STEPS IN QUANTITATIVE DATA ADMINISTRATION

Marota Aphane (Research Consultant)

Health Behaviour Research Unit (HBRU)

Department of Psychology

University of Limpopo

Tel: +27 15 268 3365

Email: hbru@ul.ac.za

aphanem@ul.ac.za

August, 2009
1. Steps
1.1 Screening
Each questionnaire should be checked to detect whether or not they have
been properly completed. Two sets of questionnaires may therefore arise i.e. (i)
clean ones (correctly completed) and (ii) spoiled one (uncompleted
questionnaires). In case of the latter, subject/participants should be contacted to
complete the questionnaires. If the subjects cannot be traced the questionnaires
are therefore treated as such “spoiled” and cannot be treated as data. I case of
the former, follow step 2 below;
1.2 Naming/Numbering
Each questionnaire should be given a name or number. This will be
instrumental in the easy identification in the some of the subsequent steps;
1.3 Coding
The choices of the subjects should be coded i.e. Male=1 and Female=2.
These codes can be noted either on the far left or right of the questionnaire
adjacent and in line with the each item/question. Step 3 will be instrumental in the
easy handling of the immediate following Step 4 and also in the speeding up of
Step 5;
1.4 Creation of Variables
This is the transfer of the coding (Step 3) in/onto the paper or electronic
software depending on the methods utilized. In most cases this step is generally
applied in case the an electronic spreadsheet software such as Microsoft Excel,
Statistical Package for Social Science (SPSS) etc. are used;
1.5 Capturing/Entering
This refers to the transfer of the coded choices into the software.
1.6 Cleaning/verification
Errors could be committed in the process of capturing the data (Step 5).
For example; the subject choice may have been Female (Coded 2) however, due
to mistyping of data (typing errors) the capture type in Male (Coded1) or 12 etc.
depending on the proximity of number. This step involves remedying such errors;
1.7 Analysis
In this step the software will be commanded to run the desired statistical
output results.
1.8 Interpretation/ Reporting
The step involves putting into words or making sense or interpreting the
statistical language into communicable language;

1.9 Filing
Raw data (completed paper or electronic questionnaires) should be stored
or saved for future reference. This step is usually treated as insignificant and thus
in many cases ignored but is important in case of reference, verifications or
backup in case another form of raw data is lost.