Post on 04-Jun-2020
Guidance and Updates
for Navigating the
National CDSME
Database
(CHA Community 2.0)
May 23, 2019
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 3
Speakers
• Kristie Kulinski, MSW, Office of Nutrition and Health Promotion Programs, AoA/ACL
• Angelica P. Herrera-Venson, DrPH, MPH, Associate Director, Data Management & Evaluation, Center for Healthy Aging, NCOA
• Sarath Reddy, Consultant, Salesforce Developer/ Administrator, NCOA
• Meghan Thompson, Data Manager, Project Enhance, Sound Generations
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 4
On Today’s Webinar
• Welcome from ACL & NCOA
• TA Provided by Data
Management Team
• About the Database
• Data collection requirements
• Getting set up
• Forms management & data
quality assurance
• Privacy and security basics
• Overview of New CHA
Community 2.0 (live demo)
• Adding hosts and
implementation sites (live demo)
• Adding Workshops (live demo)
• Tips & Tricks
• Migrating data from vendors
• Finding help
• Q&A
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 5
Grant Requirement
• FOA notes that grantees must “Collect required program data…by way of ACL’s specific data collection forms.”
• Data should be reported within 30 days of program completion.
• Grantees should train local coordinators, workshop leaders, etc. on data collection practices and use of forms
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 6
Technical Assistance – What can NCOA do for you?
Set you up in
database
Troubleshoot Data
Entry & Monitoring
IssuesRetrieve data
& create
custom reports
Provide more
in-depth data
analyses
Upload Data from Vendors
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 7
CDSME National Database – By the #’s
37
Active
States in
Past
Year
389, 371
Program
Participants
35, 780
Workshops
245
Database
Users
84
Active
Networks
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 8
Terminology
• Program: An evidence-based CDSME program
• Workshop: A class or group meeting through which a program
is delivered to participants.
• Session: A single meeting of a workshop, e.g., an hour-long
class period or an encounter
• Facilitators: The people who are trained to deliver the CDSME
prevention programs (formerly, ‘program leaders’)
• Participant: The people who enroll in the programs
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 9
22 Programs in Database
▪ New programs to be added in 2019: SBIRT, Health Coaches for Hypertension
Control, BCBH/Diabetes
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 10
Salesforce vs PowerBI
There are 2 components of your National CDSME Database:
• 3-5 users recommended to maintain quality control
• Salesforce – (Data IN!) For entering workshop data, with only basic views of
data entered. No export functions at this time.
o Dashboard with views # of workshops, counties, host organizations, &
participants.
o View & search individual profiles of hosts, sites, workshops, & participants to
verify your entries.
• PowerBI – (Data OUT!) Provides full workshop-level exports. Allows you to
visualize demographic data in graphics and tabular form, and apply filters. See
trends, and examine site-level and program leader performance by completion
rates & other factors.
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 11
Setting up an Account
FOR NEW ACCOUNTS ONLY:
• Complete the Grantee and Users Intake Form
• Email completed form to: angelica.herrera-venson@ncoa.org
• Include user name(s), organization/affiliation, grantee account, email address, and desired access.
• Existing account holders can simply create a case to change/add users.
Salesforce Access Levels:
• Grantee / Network Administrator – This person can add host organizations and implementation sites on behalf of their network. They can enter data, and view all workshops entered by all users.
• Data Entry Only – This person can only enter workshop data, and view workshop data they have entered. They must contact a Grantee/Network Administrator in their network to add host and implementation sites.
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 12
Data Collection Forms (Exp. Date: 10/31/2019)
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 13
Data Collection Forms & Where to Find Them
Data Entry, Collection, and Management Resources
English:
o Attendance Log
o Program Information Cover Sheet
o Participant Information Survey
o Group Leader Script
Spanish:
o Attendance Log
o Program Information Cover Sheet
o Participant Information Survey
o Spanish Group Leader Script
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 14
Participant ID # on Attendance Log & Participant Survey
Participant ID # = 6 characters
• This is used to identify the participant to the other forms (surveys) – for your use primarily.
