Data Management Panel

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Data Management Panel
Joint Meeting on Adolescent Treatment
Effectiveness March 27-29, 2006 Baltimore, MD
Melissa Ives, GAIN Coordinating Center, CHS
Jennifer Eckert, EAT-Red Bank, NJ Gillian
Leichtling, EAT-Portland, OR Celica Mireles-ART,
TCE, EAT, DC-Laredo, TX Sara Becker Christina
Sanchez, EAT-Durham, NC
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Goals

• Explain
• What a Data Manager does
• What happens to your data after it is collected
  from the client until it is returned to your site
  as an SPSS file,
• Where to get more information or help
• Present successful strategies sites are using to
  insure their data is at its best, and
• Work together to develop strategies for sites to
  take home to improve their local data process.

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The Plan

• Overview of Data Management Melissa Ives
• Presentations by site DMs
• Small site handling everything
• Jennifer Eckert (EAT-Red Bank)
• Agency with an external evaluator
• Gillian Leichtling (EAT-Portland)
• Agency with multiple study grants
• Celica Mireles (ART, TCE/HIV, EAT, DC-Laredo)
• University affiliation and New DM Transition
• Sara Becker and Christina Sanchez (EAT-Durham)
• Discussion and questions

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Data Management Role

• Manages ABS on site
• Assures that ABS data are uploaded to main ABS
  Server,
• Lookup table management,
• User accounts, passwords management,
• Assigns groups for HIPAA access to a case,
• Has access to all cases in an ABS database.
• Assures GAIN Record Log (GRL) data and reports
  (FUL, TTL) are accurate and complete.
• Coordinates ABS User training.

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Data Management Role

• Responsible for data integrity on site Reviews
  data quality assures that expected records have
  been entered.
• Liaison with CHS regarding all data submissions
  and edits.
• Responsible for responding to data anomalies
  identified by GCC Data Team
• Exports, zips and passwords the data (GAIN, TxSI,
  GRL) posts the files to the FTP site (requires
  username/password available from CHS).
• Liaison with organizations IT/MIS department
  and/or ABS administrator as applicable.

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What happens to your data at CHS

• Site data files (ABS) are imported into SPSS for
  inspection and preliminary cleaning.
• Feedback to sites on ABS data is provided monthly
  using GAINEdits.xls.
• Cleaned datasets from each site are combined by
  project on a quarterly basis for transformation
  into raw, edited, analytic, and summary (SPSS)
  datasets available to sites.

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Data Processing (What CHS does)

• Data are checked for obvious problems.
• Unexpected responses (age
• Too many missing for CORE items
• Locally skipped items set to 3 through SPSS
  syntax if needed.
• Missing values are replaced if necessary.
• -9s set to logical value (usually 0).
• Scales additional variables are computed.
• Data are checked to be sure records received
  match records expected.

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GAINEdits file Why?

• The purposes of the GAINEdits file are
• to inform the site of questionable values and
  suggested changes and/or questions about exported
  ABS data so the site's data can be corrected, and
• to inform CHS of the site's response to the
  questions and suggested edits so listings won't
  be sent repeatedly.
• We try to send only those edits that were not
  corrected per your site responses in the returned
  GAIN Edits file. If you have not added site
  responses and/or returned the GAIN Edits file,
  you will continue to receive the same edits
  repeatedly.

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GAINEdits Sample
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GAINEdits What do I do?

• Site Responses -- At the site, you need to
• determine if our suggestions are correct or
  determine what changes are needed (for
  yellow-highlighted cells or if the suggestion is
  not correct), then
• MAKE these changes in ABS, and
• indicate in the 'Site Response' column what
  changes were made. This can be as simple as "OK",
  or "No-change to _(fill it in)_" or more detailed
  if necessary.
• Once the edits have been made and the GAINEdits
  file updated, please save the GAINEdits file with
  a new nameby adding one word (e.g.
  "GAINedits__0306reply.xls).
• Post the Excel file to the FTP site at
  ftp//data.chestnut.org. (and notify
  datasubmit_at_chestnut.org)

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Data set structure
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(No Transcript)
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DM Training and Support (1)

• New Data Managers will receive support and
  training through a Data Manager call with the GCC
  Data Team to insure the procedures and
  documentation are locally available and
  understood and to answer any questions. (any DM
  may request a call at any time)
• Specific details on local data submission are
  determined by the site in coordination with the
  GCC Data Team.
• ABS training is provided at GAIN Trainings. ABS
  Site Management and ABS User manuals are provided
  at GAIN Trainings or by request.

