National CDSME Resource Center

Transcription

1 National CDSME Resource Center Administration for Community Living New CDSME Data Collection Forms, Processes, and System Upgrades November 14,

2 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 2

3 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 3

4 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 4

5 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) 5

6 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 6

7 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,

8 New Forms 8

9 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 9

10 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 10

11 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: 11

12 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 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 12

13 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) 13

14 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 14

15 What s new? Participant Information Survey CHANGED: NEW: 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 o Self-rated health one-item o Provider referral one-item o Post-evaluation question on confidence to manage chronic condition 15

16 Post-Evaluation Question To be completed at last program session: 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). Not at all confident Totally confident 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. 16

17 Required and Optional Fields Required fields Those data elements that are included on the OMBapproved data collection forms. Must be included on the data collection forms presented to participants, but participants are free to leave any blank. 17

18 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 18

19 What if I don t make the January 1, 2017 deadline? Remember, you are required to use the new forms (OMB Control No , Exp. Date 10/31/2019) with all new workshops commencing on or after January 1, 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, 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. 19

20 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? 20

21 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. 21

22 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. 22

23 Program Coordinator/Data Entry Roles Data Security To meet privacy and security standards: Store completed CDSME forms in a secure, locked cabinet when not in use Enter data into secure, password protected database, such as the CDSME database What you can trash and when? You can destroy these forms immediately after entering data into the database: o Program Information Cover Sheet o Attendance Log o Participant Information Survey 23

24 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. 24

25 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: Spanish: 25

26 Privacy and Security Measures Privacy Act of 1974 Public Law (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). 26

27 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): 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. 27

28 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. 28

29 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. 29

30 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: 30

31 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 address; 2. the form to angelica.herrera-venson@ncoa.org or MeghanT@soundgenerations.org For existing grantees: 1. angelica.herrera-venson@ncoa.org or MeghanT@soundgenerations.org with requests for new additions / changes. *this form will be posted on the CDSME Resource page very soon. 31

32 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. 32

33 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: Allow up to 3 days for data administrator to review and approve host/implementation site addition. 33

34 Data Migration from Vendors Avoid double data entry work! Contact 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: 34

35 Live Demo of the Database 35

36 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 36

37 Thank You! Question and Answer 37

38 Finding Help If we did not address your question(s) during the webinar, please visit our extensive resource center page: 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: 38