EMMa Go Mapping. EMMa CSV Template

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1 EMMa Go Mapping EMMa CSV Template

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3 Contents Adding geocodes to your CSV file...5 Finding NUTS and GAUL codes... 5 Finding individual NUTS or GAUL codes... 7 Finding NUTS or GAUL codes for existing records... 9 Finding NUTS or GAUL codes for other regions or districts Saving your data as a CSV file Character conversion in column headers ECDC September 2014 All rights reserved. Page 3 of 15 Edition 1.0

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5 Adding geocodes to your CSV file In order to plot epidemiological data on a map, each case record must have a geocode (i.e. a geocoding field value) that relates the record to its geospatial location. EMMa requires either a NUTS code or a GAUL code as the geocode. The EMMa CSV Template is a tool to help you find these codes and add them to your CSV file. This section explains how you: 1. Use the EMMa CSV Template to find the NUTS or GAUL codes for your case locations. 2. Add the codes as geocodes to your case records. 3. Add geocodes for other regions or districts. 4. Create a CSV file that you can import into EMMa and use to create maps. Before proceeding with these actions, you need to download the Geocodes.xlsm file from the GIS Documents section of the EMMa Go Mapping website. Important: You are recommended to read the guideline in Character conversion in column headers before finalising your CSV file. Finding NUTS and GAUL codes This section describes how you use the EMMa CSV Template to find the NUTS or GAUL code for each of your case locations. To open the EMMa CSV Template: 1. Open Geocodes.xlsm in MS Excel. The Excel file contains macros, so a security warning is displayed the first time you open the file. You will be using these macros, so you must enable them. 2. Click Enable Content. 3. Click Yes if prompted to confirm that the file is a trusted document, if prompted. ECDC September 2014 All rights reserved. Page 5 of 15 Edition 1.0

6 The CSVforEMMa worksheet is displayed. 4. Proceed to either: Find individual NUTS or GAUL codes. Use this option if you only need to find geocodes for a few cases. Or Important: Find NUTS or GAUL codes for existing records. Use this option if you have a file with numerous case locations that you need to find geocodes for. Do not alter any values in the Geocodes worksheet. You can use all ordinary Excel functionality when working in the CSVforEMMa worksheet. However, to use the geocode functionality, the GEO_NAME, GEO_ID, Region_Level and PARENT_COUNTRY_NAME columns must remain as respectively columns A, B, C and D. If you want to enter data in columns G to L, which by default are behind the group of the blue explanation box and the two command buttons, you can drag the group to a different position for better visibility: 1. Drag your cursor over the edge of the blue box until the drag icon appears. 2. While the drag icon is displayed, hold the left mouse button down. A frame around the group is displayed 3. Drag the group to a new position. ECDC September 2014 All rights reserved. Page 6 of 15 Edition 1.0

7 Finding individual NUTS or GAUL codes The following procedure involves copying data between two files between the file containing your data and the geocode worksheet in Geocodes.xlsm. When copying data, be careful to ensure that the GEO_ID values are added to the correct case records. Using the method described in Finding NUTS or GAUL codes for existing records is probably a safer method if you have a large number of records. To find a NUTS or GAUL code: 1. Open the CSVforEMMa worksheet. 2. Enter the name of the region or district in the GEO_NAME column. Only Latin ASCI characters are permitted for the name. 3. Click Enter. If the EMMa CSV Template finds a single exact match, it automatically enters the geocode, region level and country in the respective columns. If the template finds multiple instances of the same name, a list of possible matches is displayed and you are prompted to select from the list. Ignore the difference between centered/left justified text in the columns. ECDC September 2014 All rights reserved. Page 7 of 15 Edition 1.0

8 If you are uncertain of the spelling, the template uses Soundex to identify possible matches - see left illustration below. Likewise, you can use * as a wildcard - see right illustration below. Note that you can move the group containing the instructions and two green command buttons to make working with your data easier, see here. 4. When you have found all the geocodes you require, either: Copy the geocodes from the GEO_ID column (B) and assign them to the correct records in your file. Or Enter the values you want to map in the Map_symbology_value column (E). You can copy additional data from your original file into additional columns (F, G, H, etc.) as required. 5. Proceed to save your data in a CSV file. See Saving your data as a CSV file. You can at any time click Clear Template to remove all data from the worksheet. ECDC September 2014 All rights reserved. Page 8 of 15 Edition 1.0

9 Finding NUTS or GAUL codes for existing records The following procedure involves copying data between two files. Unlike the procedure described in Finding individual NUTS or GAUL codes, this procedure allows you to replicate the row structure from your existing data file. If you have a large number of records, using this method is therefore probably a safer way of copying between files. 1. Open the CSVforEMMa worksheet. 2. Navigate to the file in which your case data is saved. 3. Open the file in a separate Excel window for easier copying. 4. Copy the location names that you want to find geocodes for. Do not copy the column header. Note that only Latin ASCI characters are permitted for the name in Geocodes.xlsm. 5. Place the cursor in field A2 in the GEO_NAME column in Geocodes.xlsm. 6. Click Ctrl + V to paste the values into the CSVforEMMa worksheet. ECDC September 2014 All rights reserved. Page 9 of 15 Edition 1.0

