National CDSME Resource Center · 11/14/2016 · session of your program; not at 10 wks, 3 months,...

1Improving the lives of 10 million older adults by 2020 © 2015 National Council on Aging

Administration for Community Living

New CDSME Data Collection Forms, Processes, and System Upgrades

Webinar

November 14, 2016

National CDSME Resource Center


Speakers

Kristie Kulinski, MSW

Office of Nutrition and Health Promotion Programs, AoA/ACL

Kathleen A. Cameron, MPH

Senior Director, Center for Healthy Aging, NCOA

Angelica P. Herrera-Venson, DrPH, MPH

Manager, Data Management & Evaluation, Center for Healthy Aging, NCOA

Daniel Dennis

Associate Director, Systems Integration, NCOA


On Today’s Webinar

Welcome from ACL & NCOA

New OMB-approved forms

Forms management & data quality assurance

Privacy and security basics

Migrating data from vendors

Data entry (live demo)

CHA Community Features (live demo)

• Chatter area & setting up groups

• Requesting help

Upcoming changes for reporting options

Q&A


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


Background –

CDSME Data Collection Tools

As required by the Paperwork Reduction Act, submitted and received

approval from the Office of Management and Budget (OMB).

Opportunity for comment provided during OMB review process (60-day

and 30-day comment periods).

Prior forms used as a framework, modifications made based on expert

internal/external guidance .

Option for random sampling specific to participant data collection (does

not apply to tribal grantees)


OMB-Approved CDSME

Data Collection Tools

Program and Participant Tools:

• Program Information Cover Sheet

• Attendance Log

• Participant Information Survey

Semi-Annual Performance Report Directions and

Sample Template


Expectations and Timeline

Use of forms is now a requirement

Begin either transitioning to (2015 grantees) or

initiating use of (2016 grantees) new forms

immediately

• Expectation that all sites will be using the new forms by January 1, 2017


New Forms


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

Participant: The people who enroll in the programs


Terminology

Implementation Sites:

• The physical locations where programs are

delivered

Host Organizations:

• The organizations that sponsor workshops,

hold the license for a programs, train or

employ facilitators, and arrange for the use

of implementation sites


New Data Collection Forms

1. Program Information Cover Sheet

2. Attendance Log

3. Participant Information Survey

4. Host/Implementation Organization Information

Form

Forms can be found at:

https://www.ncoa.org/center-for-healthy-aging/cdsme-

resource-center/cdsme-grantees/data-entry-collection-

management-resources/


What’s new?

General changes in terminology

• Workshop Program

• Group Leader Program Facilitator

Program Information Cover Sheet

• Contact information for the Program Facilitator now includes email addresses.

• County not collected anymore

• Staff or volunteer status gone

• Under the type of program, the English and Spanish Arthritis Self-Management

Programs are removed


What’s new?

Attendance Log

• Participant Names Participant ID (6 characters)

What does this mean for tracking participants at the implementation site

level?

At NCOA, each participant is given a system-generated ID comprising

workshop# and a serial #.

The Participant ID system you use is really meant for you to identify the

participant ID to the other forms (surveys).

One example: 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 given, you can use ‘OO’, ‘XX’, or any other identifier you select to use

consistently, such day of workshop ’22’ (if delivered on Feb 22, 2017)


What’s new?

Host/Implementation Organization Information Form

• Type of site listing is revised (e.g. library, senior center)

• All else, roughly similar:

o Organization name, street address, city, state, and zip code

o Option to select whether it is a new ‘host organization’ or new ‘implementation site’

o If a host org, contact information is requested


What’s new?

Participant Information Survey

CHANGED:

o No more zip code

o Age (DOB Years)

o Disability (1 question 3 questions)

o Chronic disease options updated

o Living arrangements – live alone? Y/N

NEW:

o Self-rated health – one-item

o Provider referral – one-item

o Post-evaluation question on confidence to manage chronic condition


Post-Evaluation Question

To be completed at last program session:

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).

This cannot be collected at any other time point, except immediately following the very last

session of your program; not at 10 wks, 3 months, etc.

It’s important to ensure you connect the response to this question to 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

questions before mailing in your forms to your designated central data processing center.


Required and Optional Fields

Required fields

• Those data elements that are included on the

OMB-approved data collection forms.

• Must be included on the data collection forms

presented to participants, but participants are free

to leave any blank.


Optional Fields

Optional fields - data elements that grantees may wish to collect over and above the grant-required data elements.

These are marked as “(optional)” in the database. You may add them to the version that you use.

Participant Information

o Health Insurance (forthcoming)

o Taken this class before? (Y/N)

Program Information

o Session 0


What if I don’t make the

January 1, 2017 deadline?

Remember, you are required to use the new forms (OMB Control No.

0985-0036, Exp. Date 10/31/2019) with all new workshops

commencing on or after January 1, 2017.

On January 1, 2017, the CDSME National Database interface will also

reflect new form fields. This means, you must enter all your data using

the expired forms by midnight December 31, 2016. Happy New Year!

HELP! What if you miss the deadline to enter all data

based on expired forms by Dec 31. In select cases, with your ACL PO’s approval, NCOA can make arrangements

for grantees to enter outdated forms. We are working to create hybrid

fields/forms in the database that would be visible only to those with approved

access. This will not be a widespread solution.


Forms Management

Consider data privacy agreements

Consider forms retention policy

Will facilitators or staff at workshop sites make and

keep photocopies before submitting originals for

data entry?

How and where are forms stored?

How long will you keep them before destroying

them?


