Preliminary processing involves completeness checking of data and map files, matching of CBMS Forms 1, 2 and 3, deletion of dummy/test data and duplicates, encoding of Form 2 and importing of Form 3 for PAPI, and generation and evaluation of marginal, consistency and output tables and list of cases with inconsistencies. This chapter discusses the procedures in undertaking these activities.
4.1 Completeness Checking of Data and Map Files
The completeness checking of data and map files is to be performed by the PFP/HCAS (if satellite DPC)/ISA I/SS II/Shift Supervisor after downloading of workload and data or receipt of PAPI forms. The following are the instructions on how to check the completeness of data files:
FOR CAPI
- Log in to the DPS.
- Go to the Data Validation module and run a completeness check by clicking the COMPLETENESS CHECK button.
An Excel file containing a list of all EAs under the PSO will be automatically generated and opened. This will be saved at the same location where the jar file of the DPS is located. - Check if all EAs have downloaded Forms 2 and 3 and shapefiles by referring to the REMARKS column.
- If there are EAs with missing files/forms, redownload the files of those EA in the UTILITIES module. If the files/forms are still missing after redownloading, verify with the CBMS Head CAS if these files were uploaded in the CBMS mobile app. If these files were not uploaded, instruct them to upload the files then redownload them again or transfer them manually to the DPS using the Import Data File feature.
- Ensure that all EAs have their corresponding Form 2, Form 3, shapefiles, and manually accomplished Form 1 and computation sheet.
- Ensure also that the number of Forms 2 and 3 should also match the number of entries in the manually accomplished Form 1 that should have Form 2 and the number of households that signed the waiver, respectively.
FOR PAPI
Ensure the completeness of EA files by inspecting each EA pack and checking if it has Forms 1, 2, 3, 19, and paper maps. The number of the forms should be equal to the figures reflected in the transmittal form and comparable to the estimated workload per EA.
The number of Forms 2 and 3 should also match the number of entries in the manually accomplished Form 1 that should have Form 2 and the number of households that signed the waiver, respectively.
4.2 Encoding of CBMS Form 2 and Importing of Images of CBMS Form 3
For provinces with cities/municipalities that implemented PAPI mode of data collection, another set of activities to be done is the encoding of the Form 2s and importing of images of the Form 3s. The following are the instructions in doing these activities:
Encoding of Form 2
Get from the supervisor the EA pack of the assigned EA. Check if the number of Form 2 in the EA pack is equal to the recorded number in the transmittal form. Report to the supervisor if there are discrepancies.
Log in to the DPS and go to the Data Entry module.
- Right-click on the assigned EA and click Open Data Entry.
A confirmation box will appear; click the OK button. The CSEntry application will open.
- Encode a Form 2 by starting at the GeoID and going through all applicable sections.
When there are errors while encoding, do not press the Enter button repeatedly as it may lead to the closing of the current case. Make the necessary corrections then proceed to the next item.
- After encoding the case, save it by pressing F12. A dialogue box will appear. Then click the Yes button.
- Perform steps 4 and 5 until all the Form 2s are encoded.
Importing of Images of CBMS Form 3 to the DPS
- Get from the supervisor the scanned copies of the Form 3s of the EA. Ensure that all the Form 3s follow the naming format below and are in .png, .jpg or .jpeg format.
<Region Code><Province Code><City/Mun Code><Barangay Code> <EA><BSN><HUSN><HSN>
e.g., 141104001001000000100010001
- Log in to the DPS and go to the Data Validation module.
- Right-click on the assigned EA then select Form 3. The CBMS Signature Viewer will launch displaying the case IDs of the Form 3s of the encoded Form 2s.
- Select a case then click the UPLOAD IMG button.
- Go to the directory where the scanned Form 3s are located.
- Select the corresponding Form 3 to be imported then click the Open button.
- The selected image will be imported. Check if the signature is imported successfully.
- Perform steps 4 to 7 until all scanned Form 3s are uploaded.
Ensure that the number of encoded Form 2 and the number of imported Form 3 are equal to the number of Form 2 and number of households that agree to sign the waiver indicated in the manually accomplished CBMS Form 1.
