Dental Public Health Epidemiology Programme

Oral health survey of five -year-old children, 2014-2015

Guidance for DSP2 data entry

For fieldwork teams and Dental Epidemiology Coordinators

Last updated by JN01/09/2016

Section

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Description

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Page No

Introduction and steps for success

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3

Overview and plan

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5

Phase 1

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Dental Fieldwork Teams – Entering data into DSP2

1 Copying the format
2Starting a file for a new survey
3Opening an existing survey
4 Inputting survey data
5 Creating a record and saving it
6 Navigating records, undoing changes
7 Finding a record
8 Deleting and undeleting a record
9Saving a file onto disk or stick as backup
10 Printing records /

6

7
7
8
9
10
10
10
10
11

Phase 1

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Dental Fieldwork Teams – Preparing files

11 Checking data for errors
12 Correcting errors in records
13 Selecting records (if required)
Dental Fieldwork Teams – completing summary sheet / 12
18
19
19

Phase 2

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Dental Epidemiology Coordinators – Uploading files

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20

Appendix 1

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Proforma table for recording errors identified in Excel

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21

Appendix 2

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Age range guide for 5 year olds

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22

Introduction

Raw data from the dental public health epidemiology programme (DPHEP) for England surveys will be collated for all local authorites (LAs) in England.

The benefits of this are

  • the data can be used more widely with other health measures
  • the degree to which the sample is representative of the population from which it was drawn can be assessed
  • the impact of the need for positive consent can be measured
  • the impact of co-operation, or otherwise, by schools can be measured
  • population weighted estimates of disease measures can be calculated
  • an overall assessment of data quality can be made

This guide aims to help dental service fieldwork teams and dental epidemiology coordinators (DECs) to go through the necessary steps to make sure that the correct information is supplied in the correct format with maximum efficiency. It has been tailored to suit the national protocol and national format.

If, after following the step by step instructions, you need help please contact your DEC.

The diagram on the next page shows an overview of all stages in the data handling process – fieldwork teams are only involved in the stages highlighted in pink and DEC stages highlighted blue.

If you decide to calculate the estimates for your own LA please note these will be provisional only and should not be used. The final results will be published on the dental health website by the PHE dental public health intelligence team (DPH IT).

All the data from LAs is collated during national analysis and then home postcodes are used to define LA populations. The estimates for each of these populations may, therefore, be slightly different from those calculated by fieldwork teams which will use schools as their definitions of populations.

Varying estimates can lead to confusion and undermine the value of the data so please only use published results.

The stages are:

1.download the relevant national DSP2 format and enter data using this format

2.prepare files

-check data for errors and make corrections

3.save with correct labelling

4.complete summary information (appendix Q of the national protocol)

5.send securely to your dental epidemiology coordinator :

a)checked DSP2 survey data file(s) whole – all children with parental consent

b)summary information(s)(appendix Q of the national protocol)

6.Dental epidemiology coordinator uploads onto the shared network site “DEC Uploads File” folder

1

1

Phase 1 –Dental fieldwork team – entering data

Enter data into dental surveyplus 2 programme using the format provided – make sure it is the version called 5YR2017: downloadable from the dental health website under the heading for the relevant five-year-old survey 2016/17.

If needed the DSP2 software can be downloaded from this website:

Once the shareware version software has been downloaded, the licence details colleagues may already have will still work when entered to change the software into the full version. Anyone who requires a new licence or has lost their old one should contact

The software can work with a patch for 32 bit windows 7 and 8 but not 64 bit windows versions.

This patch is available for your IT department in appendix I in the protocol.

Folder set up

When the dental survey plus 2 program is installed the folders and subfolders shown above will already have been created. Within the DSP2 folder, the format files (*.FMT) should be saved under the FORMATS sub folder and the survey files (*.SRV) should be saved under the SURVEYS sub folder, this then stops confusion over the different types of files and helps to prevent “lost” files.

When files are saved on a desktop PC, the dental survey plus 2 program may be installed on the local disk (C:) drive, but you will save the format and survey files onto a network drive eg: (P:). This then ensures that the data is backed up every night by your IT department and if a data file is accidentally deleted or becomes corrupt it enables your IT department to recover the file that was saved the day before. The same folder and sub folder setup shown above should be created on the network drive.

1.To Copy the Format File

Go to the dental health website above and find the link to the format. When you are given the option to open or save the file, select save and then save it into the required DSP2\Formatsdirectory of your computer/network.

NB DSP2 formats can only be opened from within DSP2. This is why you should use the system described above to copy into the DSP2 format directory first.

PLEASE DO NOT ALTER THE NATIONAL FORMAT FIELDS AS THIS CAUSES GREAT DIFFICULTIES WHEN TRYING TO COLLATE THE DATA.

If you wish to add other variables there are three ‘spare’ text variables at the end of the format which can be used to suit most local needs. The title text boxes for the spare variables may be altered but PLEASE DO NOT alter the actual field names. Extra additional variables can be added at the end of the format.

