Master Data (Test)

Master data contains the basic characteristics of a panelist as specified by the panel administrator. It is stored independently from projects and is permanently available, e.g. for evaluation purposes or for creating subpanels (“groups”).

Before you start

Please mind:

• Up to at most 2,800 master data per installation can be created.
• The maximum number of master data which are available on a specific installation depends on various factors, as e.g. type and size of the master data created, the content stored in them and the number of characteristics. The maximum number of available master data may be lower than 2,800.
• In particular, it is recommended to use not more than 300 master data of type “Text”, and to carefully select the smallest possible size range for these. Text variables need considerably more storage space than other types. Therefore, if you use more text variables, both the available storage space and the maximum number of variables which can be created will get smaller.
• The number of master data affects the performance of the panel. The higher the numbers, the slower the panel installation will be. If any master data are not needed anymore, make sure to export and store the values contained therein and then delete the redundant variables.
• The consistency of master data is of fundamental importance for your panel. Therefore, only one change process can be executed at a time (e.g. creation of a new master data, change of data type or size, deletion or automated creation in context of master data allocation). If you try to trigger a change while another process is still running (e.g. started by another user), EFS will ask you to repeat the action at a later date.

Master Data Overview

If you open the People → Master data menu, an overview of all existing master data is opened. The table contains the following information for each master data variable:

• Variable: Variable name.
• Title: This column contains the names of the master data. Clicking on a title will open the entry form in which you can edit the respective master data item. Tips on choosing titles are given in the “Master data nomenclature” section below.
• Variable type: The following variable types are available:
  – Standard: Master data that was manually created or generated by import.
  – Recoded: Master data that was generated by recoding.
• Data type: Indicates which type of data can be saved in the master data item.
• Characteristics: The number of characteristics (answer categories) relating to master data of the type “Integer”. When you scroll with the mouse over the question mark icon, the characteristics will be listed in a popup window.
• Created: Creation date.
• Last change: The date of the last change.
• Category: Master data can be sorted by categories in order to make them more

  manageable.

• Survey allocations: The existing survey allocations of each master data are listed. By clicking on the number of allocations you will get to a list of the allocated surveys.

• Only in panels with Social Insight Connect: SINC allocations: The existing SINC allocations are listed as well. By clicking on the number of allocations you will get to a list of the allocated language versions.

The contents of the overview can be exported. Excel and CSV export is available, as usual.

Display

By default, the master data are displayed in the preset order. You can change the sort order of the table, though, by clicking on the column headers.

The View function allows you to display or hide table columns as required.

As usual, simple and extended search are available as well. Using extended search, you can search the list for a variable name or title, you can restrict it to master data with a specific data type or master data assigned to a specific master data category.

Actions

The following actions may be applied to individual, multiple, or all master data:

• Add to category: Makes it easier to assign master data to a particular master data category.
• Delete: Initiates the process for removal of master data.

In order to apply an action, first tick the “Actions” checkbox of the relevant master data, then select the desired action from the drop-down list and confirm with Execute.

Alternatively, you can also use the options “Mark all master data on this page” or “Mark all master data found”.

Creating New Master Data

There are different ways to create new master data:

• Manually: This process is explained below.
• By mass import: This process is suitable for creating several new entries in the master data, especially when a list of the desired master data already exists, e.g. in MS Excel.
• Automatically when allocating project variables and master data variables.

Creating master data manually

Clicking on the Create master data button will open the entry form that allows you to create new master data.

1. Enter the variable name. It must start with m_ or md_ and must not exceed 20 characters in length. If you do not specify a variable name, a variable name will automatically be assigned by the system.
2. Enter the title.

1. Select the master data type and size range.
2. Select the appropriate master data category.
3. Confirm by clicking on Create.

Creating answer categories for master data of the “Integer” type

For master data of the “Integer” type, further steps are required to complete the operation:

Answer categories must be created. Please proceed as follows:

1. After saving, the section for creating the answer categories will be displayed. Enter the first answer category (in the example shown, code = 1, answer category = yes) in the line “New”.
2. Confirm by clicking on Save.

3. Enter the second answer category (in the example shown, code = 2, answer category = “no”) and confirm by clicking on Save.

4. Check the result in the Master data codebook: The master data variable titled “Smoker” will appear there with the different answer categories and codes.

If you want to modify or expand the answer categories at a later stage, first open the edit dialog of the master data item, then click on Edit answer categories to open the modifiable input fields.

Sorting Master Data by Categories

You can sort master data by categories in order to make them more manageable, especially in panels with large amounts of master data.

Managing master data categories

The dialog for managing the master data categories is opened via the Manage categories button in the master data overview.

The overview table lists all existing categories, including their IDs, titles, descriptions and number of assigned master data. In a new panel, there’s only a “Default” category, which cannot be deleted. All master data are assigned to it per default.

Via the Create category button, you can open a dialog which allows to create new categories. All you need to enter is category title and description.

To edit existing categories, use the icons in the “Actions” column:

• Edit category [Name]: You can change the title and description of a category, via the same dialog that was used for creating the category.
• Delete category [Name]: If you click on the icon and confirm the pop-up message that follows, the respective category will be removed.

Assigning master data to categories

You can assign master data to categories

• via the „Assign category“ action in the master data overview. This is recommended if you want to assign several master data at once.
• via the editing dialog of a master data. This is recommended if you want to change the assignment of a specific master data.

Quick Changes to Master Data Labels

The labeling of master data is done to aid internal orientation: Whenever you work with master data, e.g. when defining a master data filter or a quota, labels will be output in the codebook and export function.

