Epi Info™ Instructions (ECEAP only)

Purpose Epi Info is free software distributed by the CDC that is used by public health and the medical professionals to assist in analyzing patient data for research. For ECEAP purposes, Epi Info can analyze, plot and print an individual child’s growth within minutes and a classroom of 18 within 25 minutes. Not only is Epi Info a time saver for staff, the software also provides for improved accuracy of determining the growth status of a child.

Please review installation requirements found on the CDC’s Epi Info website for Previous Version.

For ECEAP Sites using Apple/Mac Operating Systems, please contact your Nutrition Coordinator for assistance on running Epi Info using an alternative system at the PSESD.

Down the Previous Version of Epi Info 3.5.4 • Go to www.cdc.gov/epiinfo/ to download the latest version. Go to “Downloads” and then “Previous

Versions”. • To ensure that you have Epi Info installed and set up correctly, schedule an appointment with your

Nutrition Coordinator to ensure the process is completed prior to entering children. In addition, Nutrition Coordinators will assist in providing you the templates for printing:

Smaller individual child growth grids A classroom report of growth measurements

Use Version: Epi Info™ Version 3.5.4

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Epi Info™ Instructions (ECEAP only)

Load Epi Info onto your computer You may have to have your tech people load this if you computer does not allow you to install programs. Step 2: Go to the Nutrition Program Go to Programs Go to EPI Info Go to Nutrition (Small Program of Epi Info Step 3: Set Up your Data Entry Screen One Time Set Up Set your settings in the “TOOLS” 1. Go to Tools on the Menu Bar 2. Go to “Options” 3. Go to Display For ECEAP purposes, make sure all of the areas below are checked. (Especially the CDC 2000) However if you are a practitioner and you are wanting to follow other nutrition parameters such as Head Circumference or Arm Circumference then you will want to select these now for them to appear in your data entry field.

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Epi Info™ Instructions (ECEAP only) 4. Click on the Units Tab Ensure all areas are selected below for ECEAP purposes English/American English Units Years and Month Dates mm/dd/yyyy 5. Click on the Graph Tab On the left side “Graph Box” Select the graph starting with Adolescent WT for Age (ECEAP does not use Infant for Age). Click on the “Current ID No.” Click on English for Graph Units Continue to the next “Graph Type” and check “English Units” for all graph types For example, the next is Weight for Length and choose the above. This will set all the graphs to English measurements. Once you have completed all of the “Graph Types” press the OK Button at the bottom of the box.

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Epi Info™ Instructions (ECEAP only)

Setting up your Class File 1. Go to File 2. Go to “New Table”

3. Name your File “File Name” Enter the name of the classroom. If there are multiple teachers within one site, name the

database using the teachers name such as BethelBecky2006.mdb

4. This “Database Not Found” will pop up. Click YES that you would like to create the database.

5. The “Select a Table” Box then pops up Check the “New Table” Box Table Name: Type in you Class Name with the word Table Becky PM 2006 Table This links your Database name with a “Table of information. Now Click OK. You will return to the main Data Entry Window. You are ready to enter data. You have now created your first database with the file extension mdb (access file). The database and table are similar to creating a book cover (mdb) and its chapters (table). To create another database, you would follow the above steps. To create more tables (chapters) such as Becky AM2006 Go to File Select “New Table” The dialogue box will appear asking for you to select the database (book cover) in which to place your table. Select your “teachersitename2006.mdb” or BeckyBethel2006. Click the “Open” button The “Select a table” Dialogue box will appear and create your new table as above. Switching between class databases

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Epi Info™ Instructions (ECEAP only) 1. Go to “File” on the Menu Bar. 2. Select “Open Table” 3. Select the name of your Database For example BeckyBethel2006.mdb 4. The dialogue box that shows the attached table appears. Make sure that the appropriate table is selected. For example if you named the table for BeckyAM2006, this should appeared blued out in the list. Select this, click on OK and your Data Entry Screen with that class will appear. Entering Data into your classroom file. 1. ID number will start at one (see the arrows to the left and right you can use those to move between each child you place into the database.

