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1 Producing an Automated Data Dictionary as an RTF File (or a Topic to Bring Up at a Party If You Want to Be Left Alone) Cyndi Williamson, SRI International, Menlo Park, CA ABSTRACT Data dictionaries are valuable for programmers and researchers who need to understand and analyze a data set. Unfortunately, there is no PROC DATADICT in SAS. This paper includes SAS code to produce a basic data dictionary as an RTF file. The code presented is intended to fulfill 90% of your data dictionary needs. However, we all know that the hard work is in the other 10%. This paper includes some examples of modifications to the basic data dictionary code to illustrate how to make changes to meet your needs. The code in this paper was developed using SAS for Windows (version 9.1). Some of the basic PROCs (such as CONTENTS, FORMAT, and FREQ) are used. ODS statements and the MACRO language are used to create the metadata. PROC REPORT and ODS statements are used to generate the data dictionary. This paper is appropriate for beginning SAS users who are 100% satisfied with fulfilling 90% of their data dictionary needs and for intermediate/advanced SAS users. INTRODUCTION As SAS programmers, we can figure out an awful lot about a data set by running PROC CONTENTS and PROC FREQ. Most of us would prefer to receive a data dictionary and not have to make assumptions (or make fewer assumptions) about the data. Although there is no PROC DATADICT, we have the tools in SAS to create an automated data dictionary. We can create a data dictionary that is extremely simple, but is also extremely limited. On the other end of the spectrum, we can create a data dictionary as complex and customized as time and money allows. In this paper, I present four examples of automated data dictionaries, beginning with something that is extremely simple and working up to something that is more useful while still basic with room for customization. CAVEATS AND NOTES The purpose of this paper is to present a process for creating an automated data dictionary. Although I present SAS code, explanation of the code is outside the scope of this paper. For each example presented below, I used the following TITLE, FOOTNOTE, and OPTIONS statements (which are not repeated in subsequent code in this paper): title1 'Producing an Automated Data Dictionary as an RTF File'; title2 'Example #'; /* WITH A DIFFERENT # FOR EACH EXAMPLE */ footnote1 height=8pt j=l "(Rev. &sysdate)" j=c "{\b\ Page}{\field{\*\fldinst {\b\i PAGE}}}"; options nodate nonumber orientation=landscape; In my examples, I used the Special Education Elementary Longitudinal Study public-use data (February 2007). In particular, I used the SAS data set named SEELS_TEACHER_W1 and used a %LET statement to refer to it as &file_dd in the code below. In addition, I used a %LET statement for the location of the output file in each example. EXAMPLE 1 (EXTREMELY SIMPLE AND EXTREMELY LIMITED) In this example, I start with the simplest case create an RTF file using PROC CONTENTS and ODS statements: %let file_dd = library.seels_teacher_w1; %let out_rtf_1 = C:\Projects\WUSS2007\Data\wuss07_dd_1.rtf; ods rtf file="&out_rtf_1"; proc contents data=&file_dd; ods rtf close; 1

2 The first page of this data dictionary (not presented here) has all that fabulous SAS information about the SAS data set (e.g., encoding and data set page size). The second page (see below) has information that looks more like a data dictionary, but is stil quite SAS-sy. In other words, it has columns (such as the name of the format associated with the variable) that are specific to a SAS data set and useful for SAS programmers only. EXAMPLE 2 (BASIC SIMPLE AND LIMITED BUT CUTER) At a minimum, I can make the above more palatable for people who are not SAS programmers; I will list out the variable name, description, and type in a more pleasing format. It is simple to create the contents metadata using PROC CONTENTS and ODS statements: ods output "Variables" = var_list; proc contents data=&file_dd; ods output close; proc sort data=var_list (keep=variable label type num) out=sort_var_list; by num; The ODS table Variables is sorted alphabetically by the variable name. Since that is not necessarily the most logical order for a data dictionary, you l notice that I sorted the data set by the variable num, which sorts the data by the logical position in the data set. Although that may not be the perfect order for a final data dictionary, it puts the variables in a more reasonable order for my examples. 2

3 I create an RTF file using PROC REPORT and a little more ODS: ods rtf file="&out_rtf_2"; proc report data=sort_var_list headline center nowindows style(report)=[font_size=1]; column num variable label type; define num / order noprint; define variable / order display width=10 "Variable" style=[cellwidth=200]; define label / flow display width=30 "Description" style=[cellwidth=330]; define type / display "Type" center style=[cellwidth=100]; ods rtf close; The first page of the data dictionary is shown below. Although this is a friendlier data dictionary than the previous example, it still could be more useful. 3

