1

Database amp Methods Cyberseminar Series

Access to VA Data

Linda Kok MA

Technical amp Privacy Liaison

VA Information Resource Center

November 7 2016

2

Database amp Methods Cyberseminar Series

Informational seminars to help VA researchers access and use VA databases

Topics

bull VA data sources amp data access systems

bull Application of VA data to research and quality

improvement questions

bull Limitations of secondary data use

bull Resources to support VA data use

3

Date Topic

10316 Overview of VA Data amp Research Uses

1172016 Requesting Access to VA Data

1252016 VA Healthcare Utilization

192017 VA Medicare Data (VACMS)

262017 Measuring amp Assessing Outpatient Care

362017 Mortality Ascertainment amp Cause of Death

432017 Assessing Race amp Ethnicity

652017 Pharmacy Data

7102017 CAPRIVistAWeb for EHR Access

872017 Comorbidity Measures Using VA and CMS Data

8212017 Advanced Topics in Co-morbidity

9112017 CDW microbiology lab amp pharmacy domains

FY lsquo17 Database amp Methods Schedule First Monday of the month 100pm-200pm ET

Visit our Education page for more information amp

registration links wwwvirecresearchvagov

Schedule shifts by one week in event of VA holiday Schedule shifts by one week in event of VA holiday

2

Database amp Methods Cyberseminar Series

Informational seminars to help VA researchers access and use VA databases

Topics

bull VA data sources amp data access systems

bull Application of VA data to research and quality

improvement questions

bull Limitations of secondary data use

bull Resources to support VA data use

3

Date Topic

10316 Overview of VA Data amp Research Uses

1172016 Requesting Access to VA Data

1252016 VA Healthcare Utilization

192017 VA Medicare Data (VACMS)

262017 Measuring amp Assessing Outpatient Care

362017 Mortality Ascertainment amp Cause of Death

432017 Assessing Race amp Ethnicity

652017 Pharmacy Data

7102017 CAPRIVistAWeb for EHR Access

872017 Comorbidity Measures Using VA and CMS Data

8212017 Advanced Topics in Co-morbidity

9112017 CDW microbiology lab amp pharmacy domains

FY lsquo17 Database amp Methods Schedule First Monday of the month 100pm-200pm ET

Visit our Education page for more information amp

registration links wwwvirecresearchvagov

Schedule shifts by one week in event of VA holiday Schedule shifts by one week in event of VA holiday

3

Date Topic

10316 Overview of VA Data amp Research Uses

1172016 Requesting Access to VA Data

1252016 VA Healthcare Utilization

192017 VA Medicare Data (VACMS)

262017 Measuring amp Assessing Outpatient Care

362017 Mortality Ascertainment amp Cause of Death

432017 Assessing Race amp Ethnicity

652017 Pharmacy Data

7102017 CAPRIVistAWeb for EHR Access

872017 Comorbidity Measures Using VA and CMS Data

8212017 Advanced Topics in Co-morbidity

9112017 CDW microbiology lab amp pharmacy domains

FY lsquo17 Database amp Methods Schedule First Monday of the month 100pm-200pm ET

Visit our Education page for more information amp

registration links wwwvirecresearchvagov

Schedule shifts by one week in event of VA holiday Schedule shifts by one week in event of VA holiday

4

Database amp Methods Cyberseminar Series

Session 2 Access to VA Data

Todayrsquos objective

5

To introduce and clarify data access request procedures

6

In this talk you will learn

bull Three categories of VA data access

bull General and specific requirements for requesting

access to VA data

bull Where to find the right request process for your

project

7

Poll 1 About you

bull What are your roles in VA research or operations

data use Check all that apply

bull New VA researcher (lt3 years)

bull Experienced VA researcher

bull Quality improvement investigator

bull Project coordinator data manager data analyst

bull Other ndash please describe via the QampA function

8

Access to VA data Sections

General requirements for access to VA data

What VA data use category is your project

Specific requirements by project category

Locating the right request process for your project

What VA data use category is your project

Specific requirements by project category

Locating the right request process for your

project

9

Access to VA data Section 1

General requirements for access to VA data

10

Who can access VA data

VA employees

Without Compensation (WOC) appointees

VA contractors

11

VA data access requirements vary byhellip

bull Proposed use

bull Sensitivity of data

bull Physical location of data

bull Data Steward or Access Manager requirements

12

Data stewards and access managers bull Manage the data access request process

bull May provision data

bull May notify others to provision data

bull Examples

bull National Data Systems (NDS)

bull Patient Care Services (PCS)

bull Pharmacy Benefits Management (PBM)

bull VA Information Resource Center (VIReC)

bull The Medicare Analysis Center (MAC)

bull Facility Health Information Management Office (HIMS)

bull Customer Users Provisioning (CUPS) Point of Contact

General requirements for access to VA data

Specific requirements by project category

Locating the right request process for your

project

13

Access to VA data Section 2

What VA data use category is your project

14

What VA data access category is your project

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

15

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

16

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing a

Research Protocol

intended to

contribute

to generalizable

knowledge

17

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing

a research protocol

intended to

contribute

to generalizable

knowledge

18

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

19

Program

Evaluation

Evaluating a process

or activity or program

within the VHA amp

for the VHA

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

20

Program

Evaluation Evaluating a process

or activity or program

within the VHA amp

for the VHA

21

Is it research or operations

Still in doubt check withhellip

bull Facility IRB

bull Facility Research amp Development Committee

bull Program Office supervisingsponsoring the project

bull Office of Research amp Development (ORD)

bull Office of Research Oversight (ORO)

httpwwwvagovOROindexasp

Todayrsquos objective

5

To introduce and clarify data access request procedures

6

In this talk you will learn

bull Three categories of VA data access

bull General and specific requirements for requesting

access to VA data

bull Where to find the right request process for your

project

7

Poll 1 About you

bull What are your roles in VA research or operations

data use Check all that apply

bull New VA researcher (lt3 years)

bull Experienced VA researcher

bull Quality improvement investigator

bull Project coordinator data manager data analyst

bull Other ndash please describe via the QampA function

8

Access to VA data Sections

General requirements for access to VA data

What VA data use category is your project

Specific requirements by project category

Locating the right request process for your project

What VA data use category is your project

Specific requirements by project category

Locating the right request process for your

project

9

Access to VA data Section 1

General requirements for access to VA data

10

Who can access VA data

VA employees

Without Compensation (WOC) appointees

VA contractors

11

VA data access requirements vary byhellip

bull Proposed use

bull Sensitivity of data

bull Physical location of data

bull Data Steward or Access Manager requirements

12

Data stewards and access managers bull Manage the data access request process

bull May provision data

bull May notify others to provision data

bull Examples

bull National Data Systems (NDS)

bull Patient Care Services (PCS)

bull Pharmacy Benefits Management (PBM)

bull VA Information Resource Center (VIReC)

bull The Medicare Analysis Center (MAC)

bull Facility Health Information Management Office (HIMS)

bull Customer Users Provisioning (CUPS) Point of Contact

General requirements for access to VA data

Specific requirements by project category

Locating the right request process for your

project

13

Access to VA data Section 2

What VA data use category is your project

14

What VA data access category is your project

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

15

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

16

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing a

Research Protocol

intended to

contribute

to generalizable

knowledge

17

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing

a research protocol

intended to

contribute

to generalizable

knowledge

18

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

19

Program

Evaluation

Evaluating a process

or activity or program

within the VHA amp

for the VHA

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

20

Program

Evaluation Evaluating a process

or activity or program

within the VHA amp

for the VHA

21

Is it research or operations

Still in doubt check withhellip

bull Facility IRB

bull Facility Research amp Development Committee

bull Program Office supervisingsponsoring the project

bull Office of Research amp Development (ORD)

