CHAPTER 7

Using The Survey Analyzer - ISM Client
              with the Internet Survey Machine

1. Download Survey & Respondent data from webserver
2. Graph, preview, and print survey analysis
3. Review and change respondents answers
4. Print and Export the respondents answers
5. Validate and Void the respondents answers
6. Locate specific respondent’s survey answers
7. Reset - Initialize an entire survey database

The Four Steps to Processing Internet Survey Respondent Data

1. Download the jdb file created by the Internet Survey Creator
2. Convert the jdb file to a Survey Said sdb file (Survey DataBase)
3. Download the Posting file that contains respondent's answers
4. Process the raw posting file into the Survey Said database

Step 1 - Downloading the jdb file

Step 1 - Downloading the jdb file. This step retrieves a survey question database. This step only needs to be done once for each survey, however, if the survey is changed on the webserver, it will need to be downloaded again. The jdb file will be used by the Survey Analyzer to create a survey database the respondents' answers can be processed into.

To Download the jdb file:

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Download JDB
3. Enter the Username (is case sensitive on some web servers)
4. Enter the Password (not case sensitive on any web servers)
5. Enter the domain name of the webserver hosting the survey
6. Enter the cgi directory for Internet Survey Administrator
7. Click on the Authenticate button on this dialog form
8. Once logged on (authenticated) click on the Browse button
9. Next click on the Drop down list box to select the survey
10. Now click on the Download button to display the "Save As..."
11. Next select the save directory (do not change file extension)
12. Wait until Downloaded:..... message appears below drop down box
13. Now Close out the Directory of Survey Said Java (JDB) Surveys form

Step 2 - Convert jdb file to sdb file

After the jdb file has been downloaded, it is used to generate an sdb file that can be used to process and store respondents answers. This step also only needs to be done once for each survey, however, if the survey is changed on the webserver, it will need to be downloaded and converted again. The jdb file will be used by the Survey Analyzer to create a survey database the respondents' answers can be processed into.

To Convert jdb file to sdb file:

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Convert a JDB
3. Select the name of the jdb file to be converted
4. When the Survey Said Java Survey File Conversion form
   appears, click on OK if directory and filename are acceptable
5. A status dialog box will appear showing the sdb creation progress
6. When the sdb file is created, the status dialog will close

Note: Each survey is a self contained set of files including:

• filename.SDB (survey questions and option settings)
• filename.RDB (non verbatim responses, verbatim pointers)
• filename.TDB (verbatim, multi-field, and ranking responses).

Step 3 - Download the Posting file

The Posting File is a Flat ASCII file that is created on the webserver by the Internet Survey Administrator to collect the respondents answers for a particular survey. This file needs to be downloaded so it can be processed into the Survey Said database.

To Download the Posting file:

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the desired survey and click on OK
   This is the survey that was created in Step 2
4. Click on the Internet menu item and then select
   Download Postings to display Authenticate form
5. If currently logged on go to instruction #11 below
6. Enter the Username (is case sensitive on some web servers)
7. Enter the Password (not case sensitive on any web servers)
8. Enter the domain name of the webserver hosting the survey
9. Enter the cgi directory for Internet Survey Administrator
10. Click on the Authenticate button on this dialog form
11. Once logged on (authenticated) click on the Browse button
12. Next click on the Drop down list box to select the survey
13. Now click on the Download button to display the "Save As..."
14. Next select the save directory (do not change file extension)
15. Wait until Downloaded:..... message appears below drop down box
16. Now Close out the Directory of Survey Said Java (JDB) Surveys form

Step 4 - Process the raw posting file

The Posting File is a Flat ASCII file that is created on the webserver by the Internet Survey Administrator to collect the respondents answers for a particular survey. This file needs to be downloaded so it can be processed into the Survey Said database.

To Process the raw posting file:

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the desired survey and click on OK
   This is the survey that was created in Step 2
4. Click on the Internet menu item and then select
   Process Postings to Import Post Response Data
5. Select the appropriate POS file that is to be imported
   into the Survey Said database that is currently open
6. Answer the question concerning multiple submissions
7. If the respondent data passes the range and value
   select Yes to import the data or No to cancel import.
8. The respondent data is now ready for analysis or export

Multiple Submission Checking and Handling Options

Survey Said has the ability to detect multiple submissions of surveys based on the TCP/IP address of the computer it received the posting from. The Survey Said cgi script (ssweb) captures the TCP/IP address when a posting (respondent’s answers) is received upon the respondent clicking the Submit button at the end of an HTML form. The Internet Respondent (Survey Said Java Applet) additionally provides the TCP/IP address of the submitting computer. The TCP/IP address acquired by ssweb and the TCP/IP address acquired by the Java applet appear in the pos file as illustrated in the following example.