4.3 Matching of Geotagged Outputs to CBMS Forms 2 and 3
The matching of geotagged outputs to the CBMS Forms 2 and 3 is to be performed by the MDP. In this activity, the MDP will check if the geocodes of the points in the shapefiles match the geoID of their corresponding Form 2 and Form 3 using the manually accomplished Form 1 as reference. The detailed guidelines will be discussed in Chapter 5 (Map Data Processing) of this manual.
4.4 Deletion of Dummy/Test and Duplicate Data
The following are the instructions on how to delete dummy/test and duplicate data. This is to be performed by the DPs. However, he/she should wait for the instruction/go signal of the PFP to delete the dummy/test data and duplicates.
- Log in to DPS using the provided credential and go to the Data Validation module. The EA assigned to the DP will be displayed.
- Generate the CBMS Form 1 or Listing Record of the EA by right-clicking on it and clicking the Form 1 Listing Record option. The downloaded Form 1 will be saved in the Downloads folder.
- Compare the Form 1 generated in the DPS to the manually accomplished form during data collection and consider the following in checking if there are dummy or test data and duplicates:
- entries in the generated Form 1 that are not included in the PAPI counterpart
- date of visit is earlier than start of data collection
- geoID is incorrect, i.e., different from the assigned EA
- questionable data (e.g., names are just random letters or contain the word “test”)
- remarks in Form 1 made by MDP stating that the case is a duplicate and is for deletion
- Report to the PFP the identified dummy/test data and duplicates and seek clearance for the deletion of the said cases.
- Delete the identified dummy/test data and duplicates after receiving the PFP’s clearance by following the steps below:
- Go to the Data Entry module.
- Right-click on the assigned EA and click Open Data Entry.
A confirmation box will appear; click the OK button. The CSEntry application will be opened showing the HPQ cases of the EA. - Select a case for deletion then click the Edit tab.
- Click Delete Case.
- A dialogue box will appear confirming the deletion of the case. Click the Yes button.
- Perform steps iii to v until all the dummy/test cases and duplicates are deleted.
Another way of deleting is to select the case and press the Delete key on the keyboard. The confirmation box will then appear as shown in step v; just click the Yes button. - Go to the Data Entry module.
4.5 Generation and Evaluation of Before-Edits Marginal, Consistency and Output Tables and List of Cases with Inconsistencies for the CBMS Form 2 and 3
The generation and evaluation of before-edits tables (in DPS) and list of cases with inconsistencies (in R) is to be performed by the PFP. The PFP should take note of the findings from the tables and relay them to the processors. Also, he/she is to provide the generated list of cases with inconsistencies to the concerned processor. The guidelines on generation of tables and list of cases with consistencies are as follow:
4.5.1. Generation of list of cases with inconsistencies
The list of cases with inconsistencies can be generated by using the RCBMS application or manually running the R script. The latter will only be advised as a backup step, in case RCBMS fails.
- Launching the RCBMS app
When using the RCBMS app, make sure all its dependencies are installed and loaded; otherwise, action buttons will be disabled. You will also be guided on what to do with those missing dependencies.
After installing the dependencies, you may re-launch the app or click 🔄 or the Refresh button (upper right). Note, however, that there are two (2) types of dependencies for RCBMS: (1) installers and packages and (2) data files. The first one can be easily addressed by installing R and RStudio. Please refer to the installation guide presented in the previous chapter of this manual. The latter dependency will be discussed in the succeeding section on data preparation.
- RCBMS features
RCBMS integrates the functionalities of both CSPro and R under-the-hood, so you won’t need to interact with them directly. Let’s explore the RCBMS interface and features:
- App name
- Load Data action button. This feature allows you to extract csdbe (CSPro encrypted native data format) into a flat file that can then be used by R to generate a list of cases with inconsistencies.
- Generate Cases with Inconsistencies action button. This feature allows you to generate a list of cases with inconsistencies that will be outputted in an Excel and HTML format. This button will only be enabled either if you (1) have successfully loaded the data after clicking the Load Data button or (2) you are using the provided Rdata.
- Open Output Folder action button. This feature allows you to open the directory where the output of your work is located. This button will only be enabled if you have successfully executed the generation of inconsistencies at least once. The default folder location is C:\rcbms\output, which can also be configured based on your preference.
