Export Survey Responses by Matched ID

Under the Analyze menu, exports for each module and for survey data are listed. Exports allows users to download data from PEARS into an Excel spreadsheet. Three types of survey exports are available in PEARS: Responses by Survey, Responses by Question, and Responses by Matched ID. Users can export data from surveys they have entered (or surveys they have access to view). Once the data is exported, users can perform further analysis using tools within Excel.
 The Responses by Matched ID export lists all survey data recorded in PEARS for a specific survey and uses a unique identifier to compare responses from different time periods (pre, post, follow-up, retrospective). To use this export, a survey must include a question with the “Unique Identifier” question type. These types of questions are specially coded in PEARS, allowing the system to automatically match pre and post responses for the each participant. In the export, pre and post responses are listed side-by-side for analysis.

The following article provides more information on the Responses by Matched ID export. 
To jump to a specific section, click on one of the links below:

Access the Responses by Matched ID Export

  1. From the PEARS homepage, hover the cursor over the Analyze menu and click Responses by Matched ID:
    Select Responses by Matched ID
  2. A list of surveys displays. All active surveys that are attached to completed Program Activities are listed.
    Responses By Matched ID Survey List

Export Data from PEARS to Excel

  1. Use the filter and search tools, as needed, to find the question to be exported.
    Responses By Matched ID Search and Filter
  2. Once the correct question has been identified, click the Export button.
    Responses by Matched ID Export Button
  3. A window appears with export options.
    Responses By Matched ID Export Options
  4. Select a time frame for the survey responses you would like to export.
    Optionally select a Reporting Period. Survey responses collected during this reporting period will be exported.
    Alternatively, select a date range. Survey responses collected during this date range will be exported.
    Responses by Matched ID Date Options
  5. Optionally select to Code Values.
    Check this box if you would like to analyze survey data based on the coded numeric value associated with the response to each question. If this box is selected, the numeric value for each response option will display in the export instead of the response option text.

    Survey Exports Code Values
  6. Once all options have been selected, click Export.
    Export Responses by Matched ID
    An Excel document containing response data from the selected survey is downloaded onto your device.

Responses by Matched ID Export Sections

Each export includes the following components, located in different data tabs: Codebook, Summary Statistics, Response Data, and Matching Errors.
  1. Codebook
    The first tab in every export lists details about the export, including: the name of the user who exported the data, a timestamp for the export, and a list of filters used when the data was exported.
    Responses By Matched ID Details
    Below the export details, a description of every field in the export is listed.
    Responses By Matched ID Codebook
  2. Summary Statistics
    PEARS automatically generates some statistical data. The next tab lists a summary of common statistical analysis data. The selected survey question is listed, and a separate row is listed for each response option.
    Survey Question and Options Example
    For each response option, the following statistics are automatically calculated by PEARS: frequency, question total (n), percent of response, mean, median, mode, and standard deviation. A separate set of statistics is listed for each type of survey (Pre, Post, Follow-up, and Retrospective).
    Responses By Matched ID Pre and Post Statistics
    If both Pre and Post surveys are administered, PEARS also provides the change in percent and percent change data to compare Pre and Post data for each response option.
    Responses By Matched ID Percent Change
  3. Response Data
    The next tab includes the survey responses participants have entered for the selected survey. Information about the related survey and program activity is included as well. Each row lists one participant’s responses to each survey question.

    Program Activity Data:
    The Response Data tab lists the name and ID of the program activity in which the survey responses were recorded. Other information about the program activity includes: the name of the user that created the program activity, the unit listed on the program activity, primary curriculum, and whether the program activity has been marked as complete.
    Responses By Matched ID Program Activity Data

    Survey Data:
    The Response Data tab lists information about the survey, including: the name and ID of the survey delivered, the method of survey response collection, and whether the survey was copied from another survey in PEARS.
    Responses By Matched ID Survey Data
    Response Data:
    The Response Data tab lists the survey responses recorded by each participant. The delivery date indicates when the survey was distributed. Each question in the survey is listed, along with the responses of each participant. Responses from different delivery periods (Pre, Post, Follow-up, and Retrospective) are grouped together. For surveys in which the Unique Identifier question has been completed correctly, responses from different time periods are shown side-by-side for each participant. The example below shows a comparison of Pre and Post responses.
    Responses By Matched ID Pre and Post Responses
  4. Matching Errors
    The next tab lists any errors that occurred while matching responses from different delivery periods (e.g. Pre and Post responses, etc.) If the Unique Identifier recorded for each participant matches across all delivery periods, this section will be blank. If any matching errors occur, the error that occurred and the affected response will be listed in this tab. The name and ID of the associated Program Activity are also listed.
    Responses By Matched ID Matching Errors

Tips for Analyzing Export Data

  1. Enable editing
    When the export file is first opened, it is in “protected view.” In order to edit the export, go to the top of the document and click the Enable Editing button.
    Responses by Matched ID Enable Editing
  2. Freeze top row
    If a large data set is exported, scrolling through the data will hide the column titles at the top of the page. To view the column titles at all times, use the “Freeze top row” feature in Excel. To enable this feature, select View from the toolbar. Then, click Freeze Panes and select Freeze Top Row.
    Freeze Panes
  3. Filter and Sort
    To analyze a sub-set of data, select Data from the toolbar and use the Sort and Filter features. For example, the Responses by Matched ID export is automatically sorted by Program Activity ID. Alternatively, the sort feature could be used to sort the list of responses by unit, survey delivery date, etc.
    Sort and Filter
  4. Excel formulas
    Excel formulas such as SUM, COUNT, and VLOOKUP can be helpful for data analysis. The VLOOKUP formula can help combine data that is listed in separate tabs.
    Excel Formulas