Survey responses for Airline questionnaire!

IPS=199.53.54.99&QS2=1&QS3=2&QS4=2&QS5=3&QS6=3&QS7=4&QS9=5&QSP30=&QSP36=&....(Uses 199.53.54.99)
IPS=199.53.54.100&IPA=199.53.54.101&QS1=3&QS2=4&QS3=4&QS4=3&QS5=4&QS6=5&.....(Uses 199.53.54.101)
IPS=199.53.54.100&IPA=127.0.0.1&QS1=2&QS2=5&QS3=4&QS4=3&QS5=3&QS6=2&.........(Uses 199.53.54.100)
IPS=199.53.54.99&QS2=1&QS3=2&QS4=2&QS5=3&QS6=3&QS7=4&QS9=5&QSP30=&QSP36=&....(Uses 199.53.54.99)

Survey Analyzer Main Screen

Review Respondents Answers

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the desired survey and click on OK
4. Pull down the Edit bar and click on Respondent’s Answers
5. Click on the scroll bar to locate the specific
6. respondent number or use the search facility
7. Click on the Review Answers button (top right)
8. The Survey Question Review form will appear
9. Use the Next and Previous buttons to navigate
10. Answers may be changed by making new selection
11. When finished reviewing a specific respondent
12. Click on Close - Moving to another respondent or
13. closing the Edit Respondent’s Answers screen
14. will ask for confirmation of any changes made.

Print a Respondents Answers

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the desired survey and click on OK
4. Pull down the Edit bar and click on Respondent’s Answers
5. Click on the scroll bar to locate the specific
   respondent number or use the search facility
6. Click on the Print Answers button (far right)
7. Select Margins, Fonts & Size, Option, etc.
8. Click on OK to print or Cancel to Abort print

Void a Respondents Answers

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the desired survey and click on OK
4. Pull down the Edit bar and click on Respondent’s Answers
5. Click on the scroll bar to locate the specific
   respondent number or use the search facility
6. Click on the Void Response button (far right)
7. Although the Current Respondent Information
   fields has changed to Void, the record is not
   actually Voided until the confirmation message
   is answered when the form is closed or a new
   respondent record is selected or retrieved.

Export a Respondents Answers

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the desired survey and click on OK
4. Pull down the Edit bar and click on Respondent’s Answers
5. Click on the scroll bar to locate the specific
   respondent number or use the search facility
6. Click on the Export Answers button (far right)
7. The Export Survey Data form will appear
8. Select the appropriate options on right side of form
9. Click on OK to Export or Cancel to abort the export

Validate All Respondents Answers

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the desired survey and click on OK
4. Pull down the Edit bar and click on Respondent’s Answers
5. Click on the Validate Answers button (far right)
6. All respondent’s answers will be validated for
   range and length depending on question type
7. Caution - if any invalid answers are found, a
   prompt is issued to Void the Respondent’s
   entire survey - NOT just the invalid answer!

Resetting the Survey Database

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the desired survey and click on OK
4. Pull down the Edit bar and click on Reset Survey database
5. Two Warning Messages will be given that all of the respondent’s answers in this survey are about
   to be deleted. To continue, answer yes to both.
   

Performing Analysis And Printing Reports

The analysis selection from the main screen offers six options; Frequency, Banner, Cross Table, Ranking (as 2-way Frequency), Multi-Field (as 2-way Frequency and Verbatim) and Verbatim. You may select a different analysis type once the Analysis form appears for any of the numeric analysis.

Percent Calculations
The percent values that appear on reports when either Previewed or Printed can be calculated on eligible respondents or only respondents that answered the question.

Printing Averages and "Top Two Box"
When printing a Frequency Analysis report, an option box is available to print the Averages and the total count for the top two choices. The administrator must specify which two choices for each of the applicable question types the top two choices are. Either the first to choices (1 & 2) or the last two choices (i.e. whatever the interval is set to and the interval - 1 choice).