• At NCOA, each participant is given a system-generated ID comprising workshop#, site, and a serial #. Ex. PABERK_082911_02
To create ID’s on forms: Sara Simon, DOB 1948
First 2 letters of first name, First 2 letters of last name, last 2 numbers of your birth year
SASI48
• If no DOB digits are given, you can use ‘OO’, ‘XX’, ‘99’, or any other identifier you select to use consistently to identify this as missing
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 15
Post-Evaluation Question
• Must be completed at the last program session. This cannot be collected at any other time point,
i.e. 10 weeks or 3 months post-workshop.
• It’s important to ensure you LINK the response to this question to the Participant ID, and the
individual participants’ baseline/pre-test forms.
A few ways to do this:
• Write the Participant ID # at the top of each post-evaluation question before distributing to your
participants that match their baseline forms.
• Hold on to participant forms until the last session when you have collected responses to this
question before mailing in your forms to your designated central data processing center.
Not at all
confident1 2 3 4 5 6 7 8 9 10
Totally
confident
Please circle the number that best matches how confident you are feeling. 14. After taking this workshop, I am more confident that I can manage my chronic condition(s).
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 16
Optional Data Fields
Explore Optional Data Fields in the National CDSME Database
• Get context, history, and rationale for offering these items
• Proposing new optional fields – how are these requests vetted &
considered
• Phrasing recommendations
Participant Level
• Health insurance
• Monthly income
• Satisfied with Program (Likert scale),
program leader, location, time
• Referral Source– multiple & open-ended
• Alzheimer’s/Cognition (checkbox)
Workshop Level
• Funding source
• Workshop format (online, in-
person/group, one-on-one, hybrid, or
self-directed)
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 17
Upcoming CDSME Data Collection Form Changes
• Target revisions due by Oct 2019
• Form changes posted in Federal Register for 60 days (estimated June).
o NCOA will send announcement and link to all partners and grantees,
encouraging them to comment
• Hybrid data form fields*(or toggle/options) in National CDSME Database
(new & old form)
• 4 month grace period to transition to new forms
• Mini-training will be scheduled in Oct/Nov to introduce new fields
• Coordinate with vendors/3rd parties to make changes – NCOA will be
updating data import template
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 18
Modifying Forms – Do’s and Don’ts
https://www.ncoa.org/resources/dos-donts-modifying-cdsme-data-collection-forms/
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 19
Privacy and Data Security Practices
Privacy and Data Security Practices – NCOA CDSME and Falls Prevention EBP Database
Privacy Act of 1974 Public Law 93-579 (5 U.S.C.A. 552a):
• protects records that can be retrieved by personal identifiers, e.g. name, social security number, or other identifying number or symbol.
Your Responsibility?
• Train all staff, facilitators, and anyone handling, transferring data forms, in paper or electronic form.
• Disclose rights to participants (voluntary information on surveys, how their information is to be protected).
• Follow best practices for safely transmitting and sharing data with others (e.g. encryption, de-identifying data, & setting up Data Use Agreements.
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 20
Training Staff on Safeguarding Participants’ Information
Hold a face-to-face or online training:
• Review training slides on the Privacy Act and measures to protect participants Personally Identifiable Information (PII)
• Review “Privacy and Data Security Practices – NCOA CDSME and Falls Prevention EBP Database” with all staff
• Collect Certificates of Completion from staff to verify completion of training (NCOA and ACL do not require copies of these)
• Immediately train new staff
• Collect Non-Disclosure Agreements from all staff
Encryption technology –use of SFTP (Safe File Transfer Program) -MoveIt
• Required for any grantee/user sending or receiving sensitive data
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 21
Non-disclosure Agreements
Non-Disclosure Agreement:
• Acknowledgement that participant information should not be shared with others and should be safeguarded appropriately
• Grantee lead or the designee for data collection must keep Non-Disclosure Agreement in locked secure storage or store electronically scanned copies in a secure, password protected database for 3 years.
For data collection and data entry personnel only
• Non-disclosure agreement (English)
• Non-disclosure agreement (Spanish)
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 22
Program Coordinator/Data Entry Roles – Data Security
To meet privacy and security standards:
• Store completed CDSME forms in a secure, locked cabinet when not in use
• Enter data into secure, password protected database, such as the CDSME database
What you can trash and when?
• You can destroy these forms immediately after entering data into the database:o Program Information Cover Sheet
o Attendance Log
o Participant Information Survey
o Host and Implementation Site Organization Information
• Keep ELECTRONIC copies of data for at least 3 years past last report date associated with grant (e.g. grant period end date of 2/28/2017 should keep data at least through 2/27/2020). Once the data is entered into the respective national database, NCOA is responsible for maintaining that data for at least 3 years.
