Accessing REDCap Data Guide 2014 Author: Tasha Wells, Program Assistant The University of Iowa School of Social Work National Resource Center for Family Centered Practice 1200 Grand Avenue, Suite 123 Des Moines, Iowa 50309 515-235-4661 www.uiowa.edu/~nrcfcp The National Resource Center for Family Centered Practice This work was conducted as part of a project funded through the Iowa Department of Public Health (IDPH) and U.S. Department of Health and Human Services, Health Resources and Services Administration (HRSA). The contents of this document represent the views of the authors and therefore do not necessarily represent the official views of The HRSA, IDPH or The University of Iowa.
Table of Contents REDCap Reports... 3 Creation of REDCap Reports... 3 Running a REDCap Report... 4 Exporting Report Data to Microsoft Excel... 4 Understanding Reports and Exported (Raw) Data... 5 Important Reminders... 6 Working with Data... 6 Basic Tasks... 6 Utilize Formatting for Utility and Appearance... 7 Conditional Formatting... 7 Format as Table... 11 Create and Format a Table... 12 Total Row... 13 Filter and Sort... 14 Create and Format a Chart... 15 Chart Tools Design... 16 Chart Tools Layout... 17 Chart Tools Format... 17 Format Chart Area... 17 Create and Manipulate Formulas... 17 Simple Formulas... 17 Advanced Formulas... 18 Useful Links... 18
REDCap Reports One can create a simple report with the click of a button; however, it does take time to initially setup a report. After the report has been saved it can be edited or used as often as needed. The reporting tool is good for yes/no data and other numbers. Creation of REDCap Reports To create a report you will first click Report Builder from under the Applications header. Figure 1. REDCap Report To create a new report first scroll to the bottom where it says Create a New Report. All users in the FSSD database will be able to see and use all reports so it is important to include your agency name and a good description in the name of the report. (Note: This does not mean they can see your data. The report will be run with the data in your data access group only.) Once the report is named select the report fields. Click the arrow down button to see the options. The Field Name refers to the variable name the question was given when the FSSD project was created in REDCap. The Label refers to the actual question. For example, nameofwkr is the Field Name and First name of family support worker is the Label for field where you enter your name as a worker. The attachment titled 2014 FSSD Data Dictionary has all of the field names and labels available in a list. Before beginning a report take a look at the data dictionary to determine what fields you want to include. This will narrow the amount of time it will take you to find the field name when creating your report. Page 3 of 18
Figure 2. Selecting Labels Once the fields are chosen there is an option for Limiters. This is how results are narrowed down within REDCap. For example, if I only want to view cases from Polk County before January 1, 2014 I would use the Limiters available for the field names Enrollment and County. See Figure 3 below. Figure 3. Limiters Running a REDCap Report Once in the Report Builder there are options to view, edit, copy, or delete reports that have already been created. To view a report click View. Edit will allow changes to a report, copy will make a duplicate of a report that can be renamed, and delete permanently deletes the report. Note: It is very important that you never edit or delete a report that you did not create. If you want to use a report somebody else created you must first copy the report you want to alter and rename it. Figure 4. Report Options Exporting Report Data to Microsoft Excel Once the report is open (view) there is an option to download the report to Excel as a CSV file. There are also options to print the page and edit the report. Click Microsoft Excel (CSV) to open the file. Depending on your browser (Firefox, Internet Explorer, etc.) you will have different options at this point. Most browsers will ask you if you want to open or save the file; click open. Page 4 of 18
Figure 5. Export to Microsoft Excel Once the file is open click File and then Save As. Figure 6. Save As When the Save As dialogue box opens chose where you want to save the file and name it. Under the File name there is an option for a Save as type. It will open as a CSV file but click the down arrow and select Excel Workbook (*.xlsx). Figure 7. Save as Type Understanding Reports and Exported (Raw) Data The data that comes from REDCap is coded so that each answer is a number. For example, No is coded as 0 and Yes is coded as 1. There are two ways to determine the meaning of a number. First, when a report is run it will note yes or no with the code in parenthesis next to the selection. However, if you download the report it will no longer list yes and no. Page 5 of 18
