using hierarchical data to manage sample and contact ...using hierarchical data to manage sample and...
TRANSCRIPT
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© 2017. Materials may not be reproduced without permission of the author.
Using Hierarchical Data to Manage Sample and Contact Attempts in Microsoft Access
Brendan DayUniversity of Wisconsin Survey Center
University of Wisconsin-Madison
IFD&TC 2017
May 22, 2017
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Contact attempts differ by mode
• CATI and CAPI surveys
• Interviewers
• Telephone calls
• In-person visits
• Mail and Web surveys
• Advance letters and postcards
• Email invitations and reminders
• Paper questionnaires
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Mail and Web Surveys
• Self-administered surveys don’t administer themselves
• No interviewers
• Who initiates contact?
• Is sample member eligible to be contacted?
• What address or email should be used?
• Who records outcome of contact attempt?
• Is sample member still eligible?
• Is address or email still usable?
• What tools do they use?
• No CATI or CAPI front-end
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Project Operations Database (POD)
• Microsoft Access database
• Front-end
• Case Management
• Contact Management
• Progress reports
• Users
• Mail Department
• Tracking & Locating Department
• Project Directors
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Project Operations Database (POD)
• Where are data stored?
• Microsoft Access Back-End
• Single-mode mail surveys
• MySQL Back-End
• In-house web surveys
• CAPI surveys
• Central data repository
• Multi-mode surveys
• Longitudinal studies
• Open Database Connectivity (ODBC)
• Link MySQL back-end and Access front-end
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• How are data stored?
• How many peas are in a pod?
• It depends on the variety
• 2-3 snow peas
• 6-7 green peas
Project Operations Database (POD)
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Hierarchical Data
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Hierarchical Database Structure
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Data about Contact Attempts
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Disposition Determines Eligibility for Contact
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Outcome of Contact May Affect Disposition
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Disposition and Outcome Code
• Common codes
• Derived from AAPOR Final Disposition
• Interim codes for Tracking & Locating
• Code Definitions Table
• How does code affect disposition of…
People
Addresses
Email Addresses
Telephone Numbers
Mail Survey Components
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Disposition
• More than just a code
• Contact Eligibility
• Enabled
• Disabled
• Permanently Disabled (Final)
• Recency
• When was contact last enabled?
• Tracking and Locating
• Referred for Tracking & Locating
• Referred for Review
• Returned from Department
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Telephone as Mode of Contact
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Data Imported from Survey Instrument
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Data Imported from Sample File
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Why use hierarchical data?
• A case can any number of records
• Records can be of any type
• Each record has its own disposition
• Why not just use “current home address”?
• When was it current?
• Possible addresses, not yet confirmed
• Past addresses, confirmed as incorrect
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The Life of a Case
Importing Sample
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Importing Sample
• Sample Field Definition Table
• Crosswalk
• Example:
• Fields in sample file:
• haddr1, haddr2, hcity, hstate, hzip
• Fields in database:
• street1, street2, city, state, zip
• Type of data: address
• Type of record: home
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Case-Level Data Imported into MySQL
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Person Data Imported
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Home Address Data Imported
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Alternate Address Data Imported
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Email Data Imported
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Telephone Data Imported
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In-House Web Survey
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Record Selection
• Which address, email, or telephone should be used?
• More than one usable address?
• Prioritize by type
• Which type of address should we try first?
• Addresses of the same type?
• Prioritize by recency
• Which address was most recently enabled?
• Addresses enabled at same time?
• Prioritize by position
• Which record was created first?
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Record Type Definitions Table
• Position of each unique record type in hierarchy
• Which should be selected first?
• Hierarchy of Address Types:
Home Mailing
Home
Seasonal Mailing
Seasonal
Alternate Mailing
Alternate
Work
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The Life of a Case
Contact Attempts
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Contact Definition Table
• Defines each contact attempt
• Who is the recipient?
• What is the mode of contact?
• Is a mails survey component attached?
• Any conditions or pre-requisites?
