CDC DPRP data entry and submission webinar for recognized organizations: transcript

Key points

• Each spreadsheet row is one session attended by one participant; variable names, column order and column count must not be changed.
• CDC advises against pre-populating the spreadsheet and against using 999 for weight and activity minutes to mark missed sessions.
• Data is submitted every 12 months in the anniversary month of the effective date, which is the first day of the month after approval; only one year of data is sent at a time.
• Variables such as participant ID, state, prediabetes tests, age, ethnicity, race, sex, height, date, weight and physical activity minutes each have specific valid codes.
• Do not leave empty cells, add headers or footnotes, hold make-up sessions on the same date as regular ones, or re-enroll a participant under the same ID.
• Data must be uploaded as a CSV file through the DPRP submission website, not by email; errors must be corrected within two weeks, and failure to submit risks losing recognition.

Chapters

1. 0:07Using the data spreadsheet template
2. 1:55Why not to pre-populate and how to copy and paste
3. 3:35Approval dates, effective dates and submission timeline
4. 6:23Required data elements and coding
5. 14:01Common data entry mistakes to avoid
6. 18:00Submission reminders and deadlines
7. 18:37Saving as CSV and uploading the file
8. 20:34Error review, reports and technical assistance

Full transcript

0:07Welcome to the National Diabetes Prevention Program Data Entry Webinar, brought to you by the Centers for Disease Control and Prevention Diabetes Prevention Recognition Program, the DPRP. Using the 2015 DPRP Data Spreadsheet and Submitting for Success. Once your organization is granted CDC recognition, you will be sent the Data Entry Spreadsheet Template. Let's walk through how to use the spreadsheet. To open the spreadsheet, across the top you will see a list of variable names that correspond with the variables in the data dictionary starting on page 18 of the DPRP Standards and Operating Procedures.

0:48Do not change the spelling of any of the variable names. Do not change the column order. And do not add or delete columns. The order needs to remain as it is when you first open the document. Each row represents one session attended for one participant. The information entered into the first row, shown here, indicates that participant ABC attended a session on January 2, 2017 where a weight of 165 pounds was recorded and the person reported completing 150 minutes of physical activity in the week prior to the session.

1:24If a participant attends 20 sessions throughout the life of the program, then there will be 20 rows of session data for the participant. Not all records collected are submitted at once. Later in this presentation, we will discuss how you determine which records should be submitted each year. Each participant has a unique organization-assigned participant ID, PARTICIP. In this case, ABC. This ID should not change throughout the 12-month program.

1:55CDC does not recommend pre-populating the spreadsheet. Sometimes, in an effort to save time, an organization will begin the program by filling in all of the dates for the sessions that are scheduled, as well as participant IDs, demographic information, and anything else that does not change from week to week. This could cause a problem in the event that a participant misses a session. In an effort to try to use the pre-populated spreadsheet, the person designated to enter the session data might try to use default codes such as 999 for wait and physical activity minutes to indicate that the person did not attend on that date.

2:31If you want to pre-populate your spreadsheet to save some time, make sure that you take out any records for sessions that are not attended by a participant. With the exception of the variable glute test, the intake information on a participant does not change and should be copied and pasted into the cells pertaining to that participant. What we're referring to here is information such as state of residence, sex, ethnicity, race, age, and height. The entry for age should not change, even if the participant has a birthday.

3:04To reduce the risk of typographical errors, we suggest using the copy and paste feature in the spreadsheet if you are entering multiple session records for a participant at once. Highlight the text in the cell that you want to copy. Right-click on that cell and choose the copy option. Highlight the cells that you want to copy that text into. By right-clicking again on the selected cells and selecting the last paste option, the text will be copied into those cells in the same format.

3:35We will now give an overview of the data you will include on the required spreadsheet. Once your organization has been approved, CDC will send you a data submission and evaluation timeline specific to your organization, as well as detailed instructions for submitting data. There are a couple of dates that are important to your organization. The first is your approval date. The approval date is the date your application was approved, and the date when you are allowed to start holding classes.

4:08Your effective date is the first day of the month following the approval date. The month of your effective date will serve as the month each year when your date of submission is due. Each organization will submit data every 12 months. Your data will be submitted during the month of the anniversary of the effective date. Classes must begin within six months following the effective date. Let's walk through this example.

4:40Your organization approval date was September 8th, 2015. The effective date is the first day of the following month would be October 1st, 2015. This means that your first submission must be made during the month of October 2016, the anniversary month of your effective date. Only in your first submission will you include session records beginning with your approval date?

