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 following article provides more information on the Responses by Question export. This export lists all survey data recorded in PEARS for a specific survey question. To jump to a specific section, click on one of the links below:
Access the Responses by Question Export
Export Data from PEARS to Excel
- Use the filter and search tools, as needed, to find the question to be exported.
- Once the correct question has been identified, click the Export button.
- A window appears with export options.
- 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.
- Select the type of survey responses you would like to export.
Select Individual Responses if a separate survey was recorded by each individual participant.
Select All Responses if data was collected in aggregate (i.e. one survey response was recorded to represent selections by all participants in one form).
- 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.
- Once all options have been selected, click Export.
An Excel document containing response data from the selected survey question is downloaded onto your device.
Responses by Question Export Sections
Each export includes the following components, located in different data tabs: Codebook, Summary Statistics, and Response Data.
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.
Below the export details, a description of every field in the export is listed.
- 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.
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).
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.
- Response Data
The next tab includes the survey responses participants have entered for the selected survey question. Information about the related survey and program activity is included as well. Each row lists one participant’s responses to the 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.
The Response Data tab lists information about the survey delivered, including: the method of survey response collection, survey name, delivery type, delivery date, and whether survey responses were collected individually or in aggregate.
The Response Data tab lists the survey responses recorded by each participant. The response date indicates when the responses were recorded. The selected survey question is listed, along with the responses of each participant.
Tips for Analyzing Export Data
- 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.
- 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.
- 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 Question 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 type (pre/post/etc.), survey delivery date, etc.
- 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.
NOTE: The Responses by Question export is available for all PEARS users. The data available to each user is limited by their permissions.
✓ TIP: The data available for you to export depends on your permissions in PEARS. You can automatically view and export survey data from surveys and Program Activities that you have created in PEARS. The following permissions can give you access to export additional survey data:
Survey Permissions (see linked article for more details)
Editable User permissions
Data Manager role in PEARS
NOTE: The Responses by Question export may include data from multiple surveys, if the same question is used in more than one survey within your organization.
✓ TIP: By default, the Responses by Question list shows all survey questions that have been used within your organization. Click the Filter button or use the Search bar to search for a specific question or to narrow the list to a sub-set of questions. After selecting filter criteria, make sure to click the Apply button at the bottom of the filter list.
✓ TIP: If a Reporting Period is selected, the Start Date and End Date are no longer required.
✓ TIP: For more information on how to use Excel, please ask a colleague within your organization or see the documentation provided by Microsoft: https://support.microsoft.com/en-us/excel.