Data Processing Manual

For

QUARTERLY AQUACULTURE SURVEY

Systems Development Division
March 2022
 TABLE OF CONTENTS
I. Installation of System 1
1.1 CSPro Installation 1
1.2 DPS-QAqS Installation 4
II. Invoking the QAqS-DPS 7
III. Setting the Parameters 7
IV. Setting the Reference Files 8
1. Aquafarm Samples 8
2. Price Ranges 11
3. Other Species 11
4. Set Supervisor and Statistical Researcher Names 12
V. Data Entry 13
VI. Completeness Check 22
VII. Consistency Check 23
VIII. Generate Transmittal File 24
X. Other Instructions 25
1. Search Questionnaire/Sample Operator ID 25
2. CSPro version shifter 26
 Data Processing Manual
Quarterly Aquaculture Survey (QAqS)

I. Installation of System
This discusses the installation of the system and setting the system configuration. System
installations involves the installation of CSPro software and the system for QAQS.

Before the installation of the QAQS-DPS, there are software and hardware requirements
necessary for the smooth installation of the system. Below are the requirements:
● Minimum of 512MB of RAM.
● At least 5GB of free hard drive space.
● Windows 7 or latest versions of Windows operating system
● CSPro7.6.2

1.1 CSPro Installation

a. Double-click CSPro 7.6.2 installer

b. The screen below will appear. Click the “I Agree button”, to proceed with the
installation.

c. The screen below will appear. Click the “Next” button.

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d. The screen below will appear. Click the “Install” button.

e. Wait until the installation is finished. The screen below will appear, and the green color
indicates that the installation is in progress.

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f. The screen below will appear which indicates that the installation of CSPro 7.6.2 is
completed. Click “Finish” button. DO NOT click on the two (2) tick boxes.

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1.2 DPS-QAqS Installation
a) Double-click the installer for QAqS

b) The screen below will appear. Default path of the system is provided don’t replace it just click
Next button to proceed.

c) The screen below will appear. Click the tick box in “Create a desktop shortcut” so that a check
mark will appear. This will create a desktop icon or a shortcut icon for the QAQS.

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d) Click “Next” button to proceed with the installation.

e) The screen below will appear. Click the “Install” button to start the installation of QAQS.

f) A progress windows will appear to show the installation process (see Figure below).

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g) The screen below indicates a completed installation. Make sure that the tick box for “launch
QAqS-DPS” is unchecked.

h) Click the “Finish” button.

i) A desktop shortcut icon is created and can be used to invoke the QAQS system.

j) The system is now ready.

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II. Invoking the QAqS-DPS

a) Locate the QAqS shortcut icon at the desktop

b) Double-click the icon

c) The system will be displayed. See image below.

The Menu options of QAQS:

III. Setting the Parameters

a. From Main screen, click Settings

b. The PROJECT.csdb will be displayed. This file contains the parameters for the system. The project
title is automatically filled up with “Quarterly Aquaculture Survey”. Set the parameters for region,
province, quarter, and year first.

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 c. After setting the parameters pop-up message will be displayed, see figure below.

d. The parameters for Project Title, Region, Province, Reference Quarter and Year will be ready for
the system.

IV. Setting the Reference Files

1. Aquafarm Samples

a. From Main screen, click Reference File

b. There will be five (5) buttons displayed namely:

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c. When you click the Aquafarm Samples button, the screen below will show. All the data
fields are locked except the Status code and Remarks data fields. There is also an option
button for interview status which you can click the desired status code with their
corresponding description.

d. The description of the Status will automatically fill the Remarks data item.
e. The cursor will skip to the next sample operator.
f. If all changes for the status code and remarks are done, the accept button will appear to
save the updates.
g. An INSERT button is specified at the upper portion to allow addition of replacement samples
if there’s any.

h. Click the button to allow the system to insert a blank row after the last sample operator.
i. Press Enter Key to display the list of available sample replacements.

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 j. Select the desired operator replacement by highlighting the name and clicking the
checkmark. Once the operator replacement is selected, it will disappear from the list to
avoid duplication.
k. The selected name will automatically appear in the row, update the Operator Serial number
of the sample, and proceed with updating the status code.
l. Please put in the remarks what is the ACN-ASN of the sample operator that you replaced.
However, if there’s no available replacement or all replacement are used/exhausted put
the appropriate code either (3,5,6) and include in the remarks what is the reason. Also,
encode it in the data entry.
m. If the status code is 4, no replacement will be done and make sure to put the reason in the
remarks. Also, encode it too in the data entry.
n. The screen below may appear. If there are additional samples, press No and repeat steps G
to J; otherwise, click Yes to save the changes.