Figure 8. Coding in a REDCap Report The data dictionary has a column titled Choices. Choices lists a number followed by a comma and then a description. For example, the County field goes from 1 to 99 with all of the counties listed. Using the example below, Appanoose County is coded as 4 so if there is a 4 in the county field it means Appanoose. Figure 9. Coding in the Data Dictionary 1, Adair County 2, Adams County 3, Allamakee County 4, Appanoose County 5, Audubon County 6, Benton County 7, Black Hawk County 8, Boone County 9, Bremer County 10, Buchanan County 11, Buena Vista County 12, Butler County 13, Calhoun County 14, Carroll County 15, Cass County Important Reminders Include your agency name and a detailed description in the Name of Report. Do not delete a report that you did not create. To use a report created by another agency use the copy function to create a similar report for your own agency and name it appropriately. If you no longer use a report please delete it. After this training there may be many people creating and using reports. This will make the list of available reports very lengthy. Working with Data Basic Tasks Microsoft Excel can accomplish many basic tasks with a few simple clicks and many of these tasks are on the Microsoft website. Please visit the website below to learn some of the Excel basics: http://office.microsoft.com/en-us/excel-help/basic-tasks-in-excel-2010- HA101829993.aspx#_Toc256078356. Additionally, there are many keyboard shortcuts that will save time. A keyboard shortcut is a sequence of keys that are pressed instead of using the right click function on the mouse. Figure 9. Shortcuts Keyboard Shortcut CTRL+Z Description Undo the last action Page 6 of 18
CTRL+Y CTRL+F CTRL+B CTRL+I Home CTRL+Home CTRL+End Tab Shift+Tab CTRL+Shift+Home Redo the last action Displays the Find and Replace dialog box Bolds the contents of the cell Italicizes the contents of the cell Moves to the first cell in the selected row Moves to the beginning cell of a worksheet (A1) Moves to the last cell on a worksheet in the lowest used row of the rightmost used column Moves one cell to the right Moves one cell to the left Selects all of the cells from the point of selection to the beginning (A1) of the worksheet Utilize Formatting for Utility and Appearance A lot of formatting is built into tables, charts, and pivot tables; however, there are many options available to add to the built in formatting as well as to format data that isn t in a table. Conditional Formatting Conditional formatting highlights or applies formatting to cells whose data satisfies certain criteria. Data bars and icons can also be added to a range of numbers to show emphasis. To apply conditional formatting, first select the range of data you would like to use and click Conditional Formatting from the ribbon. Figure 10. Selecting Conditional Formatting Page 7 of 18
Once Conditional Formatting is clicked a variety of options appear. To highlight a selection of cells first click Highlight Cells Rules and then select the option you prefer. For example, if I want to highlight all of the moms under 20 and over 30 I would select Between. Figure 11. Highlight Cells Excel then brings up a dialog box where the numbers 20 and 30 can be entered and the formatting can be selected. Figure 12. Between Dialog Box Once OK is clicked the formatting is set. The formatting can be cleared or edited by clicking Conditional Formatting again and then selecting Clear Rules or Manage Rules. Page 8 of 18
Figure 13. Between Example To create data bars simply click Data Bars and then a gradient fill of your choice after first clicking Conditional Formatting. Figure 14. Data Bars Page 9 of 18
The formatting is set as soon as the gradient is selected. The formatting can be cleared or edited by clicking Conditional Formatting again and then selecting Clear Rules or Manage Rules. Figure 15. Data Bars Example To create icon sets simply click Data Bars and then Directional, Shapes, or Indicators after first clicking Conditional Formatting. Figure 16. Icon Sets Page 10 of 18
The formatting is set as soon as the icon is selected. The formatting can be cleared or edited by clicking Conditional Formatting again and then selecting Clear Rules or Manage Rules. Figure 17. Icon Set Example Format as Table Another way to make a set of data look professional is to use the Format as Table option. This allows some of the pre-made table formatting available for use on the selected data. To begin, first select the data you want to format and then click Format as Table. Next, select the formatting of your choice. Figure 18.Format as Table Once a selection is made a dialog box will ask you for the range of data you would like to use. Since you already selected your data just click OK. Page 11 of 18