bull Office of Research Oversight (ORO)

httpwwwvagovOROindexasp

6

In this talk you will learn

bull Three categories of VA data access

bull General and specific requirements for requesting

access to VA data

bull Where to find the right request process for your

project

7

Poll 1 About you

bull What are your roles in VA research or operations

data use Check all that apply

bull New VA researcher (lt3 years)

bull Experienced VA researcher

bull Quality improvement investigator

bull Project coordinator data manager data analyst

bull Other ndash please describe via the QampA function

8

Access to VA data Sections

General requirements for access to VA data

What VA data use category is your project

Specific requirements by project category

Locating the right request process for your project

What VA data use category is your project

Specific requirements by project category

Locating the right request process for your

project

9

Access to VA data Section 1

General requirements for access to VA data

10

Who can access VA data

VA employees

Without Compensation (WOC) appointees

VA contractors

11

VA data access requirements vary byhellip

bull Proposed use

bull Sensitivity of data

bull Physical location of data

bull Data Steward or Access Manager requirements

12

Data stewards and access managers bull Manage the data access request process

bull May provision data

bull May notify others to provision data

bull Examples

bull National Data Systems (NDS)

bull Patient Care Services (PCS)

bull Pharmacy Benefits Management (PBM)

bull VA Information Resource Center (VIReC)

bull The Medicare Analysis Center (MAC)

bull Facility Health Information Management Office (HIMS)

bull Customer Users Provisioning (CUPS) Point of Contact

General requirements for access to VA data

Specific requirements by project category

Locating the right request process for your

project

13

Access to VA data Section 2

What VA data use category is your project

14

What VA data access category is your project

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

15

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

16

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing a

Research Protocol

intended to

contribute

to generalizable

knowledge

17

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing

a research protocol

intended to

contribute

to generalizable

knowledge

18

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

19

Program

Evaluation

Evaluating a process

or activity or program

within the VHA amp

for the VHA

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

20

Program

Evaluation Evaluating a process

or activity or program

within the VHA amp

for the VHA

21

Is it research or operations

Still in doubt check withhellip

bull Facility IRB

bull Facility Research amp Development Committee

bull Program Office supervisingsponsoring the project

bull Office of Research amp Development (ORD)

bull Office of Research Oversight (ORO)

httpwwwvagovOROindexasp

7

Poll 1 About you

bull What are your roles in VA research or operations

data use Check all that apply

bull New VA researcher (lt3 years)

bull Experienced VA researcher

bull Quality improvement investigator

bull Project coordinator data manager data analyst

bull Other ndash please describe via the QampA function

8

Access to VA data Sections

General requirements for access to VA data

What VA data use category is your project

Specific requirements by project category

Locating the right request process for your project

What VA data use category is your project

Specific requirements by project category

Locating the right request process for your

project

9

Access to VA data Section 1

General requirements for access to VA data

10

Who can access VA data

VA employees

Without Compensation (WOC) appointees

VA contractors

11

VA data access requirements vary byhellip

bull Proposed use

bull Sensitivity of data

bull Physical location of data

bull Data Steward or Access Manager requirements

12

Data stewards and access managers bull Manage the data access request process

bull May provision data

bull May notify others to provision data

bull Examples

bull National Data Systems (NDS)

bull Patient Care Services (PCS)

bull Pharmacy Benefits Management (PBM)

bull VA Information Resource Center (VIReC)

bull The Medicare Analysis Center (MAC)

bull Facility Health Information Management Office (HIMS)

bull Customer Users Provisioning (CUPS) Point of Contact

General requirements for access to VA data

Specific requirements by project category

Locating the right request process for your

project

13

Access to VA data Section 2

What VA data use category is your project

14

What VA data access category is your project

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

15

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

16

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing a

Research Protocol

intended to

contribute

to generalizable

knowledge

17

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing

a research protocol

intended to

contribute

to generalizable

knowledge

18

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

19

Program

Evaluation

Evaluating a process

or activity or program

within the VHA amp

for the VHA

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

20

Program

Evaluation Evaluating a process

or activity or program

within the VHA amp

for the VHA

21

Is it research or operations

Still in doubt check withhellip

bull Facility IRB

bull Facility Research amp Development Committee

bull Program Office supervisingsponsoring the project

bull Office of Research amp Development (ORD)

bull Office of Research Oversight (ORO)

httpwwwvagovOROindexasp

8

Access to VA data Sections

General requirements for access to VA data

What VA data use category is your project

Specific requirements by project category

Locating the right request process for your project

What VA data use category is your project

Specific requirements by project category

Locating the right request process for your

project

9

Access to VA data Section 1

General requirements for access to VA data

10

Who can access VA data

VA employees

Without Compensation (WOC) appointees

VA contractors

11

VA data access requirements vary byhellip

bull Proposed use

bull Sensitivity of data

bull Physical location of data

bull Data Steward or Access Manager requirements

12

Data stewards and access managers bull Manage the data access request process

bull May provision data

bull May notify others to provision data

bull Examples

bull National Data Systems (NDS)

bull Patient Care Services (PCS)

bull Pharmacy Benefits Management (PBM)

bull VA Information Resource Center (VIReC)

bull The Medicare Analysis Center (MAC)

bull Facility Health Information Management Office (HIMS)

bull Customer Users Provisioning (CUPS) Point of Contact

General requirements for access to VA data

Specific requirements by project category

Locating the right request process for your

project

13

Access to VA data Section 2

What VA data use category is your project

14

What VA data access category is your project

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

15

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

16

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing a

Research Protocol

intended to

contribute

to generalizable

knowledge

17

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing

a research protocol

intended to

contribute

to generalizable

knowledge

18

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

19

Program

Evaluation

Evaluating a process

or activity or program

within the VHA amp

for the VHA

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

20

Program

Evaluation Evaluating a process

or activity or program

within the VHA amp

for the VHA

21

Is it research or operations

Still in doubt check withhellip

bull Facility IRB

bull Facility Research amp Development Committee

bull Program Office supervisingsponsoring the project

bull Office of Research amp Development (ORD)

bull Office of Research Oversight (ORO)

httpwwwvagovOROindexasp

What VA data use category is your project

Specific requirements by project category

Locating the right request process for your

project

9

Access to VA data Section 1

General requirements for access to VA data

10

Who can access VA data

VA employees

Without Compensation (WOC) appointees

VA contractors

11

VA data access requirements vary byhellip

bull Proposed use

bull Sensitivity of data

bull Physical location of data

bull Data Steward or Access Manager requirements

12

Data stewards and access managers bull Manage the data access request process

bull May provision data

bull May notify others to provision data

bull Examples

bull National Data Systems (NDS)

bull Patient Care Services (PCS)

bull Pharmacy Benefits Management (PBM)

bull VA Information Resource Center (VIReC)

bull The Medicare Analysis Center (MAC)

bull Facility Health Information Management Office (HIMS)

bull Customer Users Provisioning (CUPS) Point of Contact

General requirements for access to VA data

Specific requirements by project category

Locating the right request process for your

project

13

Access to VA data Section 2

What VA data use category is your project

14

What VA data access category is your project

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

15

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

16

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing a

Research Protocol

intended to

contribute

to generalizable

knowledge

17

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing

a research protocol

intended to

contribute

to generalizable

knowledge

18

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

19

Program

Evaluation

Evaluating a process

or activity or program

within the VHA amp

for the VHA

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

20

Program

Evaluation Evaluating a process

or activity or program

within the VHA amp

for the VHA

21

Is it research or operations

Still in doubt check withhellip

bull Facility IRB

bull Facility Research amp Development Committee

bull Program Office supervisingsponsoring the project

bull Office of Research amp Development (ORD)

bull Office of Research Oversight (ORO)