For Frequency analysis, eligible respondents is the number of respondents that met the category and respondent settings. Only Respondents that answered is the total number of respondents that actually gave an answer for the question.

For a Banner and Cross Table analysis, the primary question percents are processed similar to Frequency percents. However, eligible respondents for the secondary question’s percent also requires that the Primary question is answered. Only Respondents that answered is the total number of respondents that actually gave an answer for the secondary question. This also requires that the primary question be answered. The tertiary question of a cross table follows the same pattern. Eligible respondents pass all tests up to and including having answered the secondary question. Only Respondents that answered the question is the sum of the respondents that actually answered all questions and met the category and respondent ID settings.

For Ranking and Multi-Field analysis, eligible respondents selected at least one answer for the question. However, they may not have ranked all items or filled in an answer for all fields in a multi-field question. Only Respondents that answered the question are considered for each possible answer.

Note: Multiple Choice of Multiple Answers can have percents reported that greatly exceed 100% when summed for all possible answers to a question. This is because the total is based on respondents and each respondent can select multiple answers.

Frequency

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the desired survey and click on OK
4. Pull down the Analysis bar and click on Frequency
5. Select Graph, Preview or Print the analysis
6. Note: All appropriate questions are automatically selected

Banner

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the desired survey and click on OK
4. Pull down the Analysis bar and click on Banner
5. Identify a primary question and click on Select Question
6. Repeat procedure for up to four additional dependent questions
7. Select Graph, Preview or Print the analysis

Cross-Table

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the desired survey and click on OK
4. Pull down the Analysis bar and click on Cross Tabs
5. Highlight a primary question and click on Select Question
6. Repeat for secondary and tertiary questions
7. Select Graph, Preview or Print the analysis

Ranking

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the desired survey and click on OK
4. Pull down the Analysis bar and click on Ranking - Frequency
5. Select up to 5 ranking type questions to be analyzed
6. Select Graph, Preview or Print the analysis

Multi-Field

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the desired survey and click on OK
4. Pull down the Analysis bar and click on Multi-Field (Numeric)
5. Select up to 5 multi-field numeric type questions to be analyzed
6. See note below to set the Grouping Interval for Multi-Field questions
7. Select Graph, Preview or Print the analysis

Verbatim

Once the keyword list is built, an analysis can be performed. The analysis can be Previewed, Graphed or Printed. Verbatim analysis options include "Count Multiple Instances" and "Word Boundary". If the Count Multiple Instances check box is checked, then all occurrences of the keyword or phrase are counted in a respondent’s answer. If Count Multiple Instances is not checked, then if the word or phrase is found, it is counted only once per respondent per question, even if it appears several times in their response.

The Word Boundary option is useful for distinguishing between complete words versus a word within a word or a number within a number. An example of a word within a word would be die and diet. Suppose die were in the keyword list, and a respondent used the word diet in their answer If Word Boundary is checked, die would NOT be counted as an occurrence. If Word Boundary is not checked then die would be counted as being found and cause the frequency count to be incremented by one. Another example would be counting the occurrences of numbers. Suppose an answer could range from 1 to 10 for a multi-field question type. If word boundary is NOT checked, the analysis will find and count a 1 in an answer of 1 but it will also find and count a 1 in the answer of 10. When doing verbatim analysis on numeric answers, Word Boundary should probably be checked.

To perform Verbatim analysis on survey response data and generate the corresponding reports:

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the desired survey and click on OK
4. Pull down the Analysis bar and click on Verbatim
5. Select either Comments or Open Ended questions
6. Select a Question(s) if Open Ended analysis was specified
7. There must be some keywords in the Verbatim Analysis Keywords list box
8. This list can be built automatically by the Survey Analyzer by clicking on the Build Keywords button, Input manually, or retrieved from a previously saved keyword file.
9. Select options for Instances Count, Word Boundary, and Keyword alphabetic Sorting
10. Select Graph, Preview or Print the analysis

Open Ended Analysis Screen (Verbatim)

Copying And Pasting Tables And Graphs

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the desired survey and click on OK
4. Pull down the Analysis bar and click on the analysis of choice
5. Set options for desired analysis
6. Click on Preview
7. Decide whether all text or a portion should be copied to clipboard
8. If not all, drag cursor over text to identify portion to be copied
9. Click on edit
10. Choose Copy Selected Text or Select All and Copy
11. Text sent to clipboard
12. Run application software to be pasted to Select Paste

