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Rims Manual
Rims Manual
The System Requirements are: Hardware Minimum: 1.6 GHz CPU, 512 MB RAM, 800x600 display. Recommended: 2.2 GHz or higher CPU, 1024 MB or more RAM, 1280x800 display or higher, Network card on Windows XP. Recommended: 2.4 GHz or higher CPU, 1024 MB or more RAM, 1280x800 display or higher, Network card on Windows Vista. Software
Windows XP Service Pack 2 or above Windows Server 2003 Service Pack 1 or above Windows Vista Windows Server 2008
The program should be installed and used on only ONE computer. The current version of the program does not allow data to be combined from different sources. These instructions are for version 7.1.0.4 of the RIMS data entry and analysis software. Additional information, new releases and updated instructions will be made available on the IFAD web site.
Starting the application To start the application, click on the IFAD RIMS icon on the desktop. Alternatively, select the application using the START button. Click the START button; select ALL PROGRAMS Select RIMS Software. Click on the application icon, and the program will start.
MAIN SCREEN
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Side Menu Bar (more details of functions in separate sections) Data entry is for entering data for new questionnaires Data reentry is for verification of responses Find cases allows the user to find a filled questionnaire to make changes Verification provides the verification reports after reentry Reports leads to the reports screen for the detailed reports from the survey.
The Browse for Folder window appears: Choose the folder in which the RIMS survey should be saved Click OK.
Tip: Make sure the survey is saved in an easily retrievable location. All exports from the software are also saved in the same folder by default when exporting.
DATA ENTRY
Identification data From the main menu, click on Data entry. The data entry screen appears. Enter questionnaire number, cluster number and HH number. Each questionnaire number must be a unique number. Enter date of interview as day- month- year (click the arrow on the right for the drop-down calendar to select date) Household members data For HH member no 1, enter gender: type 1 for male or 2 for female, or use the drop-down list Enter the age in integers (no text) Select the reading level: 1 Easily, 2 With difficulty, 3 Cant read, or use the drop-down list. Select 3 for children under 5.
Tips for Data Entry: The answers can be inserted by typing numbers, i.e. 1, 2, etc. as per the options in the drop down list. They may also be chosen by clicking on the drop-down list at the right of the field (preferred method). Use TAB to move from field to field. Any answers on a previous window corrected by clicking Previous and editing on the data. All questions in a window must be answered to proceed to the next. If an answer is not filled in on the questionnaire, the Missing option from the drop-down list should be chosen. To stop data entry, press Cancel on the window and then click Yes on the pop-up window Do you wish to stop data entry?
After the data for each household member has been entered, press Enter twice on the keyboard to enter data on the next HH member. Alternately press Enter once and then click on Add or New on the screen. Check all the HH members details on the screen before proceeding to the next screen. A detail can be adjusted by clicking on the relevant field and then correcting the data. When all the HH members details have been verified, Click Next to move to the section on HH properties and assets.
Tip: Each question should be filled in. if the response is missing in the questionnaire, then the appropriate Missing option should be selected. If any questions are left unanswered, the user will not be allowed to move to the next screen.
Anthropometric questionnaire
The ID number and gender of the first child under five years of age appears automatically on the screen. There are two options For the Birth day: Click on the drop-down tab on right, the drop down list appears but starts from 2009 and the user has to scroll until the appropriate year is found, and then choose month and date. Click on the year (2009) and type in the actual year of birth (e.g. 2005). Then click on the right-hand tab and choose the month and date. If the birthday does not correspond to the age provided in the HH members data (see above), the application will prompt for a correction of the birthday or the age provided in HH members data. If the birthday is not available, it should be left blank. For Age by months, enter the number of months. If the age does not correspond to the birthday, then the system will prompt for the correct answer. For height, enter the height in cm. Check the table in RIMS impact manual for minimum and max. ranges of height for age in months. For weight, enter weight in kg. from the questionnaire. After the data on the first child has been entered, Press Enter twice on the keyboard to move to the next child. After data on the last child in the household has been entered, Press Enter on the keyboard to complete the data Press Save on the screen to save the questionnaire and move to the next household for data entry.
Tip: If a child less than 5 years old appears on the first data entry screen, then the user will be prompted to input the childs weight and height in this section otherwise the questionnaire cannot be saved.
If the household has no children less than 5 years of age, press Save to move to the data entry screen for the next household.