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Data Manager Call Topics

• Is DM also ABS Admin?
• Is there a separate evaluator? Is PI at the site?
  What is communication with PI/Site/Evaluator
  like?
• Is DSA completed to allow submission of data?
• Is ABS installed? Are there any questions?
• Can DM access APSS site?
• Has DM accessed APSS site?

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Data Manager Call Topics

• Does DM have/has DM read
• GRL Memo
• GRL FAQs
• TxSI Instructions/FAQs
• Multisite Collaboration Guidelines (PI needs to
  have read these too)
• Data Submission Memo
• Has DM accessed FTP Common site?
• Follow-up windows and expectations?
• Definition of XCHK is entered?

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Data Manager Call Topics

• Data submission issues
• Data Submission password?
• Current GRL? GRL update process? Where to save
  the current GRL?
• Use of the GPRA tool and the GPRA website?
• Is WinZip installed at the site? What version?
• Does DM have FTP site password?
• Has DM tried to access FTP site, does DM know to
• Remove files we post?
• Names other than our standard names for files
  when they post? (GRL.zip, GAINEdits__mmyy.xls,
  gain_mmyy_anal.zip)

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DM Training and Support (2)

• Documentation for Data Managers is provided on
  the APSS website and/or the FTP Common site.
• Data Submission Memo
• GRL Memo, GRL FAQs, GRL Sample
• Follow-up windows graphic
• Definition of XCHK
• Commonly misspelled drug names
• SPSS instructions, syntax and .tpf files
• Meeting Minutes and Reports
• Instruments, instructions and manuals
• GI Scales and Variables (a.k.a. Electronic
  Encyclopedia)

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FTP Common Site
Adolescent Job codes for V5b
SPSS Template file to read in exported data
Misspelled Drug Names
Definition of XCHK
Instructions to read ABS Export into SPSS
Description of Files
Follow-up Windows Graphic
Includes a copy of the GAIN-I Scales and
Variables file
SPSS Syntax to create GAIN-I scales
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DM Training and Support (3)

• E-mail support for questions
• Data submission, GRL or SPSS/Analyses
• Data_Submit_at_chestnut.org
• ABS functioning
• ABSSupport_at_chestnut.org
• GAIN instrument or Quality Assurance
• GAINSupport_at_chestnut.org

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Site Presentations

• 1. Small site handling everything
• Jennifer Eckert (EAT-Red Bank)
• 2. Agency with an external evaluator
• Gillian Leichtling (EAT-Portland)
• 3. Agency with multiple study grants
• Celica Mireles (ART,TCE/HIV, EAT2, DC-Laredo)
• 4. University affiliation and New DM transition
• Sarah Becker and Christina Sanchez (EAT-Durham)

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Keys to Great Data Management

• Know the local data flow and expectations.

• Use a local tracking system to manage data
  flowKEEP GOOD CHARTS and RECORDS!

• Make sure you have the current versions of
  everything.

• Make use of available documentation and resources.

• Take breaks, eat lunch, know when to step away!

• Make data corrections monthly (GAINEdits) and use
  information to guide training.

• Provide adequate and ongoing staff training

• Check and double check data (Validity Report,
  dates, client lists) frequently.

• COMMUNICATE with each other and with CHS! Ask
  questions!

• Organize, Organize, Organize!

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Presentation URL and Contacts

• http//www.chestnut.org/LI/Posters/index.html
• Melissa Ives mives_at_chestnut.org
• 1) Jennifer Eckert jeckert_at_cpcbhc.org
• 2) Gillian Leichtling gleichtling_at_rmccorp.com
• 3) Celica Mireles celica_at_scan-inc.org
• 4) Sara Becker sara.becker_at_duke.edu
• 4) Christina Sanchez ccs8_at_duke.edu