Qualitative Engine

Utility Script

The scripts/process_interviews.py script provides:

from scripts.process_interviews import (
    load_interviews,      # Read all .md files from interviews/
    build_index,          # Generate INDEX.md with metadata
    chunk_interview,      # Split long transcripts into chunks
    search_interviews,    # Keyword search across all interviews
    save_index,           # Save index file
    save_summary,         # Save individual summaries
)

Phase 1: Structured Summarization

Purpose

Transform each full transcript into a compact structured summary (~300 words) that preserves analytical value while reducing context consumption by 80-90%.

Step 1: Build Interview Index

interviews = load_interviews("interviews/")
index = build_index(interviews)
save_index(index, "interviews/INDEX.md")

Step 2: Generate Summaries

For EACH interview, read the full transcript and produce a summary in this exact format:

# Summary: [Interviewee Name / Title]
**Date:** [date]  |  **Role:** [professional role]  |  **Organization:** [org]  |  **Duration:** [if available]

## Context
[1-2 sentences: Who is this person? Why were they interviewed? What is their relevance?]

## Key Statements (verbatim quotes)
1. "[Direct quote — max 2 sentences]" — on [topic]
2. "[Direct quote — max 2 sentences]" — on [topic]
3. "[Direct quote — max 2 sentences]" — on [topic]
[3-5 quotes that capture the most analytically valuable statements]

## Core Themes Discussed
- **[Theme A]:** [2-3 sentence summary of their position/experience]
- **[Theme B]:** [2-3 sentence summary]
- **[Theme C]:** [2-3 sentence summary]

## Unique Insights
[1-2 sentences: What does this interviewee say that NO other interviewee says?
What is their unique contribution to the data set?]

## Relevance to Research Questions
- **RQ1:** [How does this interview inform RQ1? One sentence.]
- **RQ2:** [How does this interview inform RQ2? One sentence.]
- **RQ3:** [How does this interview inform RQ3? One sentence.]
[Adapt RQs from framing.md]

Step 3: Save Summaries

save_summary(summary_text, "interviews/summaries/[filename]_summary.md")

Context Budget Rule

• Process interviews one at a time: read transcript → generate summary → save → move to next
• After all summaries are generated, the summaries/ directory becomes the primary data source
• Total summary corpus: ~23 interviews × 300 words = ~7,000 words (fits easily in context)

Phase 2: Initial Coding (First-Order Codes)

Purpose

Identify empirical codes grounded in the data — what interviewees actually say.

Input

Load ALL summary files (not full transcripts):

interviews/summaries/*.md

Coding Process

1. Read all summaries in sequence
2. Identify recurring patterns across interviews:
   • What topics come up repeatedly?
   • What language do interviewees use?
   • What problems, solutions, or experiences are described?
3. Generate first-order codes — stay close to the data:
   • Use informant-centric language (in-vivo codes where possible)
   • Each code = a specific empirical observation, not an abstract concept
   • Target: 20-40 first-order codes

Output Format: Codebook v1

# Codebook v1 — First-Order Codes

**Date:** [date]
**Interviews coded:** [N]
**Total codes:** [N]

| Code ID | Code Label | Description | Example Quote | Frequency |
|---------|-----------|-------------|---------------|-----------|
| C01 | [label] | [what this code captures] | "[short quote]" — [interviewee] | [N interviews] |
| C02 | [label] | [what this code captures] | "[short quote]" — [interviewee] | [N interviews] |
| ... | | | | |

Save to: outputs/codebook_v1.md

Code-to-Interview Matrix

| Code | Interview 1 | Interview 2 | Interview 3 | ... | Total |
|------|------------|------------|------------|-----|-------|
| C01  | ✓          | ✓          |            | ... | N     |
| C02  |            | ✓          | ✓          | ... | N     |

Save to: outputs/code_matrix.md

Phase 3: Thematic Grouping (Second-Order Themes)

Purpose

Group first-order codes into higher-level analytical themes.

Process

1. Review the codebook — look for clusters of related codes
2. Group codes into themes — each theme aggregates 2-5 first-order codes
3. Name themes analytically — researcher language, not informant language
4. Target: 5-10 second-order themes

For Gioia Method

If using the Gioia methodology, produce the three-level data structure:

# Gioia Data Structure

| First-Order Codes (Informant) | Second-Order Themes (Researcher) | Aggregate Dimensions |
|------------------------------|----------------------------------|---------------------|
| "We just got the tool and figured it out" | Ad-hoc AI adoption | **Unstructured Implementation** |
| "Nobody trained us on how to use it" | Missing capability building | |
| "We spent 2 hours on what used to take 2 days" | Efficiency gains from AI | **Process Transformation** |
| "The routine work basically disappeared" | Routine task elimination | |
| ... | | |