DATA VERIFICATION
For verification and quality check, it is recommended that the entire set of questionnaires be re-input. A random sample of the questionnaires (5 to 10 per cent) can also be used and the values re-entered for the selected questionnaires. On the main screen, click Data re-entry A blank data entry screen will appear. Re-input all data from the questionnaires, beginning with questionnaire number and other identifiers; responses to the questions 1 to 9 and anthropometric data. After re-entering the data, click Verification on the main screen to verify if the re-entered data matches the original data.
A verification report is produced which displays the errors in data entry or re-entry (if there are any). The entry value and the re-entry value for each question is displayed with the differences in responses. Cross-check with the original questionnaire and edit the responses accordingly (see Data Correction below). Check the re-entry field in the report for differences with original data entry
DATA CORRECTION
To correct/edit data from any saved questionnaire:
After choosing the questionnaire, the data entry screen with the current values appears. Edit the required question. The edited value will get updated only after the user clicks on Next on each screen and reaches the last data entry screen, i.e. the Anthropometric Questionnaire, and then clicks Save on that screen. For example, if question no. 2 main source of drinking water is changed from (9) unprotected dug well to (10) unprotected spring, after making the change, the user clicks Next on the screen, and again presses Next on the HH properties and assets screen (questions 6-9) and then on the anthropometric questionnaire screen, presses Save to save the changes.
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GENERATING REPORTS
The RIMS software allows the generation of a number of standard reports for presentation or further analysis. From the main menu, click on Reports to display the Reports screen and options with regard to reports. For a first-time survey all reports will be in Normal mode. For a follow-up survey if the team wishes to analyse trends with regard to the previous survey results, then the Compare mode should be chosen. Results for only the follow up survey can also be generated in Normal mode. Types of reports: (More details in the respective sections) Household characteristics: This section includes reports on Household Head (gender distribution of HH head), Toilet Facility (distribution of different kinds of toilet facilities), Floor (different kinds of floors), Cooking Fuel (type of fuel used) and Drinking Water (sources of drinking water). Food Security: Number of households affected by hungry season (first and second) and the average duration of the hungry seasons. Assets and Production: Reports on types of Farming Tool used, distribution of Household Assets and Animal Ownership. Z-score Reports: Number and percentage of children below 5 who are below the -2 z-score for underweight children (weight for age), chronic malnutrition (height for age) or acute malnutrition (weight for height). PCA Report: This provides the relative wealth distribution of the sample (further details in the PCA section and in the final Notes section). Summary Report: The summary report provides details on a few broad indicators- households headed by women, literacy, access to safe water, access to safe sanitation, and child malnutrition.
Tip: Before generating any report, click Calculate PCA and Calculate z-scores on the bottom right so that the values are ready to be used in the various reports.
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Name of project and report type Number of respondents who answered yes for each value Number of valid responses Percentage of respondents who answered yes for each value
Note: The questionnaires with No Responses (listed at the bottom of the table) are not included in the calculations of the percentages.
The second page of the report contains the graphic representation of the results. Each group of valid responses is represented by a bar chart on the xaxis; the y-axis is the % of households (of all valid responses).
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Food Security
On the Reports screen, click on the radio button adjacent to Household affected and duration under Food security and then click Display report. The first page of the report presents a summary table listing the number and percentage of households that experienced a first and a second hungry seasons.
The second table lists, for the first hunry season, the number and percentage of households affected by duration.
The second page contains the same information for the second hungry season.
The percentage of households suffering from the first and the second hungry season.
The average duration of the first and the second hungry season.
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Z-score reports
The z-score reports signify the percentage and number of underweight children and malnourished children. The results are derived from the anthropometric values. The number of children below the -2 z-score for each measure displaying underweight children (weight for age), chronic malnutrition (height for age) or acute malnutrition (weight for height) is
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PCA report
The PCA report summarises the relative wealth of the community and displays the distribution of HH in numbers and percentages along five wealth quintiles (Poorest, Poor, Average, Rich, Richest). Click on the radio button next to PCA on the screen. Then click on Calculate PCA on its right to refresh the PCA calculations. Then click on the Display Report button to display the PCA report.
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The generated report displays the relative wealth of households. The first page displays the information in tabular form.
Wealth quintile Number of households in each quintile Percentage of households Number of female headed households in each quintile Percentage of female headed households
The second page displays the information as a graph. Number of households in each quintile along with the female headed households is presented on the graph.
Note: In most surveys the PCA report in Normal Mode would display households divided into five more or less equal quintiles. The movements among the quintiles are displayed when analysing a follow up survey in Compare Mode.
