Client logo here

Month, Year
Download the data
 Data Pilot Flying J

Every Thursday pull the data from the Wednesday of the prior
week through the last Wednesday (yesterday):

Goto http://www.surveyonthespot.com/accounts/login/
Login with login=rschaefer@cmbinfo.com, Password=hbfqn
Click on the Analytics tab
Scroll down then click on the survey labeled
Pilot Flying J-Weekly Survey w restaurant (Continuous) rev 6-19-13
From time-to-time the survey thats to be used will change as the survey is
updated. I will let you know when this happens.

Note: You need to set the End date first, then

set the Start date.
Click on Filter.

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 Data Pilot Flying J

Note the number of completions captured.

This is important because we need to download the data as Excel and there is a limitation of
~5,000 that you can download in this format.
We need to download as Excel due the way it exports characters. We ran into issues
processing the data in SPSS when we exported as .CSV.
Adjust the end date and the start date so that you have less than 5,000 completes. Select
Download then select the download format as Excel.

Readjust the end date and the start date for the next batch of data until youve download
all the data from the previous weeks Wednesday to the last Wednesday (yesterday).
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Download Completes to Award Points
 Download Completes to Award Points Pilot Flying J

Every Monday and Friday the survey completions are pulled (from the previous
Monday or Friday to the present day) and the Submission IDs, email address and
MainCard IDs are posted to CMBs FTP site so that PFJ can download and assign
reward points to panelists.
Log into On The Spot Systems
Select the Analytics tab
Select the relevant survey (please check with me to verify which survey(s))
Change the End Date to the present day
Change the Start Date to the previous Friday or Monday
Select Filter
Allow website to generate report
Select Download
Select Download as a CSV file
Wait for website to prepare file (the more completions it processes, the longer
the wait
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 Download Completes to Award Points Pilot Flying J

Open Saved CSV file and process

Filter on Have you visited a Pilot Flying J location within the past 7 days?
On the filter dropdown de-select for Yes then delete all the rows so that the
file only contains cases where this column has a Yes
The only variables we need to keep for this exercise are Submission ID and
URL Data
Delete all other columns
The column URL Data contains both the email address and the MainCard ID
These fields are pipe delimited and need to be parsed into separate columns
Select the column URL Data
Select Text to Columns
Select Delimited then select Next
Select the delimiter Other and add a pipe |
Select finished
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 Download Completes to Award Points Pilot Flying J

Delete the header row its not needed

Dedupe this file against the previous file posted to the FTP site
Open the last file posted to the FTP site
Navigate to L:\Projects\Pilot Flying J\Sample\Completes Files for Points (sent to
client)\Combined Lists sent to client
Open the most recent file
Dedupe the current file using a VLOOKUP against the Submission IDs in the file
you just opened

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 Download Completes to Award Points Pilot Flying J

Populate the entire column with the VLOOKUP to identify duplicate Submission
IDs
Filter on the VLOOKUP column and deselect the N/A
Delete all row where duplicate Submission IDs were found
Remove the filter
Delete the VLOOKUP column
Save this file back to the folder L:\Projects\Pilot Flying J\Sample\Completes Files
for Points (sent to client)\Combined Lists sent to client using the naming
convention New Survey Completes (2013-06-21).xls except update the date of
the file in the file name.
Upload the file to the FTP folder /_ftp_pfj
Notify me when this has been completed

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Prepare Sample for Friday Mailing
 Prepare Sample for Friday Mailing Pilot Flying J

Overview
Every Friday we download supplemental sample, that PFJ provides, from the
FTP site.
The master sample is then updated with the new sample.
Once this is completed, we use the sample to generate unique URLs which we
then deliver to our mailing vendor.
That vendor then emails the weekly invitations to all survey panelists.

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 Prepare Sample for Friday Mailing Pilot Flying J

Download and process supplemental sample

First note that the supplemental sample may contain data for completely new
panelists, it may contain updates to email addresses and/or updates to first
and last names of current panelists. Some records may be identical to our
current panelists and should be ignored.
The challenge it to identify the new sample and/or sample changes and update
the master sample file.
Once this step is complete the sample is used to generate unique URLs. When
you have generated the unique URLs and added them to the master file (and
saved the file down), please notify me that its ready so that I can deliver them
to our email vendor.

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 Prepare Sample for Friday Mailing Pilot Flying J

Directions:
Please navigate to L:\Projects\Pilot Flying J\Sample\Sample Lists sent to
Decipher

We keep a copy of each weeks file, so copy the folder from last week and
update the name to the next consecutive number. (I copied 35 and renamed to
36).