• Other options
• Resend materials returned undelivered
• Attach incentives
• Automate mail merges
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Advance Letter Created and Sent
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Advance Letter Returned Undelivered
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Alternate Address Selected
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Email Invitation Created and Sent
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Web Survey Break-off
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SAQ Packet #1 Created
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Assembly and Delivery
• Contact by mail is not instantaneous
• Step 1: Create contact data records
• Database evaluates eligibility
• Step 2: Run mail merge
• Step 3: Print and assemble materials
• Step 4: Deliver materials
• Recipients may no longer be eligible
• Solution?
• Database re-evaluates eligibility
• Mail Department removes materials
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Web Survey Completed During Assembly
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SAQ Packet #1 Pulled from Mailing
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New Home Address Imported From Web Survey
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New Home Address Selected
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New Home Address Reviewed
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Thank You Letter Created and Sent
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Data Duplication
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What makes the data “hierarchical”
• Each case is self-contained
• Sample members who live together cannot share the same data
• Data stored in separate cases
• What if sample members live together?
• May share the same address
• But cannot share the same address record
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Address Duplicated Across Cases
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Address Duplicated Within Case
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Why is Data Duplication Problematic?
• Each record has own disposition
• Ambiguous if recorded twice
• Which record should we use?
• Current address or a past address?
• Confirmed correct or incorrect?
• Loss of functionality
• Is the address eligible for selection or not?
• Increased complexity for users
• Which record should be updated?
• Identifying and disabling duplicates takes time
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Standardizing Address Data
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Address #1:
10 West Sunshine Ave
AL 12345
Address #2:
10 W. Sunshine Avenue
Alabama 12345
Standardized Value:
10WSUNSHINEAVEAL12345
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Hierarchical Data
Advantages and Disadvantages
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Advantages of Hierarchical Data
• Scalable
• Any number of addresses
• Projects of varying size and complexity
• Adaptable
• Different types of addresses
• Complex or unpredictable sample files
• Comprehensive
• Old addresses are not overwritten with new
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Advantages of Hierarchical Data
• Central Data Repository
• Multiple Departments and Users
• Mail Department
• Tracking & Locating Department
• Project Directors
• Multiple Applications
• Email delivery scripts
• CAPI survey instruments
• Multi-mode projects
• Longitudinal studies
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Disadvantages of Hierarchical Data
• Increased complexity for users
• Each record has its own disposition
• What is the overall disposition of the case?
• Multi-mode projects
• Sample member
• Mail survey
• Web survey
• Data duplication
• Coding and cleaning
• More prevalent if multiple people per case
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Please visit us at:www.uwsc.wisc.edu
Thank You!
For copies of this presentation or more information, contact:
Brendan Day
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Access Database
Forms and Tables
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Sample Field Definitions
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Record Type Definitions
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Contact Definitions
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Contact Definition
Identifier: AL
Label: Advance Letter
Recipient: Sample Member
Mode of contact: Address
Mail Survey Component? No
Conditions or pre-requisites? No *
* Default rule for in-house web surveys:
Ineligible if web survey complete (code=1100)
unless overridden
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Contact Definition
Identifier: TY
Label: Thank You
Recipient: Sample Member
Mode of contact: Address
Mail Survey Component? No
Incentive: $10
Conditions or pre-requisites? code=1100 *
* Default rule for in-house web surveys:
Ineligible if web survey complete (code=1100)
unless overridden
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Contact Management Form
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Case Management Form
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Case Management Form (Contact Attempts)
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Case Management Form (Addresses)
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Code Definitions
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Code Definitions
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Code Definitions
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Code 3300: Returned Undelivered
Contact Outcome? Yes
Applicable to Person? No
Applicable to Address? Yes
Effect on Address: Disable, Refer for Tracking & Locating
Applicable to Email? Yes
Effect on Email: Disable, Refer for Tracking & Locating
Applicable to Telephone? No
Applicable to Mail Survey Component? Yes
Effect on Mail Survey Component: none
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Code 920: No New Information
Applicable to Person? Yes
Effect on Person: Return from Tracking & Locating
Applicable to Address? Yes
Effect on Address: Return from Tracking & Locating
Applicable to Email? Yes
Effect on Email: Return from Tracking & Locating
Applicable to Telephone? Yes
Effect on Telephone: Return from Tracking & Locating
Applicable to Mail Survey Component? No
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Entity Association Records
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Non-Hierarchical Data
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Entity Association Records
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