Note: If the Status Code of the Operator is 3,5 or 6 there should be a replacement sample. Please make
sure you click the right sample replacement because once you select the replacement operator it will
automatically remove from the list even if you did not save it. Also, the list of replacement will display in
other case as long as they have the same aquafarm type, province, and municipality.

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2. Price Ranges

a. From Main screen, click Reference File

b. Click the Price Range button.

c. The region code of the current province will be displayed. This form is for viewing only of
Minimum and Maximum values for each species.

d. The data items for Minimum and Maximum data items are locked and cannot be edited.
Although the Average data item can be modified, the system will not be using the data item.
Scroll-down to see other species or click the close button to return to main menu.

3. Other Species

a. From Main screen, click Reference File.

b. Click the Other Species button.

c. After clicking Other Species button, screen below will show

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 Note: Before going to data entry make sure to encode the other species in the reference file first
if there’s any.

4. Set Supervisor and Statistical Researcher Names

a. From Main screen, click Reference File

b. Click the “Set Supervisor/SR Names”

c. The SR_Supervisor.dat will be displayed. This file contains the parameters for the
system. The region code corresponding to the current province will be displayed. You
can set the Supervisor and SR name in this file.

d. Press Ctrl-/ to save the changes. Click Yes to save or No to continue the updating.

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 Note:
* To insert a new record for Supervisor and SR. Position the cursor at the last
Supervisor ID or SR ID, press the CTRL key and F3 simultaneously.
* To delete a record for Supervisor and SR. Position the cursor at the desired
Supervisor ID or SR ID, then press F4. Be careful in deleting a document, and it
cannot be undone.

V. Data Entry
a. From Main screen, click Data Entry

b. A menu will pop-up (You must update Aquafarm Sample status first).

c. If you click no, you will be directed Aquafarm Samples to update status

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 d. If you click yes, a pop-up menu will appear (Options for Form1 and Form2).

e. If Form 1 is selected the cursor is automatically positioned at the Date data item. Choose the
date of visit using the provided calendar.

f. The codes and names of region/province are automatically link in the parameters.
g. Set the Municipality and Barangay Code.

Note: If the encoded municipality and barangay code are not found in the list, an error message will
appear. Press F8 to clear on the error message to re-enter the correct once.

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h. After setting the barangay code, another module automatically pop-up wherein the different
types of aquafarms/environments will display. Choose the appropriate aquafarm/environment
and click enter.

i. If the chosen aquafarm type is successful, the list will display the sample operators. Only the
sample operator with status codes 1 to 6 will be listed. If there are missing sample operators in
the list, please go back to the reference file and update the status code.

j. Highlight the selected sample operator then press Enter key. The name of operator will be
displayed.

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k. Set the sex of operator and press Enter key.
l. Type the name of the respondent and press Enter key to proceed to relationship to the
operator's name.

Note: If the respondent's name is the same as the operator's name, put a dash "-" and press
Enter key. The operator's name will automatically copy, and the relationship code one (1) will
also automatically be input.

m. If no aqua sample is selected, an error message will appear. Press F8 to click on the error, go-to
reference file to update the status. Status must have a value of 1, 2, 3, 4, 5 or 6 (1. Interview
Completed 2. No Production 3. Temporarily Stopped 4. Stopped Operations 5. No available
Respondent 6. Others)

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n. If Status is 1, the cursor will proceed to Name of Respondent. If Status is 2 to 6, the cursor will
skip to Remarks.
o. Select type of Management System and Culture System. Type the corresponding code

Note: Type of Aquafarm and Water Environment already have the data because it links in the
reference file.
p. The field of area of aquafarm is also linked in the reference file. Still, it is editable if there are any
changes/updates.

q. If the aquafarm type is not PEN or CAGE, the cursor automatically skip the item 2.6 Volume of
Aquafarm.
r. The cursor will now proceed to the Species Group data item. A dropdown list will appear. Select
the desired Species Code and press Enter key to reflect the name of the specie in column 2

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s. If Other Species is selected, a list of Other Species will be displayed

t. The cursor will then proceed to the quantity stocked, volume of production, area harvested and
price per kilogram.

• There will be error messages if the area harvested is greater than area of aquafarm.

• There will be error messages if it is cultured but no area given. However, if it is natural entry
cursor will skip the quantity stocked and area harvested.

• There will be error messages if there’s no production but

with price and area

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• There will be error messages if there’s a production but no
price.

• Error message will display if the price is out of range.