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 Prepare Sample for Friday Mailing Pilot Flying J

Directions:
We only need the master list from the previous week, so delete last weeks new
sample and the zip file. Then rename the master list to a new week number and
date.
Before:

After:

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 Prepare Sample for Friday Mailing Pilot Flying J

Directions:
Now we need to download the supplemental sample. PFJ uploads this sample
to our FTP site every week.
Navigate to the FTP site and look for the current weeks file.

Please download this file as Excel and save to the same folder where the
master list resides.
Now open the master list and the supplemental file.
I change the new sample to upper case to make the comparisons work.

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 Prepare Sample for Friday Mailing Pilot Flying J

Directions:
Drag this formulated cell across the three columns then down the entire
sample.

Then I copy columns E-G and past special as Values back into columns E-G,
then delete columns B-C. Now all the data is upper case.

In the master file, delete column E. These are the unique URLs that were
distributed last Friday.

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 Prepare Sample for Friday Mailing Pilot Flying J

Directions:
Now we use 4 columns of VLOOKUPS in the supplemental file to compare this
data to the master list.

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 Prepare Sample for Friday Mailing Pilot Flying J

Directions:
Drag these formulas down the entire sample.

You can see that rows 1-15 are duplicates of records we already have. These
will be ignored.
You can also see that rows 16 and 17 are completely new. Append records like
this to the mast sample. (I generally find ~200 new records a week sometimes
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 Prepare Sample for Friday Mailing Pilot Flying J

Directions:
Please note that the MainCard IDs should not change and are unique to each
respondent. (However, if you find cases in the supplemental data where the
email, first and last names match but the MainCard IDs do not, please mail
these specific examples to me so that I can ask PFJ about them.)
Please add filters to the supplemental data so you can isolate new/changed
sample.

Selecting for #N/A in column E will give you all the new cases. Just make sure
to scroll through and make columns F, G and H are all #N/A too. If you find
otherwise please ignore these but bring them to my attention.
Also make sure that all the new fields are populated. For instance, we wouldnt
want to add new sample if they didnt include an email, etc.

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 Prepare Sample for Friday Mailing Pilot Flying J

Directions:
Take all the new data -where the lookups are #N/A in columns E-H and paste
them into the master list.
Please note, its also a good idea to make new tabs in the supplemental file just
for the sake of keeping a paper trail. A tab for new, a tab for changed..

Once youve added the new sample to the master file youll see that column E
no longer has #N/As
Scroll through the file and look for N/As in columns F-H. This represents
updated information that youll need to apply to the master file. You may or
may not find changed information. If you do, update those changes in the
master file until no more N/As are in the supplemental file.
As a precaution, please check the master file
for duplicate IDs. If any are found remove them.
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 Prepare Sample for Friday Mailing Pilot Flying J

Directions:
Once youve completed this, save down the master file and the supplemental
file.
Now we need to generate Unique URLs.
First create a new field in the master file that contains the email address, a
pipe | then the MainCard ID.

Drag this cell down the entire sample.

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 Prepare Sample for Friday Mailing Pilot Flying J

Directions:
Now log into On The Spot Systems.
Select the Surveys tab.
Select Batch URLs.
Select New Batch.
On the surveys row, select the appropriate survey. For now the correct survey
will be the one date 6-19-13.
For location, select CMB.
Leave the number of URLs row blank.
In the extra data text box, paste the entire column of data with the email
addresses appended with the MainCard Ids.

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 Prepare Sample for Friday Mailing Pilot Flying J

Directions:
Select Generate. This will take a while.
When its complete, if it worked correctly it will take you to a new page where
you can download the URL file.
The new file will be the one at the bottom of the download page. Verify its
referencing the correct survey, the date and time the file was generated is
appropriate and that the number of URLs generated exactly match the count
from the sample file.
Open the new file, copy the two rows then paste them into the sample file
one row down from the top so the rows line up.

Test that the appended email/id matches the email/id you originally created.

Copy that formula down and make sure its a 0 in every case, that the data
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 Prepare Sample for Friday Mailing Pilot Flying J

Directions:
Now delete the columns with the testing formula as well as the two that
contained the email/ID. The file should now look like this (Ive added URL to
the top of the URL column).

Now, please save down the master file and notify me that its ready!

THANK YOU.

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