5:11In this example, that means that your first submission in October 2016 will include session records from September 8, 2015 through September 30, 2016. Subsequent submissions will include data from the 12-month period that begins each year on the anniversary of your effective date and goes through the day before the next anniversary of your effective date. In this example, the second submission must be made during October of 2017 and should include data from October 1, 2016 to September 30, 2017.

5:51The third submission must be made during October 2018 and should include data from October 1, 2017 to September 30, 2018. Do not resend data that you have already submitted in a previous year. Only send one year of data at a time. It is very important for your organization to understand and map out each 12-month timeline and know when data submissions are due.

6:23Now we're going to go over what data should be included on your spreadsheet. The data dictionary found in the 2015 DPRP Standards outlines the evaluation data elements as well as appropriate coding associated with each. The first required data element is your organization code. This is the code that was provided to you by the CDC when your organization was approved. The participant ID, Particip, is the ID that you provide to your participants. This ID remains the same throughout the participant's enrollment in the program.

7:02The ID can be up to 25 alpha numeric characters, is case-sensitive, and should be uniquely assigned and maintained by your organization. IDs must not contain information in identifiable form. This would include, for example, initials, birth dates, and social security numbers. CDC will only identify participants by their ID numbers. The variable state represents the participant's state of residence, not the organization's state.

7:37When entering this information, please use the standard two-letter abbreviation for the U.S. state or territory in which the participant resides. There are three data elements for the participant's prediabetes determination. Glute test, GDM, and risk test. For each of these, valid coding is a 1 or a 2. If a participant entered the program with a prediabetes diagnosis based on an A1c test, a fasting glucose test, an oral glucose tolerance test, or a claim code indicating prediabetes, then a 1 should be entered for glute test. If not, then a 2 should be entered.

8:24As will be discussed later in the presentation, a code of two can be changed if a participant gets a blood test indicating prediabetes later in the program. Either one for GDM if the participant has a clinical diagnosis of a history of gestational diabetes, GDM, or a two if the participant does not report a history of GDM. Similarly, enter 1 for risk test if there is a positive screening based on the results of taking a risk test, and a 2 if there is not a positive screening based on a risk test.

9:01A participant can have a 1 entered for more than one of these variables. That is, if a person is eligible based on the results of a blood test, as well as a risk test, a 1 can be entered for both. Valid entries for the variable age include the numbers 18 through 125 years. This entry should reflect the participant's age at enrollment. Do not update this information when the participant has a birth date. The variable ethnic that represents a participant's ethnicity has three coding options.

9:35If a participant identifies as Hispanic or Latino, enter a 1. If he or she does not identify as Hispanic or Latino, enter two. If he or she chooses not to respond, then you enter the default value of nine. There are five variables associated with participants' race. AIAN, which stands for American Indian or Alaska Native, ASIAN, Asian, Black, Native Hawaiian, or other Pacific Islander.

10:08There are five variables associated with participants' race, AIAN which stands for American Indian or Alaskan Native, Asian, Black, NHOPI Native Hawaiian or other Pacific Islander, and White. Each of these variables has two coding options. If the participant identifies with the race, enter one. If he or she does not identify with the race, enter two. If a participant identifies with more than one race, that is, considers himself or herself to be multiracial, then a one can be entered for each race he or she identifies with.

10:52If the participant chooses not to specify a race, then code all race variables as 2. The variable sex has three coding options. Enter 1 if the participant identifies as male, 2 if the participant identifies as female, and 9 if the participant chooses not to respond. A participant's height should always be entered when possible. CDC cannot calculate a participant's body mass index, BMI, without a valid height.

11:26The coding options are 30 to 98 inches, rounded to the nearest whole inch. Or under the 2015 DPRP standards, you may use the default code of 9-9, indicating that height was not reported. If a participant reports their height in feet and inches, you must convert it to inches. This can be done by multiplying the feet by 12 and then adding the inches. For example, 5 feet 6 inches would be converted to inches by multiplying 5 by 12 and adding 6, resulting in 66 inches. It is important to record the actual height of each participant. The variable date represents the date that the participant attended the session. This can also represent the date a session is completed if the program is being taken online.

12:22The valid format for this data element is the two digits for the month, the two digits for the day, and the four digits for the year. Each data record represents attendance by one participant at one session, and it must be the actual date of the session. Please note that when saving the data spreadsheet in CSB format, The column where dates are entered will default to a specific column width. This will frequently result in entries that look like a series of hashtags.

12:56Don't worry. Your entries are fine. This is a formatting issue associated with using CSV and will not impact your ability to submit your data. This is a formatting issue associated with using CSV, and will not impact your ability to submit your data. The next data element is participant weight. Valid coding for weight is 70 to 997 pounds, rounded to the nearest whole pound.