- 🔄 (Refresh). This feature allows you to update/synchronize the RCBMS without re-launching the app. This is specifically useful when you have made changes to the files, folders, and dependencies needed by RCBMS.
- ⚙️ (Settings). This feature enables you to configure the default behavior of RCBMS. There are two menus: (1) Options and (2) Configuration (see features p and q, respectively, for more details).
- ❔ (Help). This feature redirects you to CBMS Resources (CBMSr).
- Error message block. All critical errors will be displayed in this error block.
- Copyright notice and version number
- About us page. Information about the team and contact information for technical assistance.
- Dashboard. This feature presents the summary of generated output in the form of data visualization and quick count statistics.
- Dashboard filter. This dropdown menu allows you to filter the summary based on the date it was generated.
- Date generated. This displays the date for comparing the results. You can click it to toggle the visibility.
- Link to list of cases with inconsistencies by section. This is a clickable link which will redirect you to the list of cases with inconsistencies in an HTML format based on the section selected.
- Number of items with inconsistencies by section. This presents a quick glance of the number of items with inconsistencies by section based on the selected date. If “All” is selected (default), the latest date is applied.
- Options menu. This feature allows you to specify your desired inputs to be used by RCBMS as well as your preferred outputs to be generated by the app. These buttons can be toggled to select the preferred options.
- Use RData file. Lets you use the provided Rdata file instead of extracting it from the DPS.
- Run after-edit checks. Used to indicate whether to run after-edit consistency checks. The default is OFF, which will generate before-edit consistency checks.
- Include justifications. This feature should be enabled if you have justification files to be used and is only applicable for after-edit consistency checks.
- Convert to Rdata. While generating a list of cases with inconsistencies, you can enable this feature to allow you to save the data file in an Rdata file format.
- Clear data files after execution. Enabling this option will ensure that all data used in the process will be cleared after execution.
- Configuration menu. This feature allows you to manually configure the location of your file, folders, and installation paths to suit your preference. Though it is still recommended to retain the defaults. Only alter this configuration to handle edge cases.
- Rdata file path
- Before-edit data folder
- After-edit data folder
- Justification file path
- Output folder location
- R installation path
- RStudio installation path
- Quarto installation path
- Data preparation
RCBMS requires a valid data file format to allow you to generate the desired output. You can either load the raw data from DPS or use the provided Rdata file.
- Using data files from DPS
The three (3) action buttons (features b, c, and d) are arranged according to the order they are executed. To enable the Load Data button, you need to have at least one (1) csdbe data file downloaded from the DPS server.Click the Load Data button to begin extraction and preparation of the DPS data files you just downloaded.After extraction, the Load Data button label will be replaced with Data Loaded to indicate that the data files have been successfully extracted and loaded. Note also that the Generate Cases with Inconsistencies action button is now enabled.
IMPORTANT NOTES:- Please make sure that the Run after-edit checks is DISABLED (which is default) if the mode is before-edit checks.
- You can also toggle ON the Clear data files after execution option to delete the concatenated data files after extraction.
- The default directory for before-edit checks is:
C:\PSA\SYSTEMS\FOLDER\CBMS-ROLLOUT\HPQ\DOWNLOADED
You can configure the Before-edit data folder in the configuration settings in case the DPS path has been moved to a different directory. Just click ⚙️ (settings), then click the Configuration tab, and then 🖊️ (edit); a file browser window will popup. Choose the directory where the before-edit data files are located. - Generally, you do not need to configure the path unless the default directory is not aligned in the configuration.
- If the Load Data button is still disabled after doing the above steps, try to refresh (🔄) the app.
- Please make sure that the Run after-edit checks is DISABLED (which is default) if the mode is before-edit checks.
- Using Rdata
If you are provided with an RData format to use, you must first ENABLE the Use Rdata file option from the Options settings.You can download the Rdata file here (disaggregated by region): https://soidnas.psa.gov.ph/sharing/LlJummQD5. This then must be saved in the directory specified in the configuration option. The default is C:\rcbms\data and the file name must be hpq.Rdata.
IMPORTANT NOTES:- The Load Data (or Data Loaded) action button is automatically disabled when the Use Rdata file option is enabled.