Summary Report
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The second page displays (separately for boys, girls and total): Acute malnutrition: Number and percentage of children that have acute malnutrition, i.e. a z-score below -2 in weight for height. Chronic malnutrition: Number and percentage of children that have chronic malnutrition, i.e. have a z-score below -2 in height for age. Underweight: Number and percentage of underweight children that have a z-score below -2 in weight for age.
The third page displays the same information for acute malnutrition, chronic malnutrition and underweight for children graphically, again for boys, girls and total.
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To navigate from one page to the other, click on Go to next page and Go to previous page arrows on the top toolbar. The reports can be directly printed from this page (by clicking on the Print Report button on the top menu).
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Features of the Compare Mode: The reports display the data from each survey separately (in adjacent and separate tables and graphs) for easy comparison. The PCA report uses data from both surveys- the quintiles in the new survey will be unequal signifying movements among the quintiles and changes in relative wealth.
Choosing a survey for comparison From the main menu, click on Tools and then on Open Surveys. From the browser, choose the two surveys- the two files from the baseline survey and the current follow-up survey. The First Survey should be the older baseline survey, and the Second Survey should be the new survey.
Tip: Exporting data to Excel in Compare Mode cannot be done. For exporting data into Excel, the user should export from each survey separately if further detailed analysis is needed.
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On the Reports page, the two surveys will be listed on the top of the screen under Survey Name.
Change the mode to Compare Mode Choose the report you wish to compare by clicking on the adjacent radio button (Click Calculate PCA and Calculate Z-Scores before generating any reports) Click on Display Report to produce the report.
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RIMS Guidance Manual: Tool for Data Entry and Analysis The report will show the results, as in the normal mode reports, but for both surveys.
Name of baseline survey (chosen for comparison) Results for baseline survey
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RIMS Guidance Manual: Tool for Data Entry and Analysis In the next two pages of the report, the results for both the current survey and the baseline survey are displayed in graphs. Name of baseline survey
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In page 1 of the report, the distribution of households in tabular form is given for both the old survey and the new survey.
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Z-scores:
The z-scores for the anthropometric measures are calculated based on the WHO growth standards (Second Set). Please note that the earlier software calculated the z-scores on the earlier First round of growth standards. Therefore the results may not be comparable between the old software and the new software. For old surveys also (if the baseline survey was analysed using the older RIMS software), re-calculate the z-scores (and all the other reports) using the new software so that the results for both the baseline and the follow-up survey are analysed using the same standards. The number of children indicated as malnourished is the number having z-scores lower than -2 compared to the WHO growth references for children of the particular age group. It should be noted that the software considers the children whose z-scores lie between -6 and +6. Data lying outside these ranges are not included in the calculations (these can be identified in the exported Anthro file- since the outliers are marked with a zero under the column Flag in the file) Z-scores are calculated on the basis of months; this is because survey teams often have problems identifying the birth dates of the children. Therefore only the age in months is sufficient for the anthropometric calculations. (Additional information on the effects of the updated WHO growth standards: The improved RIMS software incorporates the new international growth references. This means that the indicator values from baseline surveys done before 2007 with the previous software will not be directly comparable to indicator values calculated in the new software. To correct for this, any surveys being compared should be analyzed together in the new software. For those interested in the specific effects, the following is more detailed information from the frequently asked questions at the WHO website: http://www.who.int/childgrowth/faqs/en/
A notable effect is that stunting (low height for age) will be greater throughout childhood when assessed using the new WHO standards compared to the previous international reference. There will be a substantial increase in underweight rates during the first half of infancy (i.e., 0-6 months) and a
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PCA reports:
The methodology for the PCA reports has been improved in this version. The relative wealth calculations are performed within the software automatically (in the previous version projects had to extract data, calculate factor scores in SPSS and then generate the PCA report). This should greatly ease calculations and facilitate a more accurate and timely calculation of relative wealth. The methodology entails the following: First the factor scores for each asset is calculated; then the assets which have no variance are eliminated and the factors that explain most of the variance in the population are considered; households are assigned factor scores based on these factors; the households are arranged in order as per their factor scores; then starting from the lowest the households are divided into equal quintiles i.e. approximately 20% each of the sample. (In a few samples, a large number of households had the same factor score and therefore were not divided across the quintiles; in these cases the quintiles might be slightly uneven). All PCA reports should be calculated for earlier baseline surveys also again in the new software. As a general rule, all the reports should be generated for both the old and the new surveys (or compared in Compare Mode). There might be slight variations in numbers with the old software due to minor changes in the parameters used to measure different results. The results of the PCA report can be demonstrated with a follow-up survey, i.e. the changes in the relative wealth quintiles will be measured only in the Compare Mode choosing the old survey as the First Survey (Tools> Open Surveys> First Survey) and the new survey as the Second Survey (Tools> Open Surveys> Second Survey). The relative wealth report for the first survey would show equal quintiles again. But the second relative wealth report would show the changes in the quintiles, displaying how households in the different quintiles have moved.