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the desired survey and click on OK
4. Pull down the Analysis bar and click on the analysis of choice
5. Set options for desired analysis
6. Click on Graph
7. Select the graph form options to produce the graph to copy
8. Select Print on the Analysis Graph form, Print Options form will appear
9. Click on the Send to Clipboard option on the Graph Print Options form
10. Click on OK and the graph will be sent to the Windows Clipboard
11. Run application software that is to receive the Survey Said Graph
12. Select paste - the graph should now appear in the application’s screen

Printing Survey Options

The Print Respondents option allows all respondents to be printed in a survey format. The main and sub categories can be specified as well as the respondent’s ID, allowing for subset control of the data.

To print all respondents:

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the desired survey and click on OK
4. Pull down the Print bar and click on Respondents
5. Select question Print Range - initially set to all
6. Choose a Font Name and Size
7. Set margins using the scroll bars next to the paper
8. Set margins using the scroll bars next to the paper
9. Select Report Categories if desired
10. Click on Print Return Address if desired
11. Click on Keyword instead of question text if desired
12. Click on Keyword instead of question text if desired

The Print Comments and Open Ended option generates a report of all verbatim comments and responses for all respondents in all main and sub categories. If no comment or response was provided by the respondent their ID is not printed. Specific categories may also be selected to restrict the report to fewer responses. Individual open ended questions can be selected for verbatim reporting as well as selected categories.

The Verbatim responses can be segregated by a single choice of multiple answers question type. This allows the answers to be sorted out by age or gender or some other answer. Possible questions to be used for sorting are available in the Grouping pull down list box.

To print verbatim comments and open ended responses:

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the desired survey and click on OK
4. Pull down the Print bar to Verbatim
5. Click on Comments or Open Ended as desired
6. For open ended, select the desired questions
7. Optionally, select a question for grouping responses
8. Select categories to restrict responses or choose all
9. Select Font Name and Size
10. Set margins by clicking on Spin command buttons
11. Select Print Address if desired
12. Click on OK to start print the verbatim responses

Export Options

Export Respondents Answers

The Export Survey Data option creates an ASCII file, which is TAB delimited, for import into target applications such as spreadsheets and databases. The order of the fields in this file are:

1. Answers to questions starting at number 1

2. Comments

Once the data has been imported into a spread sheet or database its query and report writing capabilities may be used to enhance data analysis. To effectively make use of this option you will need a working knowledge of the target application and the format of the export data file created by the Survey Analyzer program. The Survey Analyzer program will automatically generate a path and a file name with an appended extension of EXP. If there are multiple choice of multiple answers in the survey being exported, you may elect to have the multiple choice responses compressed into a single number or expanded into multiple comma delimited fields. See the Additional Information section.

To Export Survey Data Into Target Applications:

1. Start Windows
2. Double click on the Survey Analyzer program
3. Pull down the File bar and click on Open A Survey File
4. Select the survey response data to be exported and click OK
5. Pull down the Export bar and click on Export Survey Data
6. Select Categories and Respondent ID
7. Choose Export Options and Click on OK
8. Pull down File bar and click on Close A Survey File
9. A copy of the survey data now resides in a file named filename.EXP

Getting Survey Said Data Into Other Applications

The following scenario details how the exported Survey Said survey data would be imported into Microsoft EXCEL. Similar procedures would be followed to import the data into other databases, spreadsheets, and statistical analysis packages. Survey Said data does not have to be imported into the optional Survey Stats package, because it directly reads the Survey Said native database.

To import survey data into target applications:

1. Run the target application (i.e. MS EXCEL)
2. Pull down the File option and click on Open of the EXCEL menu
3. Select the survey file that was created using the Survey Analyzer; Export - Survey Data option. This is by default the filename.EXP file.
4. Once opened, EXCEL will prompt for additional information on how to interpret the file's structure. Click on Delimited.
5. Click off TAB (which gets set by default) and click on Comma. This instructs EXCEL to process the exported Survey Said respondent data as Delimited - Comma.
6. Click on finished, and the data will appear in cells of the grid structure of a spreadsheet.