2. To Start a New Survey

  1. Open Dental Survey Plus 2
  2. From the menu bar select File, New
  3. The program then asks you to select the format file to be used for the survey.
  4. In the folders window, select C:\DSP2\Formatsor the required folder on your network
  5. In the file name box, select 5YR2017.FMT
  6. Click OK
  7. The program then asks you to specify the survey file name to be used.
  8. In the folders window, select C:\DSP2\Surveys, or the required folder on your network
  9. In the file name box, type in a file name – ideally usingdigits taken from the code for yourLA(found in appendix J of the protocol) and then number zero e.g. Barnsley LA code = E08000016 so a suitable label would be 5Y816_0.SRV, (the file will be saved in the SURVEYS folder).

Be aware that there is a space and an asterisk lurking on the left of the filename box – make sure you delete these so that your filename starts as far left as possible.

  1. Click OK

The format is then displayed on the screen.

  1. To maximise the survey, click on the middle grey square, top right of the screen.

3. To Open an Existing Survey

  1. Open Dental Survey Plus 2
  2. From the menu bar, select File, Open
  3. Select the survey file
  4. Click OK

4. To Input Survey Data

BEFORE YOU START TO ENTER DATA PLEASE MAKE SURE THE CAPS LOCK IS ON(NB This will then eliminate the error of lowercase codes / postcodes)
ONLY INPUT DATA FOR CHILDREN WHO HAVE PARENTAL CONSENT
The format has been designed to allow the input of the school and child’s details prior to the survey taking place, but this is not essential as many choose to collect data onto paper charts then enter data back at base.
Entering Examination and School Details
  1. Click in the first field and input the lower tier LA Nameof the school, then either using the TAB key, RETURN key or the mouse move to the next field.
  2. Input the Examiner name.
  3. Input the School Name.
  4. Input the School Post Code in upper case, split into Inward and Outward code.

(care with letter ‘O’ and number ‘0’, care with letter ‘I’ and number ‘1’)

  1. The Date of Examination should be entered as an 8 digit figure. Eg :- 26032017

The above school details automatically carry forward to the next record.

Child’s Details
  1. The Child Id Number is a unique identifier to the child and is alpha/numerical. It should be entered as the Lower Tier LA Code, see protocol appendix J, eg:- E07000127, followed by a 4 digit unique Number of sampled child eg:- 0014
  1. The Date of Birth should be entered as an 8 digit figure with the day of birth ALWAYS entered as 15. Eg :- 15052011
  1. Input the child’s Home Post Code in upper case, split into Inward and Outward code. (care with letter ‘O’ and number ‘0’, care with letter ‘I’ and number ‘1’)
Ethnicity
  1. The Higher Ethnicity field is now a compulsory field and is multiple choice, using either the mouse or cursor keys select the required option. The codes are in section 10.2.10 of the protocol, you may have used local codes but these should be matched up so that the codes provided in the format can be used.
  1. The Lower Ethnicity field is now a compulsory field and is multiple choice, using either the mouse or cursor keys select the required option. The codes are in section 10.2.10 of the protocol and should relate to the higher ethnicity selection options eg:- if A – White has been selected then the lower ethnicity can only be code 1 – 5, you cannot select an option from another higher ethnicity box.
Examination
  1. The Sample Group Code is multiple choice, using either the mouse or cursor keys select the required option.
  2. The Examination Status is multiple choice, using either the mouse or cursor keys select the required option.

For children who were absent on the day of examination, or who refused to be examined themselves,the plaque and sepsis fields should be set to A – Child absent or R – Child refused.

Oral Cleanliness

  1. The Plaque Measurement field is multiple choice, using either the mouse or cursor keys select the required option.
Caries Chart
  1. To move around the dental chart use the cursor keys.
  2. When a code is entered it overwrites the sound value.

Abcess/Sepsis

  1. The Abcess / Sepsis field is multiple choice, using either the mouse or cursor keys select the required option.

Spare Details

  1. There are three Spare fields in this section which can be used for extra data to be recorded.
5. To Create a New Record / Save a Record

To create a new record, click the button at the top of the screen. This automatically saves the record that you have just input. The School details are carried forward from the previous record – make sure you enter the correct details when you start with another school.

To save a record without creating a new record either click the Save icon or from the menu bar, select File, Saveor click the button to move to the next record (this automatically saves changes made)

6. To Navigate the Records / Undo Changes

To navigate the records :

  1. to move forward a record, click the button.
  2. to move back a record, click the button
  3. to move to the first record, click the button.
  4. to move to the last record, click the button.

To undo changes either click the Undo icon or from the menu bar, select Edit, Undo

7. To Find a Record

If you know the record number then :

  1. from the menu bar, select Edit, Goto, Record,
  2. input the record number required,
  3. click OK

If you don’t know the record number then :

  1. from the menu bar, select Edit, Find,
  2. select the field you wish to search on eg: Child Identity Number,
  3. select the value to search for eg: 101004,
  4. select the match type eg: Whole String,
  5. click OK

8. To Delete a Record / Undelete a Record

To delete a record :

  1. select the record you wish to delete.
  2. from the menu bar, select Edit, Delete Current Record, Yes to continue.