2. Click into “Last Name” Enter the last name. Then click the “Enter Key” and you move to the “First Name” Do the same for “First Name” Security: If your database or computer can be protected by a password, then you can use the child’s real name. Whenever a child’s name and birthdate appear together, this becomes a medical record and must be protected. If you cannot protect your data, provide partial names or uniquely identify your children in this database. For example: Jose Garcia might become jo gar or John Tyler might become Joh Ty 3. Sex of child: Click the “Enter Key” or click on the “Male or Female” button directly. You can also use the arrow keys to choose Male or Female. Once selected click the “Enter Key” to go to Birthdate 4. Birthdate: Type in the birthdate as MM /DD/YYYY. For example May 5 2004 will be 05052004. Don’t add any dashes, the program will automatically move from month to day to year. Once completed, press “Enter” and you will go to the “Date of Measurement” Date Box 5. Enter the Date of Measurement as you would the birthdate above. MM/ DD/YYYY For example, if your fall measurements were taken October 9, 2005 Enter 10092005. Again, do not add dashes as the program will move to the next field. After you enter your Measurement Date, click the “Enter Key” and your cursor will move to the ‘HT” Entry Box. You will notice that the Age in Months will appear and be yellowed out (meaning that you cannot enter data and this is automatically calculated from the birth date and measurement date you entered above. Program Bug: When entering a new measurement date, make sure that the age is recalculated by pressing the “Enter Key” after entering the Measurement Date.” When entering the first child in a “New Table,” the program

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Epi Info™ Instructions (ECEAP only)

Decimal Conversion

1/8 1/4 3/8 1/2 5/8 3/4 7/8

2 oz 4 6 8

10 12 14

.125 .25 .375 .5

.625 .75 .875

may not calculate the Age. To correct this, place the cursor in the Birthdate box at the end of the birth year. Click the “Enter” key, the cursor will move to the “Date of Measurement” box and the Age should now be calculated. Every child entered after this first entry should now calculate automatically. 6. Enter Height (HT) in inches with a decimal point to represent fractions. For example, 40 ¼ will be 40.25. See Decimal Conversions to the left. Note: When you collect data, oftentimes WT comes before HT on forms such as the CDC Growth Grids and our Health Tracking Record. The data entry in this program above is reversed, calling for HT and then WT. Ensure that your data is entered correctly. Note: Recumbent Box remains unchecked. Recumbent means that the HT was taken while laying down which changes the measurement. The HT that you will enter reflects a child standing. Once you have entered your Height click the “Enter Key” you will move to the Weight. You will notice to the right, the data for HT for Age will be calculated. 7. Enter Weight (WT) in lbs using decimals or you can enter the lbs and then the ounces. Both should give you the same data. For example, 40 ½ lbs can be entered as 40.5 lbs. or 40 lbs and 8 ounces. See the decimal conversion chart above. Click the “Enter Key” and you will be placed in the “Notes” Box. You will notice to the right, the data will then all be calculated. 8. Enter any “Notes” to explain issues with the data. For instance, a child may have a hair style with barrettes that could not be removed and caused you to estimate her height…”HT measurement represents ½ inch subtracted for hair.” Or possibly a child was non compliant and you noted “John was squirmy, difficult to obtain an accurate reading.” Click the “”Enter Key.” You may want to Graph before entering another child. If so, go to the graphing section. 9. Enter another Child, in the “NEW ID” Section, by pressing the “NEW” Button. The ID Number should increase by one and the Data Entry Screen should go blank. Follow the above to enter the new information.

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Epi Info™ Instructions (ECEAP only)

Making a Small Growth Report and Printing The previous instructions showed us how to graph growth grids but this took one page per graph. The instructions will show you how to create a two-page growth summary which includes all three graphs and the child’s measurements with their percentile calculations. Creating a Customized Printing Template. Step 1: Open a database with a child’s entry in the Data Entry field. In the “Data Entry” field, go to “File.” Select

“Print Preview.” A pop up box will appear which may show a graph. Step 2: On the Buttons on the top of the print preview screen, select the middle button “Customize. Another pop up box will appear with 3 tabs at the top: To save time, ask your coordinator for the” ECEAP individual child report” which is the template except for your sites personal information. Download the file and the logo (Head Start/ECEAP Logo) to C:\Epi_Info. To open “ECEAP individual child report” Select the ‘Open” button on the bottom bar. A Dialogue box opens with EPI Info folder Click on the file ‘Individualchildsmallgraphreport.ntr” Select open.