httpwwwvagovOROindexasp

10

Who can access VA data

VA employees

Without Compensation (WOC) appointees

VA contractors

11

VA data access requirements vary byhellip

bull Proposed use

bull Sensitivity of data

bull Physical location of data

bull Data Steward or Access Manager requirements

12

Data stewards and access managers bull Manage the data access request process

bull May provision data

bull May notify others to provision data

bull Examples

bull National Data Systems (NDS)

bull Patient Care Services (PCS)

bull Pharmacy Benefits Management (PBM)

bull VA Information Resource Center (VIReC)

bull The Medicare Analysis Center (MAC)

bull Facility Health Information Management Office (HIMS)

bull Customer Users Provisioning (CUPS) Point of Contact

General requirements for access to VA data

Specific requirements by project category

Locating the right request process for your

project

13

Access to VA data Section 2

What VA data use category is your project

14

What VA data access category is your project

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

15

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

16

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing a

Research Protocol

intended to

contribute

to generalizable

knowledge

17

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing

a research protocol

intended to

contribute

to generalizable

knowledge

18

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

19

Program

Evaluation

Evaluating a process

or activity or program

within the VHA amp

for the VHA

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

20

Program

Evaluation Evaluating a process

or activity or program

within the VHA amp

for the VHA

21

Is it research or operations

Still in doubt check withhellip

bull Facility IRB

bull Facility Research amp Development Committee

bull Program Office supervisingsponsoring the project

bull Office of Research amp Development (ORD)

bull Office of Research Oversight (ORO)

httpwwwvagovOROindexasp

11

VA data access requirements vary byhellip

bull Proposed use

bull Sensitivity of data

bull Physical location of data

bull Data Steward or Access Manager requirements

12

Data stewards and access managers bull Manage the data access request process

bull May provision data

bull May notify others to provision data

bull Examples

bull National Data Systems (NDS)

bull Patient Care Services (PCS)

bull Pharmacy Benefits Management (PBM)

bull VA Information Resource Center (VIReC)

bull The Medicare Analysis Center (MAC)

bull Facility Health Information Management Office (HIMS)

bull Customer Users Provisioning (CUPS) Point of Contact

General requirements for access to VA data

Specific requirements by project category

Locating the right request process for your

project

13

Access to VA data Section 2

What VA data use category is your project

14

What VA data access category is your project

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

15

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

16

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing a

Research Protocol

intended to

contribute

to generalizable

knowledge

17

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing

a research protocol

intended to

contribute

to generalizable

knowledge

18

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

19

Program

Evaluation

Evaluating a process

or activity or program

within the VHA amp

for the VHA

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

20

Program

Evaluation Evaluating a process

or activity or program

within the VHA amp

for the VHA

21

Is it research or operations

Still in doubt check withhellip

bull Facility IRB

bull Facility Research amp Development Committee

bull Program Office supervisingsponsoring the project

bull Office of Research amp Development (ORD)

bull Office of Research Oversight (ORO)

httpwwwvagovOROindexasp

12

Data stewards and access managers bull Manage the data access request process

bull May provision data

bull May notify others to provision data

bull Examples

bull National Data Systems (NDS)

bull Patient Care Services (PCS)

bull Pharmacy Benefits Management (PBM)

bull VA Information Resource Center (VIReC)

bull The Medicare Analysis Center (MAC)

bull Facility Health Information Management Office (HIMS)

bull Customer Users Provisioning (CUPS) Point of Contact

General requirements for access to VA data

Specific requirements by project category

Locating the right request process for your

project

13

Access to VA data Section 2

What VA data use category is your project

14

What VA data access category is your project

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

15

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

16

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing a

Research Protocol

intended to

contribute

to generalizable

knowledge

17

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing

a research protocol

intended to

contribute

to generalizable

knowledge

18

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

19

Program

Evaluation

Evaluating a process

or activity or program

within the VHA amp

for the VHA

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

20

Program

Evaluation Evaluating a process

or activity or program

within the VHA amp

for the VHA

21

Is it research or operations

Still in doubt check withhellip

bull Facility IRB

bull Facility Research amp Development Committee

bull Program Office supervisingsponsoring the project

bull Office of Research amp Development (ORD)

bull Office of Research Oversight (ORO)

httpwwwvagovOROindexasp

General requirements for access to VA data

Specific requirements by project category

Locating the right request process for your

project

13

Access to VA data Section 2

What VA data use category is your project

14

What VA data access category is your project

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

15

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

16

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing a

Research Protocol

intended to

contribute

to generalizable

knowledge

17

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing

a research protocol

intended to

contribute

to generalizable

knowledge

18

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

19

Program

Evaluation

Evaluating a process

or activity or program

within the VHA amp

for the VHA

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

20

Program

Evaluation Evaluating a process

or activity or program

within the VHA amp

for the VHA

21

Is it research or operations

Still in doubt check withhellip

bull Facility IRB

bull Facility Research amp Development Committee

bull Program Office supervisingsponsoring the project

bull Office of Research amp Development (ORD)

bull Office of Research Oversight (ORO)

httpwwwvagovOROindexasp

14

What VA data access category is your project

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

15

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

16

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing a

Research Protocol

intended to

contribute

to generalizable

knowledge

17

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing

a research protocol

intended to

contribute

to generalizable

knowledge

18

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

19

Program

Evaluation

Evaluating a process

or activity or program

within the VHA amp

for the VHA

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

20

Program

Evaluation Evaluating a process

or activity or program

within the VHA amp

for the VHA

21

Is it research or operations

Still in doubt check withhellip

bull Facility IRB

bull Facility Research amp Development Committee

bull Program Office supervisingsponsoring the project

bull Office of Research amp Development (ORD)

bull Office of Research Oversight (ORO)

httpwwwvagovOROindexasp

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

15

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

16

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing a

Research Protocol

intended to

contribute

to generalizable

knowledge

17

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing

a research protocol

intended to

contribute

to generalizable

knowledge

18

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

19

Program

Evaluation

Evaluating a process

or activity or program

within the VHA amp

for the VHA

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

20

Program

Evaluation Evaluating a process

or activity or program

within the VHA amp

for the VHA

21

Is it research or operations

Still in doubt check withhellip

bull Facility IRB

bull Facility Research amp Development Committee

bull Program Office supervisingsponsoring the project

bull Office of Research amp Development (ORD)

bull Office of Research Oversight (ORO)

httpwwwvagovOROindexasp

IRB Approved

Protocol

Conducting a VA

approved research

project to contribute to

generalizable

knowledge

VA Approved

Research

Conducting a VA

project

funded as research

16

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing a

Research Protocol

intended to

contribute

to generalizable

knowledge

17

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing

a research protocol

intended to

contribute

to generalizable

knowledge

18

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

19

Program

Evaluation

Evaluating a process

or activity or program

within the VHA amp

for the VHA

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

20

Program

Evaluation Evaluating a process

or activity or program

within the VHA amp

for the VHA

21

Is it research or operations

Still in doubt check withhellip

bull Facility IRB

bull Facility Research amp Development Committee

bull Program Office supervisingsponsoring the project

bull Office of Research amp Development (ORD)

bull Office of Research Oversight (ORO)

httpwwwvagovOROindexasp

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing a

Research Protocol

intended to

contribute

to generalizable

knowledge

17

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing

a research protocol

intended to

contribute

to generalizable

knowledge

18

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

19

Program

Evaluation

Evaluating a process

or activity or program

within the VHA amp

for the VHA

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

20

Program

Evaluation Evaluating a process

or activity or program

within the VHA amp

for the VHA

21

Is it research or operations

Still in doubt check withhellip

bull Facility IRB

bull Facility Research amp Development Committee

bull Program Office supervisingsponsoring the project

bull Office of Research amp Development (ORD)

