Data Processing Presentation US Census Office

Quality Control Data Processing Operations Scanning data capture and quality assurance Quality in the Data Process Geoffrey Greenwell, Data Processing Advisor IPC Quality in the Data PROCESS P-R-O-C-E-S-S Personal Process Automated Process Conceptual Overview P-R-O (TQM) P ersonal Commitment to Excellence R eject Cynicism or Satisfaction O wn the process C-E-S-S (Six Sigma, Lean Manufacturing) C areful Design E valuate Continually S hift Perspectives S helf Life Conceptual Overview Form Flow Information Exformation Data Entry Manual Scanning Edits Structure Pre-edit Consistency Tabulation controls Data Archive Form flow •Flow Charting is a fundamental tool for careful design •Flow charting is the mapping of the process •A flow chart is defined as a pictorial representation describing a process being studied or even used to plan stages of a project Flow charts tend to provide people with a common language or reference point when dealing with a project or process deming.eng.clemson.edu •EXAMPLE •Process Flow Chart- Finding the best way home •This is a simple case of processes and decisions in finding the best route home at the end of the working day Primary Symbols Form Flow Software for flowcharting: •ABC Flowcharter •Visio •Corel Flow •(Microsoft word has basic flow chart symbols) Form Flow External information flow Exformation All the processes involved in managing questionnaires and producing progress reports Paper Flow Internal information flow Information All the processes involved in managing the electronic processes and producing FEEDBACK Data flow Ex-Form Flow Look at the “nodes” In this case, the exchange of forms is a “pressure drop.” 2A 2C 2B Field office to data entry center Center to Date entry group supervisor Supervisor to data entry person Problems/trouble shooting Storage Retrieval Ex-Form Flow Every node is a potential loss of control in the process Ways to control: •Operational control forms (electronic systems) •Progress reports •Assign responsible persons Edit Flow Consolidate I Verified Files II Structure IV PreTabulation II PreConsolidate Data Processor III Consistency Statistician Data Processor Analyst Structure Edit Controls: • Performed after verification • Control totals used to check completeness – File totals compared with manual counts • Corrections done with questionnaires • Limit checks to rendering questionnaires clear enough for computer processing (processability) only Pre-edit Consolidation Controls: • Follow pre-established geographical priorities • Check control totals • Use operational control data base • Avoid geographic coding (geocode) conflicts in joining files Consistency Edit Controls: • Develop consistency specifications • Prioritize variables • Monitor corrections • Use control tabulations • Re-run output file Pre-tabulation Consolidation Controls: • Consolidate to facilitate tabulation • Check control totals for each record type • Use standardized forms for operational control • Avoid geocode conflicts in joining files Tabulation Controls: • Computer Program Specifications • User Approval of Tables • Tables Grouped by Characteristics • Tables Checked Against Control Totals • Control Tables Show Weighted and Un-weighted Numbers • Geographic Subtotals Match • Standardized Control Forms for Production Control • Final Table Review • Data Dissemination to User Community Data Archiving Data and Metadata metadata are often called "codebooks“ Metadata is the data which defines the data http://www.icpsr.umich.edu/DDI/ORG/index.html DDI-Data Documentation Initiative The definition of an international standard to define Metadata in the social sciences Data Archiving The DDI defines a hierarchy of information related to a Census or survey The DDI defines these by using XML (Extensible Mark up language) XML defines document tags much the same way as HTML Example of Codebook Structure: http://www.icpsr.umich.edu/DDI/CODEBOOK/codedtd.html Data Archiving NESSTAR is an example of a web based distributed DDI compliant system Data Archiving All processes need to be documented This includes: Codebooks Data entry manuals Program documentation Edit programs Imputation rules Tracking/process manuals Final Concepts Lean Manufacturing: A quality control system for monitoring process flow Six Sigma: A statistical system developed by Motorola to establish process problems and error tolerances and methods to correct Final Concepts Lean Manufacturing: •Workplace organization •Standardizing work/work stations •Division of labor to increase process flow •JIT-Just-in-Time delivery •Pull systems Six Sigma: •Means six deviation tolerance for error: 3.4 error events out of one-million •Measurement (quantifiable) system for process improvement Final Concepts Conceptual Summary P-R-O (TQM) Personal Commitment to Excellence Reject Cynicism or Satisfaction Own the process C-E-S-S (Six Sigma, Lean Manufacturing) Careful Design (Flow Charts) Evaluate Continually (Six Sigma) Shift Perspectives (Lean Manufacturing) Shelf Life (Data Archive) From John Henry The man that invented the steam drill Thought he was mighty fine But John Henry made fifteen feet The steam drill only nine, Lord, Lord The steam drill made only nine John Henry hammered in the mountain His hammer was striking fire But he worked so hard, he broke his poor heart He laid down his hammer and he died, Lord, Lord He laid down his hammer and he died