Step 3: Fill in the Print Setup Dialogue Box Header: Fill in box with your site information ECEAP Growth Screening PSESD ECEAP Site 800 Oakesdale Ave SW Renton, WA 98057 425.917.7600 Patient Information Check: Name, ID Number, Birthdate, Sex (use the scroll bar to check all the boxes) Image: is for a picture or logo. Image Size is to control the size of the logo in your report. If you used the Individual child small graph report.ntr, you will want to rename it. Go to Step 6.

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Epi Info™ Instructions (ECEAP only) Step 4: On the top bar, select the middle tab “Graph” Graph Types Select the following 3 graphs to appear in your report.

Adolescent Wt for Age Stature for Age Body Mass Index

Graph Units English Step 5: On the top bar, select the right tab, “Table” Table Title Input “Summary of Growth Information” Available Fields: Select the data that you want to appear in the table.” For example: Click on Height: it will become dark Click on the right arrow in the middle (>), Height will move over to the Selected Fields Column. Continue to add fields Weight Age HAC (Height for Age) WAC (Weight for Age) BMI BMI Percentile Note Step 6: Save your template for the small graph individual report, Click on “Save As” on the bottom bar. A dialogue box will appear asking for a name and a location to save the template, usually in the EPI folder. Select a name that represents your site. “ECEAP ______ Small Graph Report” (Bates Puyallup Small Graph Report) Click Save. After you have created our template, when you make small changes while the template is open, just press the “save” button. After your have customized your template, press the “OK” button in the left corner on the bottom bar.

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Epi Info™ Instructions (ECEAP only) Step 7: To Print You should see 2 of your three graphs on the first “Print Preview” page. To move to the next page, click on the right arrow on the bottom left corner. Page two will appear with the last graph and the Summary of Growth Information Chart. Check your charts and data to ensure accuracy.

Once your report has been confirmed, you can print or you can return to your Data Entry Screen by pressing the “Close” button on the top bar. After a child’s information has been entered into EPI info Select “File” in the Data Entry Screen, then Print Enter another child’s information or if the next child is already in your database, move to the next child, then select “File”, then Print. Once you have confirmed one child’s entry in Print Preview, all of the rest of the children can be printed without having to preview the graphs.

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Epi Info™ Instructions (ECEAP only)

Creating a Report of the Entire Classroom for tracking Time Saver: Ask your coordinator for the “Epi InfoECEAPClassReport.vrd” template. Download the template file to C:\Epi_Info. Once you have loaded this, the correct report will be generated and can be printed. Step 1: Go to “Tools” on the Menu Bar. Then Select, “Report Generator” and a pop-up box will appear.

If you want to load the template, select the Browse button and a dialogue box will open with the EPI info folder files. Click on the “Epi InfoECEAPClassReport.vrd” For a general list, don’t select the “Change” Button and just press the OK Button on the bottom of the Report Generator Source Dialogue Box. Your Class Report will be generated for all of the children in your Table. Skip to Step 3 to print your report. If you wish to select certain children to print by ID or Date of measurement, click the “Change” Button. The dialogue box for “Data Source” will appear. You can choose the ID numbers

you wish to report on or if you click on the “Date” Tab you can select the dates of measurements.

Step 2: Customizing your Layout Window On the Icon bar, you will notice a tree figure on the right end of the bar. When you place your cursor over the Box, “Layout Window” will appear. Select this box and another dialogue box will appear called the “Layout Window.”

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Epi Info™ Instructions (ECEAP only)

Use your mouse and cursor to click and drag the following parameters from the list on the left to the Details Box on the right. fIdFirstName = ID First Name fIdName = Last Name fIdBirtthDate = Birth Date fIdLBS = Weight fIdOzs = Ounces (If you used the oz while entering WT you will need this data field. fIdInch = Height MeasurementDates fIdAge = Age at the Measurement Date fIdCDCWAC = Weight for Age Percentile fIdCDCHAC = Height for Age Percentile fIdBMI = Calculated BMI fIdBMIC = BMI for Age Percentile fIdNotes = The note section of measurement.