bull Office of Research Oversight (ORO)

httpwwwvagovOROindexasp

Operation

s Preparator

y to

Research

Research Operation

s

rch

Preparatory to Research

Resea

Preparing

a research protocol

intended to

contribute

to generalizable

knowledge

18

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

19

Program

Evaluation

Evaluating a process

or activity or program

within the VHA amp

for the VHA

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

20

Program

Evaluation Evaluating a process

or activity or program

within the VHA amp

for the VHA

21

Is it research or operations

Still in doubt check withhellip

bull Facility IRB

bull Facility Research amp Development Committee

bull Program Office supervisingsponsoring the project

bull Office of Research amp Development (ORD)

bull Office of Research Oversight (ORO)

httpwwwvagovOROindexasp

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

19

Program

Evaluation

Evaluating a process

or activity or program

within the VHA amp

for the VHA

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

20

Program

Evaluation Evaluating a process

or activity or program

within the VHA amp

for the VHA

21

Is it research or operations

Still in doubt check withhellip

bull Facility IRB

bull Facility Research amp Development Committee

bull Program Office supervisingsponsoring the project

bull Office of Research amp Development (ORD)

bull Office of Research Oversight (ORO)

httpwwwvagovOROindexasp

Program

Administration Planning and

administrative analysis

for a VHA facility or

program office

Quality

Improvement Improving

a process or activity

within the VHA amp

for the VHA

20

Program

Evaluation Evaluating a process

or activity or program

within the VHA amp

for the VHA

21

Is it research or operations

Still in doubt check withhellip

bull Facility IRB

bull Facility Research amp Development Committee

bull Program Office supervisingsponsoring the project

bull Office of Research amp Development (ORD)

bull Office of Research Oversight (ORO)

httpwwwvagovOROindexasp

21

Is it research or operations

Still in doubt check withhellip

bull Facility IRB

bull Facility Research amp Development Committee

bull Program Office supervisingsponsoring the project

bull Office of Research amp Development (ORD)

bull Office of Research Oversight (ORO)

httpwwwvagovOROindexasp

General requirements for access to VA data

What VA data use category is your project

Locating the right request process for your

project

22

Access to VA data Section 3

Specific requirements by project category

Specific requirements by VA project category

23

24

Requirements for IRB

approved research

Description of data needed

Supervisor and local officials approvals

Access form(s) for specific

bullData sources (CAPRIVital Status File)

bullIdentifiers (real SSNs)

Research approval documents

bullProtocol

bullIRB and RampD Committee approval letters

bullInformed Consent amp HIPAA documents

Preparatory

to Research

25

Requirements for data access to

prepare a research protocol

Some offices may do record counts or feasibility

tests for you

Description of data needed

Supervisor and local officials approvals

Details vary by data source

Access form(s) for specific data source(s)

Researcherrsquos prep to research memo

26

Preparatory to research memo

Preparatory

to Research

Preparatory to research memo assurances

bullSolely to prepare a research protocol or similar purposes

bullPHI requested is necessary to prepare the protocol

bullPHI will not be removed from the VHA

bullPHI will not be retained after protocol is approved

27

Requirements for healthcare

operations studies

Description of data needed

Justification for data use

Signature of supervisor and ISO

Specific access forms vary by resource eg

bull VHA NDS healthcare operations ePAS form

bull Patient Care Services quality improvement

study DUA

28

Note Operations project findings can be published

ORO Sample Format for Documenting publication of non-research findings

httpwwwvagovOROoropubsasp

Specific requirements by VA project category

23

24

Requirements for IRB

approved research

Description of data needed

Supervisor and local officials approvals

Access form(s) for specific

bullData sources (CAPRIVital Status File)

bullIdentifiers (real SSNs)

Research approval documents

bullProtocol

bullIRB and RampD Committee approval letters

bullInformed Consent amp HIPAA documents

Preparatory

to Research

25

Requirements for data access to

prepare a research protocol

Some offices may do record counts or feasibility

tests for you

Description of data needed

Supervisor and local officials approvals

Details vary by data source

Access form(s) for specific data source(s)

Researcherrsquos prep to research memo

26

Preparatory to research memo

Preparatory

to Research

Preparatory to research memo assurances

bullSolely to prepare a research protocol or similar purposes

bullPHI requested is necessary to prepare the protocol

bullPHI will not be removed from the VHA

bullPHI will not be retained after protocol is approved

27

Requirements for healthcare

operations studies

Description of data needed

Justification for data use

Signature of supervisor and ISO

Specific access forms vary by resource eg

bull VHA NDS healthcare operations ePAS form

bull Patient Care Services quality improvement

study DUA

28

Note Operations project findings can be published

ORO Sample Format for Documenting publication of non-research findings

httpwwwvagovOROoropubsasp

24

Requirements for IRB

approved research

Description of data needed

Supervisor and local officials approvals

Access form(s) for specific

bullData sources (CAPRIVital Status File)

bullIdentifiers (real SSNs)

Research approval documents

bullProtocol

bullIRB and RampD Committee approval letters

bullInformed Consent amp HIPAA documents

Preparatory

to Research

25

Requirements for data access to

prepare a research protocol

Some offices may do record counts or feasibility

tests for you

Description of data needed

Supervisor and local officials approvals

Details vary by data source

Access form(s) for specific data source(s)

Researcherrsquos prep to research memo

26

Preparatory to research memo

Preparatory

to Research

Preparatory to research memo assurances

bullSolely to prepare a research protocol or similar purposes

bullPHI requested is necessary to prepare the protocol

bullPHI will not be removed from the VHA

bullPHI will not be retained after protocol is approved

27

Requirements for healthcare

operations studies

Description of data needed

Justification for data use

Signature of supervisor and ISO

Specific access forms vary by resource eg

bull VHA NDS healthcare operations ePAS form

bull Patient Care Services quality improvement

study DUA

28

Note Operations project findings can be published

ORO Sample Format for Documenting publication of non-research findings

httpwwwvagovOROoropubsasp

Preparatory

to Research

25

Requirements for data access to

prepare a research protocol

Some offices may do record counts or feasibility

tests for you

Description of data needed

Supervisor and local officials approvals

Details vary by data source

Access form(s) for specific data source(s)

