Questions, Tables, and Figures

QTAFI
A tool for the development
of questionnaires, data entry and data analysis
Version 6.1 (06 December 2006)
Harald Schomburg, schomburg@uni-kassel.de,
www.uni-kassel.de/wz1/PERS/SCHOM/schom_d.htm

Install QTAFI
This document contains the QTAFI macro and let you install the programs on your computer.

Install QTAFI
If you press this button the QTAFI files will be copied to your NORMAL.DOT. An already existing
QTAFI installation will be updated. It is not necessary to delete the existing Macro.
Please, copy also the file QTAFI.DOT to your template folder. This is the folder where also the
NORMAL.DOT is located.
The folder of your NORMAL.DOT:
C:\Dokumente und Einstellungen\harald\Vorlagen
If nothing is happening, then your virus protection doesn't allow the macro execution. See the
instructions below to solve the problem.
Explanations
QTAFI is a visual basic program (QTAFI.BAS). Additionally three forms are needed:
frmQTAFI.frm, frmVarInfo and frmProgress1.frm.
These 4 files (which are included in this document template) must be copied into your NORMAL.DOT.
NORMAL.DOT is the standard (normal) document template. Every time you create a new document
this template is used. Macros (like QTAFI), if they are a part of the NORMAL.DOT, can be used in
every document which is based on the NORMAL.DOT.

QTAFI

Version 6.0 (7.6.2006)

History of QTAFI
Version 6.1

06.12.2006

Some bugs related to the formatting of TABLES are cleaned.

Version 6.0

07.06.2006

New features added:

TAB CODEBOOK: XML output for ONLINE QTAFI 2.0 is integrated
TAB QUESTIONNAIRE:"New questionnaire" is improved

Version 5.2

28.05.2004

New features added:

Now examples of SPSS tables syntax are inserted in your document.
New tool: Automatic creation of a HTML file from a document with
tables.
New tool: Interpreter of LISREL 7 output (under construction).

Version 5.1

4.05.2004

Some bugs cleaned

Version 5.0

1.04.2004

New: A QTAFI questionnaire can automatically be transformed to a

QTAFI codebook

Version 4.3

20.02.2004

Some bugs are cleaned

Version 4

Sept. 2003

New installation procedure, additional functions

Version 3

July 2003

Additional functions

Version 2

Dec. 2002

Installation procedure, new functions

Version 1

Okt. 2002

Basic functions

QTAFI

Version 6.0 (7.6.2006)

Troubleshooting
1. Disable your virus protection!
2. Check your security settings
If nothing is happening after pressing the QTAFI button
Please check your security settings. MACRO execution should be allowed.
Check: Tools-Macro-Security

Setting of Security Level: LOW (Office XP)

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Setting of Trusted Sources (Office XP):

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3. Close Microsoft Word and start again.

3. Manual installation of the QTAFI macro

1

Select Tools-Templates

and Add-Ins

Select ORGANIZER

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Select MacroProjectItem and mark the elements frmProgress1,

frmQTAFI and QTAFI and press COPY

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Now the QTAFI elements are copied to NORMAL.DOT. Press CLOSE to finish.

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4. Alternative manual installation of the QTAFI macro

- Open a new document.
- Press ALT+F11 to open the Visual Basic Window

Copy the Module QTAFI and the Forms frmQTAFI and

frmProgress1 to Normal . (Drag them with the mouse)
The following screenshot shows the result.

Now the QTAFI is a part of your Normal.dot.

Execute: File-Save Normal
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4. How to execute the macro?

The QTAFI can be executed with: Tools-Macro-Macros-Normal.QTAFI.MAIN
More convenient is it to have a command buttom which executes the QTAFI macro.
Goto: View-Toolbars-Customize-Commands-Macros and select
Normal.QTAFI.MAIN
Drag the Normal.QTAFI.MAIN

to one command bar.

5. Specimen codebook

QTAFI

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Study:
Year: 2003

Codebook
Version:

Prepared by
Date:

Adress: University XY

QTAFI

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Explanations
All relevant information for data entry and data analysis should are stated in the codebook.
The codebook is organised in tables with three columns. The content of each row is explained
in column one.
Table 1: Format of the QTFAI Codebook
Col 1
H1
QU
VN or
VV or
OT
CV
MD
MC
OR
ME
TE

Col 2
Number of the
section
Number of the
question

Name of the variable

(max 8 characters)

Col2

Explanation

Text of the section

title
Text of the question

Section heading used in the questionnaire

Label of the variable

SCR

Text.