- You can modify the default path of the RData in the configuration settings. Just click ⚙️ (settings), then click the Configuration tab, and then 🖊️ (edit).
- Generation of list of cases with inconsistencies
- Using RCBMS
After successfully loading your data, using either of the two (2) methods mentioned above, the Generate Cases with Inconsistencies action button should now be enabled. Click this button to begin the process.A window will pop up showing the progress of the process.When done processing, the Open Output Folder button will show. You can click it and view your output files. The default location is C:\rcbms\output, which you can also configure based on your preference.
IMPORTANT NOTES:- If you encounter errors during this process, check the error logs to know what is causing the problem.
- Check out the troubleshooting guide, presented in the succeeding section, on how to address most common errors.
- If all troubleshooting attempts have been performed and you are still unable to complete this process, you may opt to run the R script manually.
- If you encounter errors during this process, check the error logs to know what is causing the problem.
- Running the R script manually
Note that the R script is already part of the resources generated from the installation of RCBMS, so you DO NOT need to download it again from Google Drive.- Navigate to C:\rcbms to locate the R script original source code.
- Double-click the 2022-cbms.Rproj file to open the project.
- Click the R project icon.
- Make sure you are on the Files tab.
- Open the config.yml file.
- Change the use_rdata parameter value to (all in small letters):
- false - if method 3a in the data preparation section is used (or using the text data extracted from DPS)
- true - if method 3b is used (or using hpq.Rdata)
- After saving the config.yml file, open the index.qmd file.
- Click the Render button.
- Output files
- Dashboard. See RCMBS features k to o discussed in part 2.
- HTML. Allows you to interactively navigate and browse the latest list of cases with inconsistencies arranged by section and type of consistency checks based on HPQ data items.
In the dashboard area, scroll down to the quick items count area and click any section you would like to view.The HTML page displays the following:- Page title or section of HPQ;
- Table of contents per section of HPQ (active item is highlighted in blue);
- Title of inconsistency check;
- Description/instruction on how to address the inconsistency;
- Search bar that can filter the matching words locally within each block/item;
- Global search bar;
- Section navigation bar;
- List of cases with inconsistency by item/check;
- Number of records to show (default is 10 records);
- Pagination area which will be shown if the number of records is greater than the default records to display;
- Additional tabs that are conditionally shown if applicable. In this example, it shows three (3) tabs, namely: Cases with inconsistency, Marginal tables, and Consistency tables; and
- In each block, whenever applicable, the specific column that needs to be corrected is highlighted in light red.
- Excel.
To open the Excel output file, click the Open Output Folder action button. Note that this button is only enabled after successful execution at least once.The output folder is located at C:\rcbms\output by default, which can also be configured in the configuration settings. It contains the generated Excel file organized by date. Open this folder and the Excel file inside it.NOTE: RCBMS creates and organizes the generated output by date. If you run the script twice within the same day, it will overwrite the existing ones. If you want to preserve the file, you may move it outside the directory.
The Excel output file consists of two (2) tabs, namely: Summary and Cases with Inconsistencies. The former contains the following:- Edit mode (either before or after edit)
- Date of generation
- Summary of cases
- Number of inconsistencies by section and priority levels
- Number of inconsistency checks performed by section and priority level.
- Number of cases with inconsistencies by section is shown below the Summary tab. If the number is greater than zero (0), the row is highlighted in light red.
The Cases with Inconsistencies tab/sheet of the Excel output file contains 13 columns, namely: Case ID, Region, Province, City/Mun, Barangay, EA, Line Number, Priority, Section, Title, Description, Status, and Remarks / Justification.
The Title and Description columns will serve as guides in addressing the inconsistencies. The last two columns (Status and Remarks / Justifications) are blank and are to be filled out based on your findings.
The Status column should only reflect the following entries depending on the action taken:- CORRECTED - when the inconsistency was addressed by correcting the entry or revising the answer.
- JUSTIFIED - when no action was taken because the identified issue/inconsistency is not really an inconsistency but a special/acceptable case.
- PENDING - when the inconsistency is pending for verification.
IMPORTANT NOTES:- You may elaborate your findings in the Remarks / Justifications column, NOT in the Status column.