Researcherrsquos prep to research memo

26

Preparatory to research memo

Preparatory

to Research

Preparatory to research memo assurances

bullSolely to prepare a research protocol or similar purposes

bullPHI requested is necessary to prepare the protocol

bullPHI will not be removed from the VHA

bullPHI will not be retained after protocol is approved

27

Requirements for healthcare

operations studies

Description of data needed

Justification for data use

Signature of supervisor and ISO

Specific access forms vary by resource eg

bull VHA NDS healthcare operations ePAS form

bull Patient Care Services quality improvement

study DUA

28

Note Operations project findings can be published

ORO Sample Format for Documenting publication of non-research findings

httpwwwvagovOROoropubsasp

26

Preparatory to research memo

Preparatory

to Research

Preparatory to research memo assurances

bullSolely to prepare a research protocol or similar purposes

bullPHI requested is necessary to prepare the protocol

bullPHI will not be removed from the VHA

bullPHI will not be retained after protocol is approved

27

Requirements for healthcare

operations studies

Description of data needed

Justification for data use

Signature of supervisor and ISO

Specific access forms vary by resource eg

bull VHA NDS healthcare operations ePAS form

bull Patient Care Services quality improvement

study DUA

28

Note Operations project findings can be published

ORO Sample Format for Documenting publication of non-research findings

httpwwwvagovOROoropubsasp

27

Requirements for healthcare

operations studies

Description of data needed

Justification for data use

Signature of supervisor and ISO

Specific access forms vary by resource eg

bull VHA NDS healthcare operations ePAS form

bull Patient Care Services quality improvement

study DUA

28

Note Operations project findings can be published

ORO Sample Format for Documenting publication of non-research findings

httpwwwvagovOROoropubsasp

28

Note Operations project findings can be published

ORO Sample Format for Documenting publication of non-research findings

httpwwwvagovOROoropubsasp

General requirements for access to VA data

What VA data use category is your project

Specific requirements by project category

29

Access to VA data Section 4

Locating the right request process for your

project

30

Poll 2 VHA Data Portal

bull Have you visited the VHA Data Portal for information

about data access

bull Yes frequently

bull Browsed a little

bull No never

bull Not surenot applicable

31

How to locate the right request process for

your project

bull VHA Data Portal Home page

httpvawwvhadataportalmedvagovHomeaspx

30

Poll 2 VHA Data Portal

bull Have you visited the VHA Data Portal for information

about data access

bull Yes frequently

bull Browsed a little

bull No never

bull Not surenot applicable

31

How to locate the right request process for

your project

bull VHA Data Portal Home page

httpvawwvhadataportalmedvagovHomeaspx

31

How to locate the right request process for

your project

bull VHA Data Portal Home page

httpvawwvhadataportalmedvagovHomeaspx

32

33 33

Data source list

VA Category

34

Data Source

Request

Process Pages

Example Research

Identifying the right request process

35

3636

Important concepts affecting

data access process

CDW

Domain

Data

37

38

DART

VHA Data Portal DART process page

radic Instructions

radic List of research project documents and approvals that may be needed

radic Data request forms ndash links for downloading

radic Resources - Link to the DART User Guide

radic ldquoLaunch DARTrdquo button

radic For help with DART vincivagov

httpvawwvhadataportalmedvagovDataAccessDARTRequestProcessaspx 39

33 33

Data source list

VA Category

34

Data Source

Request

Process Pages

Example Research

Identifying the right request process

35

3636

Important concepts affecting

data access process

CDW

Domain

Data

37

38

DART

VHA Data Portal DART process page

radic Instructions

radic List of research project documents and approvals that may be needed

radic Data request forms ndash links for downloading

radic Resources - Link to the DART User Guide

radic ldquoLaunch DARTrdquo button

radic For help with DART vincivagov

httpvawwvhadataportalmedvagovDataAccessDARTRequestProcessaspx 39

Data source list

VA Category

34

Data Source

Request

Process Pages

Example Research

Identifying the right request process

35

3636

Important concepts affecting

data access process

CDW

Domain

Data

37

38

DART

VHA Data Portal DART process page

radic Instructions

radic List of research project documents and approvals that may be needed

radic Data request forms ndash links for downloading

radic Resources - Link to the DART User Guide

radic ldquoLaunch DARTrdquo button

radic For help with DART vincivagov

httpvawwvhadataportalmedvagovDataAccessDARTRequestProcessaspx 39

Identifying the right request process

35

3636

Important concepts affecting

data access process

CDW

Domain

Data

37

38

DART

VHA Data Portal DART process page

radic Instructions

radic List of research project documents and approvals that may be needed

radic Data request forms ndash links for downloading

radic Resources - Link to the DART User Guide

radic ldquoLaunch DARTrdquo button

radic For help with DART vincivagov

httpvawwvhadataportalmedvagovDataAccessDARTRequestProcessaspx 39

3636

Important concepts affecting

data access process

CDW

Domain

Data

37

38

DART

VHA Data Portal DART process page

radic Instructions

radic List of research project documents and approvals that may be needed

radic Data request forms ndash links for downloading

radic Resources - Link to the DART User Guide

radic ldquoLaunch DARTrdquo button

radic For help with DART vincivagov

httpvawwvhadataportalmedvagovDataAccessDARTRequestProcessaspx 39

CDW

Domain

Data

37

38

DART

VHA Data Portal DART process page

radic Instructions

radic List of research project documents and approvals that may be needed

radic Data request forms ndash links for downloading

radic Resources - Link to the DART User Guide

radic ldquoLaunch DARTrdquo button

radic For help with DART vincivagov

httpvawwvhadataportalmedvagovDataAccessDARTRequestProcessaspx 39

38

DART

VHA Data Portal DART process page

radic Instructions

radic List of research project documents and approvals that may be needed

radic Data request forms ndash links for downloading

radic Resources - Link to the DART User Guide

radic ldquoLaunch DARTrdquo button

radic For help with DART vincivagov

httpvawwvhadataportalmedvagovDataAccessDARTRequestProcessaspx 39

VHA Data Portal DART process page

radic Instructions

radic List of research project documents and approvals that may be needed

radic Data request forms ndash links for downloading

radic Resources - Link to the DART User Guide

radic ldquoLaunch DARTrdquo button

radic For help with DART vincivagov

httpvawwvhadataportalmedvagovDataAccessDARTRequestProcessaspx 39

4040

Instructions amp

Launch DART

4141

Downloadable

forms

DART Pages (see Bonus Slides for more)

bull Requests (Study name amp IRB dates)

bull Participants (Project team names)

bull Location(s) (Research facilities names)

bull Data Sources

bull Data use location (VINCI vs local network server)

bull Identifiers to be requested

bull Data sources to be requested

bull Informed consent amp HIPAA check boxes

bull Documents (Required for the data sources selected)

bull Submit request

bull VINCI Cyberseminar on using DART -

httpwwwhsrdresearchvagovfor_researcherscyber_seminarsarchivesvideo_archivecfmSessionID=1016

4141

Downloadable

forms

DART Pages (see Bonus Slides for more)

bull Requests (Study name amp IRB dates)

bull Participants (Project team names)

bull Location(s) (Research facilities names)

bull Data Sources

bull Data use location (VINCI vs local network server)

bull Identifiers to be requested

bull Data sources to be requested

bull Informed consent amp HIPAA check boxes

bull Documents (Required for the data sources selected)

bull Submit request

bull VINCI Cyberseminar on using DART -

httpwwwhsrdresearchvagovfor_researcherscyber_seminarsarchivesvideo_archivecfmSessionID=1016

DART Pages (see Bonus Slides for more)

bull Requests (Study name amp IRB dates)

bull Participants (Project team names)

bull Location(s) (Research facilities names)

bull Data Sources

bull Data use location (VINCI vs local network server)

bull Identifiers to be requested

bull Data sources to be requested

bull Informed consent amp HIPAA check boxes

bull Documents (Required for the data sources selected)

bull Submit request

bull VINCI Cyberseminar on using DART -

httpwwwhsrdresearchvagovfor_researcherscyber_seminarsarchivesvideo_archivecfmSessionID=1016

DART Research Approval Process - NDS 1) Submission of

5) Prepares data

Data Requestor

NDS

ORD

VHA Privacy Review

NDS

Research Packet via DART

2) Review of Research Packet

completeness

3) Review and Approval of

Documents amp Request

4) Approval of Data Use Agreement and Notification to the Data Steward amp

requestor

Data Provider

release to requestor

VHA Data Security

43

44

VA Corporate Data Warehouse

(CDW)

VA Medical SAS (MedSAS)

ltnational real SSNgt

VA MCA National Clinical Data

VA Vital Status File

VA Pharmacy Data

ltCDW amp MCAgt

Commonly used VA data sources from Session 1

DART NDS Access Request Process

VA Pharmacy Data

45

VA Pharmacy Data

Patient Care

Services

Data

PCS Data

Access Process

Other commonly used data sources

46

httpsvawwcmopnationalvagovcmopPBMPagesPBM-Strategic-Health-

Care-Group-Research-Data-Requestaspx

Step 1

Step 2

47

47

httpvawwvirecresearchvagovIndex-VACMShtm

44

VA Corporate Data Warehouse

(CDW)

