DBtC

Transcription

1 (DBtC) The DBtC application was launched to help Transplant Centers retrieve the data they have submitted to the through FormsNet TM. DBtC currently provides data from the submission of data on all TED and TED level equivalent data since your center began reporting to. This data is updated quarterly. The data can be downloaded from the Portal in comma separated value (CSV) format. A Data Dictionary for Form 2400 (preted) and 2450 (postted) and a Code Definition Table are all available for your use on the Portal site as well. These have recently been updated to include questions numbers from V1, V2 and V3 of the forms. There is also a FAQ page on the Portal to answer many of your questions. The reports that are available for viewing on the DBtC section of the Portal summarize data from your submission of forms to FormsNet TM. There is a full description of what each table displays on the DBtC Portal landing page. * This application is now available to all centers internationally (not just US). US centers the DBtC application is found in the same Portal where you access Center Volumes Data Report (CVDR). ** To register for access to the Portal please follow the directions provided with the Portal Guide found on the homepage of the Portal here: *** Once registered you may access the DBtC application within the Portal here: For further help and assistance with DBtC, please contact: DBtC@mcw.edu

2 DBtC FAQs Q1: How can I obtain Login credentials for my center to use Data Back to Center (DBtC)? Q2: How can I launch the DBtC application? Q3: What sort of data can I expect from DBtC? Q4: Why don't I see all the types of forms that our center has submitted to, like Baseline, Infusion Form (2006)? Q5: What is the time period or time range of the forms provided by DBtC? Q6: What is the summary information for my center shown in the grids on the Data Back to Center home page? How does this relate to CPI? Q7: Why is the number of forms I see on the DBtC summary report less than what my center has submitted via FormsNet 2? Q8: How can I save or export the data from DBtC? Q9: What is the Data Dictionary Guide? Does it replace the TED Manual? Q10: Is the information in the Data Dictionary Guide available in a programmable form such as xml or Excel? Q11: Why are some data variables missing question numbers in the Data Dictionary Guide? Q12: Why are some of our center's data different (missing questions, etc.) than what our center submitted? Q13: How can I edit or update data in our patient records? Q14: Why is it taking such a long time to download the data? Q15: How does the variation in the forms affect the Data Dictionary and the DBtC? Q16: Does the DBtC application deliver the data for international centers? Q17. Who do I contact if I have problems using this application or understanding the documentation? Q18: What is the difference between DBtC and AGNIS? Does DBtC replace AGNIS? Q1: How can I obtain Login credentials for my center to use Data Back to Center (DBtC)? A: A contact at your center will self register, on the Portal homepage at If your address cannot be identified by the registration process, but you need to use DBtC for your center, please ask the Primary Contact person in your center to verify that you are in GCM, which can be done at /DataManagement/AdminResources/Personnel/pages/index.aspx via the Center Personnel Change Form. Please also remember if you have an account for FormsNet, it does not have anything to do with your credentials on Portal, they are two different systems. Q2: How can I launch the DBtC application? A: The DBtC web application is built into the Web portal ( The portal is a password protected area for the Community to access information from the. Once you have successfully logged in to the portal, click on the 'Data Back to Center' link on the horizontal navigation bar below the logo. This will take you to the DBtC home page. Q3: What sort of data can I expect from DBtC? A: Data from forms that are entered through FormsNet, marked as CMP, and further validated by will be available to download. Data is available from the beginning of your reporting to IBMTR up to an including all data submitted to the. Both allogeneic and autologous transplant data are included. All TED level and TED level equivalent data is available.

3 Q4: Why don't I see all the types of forms that our center has submitted to, like Baseline, Infusion Form (2006)? A: Data from other forms will be available in future releases. Q5: What is the time period or time range of the forms provided by DBtC? A: DBtC contains data submitted on paper or through FormsNet for recipients of HCT since the beginning of your reporting to us. Q6: What is the summary information for my center shown in the grids on the Data Back to Center home page? How does this relate to CPI? A: The information in these grids is a summary of Forms completed (marked as CMP) in FormsNet (FN) by your center. At this time the DBtC application does not connect directly to FN, and displays data only after completed forms are transferred from FN to the research data repository. The DBtC summaries cannot supply all the information for CPI since DBtC does not access FN forms in other than CMP status and does not access Forms that are overdue. The DBtC summarizes a breakdown by calendar quarter, the number of Forms completed in FN that have entered the research database. For each center you are affiliated with, the summary grids will be displayed by the calendar years. The columns of the grid display the number of TED forms for transplants in each calendar quarter and a yearly total. The 4 rows of each yearly summary will compare the number of forms completed in FN with the number of forms in the DBtC data source. The rows of the grid represent: (Processed) = number of forms that came into FormsNet TM (Loaded in DBtC) = number of forms that passed validation and were loaded into the DBtC application (Pending) = number of forms that are pending due to inconsistencies (% Loaded in DBtC) = percentage of forms that were loaded into DBtC out all forms that were available Q7: Why is the number of forms I see on the DBtC summary report less than what my center has submitted via FormsNet? A: Before data is incorporated into the research database, extra validation rules are applied. The goal of the database is to provide accurate and complete data whenever possible. Some forms processed as Complete in FormsNet may require additional validation before entering the research repository database due to missing or inconsistent values. Any data caught by this process will be communicated to the Transplant Center's primary data contact for resolution before incorporation into the database. Some examples of validation rules that are applied to your data that may cause a delay in incorporation into DBtC: 1. Broad disease category (e.g. MDS) and sub disease category (e.g. type of MDS) don't match. 2. Recipient birth date later than transplant date. ( Bdate > Txdate) 3. HSCT reported as the first transplant, but has data for a previous HSCT for the recipient. 4. An HSCT reported as Autologous on one form (Q 17 on 2400) is reported as Allogeneic on another form.