• Error message will be display if the species is

duplicated.

u. If all species are encoded, press Ctrl-/ to exit the roster of species and skip to Remarks data item
for any comments.
v. At the data item for Statistical Researcher (SR), press Enter key to choose the name of SR that
will appear in the list. Next, highlight the desired SR Name and press Enter Key to reflect the
name in the box provided and proceed to data item for Supervisor Name.

w. Press Enter Key to choose the name of Supervisor that will appear in the list and highlight the
desired Supervisor and press Enter Key to reflect the name in the box provided.
x. After setting the SR and Supervisor press Enter Key to proceed in Date of Accomplished and
Date Edited. Select the desired date.

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 y. Error Message will display if the date accomplished is earlier than current date.

z. After the last date, the system should be accepting the data and the Accept screen should appear
but there may be times that an alert message will display if some ID were not filled. This scenario
will only appear if the encoder, immediately proceeds to the encoding of species.

Alert message will display if some ID were not filled.

The Accept screen will appear to save all the information encoded.

Click the close button at the upper right corner (X mark) to return to main menu.

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aa. If Form 2 is selected the cursor is automatically positioned at the Date data item. Follow the
same procedure in Form 1.

Note: If the Type of Aquafarm is Seaweed the cursor will skip item 2.2.1 or vice versa.

This error message will appear if there’s data in row 1 or row 2.

Same case if the type of aquafarm is Oyster or Mussel.

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 Encode production information. The cursor will proceed to volume of production depending on
what type of environment is chosen. If Oyster the cursor will be on 1st row, Mussel on 2nd row
and Seaweed on 3rd to 9th row of the roster.

• Same error in Form 1 will appear in Form 2 if there’s any inconsistency.

VI. Completeness Check

a. From the Main screen, click Completeness Check

b. Choose what form to check

c. Completeness check report will be displayed

The report will show the Number of Respondent Encoded and in the lower portion will show the
Summary as well as the Response Rate.

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VII. Consistency Check
a. From Main screen, click Consistency

b. The system will display the Sample Operator IDs with errors. Highlight and click the check mark,
to view the details of the errors.

c. Highlight the error to be corrected/view and click the check mark or click on the error, to
proceed to the Data Entry module and show the questionnaire with error.

d. The system will show the Operator’s ID with error using the Data Entry module.

e. Make the necessary corrections and don’t forget to press Ctrl-/ to save the changes.
f. An OK mark beside the erroneous ID, indicates that the record has been visited or corrected.

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 g. Click the X mark to exit the updating of errors. The screen will proceed to the previous list of
Sample Operator IDs with mistakes. An "ok" will also signify that the record or Sample Operator
ID has been visited or modified.

h. Click the X mark to return to main menu.

i. Repeat the process until “No errors” message appears.

VIII. Generate Transmittal File

a. From Main screen, click Transmittal File

b. File will be generated place on “C:\QAqS\Workfiles\zip”

The content of the zip file is shown. The zip file will be submitted to Central Office.

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X. Other Instructions
1. Search Questionnaire/Sample Operator ID
This feature is applicable during the modification and browsing of questionnaire
records. The SO ID is the complete geo-code comprises of the following:

Type of Aquafarm/Environment -1st 3 digits

Region code - 2 digits
Province code - 2 digits
Municipality code – 2 digits
Barangay Code – 3 digits

To easily locate the questionnaire or record in the datafile, follow the steps below:

a. Click the Data Entry module

b. Click stop button, to shift from Add mode to Modify mode

c. At the left side of the screen, the list of sample IDs are displayed. If the list is long, it will
be difficult to locate the questionnaire.

d. To search for the Sample ID, press Ctrl-F, a dialog-box will appear with the last record as
the Sample ID.

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 e. Using the combination of codes above, type the desired Sample Operator ID then press
OK button.
f. The system will open the questionnaire screen for the desired Sample Operator ID.

g. Proceed with the updating of entries.

h. DON’T FORGET TO PRESS CTRL-/ TO SAVE THE CHANGES.

2. CSPro version shifter

This instruction is applicable if the PC or laptop being used is installed with different
versions of CSPro. This process should be done before the system is invoked. For example, if
DPS was developed using CSPro 6.3 but the current CSPro version is CSPro 7.6, this will create
problems in the operation of DPS.

TO invoke CSPro version shifter:

1. Locate the CSPro shifter application

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2. Right-click on the CSPRo shifter file, then highlight “Run as Administrator” and then
click.

3. The security screen will appear, click Yes button to continue the installation.

4. The screen below will be displayed after opening the system with ADMIn privileges.

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5. The current running version of CSPro will be displayed. Click the Desired version
dropdown list, to select the CSPro version to be used, then click Change version.

6. A confirmation screen will be displayed to show the current CSPro version. Click OK
button to continue.

7. The final screen for the installed system will be displayed.

8. Click close button (X mark at the upper right corner).

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