- Save your remarks and justifications as this will be used later when running the after-edit checks. Please AVOID writing anything in this worksheet aside from the Status and Remarks / Justifications columns.
- System updates
- Download the latest version of RCBMS. A link will be provided.
- Go to your Control Panel, select Uninstall a program from the Programs category, and then double click the RCBMS to uninstall.
- Delete rcbms folder in your Local Disk C (C:\rcbms). You may copy first the contents of this folder if you want a backup.
- Install RCBMS (please refer to the installation guide).
- Troubleshooting guide
| Error | Possible solutions |
|---|---|
| 1. Rtools is required | Install the latest version of RStudio. https://www.rstudio.com/products/rstudio/download/ |
| Install Rtools corresponding to the current version of RStudio installed in your computer. https://cran.r-project.org/bin/windows/Rtools/rtools40.html | |
| 2. Execution halted due to missing R packages | Check your internet connection and run the script again. Open index.qmd > click Render button. |
| Install the missing package/s manually from the RStudio IDE. Click the Packages tab (lower right pane) > click Install > input all the missing packages one by one. | |
| 3. Quarto or RMarkdown missing | If you have an older version of RStudio, you may need to install the updated one. If the error persists, try to install Quarto manually. https://quarto.org/docs/get-started/ |
| 4. Cannot open the connection… 'No such file or directory' | Make sure you have saved the hpq.Rdata inside the data folder of your project directory. |
| 5. No output files generated | Run RStudio as an administrator and make sure the folder where you stored your project has write permission. |
| If the HTML file was not automatically opened after rendering, go to your project directory to preview it manually. Open the _book folder and then open index.html | |
| 6. It takes longer to process | Rendering output may take a while, depending on the speed of your computer’s processing power. Note that R is only utilizing a single core of your CPU. |
- Internet connection is still needed during downloading and installation of required packages.
- For advanced users, you may send us an email to get access to our GitHub repository.
Re-coding of answers in the ‘Others, Specify’ fields
Included in the generated list of cases with inconsistencies are all the answers in all the “Others, specify” fields. Evaluate all the entries and indicate the correct category, if applicable. This will serve as the DPs’ reference in re-coding responses when they scrutinize the CBMS Form 2.
You can view all answers for “Others, specify” field in the Tabulation feature (extra feature) of RCBMS. Click the 'pie chart icon' or the Tabulate button (upper right corner of the app) to begin.
- You may select a specific record type or corresponding section of the HPQ from this dropdown list.
- Select a row variable from the list of data items based on record type selected in 1.
- Select a column variable from the list of data items based on record type selected in 1.
- By clicking this button, you will see a filter that can be applied based on your preference (see left image below).
- You can also apply grouping variables here (right image).
NOTES:
- If a column variable is not specified, the tabulation output is a marginal table (or a frequency distribution of data item or variable specified in the row variable dropdown. You may use this mode to view a list of responses for “Others, specify” field.
- If both variables in 2 and 3 are specified, the output is a cross-tabulation.
Preparing the output files
After undergoing evaluation, the issues/inconsistencies and the answers in the Others, Specify field should be grouped by EA and be distributed to the concerned DP.
Prepare an excel file for every EA to be processed which shall contain the list of issues/ inconsistencies and the answers in the Others, Specify fields to be re-coded. This is to be given to the DP when they receive a workload.
4.5.2. Generating Marginals, Consistency and Output Tables for Form 2
In order to provide guidance to the DPs on focus areas to watch out for in scrutinizing and editing the forms, the PFP should generate marginals, consistency and output tables. After downloading/importing of data files and encoding of paper-based Form 2, the PFP or his/her alternates shall generate these tables and note observations to be relayed to the DPs. RCBMS can also be used to generate marginal and consistency tables (see previous discussion).
A marginal table shows frequencies for each category of any categorical variable in the dataset. These tables are generated by barangay. A total of 68 tables that show variables/data items mostly used in the computation of MPI.
Marginal tables are very useful to spot anomalies/questionable output in the data such as:
- High frequency of invalid, blank missing, or undefined values
- High frequency of answers for “OTHERS”
- Unexpected/extreme values in a certain category
A consistency table (also called a two-way or contingency table) presents a cross tabulation of two (2) categorical variables in the same dataset. These tables are also generated by barangay. There are 43 tables identified to be generated for this CBMS round.