SU

Subject

IN

Indications
Check

Text
Text

Missing value

Code/value

Questionnaire

Text

MV

required
Explanations of the columns below

optional

Indication of the type of variable. With this

information the macro can generate the
SPSS data definition and meaningful tables.
CV - Categorical variable
MD - multiple reply (yes/no)
MC - multiple reply categorical
OR - Ordinal scale
ME - Metric (like Income)
TE - Open text answer

Required
One the
list must
be stated
as a row
indicator

RE - Remark - is used for the introduction of

the questionnaire and the closing remarks
(only relevant for ONLINE questionnaire)

RE

CH

Status
optional

SCR indicates no specific type of variable.

The type SCR is only needed, if HTML code
is stated below with different types of
variables. A SCR variable will not be
analysed in the tables, but is included in the
data file.
Should summarize the key concept of the
question. Will be used as the title for tables
Explanations of the question
Rule how to check the plausibility of the
answers
Indicates the values which should not be
treated as valid answers like (9 = no
answer)
Formatting information for a questionnaire
layout:

required
optional
optional
required
optional

Newpage; - new page after this

question.

Continue, - this question should be

connected with the next one.

Filter(from_variable, value, to_question

_number); - if value of from_variable is
ticked, a filter to the to_question _number
will be activated;

QL

Items=6; arrange the items/codes in two

columns, start the break after item 6;

Columns=2; use 2 columns;

Sourcemode; use the HTML code
from the row CODE;

Stop; jump to the end of the

DA

Data analysis

Text

questionnaire, no further questions.

Indicates the use for data analysis:

BREAK - use this variable as a break

variable;

FACTOR - perform a factor analysis;

CLUSTER - perform a cluster analysis
(WARD);

ANOVA - perform a analysis of variance

with the BREAK variables;

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optional

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REGDEP1(V1) - use this variable as a

dependent variable in the regression
analysis (1);

REGINDEP1(V3, V5, V9) - use this

HTML code

CODE

HTML code like

<table> <\table>

variables as independent variables in the

regression analysis (1);
<table class="qubody" ><tr><td>
<input name="V1" size="20"
value="[value:V1]" [value:V1:1:checked]
></td></tr> <\table>

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Table 2: Kind of Variables used in the Codebook and Related Analysis

Kind of
variable

Explanation of Variable

Kind of Typical Tables

CV

Categorical Variable (one answer)

Tables with percentages

MD

Multiple Categorical (multiple responses

Dichotomous the particular coded value is 1)

Tables with percentages

MC

Multiple Categorical (multiple responses with no

limits of distinct values)

Tables with percentages

OR

ORdinal scale

Tables with means; additional tables

with percentages for the
dichotomised answers

ME

MEans - Interval scale

Tables with arithmetic means, and

median

TE

TEext - alphanumeric characters

Listing of answers

GENERAL PARAGRAPH FOR VALUES AND VALUE LABELS

CC
Values (codes) and value labels

Recommendations and rules

Code lists
A general rule: Code as detailed as possible and useful. Later the data can be aggregated on a
higher level. Ask your national statistics agency or the relevant institution for rules to
transform the national codes into international codes e.g. for job titles, economic branch, field
of study.
For example, if it is said here that the code for "Field of study" has two digits, then two digits
are the highest possible aggregation; it is strongly recommended that the national codes are
more differentiated.
The code lists are shown at the end of this document.
Missing values
Code "8", "88", "888" and so on should be used for "Not applicable".
Code "9", "99", "999" and so on should be used for "No answer".
Blanks should never be coded with "0".
Scales
When more than one box is ticked, and the ticked ones are neighbours, then take the more
extreme one, e.g. if "1" and "2" had been ticked, take "1". In all other cases, enter the mean
value, e.g. if "4" and "2" are ticked, enter "3".
Imputations
Blanks and missings should be imputed as far as possible. The imputations should be
documented well. But do not impute blanks with "0", as mentioned above.

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Multiple response
Only ticks should be coded, actually with a "1". After data entry, if at least one item of a list of
items was ticked, the ones not ticked will be recoded into "2" ("No"). If no item at all is
ticked, the blanks will be recoded into "9" ("Missing").

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Basic information required in each survey

ID:
Identification number
Date:
Return date
QU

X1

Identification number

VN

Variable name

Variable label

CV4

ID

Identification number

VV
CC

Value/codes

Value label

1 Questionnaire 1
2 Questionnaire 2

CC
OT

Other information

Text

SU

Subject

Identification number
The ID number should be just a sequence number of incoming questionnaires. The
ID number must be written on the first page of the questionnaire.
Check for double IDs. No missing values allowed.
99999

IN

Indications

CH
MV
QF
DA

Check

QU

X2

Date of return

VN

Variable name

Variable label

TE8

RETURND

Date of return

VV
CC

Value/codes

Value label

Missing value
Questionnaire
Data analysis

02.03.05 02.03.05
03.03.05 03.03.05

CC
OT

Other information

Text

SU

Subject

Date of Return of Questionnaire

The date of return must be written also on the first page of the questionnaire together with ID number.
No missing value, this is basic information.
9999999

IN
CH
MV
QF
DA

Indications
Check

Missing value
Questionnaire
Data analysis

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H1

Categorical (nominal) variable - CV

QU

When did you start seeking a job?