VA Medical SAS (MedSAS)

ltnational real SSNgt

VA MCA National Clinical Data

VA Vital Status File

VA Pharmacy Data

ltCDW amp MCAgt

Commonly used VA data sources from Session 1

DART NDS Access Request Process

VA Pharmacy Data

45

VA Pharmacy Data

Patient Care

Services

Data

PCS Data

Access Process

Other commonly used data sources

46

httpsvawwcmopnationalvagovcmopPBMPagesPBM-Strategic-Health-

Care-Group-Research-Data-Requestaspx

Step 1

Step 2

47

47

httpvawwvirecresearchvagovIndex-VACMShtm

VA Pharmacy Data

45

VA Pharmacy Data

Patient Care

Services

Data

PCS Data

Access Process

Other commonly used data sources

46

httpsvawwcmopnationalvagovcmopPBMPagesPBM-Strategic-Health-

Care-Group-Research-Data-Requestaspx

Step 1

Step 2

47

47

httpvawwvirecresearchvagovIndex-VACMShtm

46

httpsvawwcmopnationalvagovcmopPBMPagesPBM-Strategic-Health-

Care-Group-Research-Data-Requestaspx

Step 1

Step 2

47

47

httpvawwvirecresearchvagovIndex-VACMShtm

47

47

httpvawwvirecresearchvagovIndex-VACMShtm

48

Program Evaluation

Quality Improvement

Research

httpvawwinfosharevagovsitesOSPMdefaultaspxInitialTabId=Ribbon2

EDocumentampVisibilityContext=WSSTabPersistence

49

Take-aways

VA identifies 3 categories of data access based on

purposeuse of the data that affect data access request

approval process

50

51

Questions

52

Qu

ick lin

ks f

or

VA

da

ta r

eso

urc

es

Quick Guide Resources for Using VA Data httpvawwvirecresearchvagovToolkitQG-Resources-for-Using-VA-Datapdf (VA Intranet)

VIReC httpvawwvirecresearchvagovIndexhtm (VA Intranet)

VIReC Cyberseminars httpwwwvirecresearchvagovResourcesCyberseminarsasp

VHA Data Portal httpvawwvhadataportalmedvagovHomeaspx (VA Intranet)

VINCI httpvawwvincimedvagovvincicentral (VA Intranet)

Health Economics Resource Center (HERC) httpvawwhercresearchvagov (VA Intranet)

CDW httpsvawwcdwvagovPagesCDWHomeaspx (VA Intranet)

Archived cyberseminar What can the HSRampD Resource Centers do for you httpwwwhsrdresearchvagovfor_researcherscyber_seminarsarchivesvideo_archivecfmSessionID=101

49

Take-aways

VA identifies 3 categories of data access based on

purposeuse of the data that affect data access request

approval process

50

51

Questions

52

Qu

ick lin

ks f

or

VA

da

ta r

eso

urc

es

Quick Guide Resources for Using VA Data httpvawwvirecresearchvagovToolkitQG-Resources-for-Using-VA-Datapdf (VA Intranet)

VIReC httpvawwvirecresearchvagovIndexhtm (VA Intranet)

VIReC Cyberseminars httpwwwvirecresearchvagovResourcesCyberseminarsasp

VHA Data Portal httpvawwvhadataportalmedvagovHomeaspx (VA Intranet)

VINCI httpvawwvincimedvagovvincicentral (VA Intranet)

Health Economics Resource Center (HERC) httpvawwhercresearchvagov (VA Intranet)

CDW httpsvawwcdwvagovPagesCDWHomeaspx (VA Intranet)

Archived cyberseminar What can the HSRampD Resource Centers do for you httpwwwhsrdresearchvagovfor_researcherscyber_seminarsarchivesvideo_archivecfmSessionID=101

50

51

Questions

52

Qu

ick lin

ks f

or

VA

da

ta r

eso

urc

es

Quick Guide Resources for Using VA Data httpvawwvirecresearchvagovToolkitQG-Resources-for-Using-VA-Datapdf (VA Intranet)

VIReC httpvawwvirecresearchvagovIndexhtm (VA Intranet)

VIReC Cyberseminars httpwwwvirecresearchvagovResourcesCyberseminarsasp

VHA Data Portal httpvawwvhadataportalmedvagovHomeaspx (VA Intranet)

VINCI httpvawwvincimedvagovvincicentral (VA Intranet)

Health Economics Resource Center (HERC) httpvawwhercresearchvagov (VA Intranet)

CDW httpsvawwcdwvagovPagesCDWHomeaspx (VA Intranet)

Archived cyberseminar What can the HSRampD Resource Centers do for you httpwwwhsrdresearchvagovfor_researcherscyber_seminarsarchivesvideo_archivecfmSessionID=101

51

Questions

52

Qu

ick lin

ks f

or

VA

da

ta r

eso

urc

es

Quick Guide Resources for Using VA Data httpvawwvirecresearchvagovToolkitQG-Resources-for-Using-VA-Datapdf (VA Intranet)

VIReC httpvawwvirecresearchvagovIndexhtm (VA Intranet)

VIReC Cyberseminars httpwwwvirecresearchvagovResourcesCyberseminarsasp

VHA Data Portal httpvawwvhadataportalmedvagovHomeaspx (VA Intranet)

VINCI httpvawwvincimedvagovvincicentral (VA Intranet)

Health Economics Resource Center (HERC) httpvawwhercresearchvagov (VA Intranet)

CDW httpsvawwcdwvagovPagesCDWHomeaspx (VA Intranet)

Archived cyberseminar What can the HSRampD Resource Centers do for you httpwwwhsrdresearchvagovfor_researcherscyber_seminarsarchivesvideo_archivecfmSessionID=101

52

Qu

ick lin

ks f

or

VA

da

ta r

eso

urc

es

Quick Guide Resources for Using VA Data httpvawwvirecresearchvagovToolkitQG-Resources-for-Using-VA-Datapdf (VA Intranet)

VIReC httpvawwvirecresearchvagovIndexhtm (VA Intranet)

VIReC Cyberseminars httpwwwvirecresearchvagovResourcesCyberseminarsasp

VHA Data Portal httpvawwvhadataportalmedvagovHomeaspx (VA Intranet)

VINCI httpvawwvincimedvagovvincicentral (VA Intranet)

Health Economics Resource Center (HERC) httpvawwhercresearchvagov (VA Intranet)

CDW httpsvawwcdwvagovPagesCDWHomeaspx (VA Intranet)

Archived cyberseminar What can the HSRampD Resource Centers do for you httpwwwhsrdresearchvagovfor_researcherscyber_seminarsarchivesvideo_archivecfmSessionID=101

53

Contact information

Linda Kok MA

Technical amp Privacy Liaison

VA Information Resource Center

Hines VA Hospital

virecvagov

708-202-7043

54

Database amp Methods Cyberseminar Series

Using outpatient utilization data in health

services research

Peter Richardson PhD

Senior Methodologist

Innovations in Quality Effectiveness and Safety (IQuESt) COIN

Houston Texas

55

Bonus Slides

56

Acronyms ndash Related to types of data access

bull IRB ndash Institutional Review Board

bull RampD Committee Research and Development Committee

bull ACOS-R ndash Associate Chief of Staff for Research

bull ORD ndash Office of Research and Development

bull ORO ndash Office of Research Oversight

bull QI ndash Quality Improvement

bull QA ndash Quality Assurance

bull PI ndash Performance Improvement

bull PE ndash Program Evaluation

bull DTA ndash Data Transfer Agreement

57

Data Stewards Access Managers

bull NDS ndash National Data Systems

bull MCA (DSS) Managerial Cost Accounting System data

(formerly Decision Support System (DSS) data)