Consistency tables are very useful to inspect the accuracy and consistency of answer categories when two variables are paired together. Note that the row and column totals correspond to the marginals of the respective variables. Hence, consistency tables inherently provide additional utility during validation.
The following are the steps in generating the marginal, consistency and output tables for the Form 2 using the DPS:
- Click the Data tabulation module in the left-hand side of your screen.
- Point your cursor in the barangay you want to generate a table from, then right-click.
- Right-click the HPQ Form 2 then Marginal from the select list.
To generate the consistency table, select HPQ/Form 2 > Consistency.
To generate the output table, select HPQ/Form 2 > Output.
- For BPQ, repeat steps 1 and 2 BUT in step 3, select CAWI/Select 4 instead; then click Marginal to generate the marginal table.
To generate the consistency table, select HPQ/Form 4 > Tabulation.
- The system will load. The waiting time depends on the number of cases in the EA.
- CSPro Table Viewer will open. Inspect the marginal tables generated from the CSPro Table Viewer. Watch out for cases with missing responses, blanks, default, not applicable, and with undefined values/entries.
Copy the tables you will find with inconsistencies in an Excel file. One (1) Excel sheet per one (1) table.
Save the whole Excel workbook as BEFORE EDIT file.
Per sheet, insert a column with “Observations and Instructions to Data Processors” as column title. Record your observations in the said column. You may also record your specific instructions to DPs on this column.
Save the file.
Communicate to the DPs instructions based on findings from the marginal tables.
After generating the tables, there will be check marks for each validated form automatically.
The marginal, consistency, and output tables are inspection tools to aid in the detection of inconsistencies in the data collected. Users are advised to use their strong intuition, analytical skills, experience, and expertise to evaluate the tables being generated.
4.6 Barangay Profile Questionnaire (BPQ) Validation and/or Generation of Error List Before Edits
- PFP CBMS Core team and/or head CAS will log in to the CBMS MIS page https://cbms.psa.gov.ph/MIS. Log-in your credentials.
- You will be redirected to the CBMS Dashboard.
- On the pie graph for BPQ, simply click the specific slice of the pie to see the status of BPQ. For instance, you may click the Partially Completed slice to view a list of barangays with incomplete responses.
- List of barangays by region, province, and city/municipality will be shown on your screen.
- Click on the CAWI Page, and the Barangay Profile Questionnaire of the selected barangay will open. Alternatively, you can click on the folder icon under the Excel File column, to download the Barangay Profile Questionnaire in xlsx format.
NOTE: You are only allowed to open one (1) CAWI Account at a time. You need to logout or close the other CAWI Account, before opening a new one.
- You will be directed to the CAWI page of the barangay. A new feature of CAWI only allows “viewing” initially. To be able to edit/correct the entries in CAWI, click on the Enable Editing button.
- Users can also verify the answer by clicking on the Review Answer button on the lower left part of the questionnaire.
- A dialogue box with four tabs will appear. Each tab contains the unanswered items per section. Address all items in the list by clicking on the X mark adjacent to each item.
- Upon clicking on the X mark, you will be redirected to that specific item inside the questionnaire.
NOTE: All VERIFIED BPQs will be ready for data processing. If the questionnaire does not have an x mark, immediately the Head CAS is now allowed to click Verify CAWI. There will be items in the error list and list of cases with inconsistencies that are not really inconsistencies/errors. For such cases, the PFP and/or his authorized staff can click the Enable Verify to accept these cases.
- When clicking Enable Verify, a prompt will appear asking for a code in order to accept this error. Simply enter the CODE which is the username of the Provincial Focal Person in the MIS.
NOTE: All MIS usernames of the province are accepted as CODE.
Proceed to reviewing responses. Record your observations and provide instructions to the Data Processor assigned to verify the responses of the specific barangay.
On adding notes, please follow the format for writing down notes:
<Role>: <Part No.> <Section No.> : <Comment/Note>
Roles : PFP, ISA, SS II, HCAS, CAS, TS, DP
Example: PFP: Part I.B.: Verify the number of hospitals