VN

Variable name

Variable label

CV

V1

Time of start of search for employment

VV
CC

Value/codes

Value label

1
2
3
4
8
9

CC
CC
CC
CC
CC

More than one month before graduation

At the time of graduation (one month before or after)
More than one month after graduation
Other
Not applicable, no job search
No answer

OT

Other information

Text

SU

Subject

Time of Start of Search for Employment

IN
CH
MV
QF
DA

Indications
Check

H1

Ordinal scale variables - OR

QU

How do you rate the study provision and study conditions you experienced in
the course of study that you graduated from in 1994 or 1995?

VN

Variable name

Variable label

OR

V2_1

Assistance/advice for your final examination

OR

V2_2

Opportunity of out of class contacts with teaching staff

OR

V2_3

Academic advice offered

VV
CC

Value/codes

Missing value

8,9

Questionnaire
Data analysis

Value label

1
2
3
4
5
9

CC
CC
CC
CC
CC

1 very good
2
3
4
5 very bad
No answer

OT

Other information

Text

SU

Subject

Assessment of Study Provisions and Study Conditions

IN
CH
MV
QF
DA

Indications
Check

Missing value

Questionnaire
Data analysis

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H1

Multiple reply - dichotomy - variables - MD

QU

How did you get for your first employment after graduation? Multiple reply
possible

VN

Variable name

Variable label

MD

V3_1

Application to vacant position

MD

V3_2

My own advertisement

MD

V3_3

Public employment agency

MD

V3_4

Private employment agency

VV
CC

Value/codes

Value label

1
2
8
9

CC
CC
CC

Yes
No
Not applicable, no job search
No answer

OT

Other information

Text

SU

Subject

Strategies for Seeking Employment

IN
CH
MV
QF
DA

Indications
Check

Missing value

8,9

Questionnaire
Data analysis

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H1

Multiple reply - categorical - variables - MC

QU

How did you get for your first employment after graduation? Multiple reply
possible, please select the tree most important methods.

VN

Variable name

Variable label

MC

V4_1

Strategies for Seeking Employment - 1

MC

V4_2

Strategies for Seeking Employment - 2

MC

V4_3

Strategies for Seeking Employment - 3

VV
CC

Value/codes

Value label

1 My own advertisement
2 Public employment agency
3 Private employment agency
4 Answer 4
5 Answer 5
6 Answer 6
7 Answer 7
8 Answer 8
9 Answer 9
10 Answer 10
11 Answer 11
98 Not applicable, no job search
99 No answer

CC
CC
CC
CC
CC
CC
CC
CC
CC
CC
CC
CC
OT

Other information

Text

SU

Subject

Strategies for Seeking Employment

IN
CH
MV
QF
DA

Indications
Check

H1

Metric variables (open question) - ME

QU

How long did it take you to find your first job after graduation?

VN

Variable name

Variable label

ME2

V5

Duration of seeking employment (months)

VV
CC

Values/codes

Missing value

98,99

Questionnaire
Data analysis

Value labels

97 Not applicable, no job found up to now

98 Not applicable, no job search
99 No answer

CC
CC
OT

Other information

Text

SU

Subject

Duration of Seeking Employment

IN
CH
MV
QF
DA

Indications
Check

H1

Missing value

97,98,99

Questionnaire
Data analysis

Text variables (open question) - TE

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QTAFI
QU

What is your job title?

VN

Variable name

Variable label

TE35

V6

Job title

VV
OT

Values/codes
Other information

Value labels
Text

SU

Subject

Job Title

IN
CH
MV
QF
DA

Indications
Check

Missing value

Version 6.0 (7.6.2006)

99999

Questionnaire
Data analysis

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QTAFI

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How to export tables listings from

SPSS (version 8 and higher)
The Format of the SPSS Listing File
(SPSS version 8 and higher)
The QTAFI tables cleaner expects the SPSS listing in a specific ASCII text format.
1. Mark all the tables in the SPSS viewer
2. Click FileExport

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3. Select: "Output Document"

4. Enter your file name
5. Select: "All Objects"
6. Select: "Text file"
7. Click Options

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8. Select: "Produce Space Separated Output"

9. Select: Cell Formatting = "Autofit"
10. Select: Cell Separators = "-" + "|"

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