Once you have chosen your data that you want in your report, you can also change the order of the data as it appears on the report by “clicking and dragging” the fields in the “Detail box” up or down the box. When you are done, just click on the report that was being created as you chose your details. The Layout window will close. Step 3: Printing 1. Click on “File” on the Menu Bar at the top. Select “Page Set Up” if you need to change the direction of the paper from Portrait to Landscape or to change your margins. 2. Click on “File” on the Menu Bar again and select “Print” 3. To Preview your report, go to “View” on the Menu Bar and select “Print Preview,” To save the report template, go to “File” on the Menu Bar and select “Save As” and give the report a file name. Remember where you stored the file or direct where you wish to save the file prior to pressing save. To return to the Data Entry Screen, you must close out your report by clicking on the “X” Box in the upper right corner of the report. This Closes the “VideoSoft Data Reporter.”

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Epi Info™ Instructions (ECEAP only) Entering another measurement for the same child Suppose you have a child that you may have concerns about their growth. You can enter multiple heights and weights to observe trends when printing their graphs. If you enter data from a medical exam form, make a note in the “note” box such as “Data from Medical Exam” Oftentimes measurements from any outside source may vary in procedure and this will remind you that this data point may be suspect compared to your results. For ECEAP, you will need to enter in the Spring Data and follow up with changes in growth. Note any 2-channel changes on your Health Tracking Record and follow up with family and staff as to any issues that may be effecting the child’s growth. 1. Go to the ID Number that represents the child. If you don’t have that information, you have to ways to search for a child. i. In the ID Number section, you can use the arrow keys on either side of the number to search you data for the name or ii. On the Data Entry Screen, you can press the “Find” Button and a dialogue box will appear. Type in either the First or Last name and then press the “Find Now” Button. The bottom chart will appear with the ID No. and the Measurement Dates and Name. Use the ID number to go to the record. Either type in the number into the ID Number box or use the arrow keys to arrive at the record. 2. To enter a new HT and WT, press the “NEW” Button in the “Date of measurement” Section. The date and all of the calculations to the right will go blank.” Enter your new measurement date, and press the “Enter Key.” You should notice that a new age is calculated and your cursor will be in the HT box. Enter you data as you did before for HT and WT. Once you click Enter after the weight, the data is calculated to the right and the new measurement record is added. 3. To move between measurements, use the arrow keys on either side of the “Measurement Date." If you make a correction, to measurements, keep pressing the “Enter Key” until a dialogue box will pop-up. Click YES. Note the Data Entry Screen will move to the next child. To ensure your data was entered correctly, go back to the child you were making changes for and check the data entered into the specific date that you changed. 4. To Delete a “Measurement Date” select the date you wish to delete by using the arrows on either side of the “Measurement Date.” Click on top of the date, then press the “Delete” Button in the Upper Right corner of your Data Entry Screen (above the Birthdate). If you press the arrow keys again, you will notice that the measurement date is gone. 5. To Delete an Entire Record, go to the ID number of the child and click on the ID Number box so that your cursor is in the box. Then select the “Delete” Button and the entire child will be gone. However, you will notice that the ID numbers for the other children will remain the same and no shift has occurred because ID number 2 was deleted out of 18.

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Epi Info™ Instructions (ECEAP only)

Creating Individual Large Height, Weight and BMI Graphs 1. Press the “Graph” Button in the top right corner of the Data Entry Screen (above “Male” button) 2. To Print the WT for Age select the “Graph Type” “Adolescent WT for Age” Check to see that you have chosen, “Current ID No.” and “English” Graph Units. 3. Press the OK button at the bottom of the dialogue box. A pop-up box will appear with the graph. 4. To add grid lines, go to the “Menu” Tab in the upper left corner of the graph. Select “View,” then select “Grids.” Then choose what lines you want to appear. These are the lines that appear on a growth grid to help you plot the data. To make the graph appear as a typical growth grid, you would choose “Both Horz and Vert.” 5. To Print, go to the “Menu Tab,” then go to “File”, then choose ‘Print”. If your margins do not print correctly, you can choose “Print Setup” to make changes.

To print another graph 1. Close out your last graph by clicking on the “X” box in the upper right corner of the graph. This closes the pop-up box, and will return you the Data Entry Screen. 2. Select the “Graph” Button 3. To print HT for Age, choose the Graph Type “Stature for Age,” or to print BMI for Age, choose the “Body Mass Index” and follow the above directions for printing each graph.

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