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Competitive Grant Program: Year 2 Meeting 3
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
Karen Wilde Rogers
CC DP Data Coordinator
Data Coordinator TrainingWorkshop
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
Data Coordinator
• Responsibilities
Data Collection
Data Submission
Quality Assurance
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
Data Collection
SCREENING, REGISTRY, RECRUITMENTOngoing until recruitment goals met
BASELINE ASSESSMENTSWithin month before beginning DPP curriculum
INTENSIVE ACTIVITIESDPP Curriculum and Lifestyle Coaching
FOLLOW-UP ASSESSMENTS (DP ONLY)Within a month of completion of DPP Curriculum
ANNUAL ASSESSMENTS Anniversary of first DPP curriculum class
ANNUAL (DECEMBER) REPORTS AND QUESTIONNAIRES
ONE TIME TELEPHONE INTERVIEWSelected providers interviewed by CC
1
STEP ACTIVITY
2
3
4
5
6
7
OVERVIEW OF DATA COLLECTION
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
STEP 1 Overview
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
http://www.uchsc.edu/ai/sdpi/dp/data/dp_forms.htm
• Registry Input Form R1.D (does not get submitted)
• Participant Record Form R2.D (does not get submitted)
• Recruitment Team Meetings Form R3.D (December)
• Participant Consent R4.D (does not get submitted)
• HIPAA B R5.D (does not get submitted)
• Community Screening Worksheet R6.D (upon completion)
Step 1 Forms: Screening, Registry, & Recruitment
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
http://www.uchsc.edu/ai/sdpi/dp/data/dp_excel_registry.htm
Excel Registry
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
• A way to do a pre-post comparison of whether the programs implemented the core elements and required intensive activities.
• We also needed to know whether the participant’s clinical and behavioral measures improved specific to the goals and targets in the core elements.
• All clinical measures are based on IHS standards.
Step 2:Baseline Assessment
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
Baseline Assessment of Core Elements• Purpose:
– gather information related to implementation of Core Elements at baseline
• Content:– Physical, Clinical, Laboratory measurements– Health Behaviors and education around program goals – Medications
• Timing:– Within month prior to start of DPP curriculum classes
• Filled out by:– Program Coordinator or staff as assigned
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
http://www.uchsc.edu/ai/sdpi/dp/data/dp_forms.htm
• Baseline Assessment of Core Elements B1.D
• Participant Baseline Questionnaire B2.D
• Family Baseline Questionnaire B3.D
• Family Consent B4.D (does not get submitted)
☞ Forms colored in blue need to be completed before beginning the DPP curriculum, and need to be submitted together after completion.
Step 2 Forms: Baseline Assessment
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
http://www.uchsc.edu/ai/sdpi/dp/data/dp_forms.htm
• DP Team Meetings Form I1.D (December)
• Participant Attendance Form I2.D (December)
• Individual Retention Form I3.D (December )
☞ Although these forms are due every Dec., they should be filled out monthly or whenever applicable throughout the year.
Step 3: Intensive Activities Forms
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
http://www.uchsc.edu/ai/sdpi/dp/data/dp_forms.htm
• Follow-up Assessment of Core Elements F1.D
• Participant Follow-up Questionnaire F2.D
• Family Follow-up Questionnaire F3.D
☞ These forms need to be completed within one month after the participant finishes the curriculum classes,
and need to be submitted together after completion.
Step 4: Follow-up after Intensive Activities Forms
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
http://www.uchsc.edu/ai/sdpi/dp/data/dp_forms.htm
• Annual Assessment of Core Elements A1.D
• Participant Annual Questionnaire A2.D
• Family Annual Questionnaire A3.D
☞ These forms need to be completed within one month of the 12-month anniversary of the first curriculum class, and need to be submitted together after
completion.
Step 5: Annual after Intensive Activities Forms
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
• Recruitment Activities Annual Report AD1.D (December)
• Retention Activities Annual Report AD2.D (December)
• Provider Annual Questionnaire AD3.D (December)
• Organization Annual Questionnaire AD4.D (December)
• Community Annual Questionnaire AD5.D (December)
• AfterCore Activities Annual Report AD6.D (December)
☞ Forms colored in blue are due every Dec., but they should be filled out monthly or whenever applicable throughout the year.
Step 6: Annual December Forms
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
Data Submission
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 2
• Each grantee submits data to CC every other Tuesday
• Submission dates of Gamma group:http://www.uchsc.edu/ai/sdpi/common/data/files/Calendar_DP_Gamma.doc
• Submission dates of Omega group:http://www.uchsc.edu/ai/sdpi/common/data/files/Calendar_DP_Omega.doc
Data Submission Schedule
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 2
• Tracking Logsheet (Phase 2)
• Excel Registry
• Must be sent on every scheduled date
What to Submit by EmailPhase 2
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 2
● Tracking Logsheet
● Community Screening Worksheets
● BACE (B1.D), PBQ (B2.D), FBQ (B3.D)
● FACE (F1.D), PFQ (F2.D), FFQ (F3.D)
● Serious Adverse Event Form (SAE) if any
● Incident Report Form (IRF) if any
☞ Only send a package if you have complete forms to
submit.
What to Submit by MailPhase 2
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 2
● Tracking Logsheet
● Community Screening Worksheets
● Assessment forms and questionnaires:
BACE/PBQ/FBQ; FACE/PFQ/FFQ; AACE/PAQ/FAQ
● Intensive Activities forms:
- DP Team Meetings Form I1.D - Participant Attendance Form I2.D - Individual Retention Form I3.D
What to Submit by MailDecember
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 2
● Annual (December)
○ Recruitment Activities Annual Report (AD1.D)
○ Retention Activities Annual Report (AD2.D)
○ Provider Annual Questionnaire (AD3.D)
○ Organization Annual Questionnaire (AD4.D)
○ Community Annual Questionnaire (AD5.D)
○ AfterCore Activities Annual Report (AD6.D)
What to Submit by MailDecember - Continued
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
• DP Data Submission Reference Card
• Mailing Labels http://www.uchsc.edu/ai/sdpi/dp/data/dp_data.htm
• Data Flow Document http://www.uchsc.edu/ai/sdpi/dp/data/dp_appendices.htm
How to Submit
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
Quality Assurance
SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 2
Best Practices to Assure Data Quality
• Include as few steps as possible in the data collection and handling processes
• Focus on error prevention
• Focus on process monitoring
• Should not focus on inspecting quality at the final stage
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
☞ Check completeness of each form you are submitting.
☞ Make sure to have NDPID #, Site #, and Participant ID # on each form.
☞ For scannable forms, check that all the fields are properly bubbled by a pencil.
Quality Assurance – Before
Submission
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
• SDPI CGP website http://www.uchsc.edu/ai/sdpi/sdpi_index2.htm
Username: dp Password: dp
☞ username and password are case sensitive
Data Coordinator Resource
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
• Operations Manual http://www.uchsc.edu/ai/sdpi/dp/data/dp_manual.htm
• Tip Of The Week (TOTW)
• Frequently Asked Questions (FAQs) http://www.uchsc.edu/ai/sdpi/dp/resources/dp_resources.htm
Data Coordinator Resource
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
• CC DP Data Coordinator – Karen Rogers
Telephone
303.724.1422
Data Coordinator Resources
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
Data Coordinator Workshop
Q & A