bull CAPRI ndash Compensation and Pension Record Interface

bull VACMS Data ndash Data from the Centers for Medicare and

Medicaid Services used in the VHA

bull Surgical Quality Data User Group

bull CUPS POC ndash Customer User Provisioning System Point

of Contact (often your facility ISO)

bull DART ndash Data Access Request Tracker

58

Acronyms for data amp data tools used in VA

bull CDW - Corporate Data Warehouse domain data

bull MedSAS - Medical SAS datasets

bull MCA (DSS) Managerial Cost Accounting System data

(formerly Decision Support System (DSS) data)

bull PCS - Patient Care Services data

bull VACMS Data - Data from the Centers for Medicare and

Medicaid Services used in the VHA

bull CAPRI - Compensation and Pension Record Interface

5959

Data request forms

Research documents

Resources

Instructions

Support

LAUNCH DART

VINCI Cyberseminar on DART

httpwwwhsrdresearchvagovfor_researcherscyber_seminarsarchivesvideo_archivecfmS

essionID=1016

55

Bonus Slides

56

Acronyms ndash Related to types of data access

bull IRB ndash Institutional Review Board

bull RampD Committee Research and Development Committee

bull ACOS-R ndash Associate Chief of Staff for Research

bull ORD ndash Office of Research and Development

bull ORO ndash Office of Research Oversight

bull QI ndash Quality Improvement

bull QA ndash Quality Assurance

bull PI ndash Performance Improvement

bull PE ndash Program Evaluation

bull DTA ndash Data Transfer Agreement

57

Data Stewards Access Managers

bull NDS ndash National Data Systems

bull MCA (DSS) Managerial Cost Accounting System data

(formerly Decision Support System (DSS) data)

bull CAPRI ndash Compensation and Pension Record Interface

bull VACMS Data ndash Data from the Centers for Medicare and

Medicaid Services used in the VHA

bull Surgical Quality Data User Group

bull CUPS POC ndash Customer User Provisioning System Point

of Contact (often your facility ISO)

bull DART ndash Data Access Request Tracker

58

Acronyms for data amp data tools used in VA

bull CDW - Corporate Data Warehouse domain data

bull MedSAS - Medical SAS datasets

bull MCA (DSS) Managerial Cost Accounting System data

(formerly Decision Support System (DSS) data)

bull PCS - Patient Care Services data

bull VACMS Data - Data from the Centers for Medicare and

Medicaid Services used in the VHA

bull CAPRI - Compensation and Pension Record Interface

5959

Data request forms

Research documents

Resources

Instructions

Support

LAUNCH DART

VINCI Cyberseminar on DART

httpwwwhsrdresearchvagovfor_researcherscyber_seminarsarchivesvideo_archivecfmS

essionID=1016

56

Acronyms ndash Related to types of data access

bull IRB ndash Institutional Review Board

bull RampD Committee Research and Development Committee

bull ACOS-R ndash Associate Chief of Staff for Research

bull ORD ndash Office of Research and Development

bull ORO ndash Office of Research Oversight

bull QI ndash Quality Improvement

bull QA ndash Quality Assurance

bull PI ndash Performance Improvement

bull PE ndash Program Evaluation

bull DTA ndash Data Transfer Agreement

57

Data Stewards Access Managers

bull NDS ndash National Data Systems

bull MCA (DSS) Managerial Cost Accounting System data

(formerly Decision Support System (DSS) data)

bull CAPRI ndash Compensation and Pension Record Interface

bull VACMS Data ndash Data from the Centers for Medicare and

Medicaid Services used in the VHA

bull Surgical Quality Data User Group

bull CUPS POC ndash Customer User Provisioning System Point

of Contact (often your facility ISO)

bull DART ndash Data Access Request Tracker

58

Acronyms for data amp data tools used in VA

bull CDW - Corporate Data Warehouse domain data

bull MedSAS - Medical SAS datasets

bull MCA (DSS) Managerial Cost Accounting System data

(formerly Decision Support System (DSS) data)

bull PCS - Patient Care Services data

bull VACMS Data - Data from the Centers for Medicare and

Medicaid Services used in the VHA

bull CAPRI - Compensation and Pension Record Interface

5959

Data request forms

Research documents

Resources

Instructions

Support

LAUNCH DART

VINCI Cyberseminar on DART

httpwwwhsrdresearchvagovfor_researcherscyber_seminarsarchivesvideo_archivecfmS

essionID=1016

57

Data Stewards Access Managers

bull NDS ndash National Data Systems

bull MCA (DSS) Managerial Cost Accounting System data

(formerly Decision Support System (DSS) data)

bull CAPRI ndash Compensation and Pension Record Interface

bull VACMS Data ndash Data from the Centers for Medicare and

Medicaid Services used in the VHA

bull Surgical Quality Data User Group

bull CUPS POC ndash Customer User Provisioning System Point

of Contact (often your facility ISO)

bull DART ndash Data Access Request Tracker

58

Acronyms for data amp data tools used in VA

bull CDW - Corporate Data Warehouse domain data

bull MedSAS - Medical SAS datasets

bull MCA (DSS) Managerial Cost Accounting System data

(formerly Decision Support System (DSS) data)

bull PCS - Patient Care Services data

bull VACMS Data - Data from the Centers for Medicare and

Medicaid Services used in the VHA

bull CAPRI - Compensation and Pension Record Interface

5959

Data request forms

Research documents

Resources

Instructions

Support

LAUNCH DART

VINCI Cyberseminar on DART

httpwwwhsrdresearchvagovfor_researcherscyber_seminarsarchivesvideo_archivecfmS

essionID=1016

58

Acronyms for data amp data tools used in VA

bull CDW - Corporate Data Warehouse domain data

bull MedSAS - Medical SAS datasets

bull MCA (DSS) Managerial Cost Accounting System data

(formerly Decision Support System (DSS) data)

