E - 4 Data entry and validation

Overview

Teaching: 10 min
Exercises: 15 min

Questions

• What are examples of practices for quality control in spreadsheets?

Objectives

• Understand what quality assurance and quality control is and how it relates to data management

• Use built-in tools in spreadsheets to limit incorrect data entry

• Use built-in tools in spreadsheets to identify data quality issues

About this episode

When you have a well-structured data table, you can use several simple techniques within your spreadsheet to ensure the data you enter is free of errors. These approaches include techniques that are implemented prior to entering data (quality assurance) and techniques that are used after entering data to check for errors (quality control).

1. About this episode
2. Good practices for minimising errors in data entry
   1. Check the completeness of records
   2. Reduce burden of manual data entry
   3. Minimise the number of steps
   4. Conduct data entry twice
   5. Perform in-depth checks for selected records
   6. Perform logical and consistency checks
   7. Automate checks whenever possible
3. How to enforce data entry validation
   1. Note
4. How to identify data quality issues with color coding
   1. Tip!
   2. Exercise
   3. Solution
   4. Further reading

Good practices for minimising errors in data entry

This section gives a summary of recommendations on minimising errors in survey data entry (UK Data Service, 2017a; ICPSR, 2012; Groves et al., 2004).

Check the completeness of records

Check if your data files contain the correct number of records, number of variables or length of the records, etc.

Reduce burden of manual data entry

Manual data entry requires routine and concentration. Operators should not be burdened by multiple tasks. Tasks such as coding and data entry should be implemented separately.

Minimise the number of steps

The data entry process should include a smaller rather than a larger number of steps. This reduces the likelihood of errors.

Conduct data entry twice

When you have paper questionnaires, the data entry can be processed electronically by scanning questionnaires or manually entering data by a person responsible for data entry. If data are entered by scanning, execute the process of data entry twice and compare values. If data are entered manually, a portion of questionnaires should be entered twice by two different persons. For example, the Czech Association of Public Opinion and Market Research Agencies (SIMAR) recommends 20 percent of questionnaires be re-entered.

Perform in-depth checks for selected records

At least some randomly selected records, e.g. 5–10% of all records, should be subjected to a more detailed, in-depth check to verify the procedures and identify possible systematic errors. The cases should be selected by chance. Be sure to document the changes you make and keep the original data so you can restore them at all times.

Perform logical and consistency checks

There are multiple methods for logical and consistency checks, including the following:

• Check the value range (e.g. a respondent over the age of 100 is unlikely);
• Check the lowest and highest values and extremes;
• Check the relations between associated variables (e.g. educational attainment should correspond with a minimum age, the total number of hours spent doing various activities should not exceed 100% of the available time);
• Compare your data with historical data (e.g. check the number of household members with the previous wave of a panel survey).

Automate checks whenever possible

Specialised software for computer-assisted interviewing (CAPI, CATI, etc.) or data entry software allows to set the range of valid values for each category and to apply filters to manage the data entry or the entire data collection process. These automatic checks:

• Prevent meaningless values from being entered;
• Help to discover inconsistencies that arise when some values are skipped or omitted;
• Make the interviewer’s work substantially clearer and easier;
• Reduce the number of errors that interviewers make.

The software can distinguish between permanent rules that cannot be bent and warnings that only notify the operator when entering an unlikely value.

How to enforce data entry validation

Quality assurance stops bad data from ever being entered by checking to see if values are valid during data entry. For example, if research is being conducted at sites A, B, and C, then the value V (which is right next to B on the keyboard) should never be entered. Likewise if one of the kinds of data being collected is a count, only integers greater than or equal to zero should be allowed.

To control the kind of data entered into a a spreadsheet we use Data Validation (Excel) or Validity (LibreOffice Calc), to set the values that can be entered in each data column.

1. Select the cells or column you want to validate

2. On the Data tab select Data Validation

   

3. In the Allow box select the kind of data that should be in the column. Options include whole numbers, decimals, lists of items, dates, and other values.

   

4. After selecting an item enter any additional details. For example if you’ve chosen a list of values then enter a comma-delimited list of allowable values in the Source box.

We can’t have half a person attending a workshop, so let’s try this out by setting the num_registered column in our spreadsheet to only allow whole numbers between 1 and 100.

1. Select the num_registered column
2. On the Data tab select Data Validation
3. In the Allow box select Whole number
4. Set the minimum and maximum values to 1 and 100.

Now let’s try entering a new value in the num_registered column that isn’t a valid class size. The spreadsheet stops us from entering the wrong value and asks us if we would like to try again.

You can customize the resulting message to be more informative by entering your own message in the Error Alert tab, and you can edit the Style for when a non-valid value is entered, by not allowing other values or just give a warning about non valid entries.

To display a (pop up) message about the correct values for a column with Data Validation set, use the Input Message tab.

Quality assurance can make data entry easier as well as more robust. For example, if you use a list of options to restrict data entry, the spreadsheet will provide you with a drop-downlist of the available items. So, instead of trying to remember the workshop title abbreviation, you can just select the right option from the list.

Note

Regional settings in Excel will influence the how values are separated in lists. The Swedish language version of Excel will use a semicolon as the separator instead of a comma. This will affect Validation critera, with Allow: List.

How to identify data quality issues with color coding

Tip!

Before doing any quality control operations, save your original file with the formulas and a name indicating it is the original data. Create a separate file with appropriate naming and versioning, and ensure your data is stored as values and not as formulas. Because formulas refer to other cells, and you may be moving cells around, you may compromise the integrity of your data if you do not take this step!

Use with caution! But a great way to flag inconsistent values when entering data.

Conditional formatting basically can do something like color code your values by some criteria or from lowest to highest. This makes it easy to scan your data for outliers. It is nice to be able to do these scans in spreadsheets, but we also can do these checks in a programming language like Python or R, or in OpenRefine or SQL.

Exercise

1. Open training data spreadsheet
2. Click on the tab Dates
3. Make sure the num_attended column is highlighted.
4. Go to Format then Conditional Formatting.
5. Apply any 2-Color Scale formatting rule.
6. Now we can scan through and different colors will stand out. Do you notice any strange values?

Solution

We can see two outlier cells of 0 and can see these two classes were canceled.

Further reading

• ELIXIR (2021) Data quality. In Research Data Management Kit. A deliverable from the EU-funded ELIXIR-CONVERGE project (grant agreement 871075). Links to an external site.

Key Points

• Use data validation tools to minimise the possibility of data entry errors

• Use conditional formatting to identify possible errors in spreadsheets