch edit reports of stored data before running diagnostic software
  10. 10. VA challenges • Data upload and file management • Charging of spare battery • Bugs in file handling resulted in duplicate records
  11. 11. Sero Survey: Activities • Main office (preparatory): – pre-printing invitation and consent documents • Clinic based (daily): – registration, identification and consent – specimen collection and physiological measurement – confidential interviews – clinical and dispensing services, counselling • Main office (overnight): – synchronize data files with drop box and server – charging all batteries – management of daily clinic and lab supplies
  12. 12. Sero-survey equipment and forms • Each clinic has 2 netbooks for registration, 7 for interviewers, and a data manager’s laptop connected through a temporary wireless LAN • Other IT equipment: router, generator, chargers, bar code scanners, spare batteries and solar panels • Paper forms still needed for consent, referral, documentation of lab samples • Barcode ID pre-printed on (main) consent form with matched labels for attaching to other documents • Onward use forms (referral, lab control) also have pre-printed barcodes
  13. 13. Overview of net book data collection system used in HIV sero-survey
  14. 14. Sero Survey Data Management • Netbooks set up to allow for log-on use by all potential users • All netbooks transmitted data to all the other netbooks and to the data manager’s laptop as well as backing up on a memory card • Batch data editing program is supposed to run before participant leaves clinic • Identification system designed to capture DSS household ID for those coming without identification and for those recently moving household
  15. 15. HIV Sero-survey data collection interviewer using net book PC
  16. 16. Sero-survey challenges • Charging of spare batteries over night • Failure of Solar panels • Theft of memory cards • Failure to upload completely to dropbox and server jeopardizing file management • Omission of batch edit runs at remote site • Corrupt transfer of data between netbooks • Netbook operating system – Window 7 Starter – requires frequent resetting of passwords
  17. 17. Before Starting EDC • Complete development and testing of all applications and equipment to ensure they give the desired outcome • Allow for proper training and piloting • Test duration of batteries for various equipment and rate power requirement • Have SOP on all procedures including 1 for daily feedback • Ensure close supervision of activities at start • Prevent system settings being changed by unauthorized users • Netbooks and laptops must be restricted for hook up to only authorized networks