bull PCS - Patient Care Services data

bull VACMS Data - Data from the Centers for Medicare and

Medicaid Services used in the VHA

bull CAPRI - Compensation and Pension Record Interface

5959

Data request forms

Research documents

Resources

Instructions

Support

LAUNCH DART

VINCI Cyberseminar on DART

httpwwwhsrdresearchvagovfor_researcherscyber_seminarsarchivesvideo_archivecfmS

essionID=1016

5959

Data request forms

Research documents

Resources

Instructions

Support

LAUNCH DART

VINCI Cyberseminar on DART

httpwwwhsrdresearchvagovfor_researcherscyber_seminarsarchivesvideo_archivecfmS

essionID=1016

LAUNCH DART

VINCI Cyberseminar on DART

httpwwwhsrdresearchvagovfor_researcherscyber_seminarsarchivesvideo_archivecfmS

essionID=1016

6161

62

6363

Research study staff ndash

not subjects

64

65

Navigation

66

67

68

69

Data Storage Locatoin

External data transfer

Data identifier

70

CDW data

AITC Mainframe data

71

72 72

Complete upload

Complete upload

Complete upload

Upload each required document

74

75

Submit

Access to PCS Data

bull PCS provides custom analytic datasets created from data within

its stewardship for research use

bull Data Transfer Agreement (DTA) required

bull Other requirements vary based on use

bull Research Studies

bull Quality Improvement Studies

bull Program Evaluation Studies

bull Data request and data dictionaries are available on the PCS SharePoint site

httpvawwinfosharevagovsitesOSPMdefaultaspx

76

62

6363

Research study staff ndash

not subjects

64

65

Navigation

66

67

68

69

Data Storage Locatoin

External data transfer

Data identifier

70

CDW data

AITC Mainframe data

71

72 72

Complete upload

Complete upload

Complete upload

Upload each required document

74

75

Submit

Access to PCS Data

bull PCS provides custom analytic datasets created from data within

its stewardship for research use

bull Data Transfer Agreement (DTA) required

bull Other requirements vary based on use

bull Research Studies

bull Quality Improvement Studies

bull Program Evaluation Studies

bull Data request and data dictionaries are available on the PCS SharePoint site

httpvawwinfosharevagovsitesOSPMdefaultaspx

76

6363

Research study staff ndash

not subjects

64

65

Navigation

66

67

68

69

Data Storage Locatoin

External data transfer

Data identifier

70

CDW data

AITC Mainframe data

71

72 72

Complete upload

Complete upload

Complete upload

Upload each required document

74

75

Submit

Access to PCS Data

bull PCS provides custom analytic datasets created from data within

its stewardship for research use

bull Data Transfer Agreement (DTA) required

bull Other requirements vary based on use

bull Research Studies

bull Quality Improvement Studies

bull Program Evaluation Studies

bull Data request and data dictionaries are available on the PCS SharePoint site

httpvawwinfosharevagovsitesOSPMdefaultaspx

76

64

65

Navigation

66

67

68

69

Data Storage Locatoin

External data transfer

Data identifier

70

CDW data

AITC Mainframe data

71

72 72

Complete upload

Complete upload

Complete upload

Upload each required document

74

75

Submit

Access to PCS Data

bull PCS provides custom analytic datasets created from data within

its stewardship for research use

bull Data Transfer Agreement (DTA) required

bull Other requirements vary based on use

bull Research Studies

bull Quality Improvement Studies

bull Program Evaluation Studies

bull Data request and data dictionaries are available on the PCS SharePoint site

httpvawwinfosharevagovsitesOSPMdefaultaspx

76

65

Navigation

66

67

68

69

Data Storage Locatoin

External data transfer

Data identifier

70

CDW data

AITC Mainframe data

71

72 72

Complete upload

Complete upload

Complete upload

Upload each required document

74

75

Submit

Access to PCS Data

bull PCS provides custom analytic datasets created from data within

its stewardship for research use

bull Data Transfer Agreement (DTA) required

bull Other requirements vary based on use

bull Research Studies

bull Quality Improvement Studies

bull Program Evaluation Studies

bull Data request and data dictionaries are available on the PCS SharePoint site

httpvawwinfosharevagovsitesOSPMdefaultaspx

76

66

67

68

69

Data Storage Locatoin

External data transfer

Data identifier

70

CDW data

AITC Mainframe data

71

72 72

Complete upload

Complete upload

Complete upload

Upload each required document

74

75

Submit

Access to PCS Data

bull PCS provides custom analytic datasets created from data within

its stewardship for research use

bull Data Transfer Agreement (DTA) required

bull Other requirements vary based on use

bull Research Studies

bull Quality Improvement Studies

bull Program Evaluation Studies

bull Data request and data dictionaries are available on the PCS SharePoint site

httpvawwinfosharevagovsitesOSPMdefaultaspx

76

67

68

69

Data Storage Locatoin

External data transfer

Data identifier

70

CDW data

AITC Mainframe data

71

72 72

Complete upload

Complete upload

Complete upload

Upload each required document

74

75

Submit

Access to PCS Data

bull PCS provides custom analytic datasets created from data within

its stewardship for research use

bull Data Transfer Agreement (DTA) required

bull Other requirements vary based on use

bull Research Studies

bull Quality Improvement Studies

bull Program Evaluation Studies

bull Data request and data dictionaries are available on the PCS SharePoint site

httpvawwinfosharevagovsitesOSPMdefaultaspx

76

68

69

Data Storage Locatoin

External data transfer

Data identifier

70

CDW data

AITC Mainframe data

71

72 72

Complete upload

Complete upload

Complete upload

Upload each required document

74

75

Submit

Access to PCS Data

bull PCS provides custom analytic datasets created from data within

its stewardship for research use

bull Data Transfer Agreement (DTA) required

bull Other requirements vary based on use

bull Research Studies

bull Quality Improvement Studies

bull Program Evaluation Studies

bull Data request and data dictionaries are available on the PCS SharePoint site

httpvawwinfosharevagovsitesOSPMdefaultaspx

76

69

Data Storage Locatoin

External data transfer

Data identifier

70

CDW data

AITC Mainframe data

71

72 72

Complete upload

Complete upload

Complete upload

Upload each required document

74

75

Submit

Access to PCS Data

bull PCS provides custom analytic datasets created from data within

its stewardship for research use

bull Data Transfer Agreement (DTA) required

bull Other requirements vary based on use

bull Research Studies

bull Quality Improvement Studies

bull Program Evaluation Studies

bull Data request and data dictionaries are available on the PCS SharePoint site

httpvawwinfosharevagovsitesOSPMdefaultaspx

76

70

CDW data

AITC Mainframe data

71

72 72

Complete upload

Complete upload

Complete upload

Upload each required document

74

75

Submit

Access to PCS Data

bull PCS provides custom analytic datasets created from data within

its stewardship for research use

bull Data Transfer Agreement (DTA) required

bull Other requirements vary based on use

bull Research Studies

bull Quality Improvement Studies

bull Program Evaluation Studies

bull Data request and data dictionaries are available on the PCS SharePoint site

httpvawwinfosharevagovsitesOSPMdefaultaspx

76

71

72 72

Complete upload

Complete upload

Complete upload

Upload each required document

74

75

Submit

Access to PCS Data

bull PCS provides custom analytic datasets created from data within

its stewardship for research use

bull Data Transfer Agreement (DTA) required

bull Other requirements vary based on use

bull Research Studies

bull Quality Improvement Studies

bull Program Evaluation Studies

bull Data request and data dictionaries are available on the PCS SharePoint site

httpvawwinfosharevagovsitesOSPMdefaultaspx

76

72 72

Complete upload

Complete upload

Complete upload

Upload each required document

74

75

Submit

Access to PCS Data

bull PCS provides custom analytic datasets created from data within

its stewardship for research use

bull Data Transfer Agreement (DTA) required

bull Other requirements vary based on use

bull Research Studies

bull Quality Improvement Studies

bull Program Evaluation Studies

bull Data request and data dictionaries are available on the PCS SharePoint site

httpvawwinfosharevagovsitesOSPMdefaultaspx

76

Upload each required document

74

75

Submit

Access to PCS Data

bull PCS provides custom analytic datasets created from data within

its stewardship for research use

bull Data Transfer Agreement (DTA) required

bull Other requirements vary based on use

bull Research Studies

bull Quality Improvement Studies

bull Program Evaluation Studies

bull Data request and data dictionaries are available on the PCS SharePoint site

httpvawwinfosharevagovsitesOSPMdefaultaspx

76

74

75

Submit

Access to PCS Data

bull PCS provides custom analytic datasets created from data within

its stewardship for research use

bull Data Transfer Agreement (DTA) required

bull Other requirements vary based on use

bull Research Studies

bull Quality Improvement Studies

bull Program Evaluation Studies

bull Data request and data dictionaries are available on the PCS SharePoint site

httpvawwinfosharevagovsitesOSPMdefaultaspx

76

75

Submit

Access to PCS Data

bull PCS provides custom analytic datasets created from data within

its stewardship for research use

bull Data Transfer Agreement (DTA) required

bull Other requirements vary based on use

bull Research Studies

bull Quality Improvement Studies

bull Program Evaluation Studies

bull Data request and data dictionaries are available on the PCS SharePoint site

httpvawwinfosharevagovsitesOSPMdefaultaspx

76

Access to PCS Data

bull PCS provides custom analytic datasets created from data within

its stewardship for research use

bull Data Transfer Agreement (DTA) required

bull Other requirements vary based on use

bull Research Studies

bull Quality Improvement Studies

bull Program Evaluation Studies

bull Data request and data dictionaries are available on the PCS SharePoint site

httpvawwinfosharevagovsitesOSPMdefaultaspx

76

77

End of the bonus slides