Forms Management

Our recommendations

Facilitators:

Keep the forms together for a given program from

its start date to its end date.

Submit all forms together for a given workshop for

data entry as soon as possible after completion,

and at least within 2 weeks of its end date.


Forms Management

Our recommendations

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.


Program Coordinator/Data Entry

Roles – Data SecurityTo 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


Program Coordinator/Data Entry

Roles – Data Security

What to keep and for how long?

Non-Disclosure Agreement:

State 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.


Non-disclosure Agreements

Acknowledgement that participant information

should not be shared with others and should be

safeguarded appropriately

For data collection and data entry personnel only

English: https://www.ncoa.org/resources/non-

disclosure-agreement/

Spanish: https://www.ncoa.org/resources/non-

disclosure-agreement-spanish/

https://www.ncoa.org/resources/non-disclosure-agreement/

https://www.ncoa.org/resources/non-disclosure-agreement-spanish/


Privacy and Security Measures

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, program leaders, 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).


Training Staff on Safeguarding

Participants’ Information

NCOA has training slides on the Privacy Act and the measures that all of

you should take to protect participants Personally Identifiable

Information (PII):

https://www.ncoa.org/resources/privacy-and-security-basics-for-cdsme-

data-collection/

Program leads can hold a face-to-face or set up online training. They

can collect Certificates of Completion from staff to verify that they

completed the training. NCOA or ACL does not require copies of these.

https://www.ncoa.org/resources/privacy-and-security-basics-for-cdsme-data-collection/


Data Quality Assurance

Facilitators are first line of QA

They are able to check forms as they collect them,

clarify questions with participants right away.

Data entry staff are the second line of QA

Have a system for managing the flow of forms (e.g.,

a checklist).

Watch for unclear responses on the forms and have

a consistent method to handle them.

If you cannot get clarification, leave unclear

responses blank.


Missing Forms & Data

Consider how to handle missing forms. Facilitators or site

coordinators should communicate to the data entry staff that

any expected forms are missing.

Facilitators may include an inventory sheet with each

packet

Facilitators may staple together pre- and post-survey

forms, and make a notation on sets with missing forms

Missing Attendance Logs. Omit workshops with NO

Attendance Log from the database.


Strategies for Reducing Missing Data

1. Make a priority building in time, taking advantage of Session ‘0’

2. Assist participants - consider literacy and cognitive challenges,

including LEP participants

3. Offer facilitators help

4. Review script during training, emphasize the value of feedback

to future funding, programming etc.

5. Build excitement for data by sharing feedback with

implementation sites/partners

To learn more strategies:

https://www.ncoa.org/resources/maximizing-complete-

accurate-data/


Setting up an Account

For NEW grantees:

1. Complete a form (sent to your grant lead by the CDSME

National Resource Center)* listing your users with name,

organization, and email address;

2. Email the form to [email protected] or

[email protected]

For existing grantees:

1. Email [email protected] or

[email protected] with requests for new

additions / changes.

*this form will be posted on the CDSME Resource page very soon.

mailto:[email protected]





How many users can you have?

• Grantees are encouraged to have no more than 3

concurrent user accounts.

• In special justified cases, we can allow up to 5

accounts.

• If 5 or more users are allowed, the grant lead must

designate appropriate access level for each user.

• DATA ENTRY LEVEL : can only enter workshop data and view records they

created. Cannot run reports. Has access to the Community groups.

• STATE ADMIN (no more than 3): can enter workshop data, modify

host/implementation site information, view statewide or grant-specific

records, and run reports with comparison to other States. Has access the

Community groups.


How do I add host/implementation

sites?

• Daniel will provide a demo on adding sites later in

this webinar.

• You will now be able to add your own host and

implementation sites. Instructions can be found at:

• https://www.ncoa.org/resources/cdsme-database-

instructions-adding-new-host-organization-

implementation-site/

• Allow up to 3 days for data administrator to review

and approve host/implementation site addition.


Data Migration from Vendors

Avoid double data entry work!

Contact [email protected] for assistance.

• If you are working with a vendor or another database for

primary data entry, we can work with you to import data

into the CDSME national database.

• Data migration is done quarterly, or as agreed upon.

• Consider deadlines for semi-annual reports; get data in

at least 3-4 weeks before semi-annual report deadline.

• Data must follow set structure and format in this Excel

spreadsheet: https://www.ncoa.org/resources/data-

migration-excel-template/

https://www.ncoa.org/resources/data-migration-excel-template/


Live Demo of the National Falls

Prevention Database

https://ncoaging.force.com/chacommunity


CHA Community Features (live demo)

CHA Community Features

• Chatter area

• Establishing/use of Groups

• Requesting TA assistance

Adding your own host/implementation sites

Upcoming Changes in Reporting Features


Thank You!

Question and Answer


Finding Help

If we did not address your question(s) during the webinar, please visit our

extensive resource center page:

https://www.ncoa.org/center-for-healthy-aging/cdsme-resource-center/

The extensive Frequently Asked Questions (FAQ) document may be a

useful first stop.

The direct link to the “Data Entry, Collection, and Management Resource”

page can be found here:

https://www.ncoa.org/center-for-healthy-aging/cdsme-resource-

center/cdsme-grantees/data-entry-collection-management-resources/

https://www.ncoa.org/center-for-healthy-aging/cdsme-resource-center/

https://www.ncoa.org/center-for-healthy-aging/cdsme-resource-center/cdsme-grantees/data-entry-collection-management-resources/

National CDSME Resource Center · 11/14/2016 · session of your program; not at 10 wks, 3 months,...

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