To undelete a record either click the Undo icon orfrom the menu bar, select Edit, Undo Delete Record.

9. To save the file onto a disk or stick to be used as a back-up

  1. From the menu bar, click File, Save As
  2. Select the relevant drive (usually as follows)

a: Floppy disk

c: Hard disk

d: CD

e: Memory stick

  1. Click OK

THE FILE THAT YOU ARE NOW VIEWING IS THE FILE SAVED TO THE BACKUP DEVICE. BEFORE CONTINUING EITHER REPEAT STAGE 9 AND SAVE TO HARD DISK C: (or when using a desktop PC the relevant network drive) OR CLOSE THE FILE DOWN AND RE-OPEN FROM THE HARD DISK DRIVE (or network drive).

10. To Print Records

To print all records either :

  1. click the Print icon,
  2. select Print Range All,
  3. click OK

or

  1. from the menu bar, select File, Print,
  2. select Print Range All,
  3. click OK

To print a single record or a selection of records either :

  1. click the Print icon,
  2. select Pages From To, ( From is the first record number you want to print, To is the last record you want to print ),
  3. click OK

or

  1. from the menu bar, select File, Print,
  2. select Pages From To, ( From is the first record number you want to print, To is the last record you want to print ),
  3. click OK

For Example :From3 To 3 prints record number 3

From 2 To 15 prints record numbers 2 to 15 inclusive

Phase 1 –Dental Fieldwork Team – Preparing files - checking data for errors

It is far easier to check for errors in hundreds of records if the data is sent from DSP2 to Excel. This allows you to see all the data in one table and select just the fields you want to check. By using Excel’s ‘find’ tool, and autofilter, and by sorting the data into different orders you can rapidly spot errors and note which records these are in.

Don’t panic – these instructions talk you through the process.

If you find errors these need to be corrected back in DSP2 – correction in Excel does not automatically make changes in the original DSP2 file. It therefore makes sense to make a list of errors, with record numbers, from Excel, and then make the corrections in a batch in DSP2 – this symbol reminds you of this . Appendix 1 provides you with an error recording sheet into which you can add record numbers with any errors they contain.

11.Checking Data for Errors

BEFORE STARTING TO CLEAN THE DATA MAKE A DUPLICATE FILE TO ENSURE YOU STILL HAVE AN ORIGINAL FILE INCASE THE FILE BECOMES CORRUPT IN ANY WAY.

* Signifies the filename that you entered in section 2g.

Open the survey file*_0.SRV, using File, Save Assave the file *_1.SRV, making sure to save in the Surveys folder. At the moment you have two identical files – but you must now leave *_0 alone as it is the original (have you made a copy of this as a back-up which can be stored away from the main survey computer? See section 9 above).

To start the checking process:

1.OpenDSP2

  1. Open the newly copied survey file you want to work on for checking (E.g. *_1)
  2. From the menu bar at the top select File, Export, click Tab Delimited (.txt)
  3. Input a file name, E.g. check1.txt, (beware the lurking space and asterisk on the left of the filename box)
  4. click OK
  5. Double click on the fields you want to check :-LA Code, LA Name, School Name, School Postcode1, School Postcode2, Date of Exam, Child Id No, Date of Birth, Age, Child Postcode1, Child Postcode2, Sample Subgroup, Examination, Ethnic Code H, Ethnic Code L Sepsis, Plaque
  6. To select tooth surfaces, individual teeth and dmft values double click on Caries Experience Chart
  7. Double click on dmft, Tooth Codes, UL8-UL1, UR1-UR8, LR8-LR1, LL1-LL8 (these will give you codes for the teeth)
  8. Click OK
  9. Click OK
  10. Click No you don’t want to view now
  11. Minimise DSP2
  1. Open your Excel programme
  2. Click File, Open
  3. Change the list file types to text files *.txt
  4. Scroll to look in DSP2 under ‘surveys’
  5. Double click to open the file *.txt that you named in step 4

This now leads you into a short routine to convert the DSP2 data into something sensible in Excel. Keep calm!

  1. Select Delimited, click Next
  2. Select Tab, click Next

You need to tell Excel which columns to see as dates and which as text – the options are given in the box up to the right –

  1. Click on the box containing the word ‘general’ above the Date of Exam column, change the column data format to Date by clickingthe ‘Date’ button from the list above.
  2. Click above the Child Ident No, change the column data format to Text
  3. Click above the Date of Birth column, change the column data format to Date
  4. Repeat stage 21 for all the teeth UL5 – LL5
  5. Click Finish

The data will now be displayed in an Excel table. If some columns have just got ### in them they are too narrow. Put the cursor at the very top of the column and drag the right side line to the right to widen the column and the figures should be revealed.