Adjusting quotas after you have received replies Sometimes you wish to adjust a quota after you have received some replies. You need to be careful if your survey is on Snap WebHost because your data is held in two places. For example, assume that you have a survey with a quota of eight responses. You have received four responses from Snap WebHost. You wish to change the quota to ten. You make the changes and republish. Snap knows that you now only need six responses. This is because you could have response data from other editions and it would contribute to the total needed. When you reload the survey to Snap WebHost, Snap WebHost has recorded that four responses have already been received. It puts them towards the new quota, and assumes that two responses are needed to complete the quota. To ensure that the quotas in Snap match the quotas in Snap WebHost you need to remove the case data from Snap before you publish. The best way to do this is to export your data from Snap, delete the data, and republish the survey with no cases. You can then re-import the data into Snap. An alternative method is to increase the quota to take account of the replies that have already been imported into Snap. This is briefly described after the Conclusion. It is useful if your quotas are simple, and you are only publishing on Snap WebHost. This worksheet gives a step by step guide on how to export your data, delete the cases from the survey, republish and then re-import your data. This allows you to leave complex interlocking quotas as they stand. Background Quotas are limits on the number of replies that can be received. Quota calculation is handled by the part of Snap known as the Interviewer. This is also part of Snap WebHost and the app that runs on PDAs and offline surveys. This allows remote surveys to work out whether quotas have been met while the interview is still in process. If you are importing responses into Snap for analysis, the interviewer within Snap does quota evaluation, so you can apply a notional quota to paper or Web:HTML questionnaires (that is, you stop entering the responses into Snap when the quota is met). Quotas are administered by Snap on all responses, so that you can import responses from Snap WebHost, from a Web survey and enter cases directly into Snap and know that Snap will recalculate quotas correctly from all the different sources. The survey used as an example in the worksheet has a multi-response six code question. The quota has been set so that with a quota of 20 responses on code 1 and code 2, and 100 responses on the other codes. Respondents may complete any number of responses. The survey has been uploaded to Snap WebHost and three completed questionnaires have been received. The Summary tab for the survey shows the number of responses, and how many responses have been received for each code in the quota question. Summary of steps This worksheet assumes that you have started a survey with a quota on Snap WebHost and realise that you need to change the quota after you have imported some responses into Snap. Step 1: Pause the Snap WebHost survey and archive your survey Step 2: Change the quota in the survey in Snap to the new values Step 3: Export the data in Snap to a .CSV file Step 4: Delete all data in the survey Step 5: Republish the survey with the new quota and reload it to Snap WebHost Step 6: Import the data back into your survey Step 1: Pause the Snap WebHost survey and archive the Snap original Before you make any changes, you should pause the online questionnaire and archive your survey containing the stored data. (You may wish to check if any known respondents are in the process of completing a survey before you pause it). To pause the online questionnaire, go to Snap WebHost and select the survey. On the survey summary page, select Pause questionnaire. To archive the original survey, open the Survey Overview window in Snap. Select the survey you are working on and then select File|Archive Survey. Browse to the folder where you store your backups. Make sure the Include Raw Data box is checked, so you have a copy of any data you have already imported. Click [OK]. Step 2: Make the changes to the quota Open the survey in Snap Click on the main Snap toolbar to open the weights dialog. Double-click the weight containing the quota values to open it. Make the changes to the weights that are needed. This shows the first two code values changed to 30. Select Tailor|Quotas. Open the quota for your survey and confirm the situation. This dialog shows that the quota for responses for code 1 is now 30, and that there have been two responses with that value. Step 3: Export all your data from the survey Click on the Snap toolbar to switch to data entry mode. Select File|Export to open the export dialog. Set the Format to Excel (CSV). Select the File radio button, and browse for the directory to store the file. Leave the other boxes blank, and click [OK]. The Header Row option is checked by default. You will receive a message stating how many cases have been exported. Click [Done] to return to the survey. Step 4: Delete all data in the survey Go to the survey overview window (click on the Snap toolbar to display this window if you are in the survey). Select the survey you are working with. Click the button on the overview window toolbar to delete the survey. Check the Raw Data box. Make sure that the Survey Definitions box is cleared. This will keep the survey but delete all case data. Click [Delete]. You will be asked to confirm that you wish to delete the raw data. Click [Yes]. The Survey Overview window will show that your survey now has 0 cases. Step 5: Republish the Snap WebHost survey with the new quota Open the Snap WebHost edition of the questionnaire. Select File | Publish (or [Ctrl] + [Alt] + [W]) to republish the questionnaire Log onto Snap WebHost and reload the republished survey. The quota figures in the Summary screen change to the new values. The existing responses are kept. Restart the questionnaire. Step 6: Re-import the data to your survey Go back to your survey in Snap and click on the Snap toolbar to go into data entry mode. Select File | Import to open the export dialog. Set the Format to Excel (CSV). Select the File radio button, and browse for the directory where you stored the file. You will receive a message stating how many cases have been imported. Click [Done] to return to the survey. Conclusion This worksheet has shown you how to delete data from a survey and reimport it so that you can synchronise the response information stored in Snap and on Snap WebHost. For more information about quotas, see the worksheets on Quotas and on Interlocking Quotas in Snap WebHost. There is also help available, see the instructions beginning Identify or create the quota variable(s) to be used. Adjusting quotas to take account of existing data If you would prefer not to delete data and have a simple quota, you can solve the problem by altering the quota values to take account of the responses you have already imported. Pause the questionnaire. (You may wish to check if any known respondents are in the process of completing a survey before you pause it). Import all completed responses into Snap so that Snap knows about all the Snap WebHost responses. Assess the responses for the quota variable. This shows a quota of 50 males (code 1) and 50 females (code 2). 5 male responses and 8 female responses have been received. To change the gender quota to 60 males and 40 females on Snap WebHost without removing the data means taking these into account. You will need to set the male quota to 65, and the female to 48. Check the quota is showing the correct figures. Republish the survey. The quotas will be adjusted on publish, so that when it is reloaded on Snap WebHost the desired figures will be used. The disadvantage of this method is that you will have different quotas between Snap and Snap WebHost. This can be a problem if you have multiple editions of a questionnaire. It may also be confusing if you have to reload your data at any point. If there is a topic you would like a worksheet on, email to snapideas@snapsurveys.com