4 EXAMPLE 3 (BASIC BUT MORE USEFUL) I make a giant leap forward in this next example. It is good to know the variable names, description, and type, but it is so much better to have data (such as the number and percentage of responses for all values of a variable). GET FORMAT METADATA In my approach to creating a data dictionary, I use the formatted values of variables. This means that I need metadata on the formats. By adding the CNTLOUT option on the FORMAT statement (e.g.,proc format library=library cntlout=library.fmtcntl), I create a permanent SAS data set with information about the formats. I sort the data set that was created with the CNTLOUT option and keep selected variables as follows: proc sort data=library.fmtcntl (keep=fmtname start end label rename=(label=fmtlabel)) out=sort_fmtcntl; by fmtname; GET CONTENTS METADATA As in Example 2, I create the contents metadata using PROC CONTENTS and ODS statements to get the variable name, description, and type. I modify the contents metadata to create a new format name variable that matches the variable FMTNAME in the SORT_FMTCNTL data set (created above). In addition, I get the total number of OBS in the CONTENTS data set to use in the macro described below: data sort_var_list; length fmtname $32; set sort_var_list; by num; /* CREATE FORMAT NAME VARIABLE FROM CONTENTS THAT */ /* MATCHES FORMAT NAME VARIABLE FROM CNTLOUT */ fmtname = compress(format,'.'); /* GET THE TOTAL OBS */ if last.num then call symput("total_obs",put(num,8.)); CREATE FREQUENCIES AND COMBINE WITH CONTENTS AND FORMAT METADATA USING A MACRO I create a MACRO to get the value labels, numbers, and percentages for each variable. A step-by-step explanation of the MACRO follows: 1. I set up a %DO loop and go through the contents metadata and get the name of each variable: %macro get_dd; /* BEGIN MACRO DEFINITION */ %do i=1 %to &total_obs; /* DO LOOP WILL START WITH THE FIRST VARIABLE (i=1) AND */ /* CONTINUE THROUGH EACH VARIABLE TILL THE LAST ONE (i=&total_obs) */ data _null_; set sort_var_list; by num; /* REMEMBER THAT NUM=LOGICAL POSITION OF VARIABLE IN THE DATA SET */ if &i = num then call symput("next_var",variable); 4

5 2. I merge the contents metadata with the format metadata for each variable: data tempa&i; merge sort_var_list (in=in_cont where=(num = &i)) sort_fmtcntl; by fmtname; if in_cont; 3. I use PROC FREQ and ODS statements to get the frequencies for each variable. I use the MISSPRINT option on the TABLES statement to display the missing value frequencies: ods output "One-Way Frequencies" = freq_&i; proc freq data=&file_dd; tables &next_var / missprint; ods output close; 4. I sort the contents and format metadata and the frequency data set by FMTLABEL (the variable I want to merge by): proc sort data=tempa&i; by fmtlabel; proc sort data=freq_&i (rename=(f_&next_var = fmtlabel)); by fmtlabel; 5. I merge the two data sets by the value label: data temp&i; merge tempa&i freq_&i (in=in_freq keep=fmtlabel frequency percent); by fmtlabel; if in_freq; %end; 6. Now that the %DO loop is done, I have separate data sets with data on the contents, the formats, and the frequencies for each variable. I combine the data for each variable into a single data set: data var_list_2; set %do i=1 %to &total_obs; temp&i %end; ; %mend get_dd; /* END MACRO DEFINITION */ 5

6 PREPARE THE DATA FOR THE REPORT I sort the data in the order I want for the report. Then I create one record for each variable with all the values for the format labels, frequencies, and percentages concatenated into new variables. proc sort data=var_list_2; by num fmtlabel; data rev_var_list_2; length full_fmtlabel freq pct $500; set var_list_2; by num; /* NEW VARIABLES FOR CONCATENATED FORMAT LABELS, FREQS, PERCENTAGES */ retain full_fmtlabel freq pct ""; /* SET TO BLANK AT THE START OF EACH VARIABLE/NUM */ if first.num then do; full_fmtlabel = ""; freq = ""; pct = ""; end; /* CONCATENATE FORMAT LABEL(S) FOR EACH VARIABLE */ if first.num then full_fmtlabel = trim(fmtlabel); else full_fmtlabel = left(trim(full_fmtlabel)) "^n" trim(fmtlabel); /* CONCATENATE FREQ(S) FOR EACH VARIABLE */ if first.num then freq = trim(put(frequency,comma5.)); else freq = left(trim(freq)) "^n" trim(put(frequency,comma5.)); /* CONCATENATE PERCENTAGE (S) FOR EACH VARIABLE */ if first.num then pct = trim(put(percent,5.1)); else pct = left(trim(pct)) "^n" trim(put(percent,5.1)); if last.num then output; You are probably looking at the code above and wondering what that ^n is al about. In the RTF file, those characters will not print but will cause a line break. CREATE REPORT With only slight modifications (i.e., adding the format labels, frequencies, and percentages (in bold below)) to the code from Example 2, I create an RTF file using PROC REPORT and a little more ODS: ods rtf file="&out_rtf_3"; ods escapechar='^'; proc report data=rev_var_list_2 headline center nowindows style(report)=[font_size=1]; column num variable label type freq pct full_fmtlabel; define num / order noprint; define variable / order display width=10 "Variable" style=[cellwidth=200]; define label / flow display width=30 "Description" style=[cellwidth=330]; define type / display "Type" center style=[cellwidth=100]; define freq / flow display width=10 "n" center style=[cellwidth=100]; define pct / flow display width=10 "%" center style=[cellwidth=100]; define full_fmtlabel / flow display width=15 "Values" style=[cellwidth=300]; ods rtf close; 6

