1. Competitive Grant Program: Year 2 Meeting 3

2. 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 Training Workshop

3. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Data Coordinator Responsibilities  Data Collection  Data Submission  Quality Assurance

4. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Data Collection

5. SCREENING, REGISTRY, RECRUITMENT Ongoing until recruitment goals met BASELINE ASSESSMENTS Within month before beginning DPP curriculum INTENSIVE ACTIVITIES DPP 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 INTERVIEW Selected providers interviewed by CC 1 STEP ACTIVITY 2 3 4 5 6 7 OVERVIEW OF DATA COLLECTION

6. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 STEP 1 Overview

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Data Submission

17. 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 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 http://www.uchsc.edu/ai/sdpi/common/data/files/Calendar_DP_Omega.doc Data Submission Schedule

18. 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 Email Phase 2

19. 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 Mail Phase 2

20. 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 Mail December

21. 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 Mail December - Continued

22. 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

23. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Quality Assurance

24. 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

25. 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

26. 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

27. 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

28. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 CC DP Data Coordinator – Karen Rogers E-mail Karen.Rogers@UCHSC.edu Telephone 303.724.1422 Data Coordinator Resources

29. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Data Coordinator Workshop Q & A