4 Q8: How can I save or export the data from DBtC? A: Currently, DBtC provides two format options, CSV comma separated value and XML, for you to download. All downloads will be included in one.zip file. Once these files are downloaded, they may be manipulated by your center. For instance, a CSV file can then be loaded into another application, like Excel. Q9: What is the Data Dictionary Guide? Does it replace the TED Manual? The Dictionary Guide is connected with the DBtC application only. It elaborates on the variables or column names used in the DBtC data export and how they relate to the questions on the FN forms. There is a separate guide for each Form/table available for export. There is also a document that defines the meaning of the codes used in the DBtC export. Q10: Is the information in the Data Dictionary Guide available in a programmable form such as xml or Excel? A: The Data Dictionary Guide is a PDF document. Q11: Why are some data variables missing question numbers in the Data Dictionary Guide? A: Some data variables, like CCN, BDATE, RACE, and SEX, do not have corresponding question numbers on the pre TED form. This information is requested on the first page of the pre TED in the box on the upper right corner, and is considered a key field. Q12: Why are some of our center's data different (missing questions, etc.) than what our center submitted? A: DBtC provides data submitted to via FormsNet and AGNIS. DBtC data is prepared to meet the design and definition in the latest version of FormsNet and the forms. A question that existed in the previous version might have been deleted in the latest version. DBtC does not display those questions if they were submitted using previous versions of FormsNet. We ask centers to follow the FormsNet guide for the latest version. Q13: How can I edit or update data in our patient records? A: Please use FormsNet for data editing. Any corrections to forms locked after inclusion in a audit should be noted on paper correction pages and mailed or faxed to your center liaison. Error correction pages found at: /DataManagement/DataCollectionForms/Pages/index.aspx. Changes cannot be made in the DBtC application, and cannot accept changes marked on lists provided from the DBtC application. Q14: Why is it taking such a long time to download the data? A: The time to display depends on internet connectivity and the size of data files for your center. We appreciate your patience! If a download freezes, close your Web browser then retry. If you have persistent issues with the application freezing, please contact PortalHelp@mcw.edu with your problem and your center number in the subject line. Q15: How does the variation in the forms affect the Data Dictionary and the DBtC? A: For DBtC application, we are using the latest version of forms as they are updated in FormsNet.

5 Q16: Does the DBtC application deliver the data for international centers? A: Yes, the application is available to all transplant centers around the world. Q17. Who do I contact if I have problems using this application or understanding the documentation? A: Send an e mail message describing your problem to PortalHelp@mcw.edu with 'Problem' and your center number in the subject line. If the application displays an error message please provide a ScreenShot of the error message(s) by holding down the Alt Key and PrintScreen Key at the same time. Then describe the steps that led to the problem and press the Ctrl and V to paste the ScreenShot into the body of the e mail. Q18: What is the difference between DBtC and AGNIS? Does DBtC replace AGNIS? A: DBtC is not designed to replace AGNIS. It simply provides centers with an alternate way to retrieve data they have submitted to through FormsNet. By providing a direct download mechanism via the DBtC Web site, it eliminates the need for programming by the centers, so that centers with limited IT resources can get their data back more easily. If your center prefers to retrieve your data via a particular program, please visit the AGNIS Web site ( for instructions and release information. The following comparison should help you better understand these two applications: AGNIS: A combination of a rigorous, standardized definition of data elements with a computerized mechanism for secure and automated exchange of these data elements between dissimilar database systems, thereby minimizing duplicative data entry. AGNIS only includes data retrieved from FormsNet. DBtC: A web application that launched to help HCT Centers retrieve the data they have submitted through FormsNet2 since December 3, 2007, without specialized programming. DBtC includes all TED and TED equivalent data.