Save to: outputs/gioia_data_structure.md

For Thematic Analysis (Braun & Clarke)

# Theme Map

## Theme 1: [Name]
**Definition:** [What this theme captures]
**Codes included:** C01, C05, C12
**Prevalence:** [N] of [N] interviews
**Key insight:** [1 sentence]

## Theme 2: [Name]
...

Save to: outputs/theme_map.md

For Mayring Content Analysis

# Category System

## Main Category 1: [Name]
### Sub-Category 1.1: [Name]
**Definition:** [precise definition]
**Anchor example:** "[quote]" — [interviewee]
**Coding rule:** [when to apply this code]

### Sub-Category 1.2: [Name]
...

Save to: outputs/category_system.md

Phase 4: Cross-Case Analysis

Purpose

Systematic comparison across interviews to identify patterns and outliers.

Cross-Case Theme Matrix

# Cross-Case Analysis

| Interviewee | Role | Theme 1 | Theme 2 | Theme 3 | Theme 4 | Theme 5 |
|------------|------|---------|---------|---------|---------|---------|
| [Name 1] | [Role] | Strong | Moderate | Absent | Strong | Weak |
| [Name 2] | [Role] | Weak | Strong | Strong | Absent | Moderate |
| ... | | | | | | |

## Pattern Analysis
- **Universal themes** (present in >80% of interviews): [list]
- **Majority themes** (50-80%): [list]
- **Minority/emerging themes** (20-50%): [list]
- **Outlier insights** (<20%, but analytically important): [list]

## Role-Based Patterns
- **Analysts** tend to emphasize: [themes]
- **Senior management** tends to emphasize: [themes]
- **Technology roles** tend to emphasize: [themes]

## Contradictions and Tensions
- [Theme X] vs. [Theme Y]: [describe the tension and which interviewees represent each side]

Save to: outputs/cross_case_analysis.md

Phase 5: Evidence Retrieval (Quote Mining)

Purpose

Go back to FULL transcripts to extract verbatim quotes for specific themes.

CRITICAL: Context Management

• Identify which quotes you need from the summaries and code matrix FIRST
• Then load ONLY the specific transcripts that contain those quotes (max 2-3 at a time)
• Use the search utility to find relevant passages:

results = search_interviews(interviews, ["AI transformation", "copilot", "tool adoption"])
for r in results[:10]:
    print(f"[{r['interview']}]: ...{r['context']}...")

Quote Selection Criteria

For each theme, select 2-3 quotes that are:

• Representative (captures what most interviewees said)
• Vivid (well-articulated, memorable)
• Analytically rich (connects to theoretical concepts)

Output: Evidence Table

# Evidence Table

## Theme 1: [Name]

| Quote | Interviewee | Role | Relevance |
|-------|------------|------|-----------|
| "[Verbatim quote]" | [Name] | [Role] | Representative — captures majority view on [topic] |
| "[Verbatim quote]" | [Name] | [Role] | Contrasting — shows alternative perspective |
| "[Verbatim quote]" | [Name] | [Role] | Rich — connects to [theoretical concept] |

## Theme 2: [Name]
...

Save to: outputs/evidence_table.md

Phase 6: Integration with Writing Engine

Passing Results to Writing Engine

When the writing-engine needs qualitative findings, provide:

1. Theme map (from Phase 3) — for structuring the findings section
2. Cross-case matrix (from Phase 4) — for comparative analysis
3. Evidence table (from Phase 5) — for inline quotes

Findings Section Template

## Findings

### [Theme 1 Name]

[Interpretive paragraph linking theme to research question. 2-3 sentences.]

Interviewees consistently described [pattern]. As [Interviewee Name], a [role], explained:

> "[Verbatim quote — 1-3 sentences]"

This pattern was echoed across [N] of [N] interviews, particularly among [role group].
[Additional interpretation, 2-3 sentences.]

### [Theme 2 Name]
...

Quality Assurance Checklist

Before presenting qualitative analysis to the user, verify:

• Summaries exist for all interviews (interviews/summaries/)
• Codebook has clear definitions and anchor examples
• Each code appears in at least 2 interviews (drop singletons unless analytically crucial)
• Themes are analytically distinct (no significant overlap)
• Quotes are verbatim (verified against full transcript)
• Negative cases are acknowledged (interviewees who contradict the dominant pattern)
• Context budget was respected (no full-corpus loading)

Activation Triggers

Activate this engine when the user:

• Asks to "analyze interviews" or "code transcripts"
• Mentions "thematic analysis", "Gioia", "Mayring", "grounded theory"
• Asks to "summarize interviews" or "create interview summaries"
• Needs to "find quotes" or "evidence for [theme]"
• Wants a "cross-case analysis" or "theme matrix"
• Has qualitative data (transcripts, field notes) and needs to process it