Figure 19. Select Data Once OK is selected the formatting is set. Note: This essentially puts your data into a table and all of the Table Tools become available for formatting purposes. The next section will explain some of the options available for formatting a table in Excel. Create and Format a Table To create a table first select the data you would like to include. Next click the Insert tab at the top of the Ribbon and then Table. Figure 20. Create a Table Page 12 of 18
A dialog box then appears to select the data for the table. Since you selected your data prior to clicking Table just click OK. At this point the default table formatting is set and Excel opens Table Tools: Design in the ribbon. Click the arrows to pick a Table Style. Figure 21. Table Tools As long as a cell within the table is selected the Table Tools and Design options are accessible. Excel also has Table Style Options available to better view and analyze your data. The options are as follows: Header Row: Bolds the header row Total Row: Creates a total row where the data in that row can be analyzed (more below) Banded Rows: Creates a band of color on every other row First Column: Bolds the first column Last Column: Bolds the last column Banded Columns: Creates a band of color on every other column Figure 22. Table Style Options Total Row Once the Total Row is selected there are ten options available. An option can be chosen for each column but text columns only have the Count option available. Page 13 of 18
Figure 23. Total Row Filter and Sort Data can be presented and further examined by using the Filter and Sort option. To filter click the arrow next to the header in the column you would like to filter. Figure 24. Filter and Sort Once here uncheck the box(es) you do not want to view. Once a filter has been placed a special icon will appear next to the column header. Also notice how the totals in the Total Row change to reflect the current data selection. Page 14 of 18
Figure 25. Filter Icon Create and Format a Chart First, select the data you want in the Chart. Next, go to Insert and then tap the type of chart you would like from the Charts portion of the ribbon. Figure 26. Chart Creation Page 15 of 18
Once the chart type is selected it will display and the formatting can begin. One of the easiest ways to manipulate the data is by manipulating the table. If you use any of the sort or filter functions it will also change the chart. Figure 27.Original Chart Figure 28. Chart with Table Sorted by Age Chart Tools Design Once a chart is created, selecting it in Excel will bring up the Chart Tools options in the ribbon. Change Chart Type change to a different type of chart such as a line, pie, or bar chart Save As Template save the current formatting as a template for future use Switch Row/Column switches the rows and columns Select Data change the data for the selected table Page 16 of 18
Chart Layouts change the layout of the chart area, title, legend, plot area, etc. Chart Styles change the color of the chart Chart Tools Layout The Layout section of Chart Tools allows the chart axes, labels, and background to be formatted. It also allows for Trendlines to be utilized and other analysis tools. Chart Tools Format The Format section of Chart Tools allows for various formatting to be done to the chart. Individual pieces of the chart or text can be highlighted and then formatted. Format Chart Area To further format the chart right click inside of the chart and then click Format Chart Area. Figure 29. Format Chart Area This brings up the Format Chart Area editing box. Again, specific parts of the chart or text can be highlighted and then formatted. Create and Manipulate Formulas Simple Formulas The simplest way to create a formula is to use the = sign. For example, if you select cell A1 and type =1+2 the cell will show 3 once you hit enter. Page 17 of 18
Figure 30. Formula Examples The equals sign can also be used to add, subtract, etc. numbers already in Excel. For example, to add the numbers 3 and 7 in cells A1 and B1 first select a cell and then type =A1 + B1. The same function can be written by typing =, clicking cell A1, typing +, and then clicking cell B1. Note: If the numbers or formulas in cell A1 or B1 change then the result in A3 will change. Figure 31. Formula Example Advanced Formulas Advanced formulas can be made by selecting a cell and then clicking Insert Function. Figure 32.Insert Function Useful Links Formulas: http://office.microsoft.com/en-us/excel-help/examples-of-commonly-used-formulas- HP005200127.aspx Formulas: http://office.microsoft.com/en-us/excel-help/quick-start-create-a-formula- HA010370615.aspx?CTT=5&origin=HA101829993 Basics: http://office.microsoft.com/en-us/excel-help/basic-tasks-in-excel-2010- HA101829993.aspx#_Toc256078356 Page 18 of 18