Data Management Agency with Multiple Study Grants Celica Saenz-Mireles Presented by: Serving Children & Adolescents in Need

About our Agency  5 Study Grants  Art  TCE/HIV  EAT2  Juvenile Drug Court  TCE  Follow ups tools  GAIN-I Core  GAIN M-90  TxSI  GPRA  Two Data Managers  1 for EAT2  1 for ART, TCE/HIV, Juvenile Drug Court, and TCE  1 Outside Evaluators  1 ABS Administrator  1 Principal Investigator (same PI for all 5 grants)

ABS Administration  Windows 2003 File Server with ABS installed  5 independent ABS installations for each grant using 5 separate hard drive shares.  Each DM has access only to his/her assigned grant  Our outside evaluator and Principal Investigator have access to all 5 grants.

Data Management Role  Data Managers collect and input the data into its appropriate data base.  Data Managers ensure required tools have been administered by checking ABS for GAIN/TxSI and GPRA website for GPRA.  Data Managers update GRL monthly.

 Program Director of Data Collection is responsible for ABS on site.  Assigns user accounts, passwords id’s, and group access to ABS  Checks ABS data is uploaded to the main server  We have 2 satellite offices  Checks GRL Data, FUL and TTL reports for accuracy and completion. PD reviews data quality, and assures records have been entered in appropriate tools. Data Management Role

 DM’s submit GRL along with ABS data to CHS by the 5 th of each month and no later than the 10 th.  DM’s wait for CHS feedback before entering any new data into the GRL.

Pyramid chart of data collection

Do’s and Don'ts that have worked and continue to work  Provide adequate training to staff  1 ABS Administrator install all tools for all grants  Relate problems to ABS Administrator first  1 DM per grant  To administer and enter data into appropriate data base  Check data weekly Do’s and Don'ts:

SCAN Inc’s GAIN/GPRA Follow up log The follow up log created by Celica Mireles has facilitated our follow up process by putting a name to a number along with a date, giving us a deadline to meet as well as contact numbers, addresses, and the counselor who provided the service.

Do’s and Don'ts that have worked  Never submit data after the 10 th of the month  Set an in-house deadline to the 5 th of the month  Never submit GAIN edits and GRL with same file name.  Always rename before submitting  Do not forget to submit SPSS data to evaluators Do’s and Don’ts

Do’s and Don'ts that have worked Do’s and Don’ts  Decide on the what type of incentive you are going to give.  Gift Cards- if so to what store  Food certificates- if so to what restaurant Gift Cards have been a success for us.  Gift Cards have been a success for us.  Decide what dollar amount your gift cards are going to be?

Serving Children & Adolescents in Need SCAN Inc.  Celica Saenz Mireles B.A., C.I. Program Director of Data Collection (956) Ext  Eduardo Solchaga ABS Administrator (956) Ext  Luis E. Flores M.A., LPC, LCDC, RPT-S Executive Vice President/ Principal Investigator (956) Ext