The quick change function allows you to change the labeling of your master data variables quickly and easily. This is particularly helpful if you have created your master data automatically, when preparing the master data allocation for a project: This operation uses the question texts and labels from the questionnaire as master data labels. However, these are often too long or not in the right order and do not conform to the desired nomenclature. Please proceed as follows:

1. Click on the Quick change labels button in the People → Master data menu. The following entry form will be opened.

2. The entry form shows all the master data that has been created in the system: The first part of each line contains the master data variable, which cannot be changed. After the separator, you will find the title that serves as a label. Change the label as desired.

3. Lastly, click on the Submit button.

Editing the labels externally

You can also edit the master data labels externally in MS Excel:

1. Click on [tab] in the “Choose a separator” row. The first and second column will now no longer be separated by a semicolon but by a tab character.
2. Highlight the content of the window.
3. Copy the content of the window to MS Excel (under Windows, you can press Ctrl-C).
4. Edit the labels in MS Excel. After that, copy the changed data back to the window and confirm by clicking on Submit.

Mass Import of Master Data

You can create master data including the related answer categories by means of mass import or by copying out master data that have already been created in a special format, editing them externally and then reimporting them. This is particularly helpful if you already have a list of the planned new master data and answer categories in Excel.

Deleting data by means of mass import is not permissible because the risk of accidental data loss is too high. If you wish to delete master data or answer categories, please perform the operation via the user interface.

Formatting import data

1. Formatting master data

The following format should be used:

item;master data variable;title;data type;order;category ID

Example:

item;md_001;Birthday;int;2;5;3

This sample master data item is used to save the date of birth. The variable is “md_001”, and it is labeled “Birthday”. The data type is “integer”, i.e. a whole number. The field has 2 digits. The order of the master data is such that date of birth is in position 5 and belongs to the category with the ID number 3.

2. Formatting answer categories

The following format should be used:

r_cat;master data variable;code;title;

Example:

r_cat;md_001;Birthday;0;Please select

This sample answer category belongs to the variable “md_001”, in which the birthday is saved. The answer category has the code “0” and is labeled “Please select”, i.e. it is the defaulted field in a drop-down list that prompts the panelist to set the correct date.

Performing the import

1. Open the People → Master data menu.
2. This will open the overview of the master data. Instead of manually creating new master data, click on the Mass-import master data button.

3. Select the desired separator.

4. Usually, default master data and answer categories will already be available. Add the new master data and answer categories in the correct format. If you have created an Excel table, transfer the content, but not the column labels, using copy & paste.
   
   

   

5. Confirm by clicking on Import.

6. At the beginning of the import operation, the entries are checked for the following errors:

   – Is the master data correctly named according to the “m_number” convention?
   – Does the type and size information match?
   – Does a master data variable already exist? You cannot create another variable with the same name (e.g. m_15) as an existing one.

   – Does each row have exactly five columns? You should also make sure that there is no empty row at the end in the import window.
   
   

7. If the data is error-free, the master data will be created. Otherwise, an error message will result.

Editing and exporting master data by means of the mass import function

Master data and answer categories that have already been created will be output in the input field and can then be edited. External editing is also possible:

1. Copy the content of the input field into Excel.
2. Should Excel copy the data into a cell instead of formatting it correctly, select Data → Text to Columns. Choose the data type “Delimited”, and confirm by clicking on Next.
3. Choose the separator, and confirm by clicking on Next again.
4. Check the display, and then confirm by clicking on Finish.

Changing the Order of the Master Data

You can specify the order in which master data should normally be displayed in the admin area. To do so, click on the Change order button in the People → Master data menu.

• You can define the order yourself. To do so, enter the desired numbering in the “Order” field, and confirm by clicking on Save (see the following figure).
• You can sort the master data in a panel or master data survey by means of the associated variables. To do so, click on the Sort by project questionnaire order button. Select the desired project and then confirm by clicking on Submit.

Deleting Master Data

You can remove master data by activating the corresponding “Delete” checkbox in the master data overview and confirming with Save. Please note that already recorded information and information stored in these master data are irrevocably deleted and are no longer available for future searches in the panel, group forming or evaluations.

This can also damage functions which access master data such as recodings.

• Therefore, a list will be output when deleting master data, in which you can see whether the master data are still being used. This covers normal recodings and lookup recodings, filters in surveys, the grouping filters, update rules and panel settings. In the column “Usage” you can see which function has access to the master data. The traffic-light icon in the column “Status” shows, whether another conjunction exists (red traffic light icon).
• The check does not cover formel recodings.

Tracking Changes of Master Data

Master data administration includes a logfile which keeps track of changes made to the master data variables. This allows you, for example, to easily identify and track any changes made by other users.

To view the change history of your master data, open the People → Master data → Master data logs menu. The overview table lists all changes along with their respective dates, the variables concerned, the responsible user, and the types of operation performed.

Via the Detail view icon, you can access the details of a particular change.

Recoding Master Data

You can recode existing master data in order to generate new master data variables that are more compact. For example, you can recode a master data variable titled “Year of birth” into a variable titled “Age group”, with various characteristics such as “Teens”, “Adults” or “Senior citizens”. The master data gained by recoding can be used, for example, to create groups. When creating a group, apply the master data filter, and select as the filter criterion the desired code of the recoded master data variable.

During master data export, the variable generated by recoding will be included in the data record just like any other master data.

There are different ways to recode master data:

• Characteristics of a master data variable can be rearranged.
• A recoding can be calculated, based on the values of one or several master data variables.
• So-called table-based recoding is performed using a table (“lookup”) containing a list of all possible values as well as the allocation of the destination values.