Additional Information

1. If survey data are to be exported and then imported back into a survey file, both the numeric and verbatim responses must be exported and the multiple choice answers must be expanded.
2. For multiple choice of multiple answers, the data are exported to an ASCII text file as in the following example. The column Answers Selected shows the actual multiple choice answers the respondent selected. The Answers Compressed column shows the compressed value in the export file. If the Compress Multiple answers options was not selected on the Export Data form, the export data ASCII file would contain the numbers shown in the Answers Expanded column. Note the following example had the rating interval set to seven and therefore seven digits are expected regardless of whether no answers were selected or all answers were selected.

Answers                Answers
Selected               Expanded

    1               1,0,0,0,0,0,0
    2               0,1,0,0,0,0,0
    3               0,0,1,0,0,0,0
    4               0,0,0,1,0,0,0
    5               0,0,0,0,1,0,0
    6               0,0,0,0,0,1,0
    7               0,0,0,0,0,0,1
    1,2             1,1,0,0,0,0,0
    1,3             1,0,1,0,0,0,0
    1,4             1,0,0,1,0,0,0
    1,5             1,0,0,0,1,0,0
    1,6             1,0,0,0,0,1,0
    1,7             1,0,0,0,0,0,1
    3,6             0,0,1,0,0,1,0
    1,3,4,6         1,0,1,1,0,1,0
    1,2,3,4,5,6     1,1,1,1,1,1,0
    1,2,3,4,5,6,7   1,1,1,1,1,1,1

In the following example question 5 and question 8 have been defined as multiple choice questions. Questions 5 shows choices 1,3,4 and 6 were selected. Question 8 shows choices 1 and 6 were selected.

Example:

4,3,1,7,1,0,1,1,0,1,3,6,1,0,0,0,0,1,0,5,3,4,1

          Expanded         Expanded
          answers          answers

When response data are output to an ASCII file the following rules apply; If multiple choice answers are NOT compressed, then each multiple choice answer will always contain a digit for each possible response. For example, interval = 7 then 7 digits are output to the file, even if all seven possible answers are not selected. Also note that answers "read" from the left being the first option and the right most being the last option defined. Below are some additional examples.

Multiple choice questions showing expansion

Interval   Answers Selected       Answers Expanded

   2              1                  1,0

   2              2                  0,1

   2              1,2                1,1

   3              1,3                1,0,1

   4              1,2                1,1,0,0

   4              1,2,3,4            1,1,1,1

   6              1                  1,0,0,0,0,0

   6              1,3,5              1,0,1,0,1,0

   7              1,4,7              1,0,0,1,0,0,1

   7              1,2,3,4,5,6,7      1,1,1,1,1,1,1

3. Use single line TAB delimited to export to another package.

4. Use multiple lines for responses for ease of reading.

Import Options

Import A Survey Said Survey

The Import Survey File option, imports survey data from a survey created by the Survey Creator program. The file extension is .SDB. It is used to consolidate multiple survey files, typically when multiple stand alone PC’s are collecting respondent information for a single survey. When the survey file is first created (and void of responses) it is copied to the PC’s which will be collecting the respondent’s answers via the Survey Respondent program. Once the survey file is populated with answers, it can be copied back to the PC which is to have the consolidated survey data file. When copying the file to the PC where it is to be analyzed, be sure to copy it to a different directory or copy it to a file with a different name, so as not to overwrite the master survey file. To import a survey file:

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the survey to receive the data and click on OK
4. Pull down the Import bar and click on Another Survey Said Survey
5. Select the appropriate survey file to import
6. Click on OK
7. Click on OK Merge on the Merge Survey Data form

Import ASCII Survey Responses

This option consolidates survey data from a flat ASCII file with a survey file created by the Survey Analyzer program. The format of the ASCII import file is TAB delimited. It allows flexibility regarding the source of survey data. When an ASCII file is imported to a survey file, it must pass two integrity tests. The first test checks the entire file and verifies that there are the proper number of fields for each respondent. This test simply counts the number of commas which separate the expected fields and generates an exception report. The second test verifies the answers are within the proper limits or acceptable ranges. This test also generates an exception report. To import ASCII Survey Data:

1. Run the Survey Analyzer program
2. Pull down the File bar and click on Open
3. Select the survey to receive the data and click on OK
4. Pull down the Import bar and click on TAB Delimited ASCII File
5. Select the import file and click on OK
6. Click on Yes to import data
7. Imported data may now be analyzed and reported

2. Do not include any commas in verbatim responses as those are interpreted as field delimiters and will give an incorrect number of responses present. You may, however, simulate a carriage return in a comment response by including two tildes input as ~~.