10 7. Click F2 + Enter in the field containing the first region or district (field A2) If the EMMa CSV Template finds a single exact match, it adds the geocode, region level and country in the respective columns for that record and moves to the next field in the GEO_NAME column. 8. Click F2 + Enter for each name in the column in succession. It is necessary to do this for each name, because multiple matches might occur that require you to make a selection. See, for example, Boke in the illustration. If the template finds multiple instances of the same name, a list of possible matches is displayed and you are prompted to select from the list. Ignore the difference between centered/left justified text in the columns. 9. When you have found all the geocodes, either: Copy the geocodes from the GEO_ID column (B) and paste them as a new column in your file. Or Make sure that the geocodes are pasted in alongside the correct records! The values in columns C and D are not required to create your CSV file for EMMa, but you can save copy these as well if you want to add these values to your dataset. Copy the case data values you want to map into the Map_symbology_value column (E), and into any additional columns (F, G, H, etc.) as required. See Figure 1. Do not copy any data into columns A, B, C or D, or delete any of these columns! Note that for easier pasting you can move the group containing the instructions and two green command buttons, see here. ECDC September 2014 All rights reserved. Page 10 of 15 Edition 1.0

11 Figure 1: Data copied into CSVforEMMa worksheet 10. Proceed to save your data in a CSV file. See Saving your data as a CSV file. You can at any time click Clear Template to remove all data from the worksheet. Finding NUTS or GAUL codes for other regions or districts You might need to find geocodes for locations for which you do not have data, or to create template file for data collection. For example, if you wish to add regions with no reported cases to your dataset, you will need to find the NUTS or GAUL codes for those regions. The EMMa CSV Template provides prefilled templates that enable you to select the region level (NUTS or GAUL) for this purpose. ECDC September 2014 All rights reserved. Page 11 of 15 Edition 1.0

12 To use a prefilled template: 1. Open the CSVforEMMa worksheet. 2. Click Select Prefilled Template. The selector dialogue box opens. 3. Select the combination of area/country and region level in the list boxes: Country templates enable you to select a specific region level for an individual country. EU/EEA templates enable you to select a specific region level for all countries in an area. ECDC September 2014 All rights reserved. Page 12 of 15 Edition 1.0

13 4. Click: Append to existing template this option enters the geocode, region level and country in their respective columns after any entries already displayed in the worksheet. You can use the Append option if you want to build up a list containing several countries, for example. Or Overwrite existing template this option deletes any entries already displayed in the worksheet and enters the geocode, region level and country in their respective columns. 5. Click the Save icon or Ctrl + S to save see Saving your data as a CSV file. You can at any time click Clear Template to remove all data from the worksheet. Saving your data as a CSV file Before saving your data, you are recommended to ensure that the column headers in column E and any other columns you might have added match the criteria described in Character conversion in column headers. When you save your data in the Geocodes.xlsm file, both an Excel version and a CSV file are automatically saved the CSV file is formatted for direct import into EMMa. ECDC September 2014 All rights reserved. Page 13 of 15 Edition 1.0

14 To save your data: 1. Click Save As. The Save As dialogue box opens. 2. Change the file name as appropriate. If you reuse the default file name, any CSV file you have previously created using the default name will be overwritten! 3. Click Save. A confirmation message is displayed and your data has now been saved in both Excel and CSV formats. 4. Click Copy CSV file location. The path to where the files have been saved is copied to the Windows clipboard. 5. Open Windows Explorer. 6. Paste the path into the address bar in Windows Explorer Ctrl + V. ECDC September 2014 All rights reserved. Page 14 of 15 Edition 1.0

15 The two files are displayed in the directory where they have been saved. Character conversion in column headers During data import into EMMa, any character in a column header (i.e. a field name in the header row) that is not an ASCII letter, a digit or an underscore is replaced by an underscore. Likewise, if the column header does not begin with an ASCII letter or an underscore, the header is then prefixed by an underscore. Column header ABC def ABC_def Converted column header ABC_def ABC_def (unchanged) 3 ghi jkl _3_ghi_jkl &abc &@abc 3abc&def _abc abc _3abc_def 3abc&@def _3abc def Important: If you expect your data will be updated, you are recommended to ensure that the column header for column F and any other columns you add to the file take these character conversions into account. If you do not, EMMa might later reject your update file. For example, if your original column header is 3 ghi jkl, EMMa will not accept this column header when you try to upload an update it will expect the column header in your update file to match the converted header, i.e. _3_ghi_jkl. After your file has been successfully uploaded, you can see in the layer s attribute table which column headers EMMa will accept in an update file. ECDC September 2014 All rights reserved. Page 15 of 15 Edition 1.0