The analysis database

The data file/s from Excel are input to an in-house system using FileMaker Pro. We use FileMaker Pro because it is easy to program (especially when this is done with gaps of weeks or months between sessions) and does not require advanced technical expertise to maintain. This means that we can manage the program ourselves and make changes as we go along without it becoming too costly.

The system allows basic statistics and indicators to be calculated and output in a set format. These are provided in the Appendices to our reports.

The database can also be used to generate further analyses not covered in the basic tables.

The database approach introduces better levels of data management and considerably reduces the burden of data management across hundreds of files.

However, the system is not fully integrated and is not turnkey (i.e. it requires some specialist operation). This is deliberate. Buildings and their operating contexts are complex. Survey requirements are also constantly changing, so there will always be some fine-tuning needed. We do not think that it is practical to produce a complete 'point and go' survey instrument.

We find Excel graphics and statistics are not specific enough for our needs and there is no FileMaker Pro graphics capability, so we generate graphics and statistics to the level required using either our in-house 'slider' charts or Aabel.

Data output from the FileMaker Pro database are typed by hand into a metafile maintained in StatView to generate benchmark information, statistical tests and benchmark charts.

Our system is thus 'open'. This has the advantages of:

• using the strengths of three software packages;
• allowing changes to be gradually introduced (and tested) from one survey to the next;
• having elements of manual input which helps error checking (and aids interpretation because you are closer to the data);
• being able to adapt outputs to different types of requirement;
• being able to add new features relatively easily.

The FileMaker database also has a comments analysis system and a data validity checker, both in AppleScript, which organise the comments from the questionnaires and examine data ranges and type validity.

Drawbacks include:

• extra quality control takes extra time;
• mistakes can sometimes still slip through (this is rare but still possible);
• some aspects of the system may not be finalised (e.g. some of the definitions of what constitutes red, amber and green on some arrow charts are yet to be finally decided).