DP001 - Quarterly Submission Process for NDSC

DP001 Quarterly Submission Process for Data Center
Review Committee: NDSC Start Date: 4/1/2009
Attachments: None Last Revised Date: 7/3/2024
Forms: None Last Reviewed Date: 7/3/2024

Introduction:

Provide a consistent process for completing a quarterly data submission for the TBI Model Systems National Database.

Purpose:

Outlines the steps necessary to complete a quarterly data submission.

Scope:

NDSC

Responsibilities:

NDSC Data managers

Procedural steps:

Below are listed the step that the NDSC will take to complete a Quarterly data submission.

  1. Notice of submission will occur at least one week prior to the submission date (1/15, 3/31,6/30, 9/30). Notification will go out through the Data Collectors listserv.

  2. Remove access to data entry. This will occur at 5:00 PM PST to allow a full working day for west coast centers.

  3. Perform Data checks for each center on the following data:

    1. Screening

    2. Cases overdue (populate database with overdue cases listed as ‘Lost’) (cases Overdue for paste.sql)

    3. Error Checks

  4. Create and publish the quarterly status report which contains information on screening, enrollment, follow-up, missing data.

  5. Target Analysis

    1. Email individual center results

  6. Archive previous reports in the “Published Reports” members section.

  7. Archive data collection forms (StaticFiles/DataForms) if new version.

  8. Move new versions of data collection forms to SOP directory.

  9. Randomize the data quality checks for the current quarter.

  10. One month after submission, create datasets for analysis.

  11. Update the Data Dictionary on the “live” site.

  12. Enable Data Entry.

  13. Notify Centers of Data Entry status.

Training requirements:

None

Compliance:

All NDSC Data Managers are responsible for adhering to this policy and its procedures.

References:

None

History:

Date Action
4/1/2009 New policy developed
09/17/2011 Last reviewed date
01/15/2020 Reviewed in full and edited to reflect updated procedures
7/3/2024 Updated procedural steps

Review Schedule:

Every five years.