7 The first page of the data dictionary is shown below. This is a greatly improved version of the data dictionary; however, I can do more. EXAMPLE 4 (BASIC, USEFUL, AND SLIGHTLY CUSTOMIZED) Up to this point, I used metadata to create the data dictionary. Sometimes, we need additional data that is not contained in the metadata. Below is an example of how to add notes for selected variables. In the DATA step where I prepared the data for the report, I added the following code: notes = ""; if variable = 'st1a1' then notes = "Base: All respondents"; else if variable = 'st1a2_01' then notes = "Base (for all variables beginning with ST1A2_): Asked respondents if ST1A1=2 [instruction provided in classroom setting]"; else if variable = 'st1_spec_set' then notes = "Created variable^nbase: All respondents"; Instead of hard coding the notes as I have done, you may choose to create a separate data set with two variables (the variable name and the notes) and then merge that with the data set created in Example 3. 7

8 With very minor modifications (in bold below) to the PROC REPORT code, I create a new RTF file that includes the new NOTES variable: ods rtf file="&out_rtf_4"; ods escapechar='^'; proc report data=rev_var_list_2 headline center nowindows style(report)=[font_size=1]; column num variable label type freq pct full_fmtlabel notes; define num / order noprint; define variable / order display width=10 "Variable" style=[cellwidth=200]; define label / flow display width=30 "Description" style=[cellwidth=330]; define type / display "Type" center style=[cellwidth=100]; define freq / flow display width=10 "n" center style=[cellwidth=100]; define pct / flow display width=10 "%" center style=[cellwidth=100]; define full_fmtlabel / flow display width=15 "Values" style=[cellwidth=300]; define notes / flow display width=15 "Notes" style=[cellwidth=350]; ods rtf close; The first page of the automated, basic, still useful, and slightly customized data dictionary looks like this: 8

9 CONCLUSION I started with a very basic data dictionary (i.e., PROC CONTENTS). Using basic PROCs, some ODS statements, and a little MACRO language, I created three increasingly more detailed versions of an automated data dictionary. You could use the code presented here to create a basic data dictionary or modify the code to create a version that better meets your specifications. If you create a data dictionary following the process outlined here, you may want to consider adding code for the following: Create a custom order for the variables (i.e., not ordered by their position in the SAS data set). Create a format for every variable in your data set because variables without formats will not be listed out in the data dictionary. Produce means for continuous variables. Produce no data statistics for selected variables (such as ID or weighting variables). Create different sections for the report (e.g., presenting each section of a questionnaire separately). Before you start on a major new project for which you need to develop a data dictionary, you may want to plan ahead and think about the following: Case sensitivity for variable names (i.e., all upper, all lower, mixed case) Formats for continuous variables (e.g., quartiles or other logical groupings) Standards for labels and formats (e.g., length and format) Note: The length of formats is especially critical because the code presented here presumes that the format label will only be one line long within the report column (i.e., there is a line break (i.e., ^n inserted after each frequency, each percentage, and each format label for the variables). Automating data dictionaries saves time, ensures greater accuracy, and makes programmers and researchers happier people. REFERENCES Zender, Cynthia L. Funny ^Stuf~ in My Code: Using ODS ESCAPECHAR. SAS Global Forum Available at: www2.sas.com/proceedings/forum2007/ pdf ACKNOWLEDGMENTS My colleagues at SRI help me enormously. On this paper,patrick Thornton shared similar work and code he s done on data dictionaries. Many thanks to him! Mary McCracken and Ethan Miller provided helpful feedback. CONTACT INFORMATION Your comments and questions are valued and encouraged. Contact the author at: Cyndi Williamson SRI International 333 Ravenswood Ave. Menlo Park CA Work Phone: cyndi.williamson@sri.com SAS and all other SAS Institute Inc. product or service names are registered trademarks or trademarks of SAS Institute Inc. in the USA and other countries. indicates USA registration. Other brand and product names are trademarks of their respective companies. 9

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