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 23
Forms Management & Quality Assurance
Data entry person:
• Review forms when received to be sure packet is complete --that is, all expected forms are included, and participant IDs match across all forms.
• Follow up promptly with facilitators or site staff to clarify any issues.
• Enter forms into the database as soon as possible. Have a system for managing the flow of forms (e.g., a checklist).
• Look for unclear responses on the forms and have a consistent method to handle them.
• If you cannot get clarification, leave unclear responses blank.
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 24
Strategies to Reduce Missing Data
Facilitators:
1. Make a priority building in time, taking advantage of Session ‘0’
2. Assist participants - consider literacy and cognitive challenges, including LEP
3. Offer facilitators help
4. Review script during training, emphasize the value of feedback to future funding, programming etc. (English & Spanish)
5. Build excitement for data by sharing feedback with implementation sites/partners
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 25
Learn More Strategies to Reduce Missing Data
https://www.ncoa.org/resources/maximizing-complete-accurate-data/
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 26
Logging into the Database
www.ncoa.org/chacommunity
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 27
Landing Page
Live Demo
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 28
The Basic Layout and Navigation
LIVE DEMO
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Terminology
Implementation Sites:
• The physical locations where programs are delivered
Host Organizations:
• The organizations that sponsor workshops, hold the license for a programs (e.g. CDSMP, DSMP), train or employ facilitators, and arrange for the use of implementation sites
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 30
Guide to Adding Host Organizations and Implementation Sites
Instructions for Adding Host Organizations and Implementation Sites
LIVE DEMO
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 31
Adding Workshops & Participants to National CDSME Database
LIVE DEMO
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 32
Finding Help
THE BEST WAY! Create a case within the CHA Community:
• Instructions to submit a request
• Review the “Data Entry, Collection, and Management Resource” webpage for guides & tip sheets
• Review “Frequently Asked Questions: CDSME Data Management & Analyses”
• Email the data management team directly
o Angelica angelica.herrera-venson@ncoa.org or
o Meghan meghant@soundgenerations.org
• Share your thoughts on Annual Data TA Survey (date TBD)
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 33
Creating a Ticket in the CHA Community
Instructions: https://www.ncoa.org/center-for-healthy-aging/cdsme-resource-center/cdsme-grantees/need-help-with-the-national-cdsme-database-submit-a-request/
1. Log in to your Center for Healthy Aging (CHA) Community account.
2. Click on HELP on the top menu bar, then click on Contact Customer Support to open the Contact Customer Support Form.
3. Describe your request in the space provided & add subject line
4. Select “Case Type” in drop down (e.g. help adding participant)
5. Upload file to share screenshots
5. Click SUBMIT - a Case # is generated; and email sent to you
6. Track status of your case under ‘HELP’ (My Cases)
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 34
Data Migration from Vendors
o Fastest, most efficient, and cheapest is to get dedicated staff to
directly enter data into the national database.
o When to work with a vendor to import into national database?
• You already work with a vendor to collect data on EBPs or other
services, and you want to avoid double data entry.
• You need major customization and fields; but check with us first.
• You need a very large # of user accounts; but check with us first.
• You need regular, timely custom reports; but check with us first.
o Vendors working on EBP data management don’t usually offer data entry
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 35
Data Migration from Vendors
• Data migration is done at least quarterly, or as agreed upon with grantee
• Grueling, cumbersome process for all sideso Requires formatting your data to strict specifications
o Undergoes quality check for errors, duplicates, missing keys, etc.
o Some back-n-forth education, retooling & revisions are often required
o May lead to delays
• Established a nightly auto-sync with a high-volume vendor (talk to us)
• Consider important deadlineso Monthly reports to ACL (done on last day)
o Semi-annual report deadlines
o Get data in at least 3 weeks before semi-annual report deadline.
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 36
Guide to Importing Data Into the National CDSME Database (& Template)
https://www.ncoa.org/resources/guide-importing-data-national-chronic-disease-self-management-education-cdsme-database/
Improving the lives of 10 million older adults by 2020 | © 2019 National Council on Aging 37
Thank you!
Any questions?