Cleaning datasets:
If there are problems with report generation in the datasets please check and clean the datasets. It is convenient to export the data into Excel and cross-verify the answers. Dataset structure for old surveys: Sometimes the software may not be able to work with an old dataset. This is often due to file corruption or missing data. For old datasets that are not working (and if the software cannot open the dataset), please check the following inside the database (inside the Access database): Check that all the tables are present; in particular the following tables should be present and should be filled: HHCom, Surquestion, PCAOutput, Anthro. Problems that are often encountered include: missing households from Surquestion, or PCAoutput or HHCom. There might be incomplete data in one of the tables. Sometimes only one HH is listed in one or more of the tables. Check for child-parent relationship, i.e. all children listed in the Anthro table should have a corresponding entry in the HH schedule. Check to see that there are no missing values. The earlier software allowed for missing values, but this one doesn't. The software should automatically assign the "missing" value to a blank cell (e.g. 99 for question 1a, 9 for question 3.a) you will know what the code for missing values is from the data-entry screen (usually 9 or 99).
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INTRODUCTION
State the project goal and objective, as well as any other information on components of particular relevance to the survey. Refer to specific indicators relevant to the impact survey that will be used to measure the achievement of the goal, objective, or specific components. Implementing partners should also be noted. (Approximate length: two paragraphs.)
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RIMS Guidance Manual: Tool for Data Entry and Analysis B. Sample
Describe the methodology used to define the sampling frame, including the source of the data. The procedure for the selection of villages and clusters should be described, including the method used to select the random number. The method used for randomly selecting households within villages and clusters (i.e., household lists, random walk) should be detailed. The method agreed among the survey team for dealing with non-response households (or uncooperative children) should be noted. Any changes in the methodology outlined in the manual should be fully explained, and a rationale should be provided. Issues relating to the definition of the sampling frame, the selection of households, or the interview completion rate should be noted, and recommendations should be made to resolve these issues. (Approximate length: two paragraphs.)
SURVEY METHODOLOGY
Training
Note the length and the topics covered during training. (An appendix should include a more detailed agenda of the training programme.) (Approximate length: one paragraph.)
Data Collection
Summarize the survey experience related to the household questionnaire and the weighing and measuring of children. The total number of completed interviews should be provided, as well as an indication of the non-response rate. Quality control measures during fieldwork should be described, as well as any remaining concerns about the quality of the data collection. Any issues related to the anthropometric measurements should be described, particularly where health cards were not available and the age of the child had to be estimated. (Approximate length: two paragraphs.)
C. Household Composition
Provide the distribution of households by the sex of the head of household (custom Report, percentage of population), the average size of the household (i.e., the number of members; see custom report, distribution). The distribution by sex of children 0-59 months should be indicated. (Approximate length: one paragraph.)
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KEY FINDINGS
The standard reports contained in the RIMS application should be used as the basis for the analysis so as to allow for the eventual comparison of survey results. Graphs available in the RIMS application can be inserted into the report. Text should be augmented by tables
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Child Malnutrition
Use the Summary Report (or the three specific anthropometric reports) categories to present the three measures of malnutrition acute, chronic, or underweight reported for girls, boys and combined. Comparisons should be made with other surveys (e.g., Demographic and Health Surveys or Multiple Indicator Cluster Surveys, whether national, regional, or specific to the project area). Any anomalies should be highlighted and explained.
Food Security
An analysis of the food security situation in the project area should include the duration of the hungry season(s) (calendar months and number). Data with respect to the hungry season should be extracted from the Excel household data. The number of households that experienced a hungry season(s) during the previous 12 months should be provided, including as a percentage of total respondents and those respondents experiencing a second hungry season. The length and seasons (i.e., months) during which a hungry period(s) occurred most frequently should be described. The relationship between the hungry season and agricultural season should be analysed.
E.
Note: Issues revealed during the course of the survey that may relate to implementation of the project should be covered. Recurrent questions raised by communities about the project should be included. Issues vis--vis the implementation of the survey and the survey findings should be treated in a separate paragraph. (Approximate length: one or two paragraphs.)
APPENDICES
Appendix 1 Appendix 2 Survey Team Villages/Clusters Visited
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