13:27If the participant is pregnant, use the code 998. If weight is not reported during that session, enter the default code of 999. Please ensure that weight is measured at every session. Physical activity minutes, denoted by the variable PA, are required to be reported at all sessions once physical activity is introduced in the curriculum. Until that point, the default code 999 can be used.

14:01Once physical activity has been introduced, valid codes range from 0 to 997 minutes. Organizations can record activity minutes for a participant even before physical activity is introduced if the participant has logged minutes. Physical activity minutes should always represent the total minutes performed in the week prior to the session, even during the monthly maintenance and phase of the program. Don't worry that you might make a mistake. In an attempt to minimize the opportunities for mistakes, let's go over a few things that you should not do when recording your data. This will reduce the amount of back and forth communication you have with the DPRP analysts who are responsible for analyzing your data. Don't submit a data spreadsheet that has empty cells. It may seem as though intake information should only need to be entered once since it doesn't change. Because of the way we upload your data into our system, the data will not be read properly if empty cells are detected. So

15:05even though it's repetitive information, please use the copy and paste feature in your spreadsheet to enter in all of the information. Don't add titles, headers, or footnotes to your spreadsheet. With the exception of the first row, which contains the variable name. The CSV file should only contain required participant data. Additional text will result in errors. Don't include records for sessions that participants did not attend. This is an example of an organization that used the default code 999 for wait and physical activity minutes in an effort to show CDC that the person did not come to that session.

15:45When we see combinations of 999 with 999 for weight and physical activity minutes, we flag those sessions and contact the organization to confirm that the participant did attend on that day. Only include records for sessions actually attended by the participant. Don't change a positive test score to a negative. If a participant enrolls in the program with a positive screening on a risk test but has not had a blood test, test, you will enter a 1 for risk test and a 2 for glute test for that person.

16:19If that person gets a blood test at some point during the program that indicates prediabetes, then you will change the value of glute test to a 1 starting at the point when they report having had the blood test and then throughout the rest of the program. The value for risk test will remain 1. When CDC calculates the outcome measure for program eligibility, we always use the final record for each participant. This allows time for every participant to get a blood test and have that blood test count.

16:51Don't hold makeup sessions on the same date as a regular session. The two highlighted rows show that two sessions were held on the same day. Under the 2015 standards, we cannot tell the difference between a make-up session and a regular session. Holding more than one regular session on the same day violates requirement for intervention intensity. Make-up sessions may be held over the phone or through some other technology such as Skype if it is difficult for the participant to attend in person more than once in a week.

17:24Don't be creative with coding. Use the coding indicated in the data dictionary in the DPRP standard. Don't re-enroll a participant using the same ID. Participant IDs are not just unique to the participant, they are unique to the enrollment. Because this is a 12-month lifestyle change program, we only evaluate 12 months' worth of session data for each participant ID. If you allow someone to re-enroll using the same participant ID, their data, if more than 12 months from their first session date attended, will not be included in the evaluation.

18:00When should you submit your data? CDC will send two data submission reminders to the contacts we have on file for your organization. One approximately one month before the first day of the month your submission is due, and one approximately two weeks after the first date of the month your submission is due. In the event an organization does not submit data, the organization will lose recognition and be removed from the registry. In the next section, we will review how to submit your data file. When the time comes to submit your data, please keep a few things in mind.

18:37We do not accept data as an email attachment. Data must be submitted through the DPRP data submission website. All DPRP data must be uploaded in CSV format. A CSV file is a comma separated value file which allows data to be saved in a table structured format. If you have difficulty submitting data, please send an email explaining the issue to dprpask at cdc.gov and one of our subject matter experts will respond to you. When uploading the CSV data file, keep in mind that the CDC system only recognizes the email addresses we have on file for your organization. If you've had a change in information for your primary contact, secondary contact, or data preparer, please let CDC know before your submission date so we can make the update.

19:35In order to save the spreadsheet in a CSV format, start by clicking on the file prompt. Click on Save As, and then choose CSV, Delimited from the drop-down menu. In the DPRP Data Submission website, you will enter your organization code, your contact email address, and the answer to the verification question. If you enter an invalid org code or an email address not on file with CDC you will receive an error message. If you enter a valid org code and email address you will be prompted to upload your CSV file and submit. Once you successfully submit your file you will receive a confirmation email. Once your data file has been successfully submitted one of the data analysts at the CDC will run a series of validations to check for coding errors and other problems with your submission.

20:34If errors are found, the file will be returned to you with a list of errors. Your corrected data must be resubmitted within two weeks. If corrected data is not resubmitted within this time, a final reminder to send your data will be sent via email. If your organization doesn't submit the final corrected data file by the submission deadline, your organization will lose recognition and be removed from the CDC DPRP registry. If no errors are found in your data, a progress report or annual evaluation report will be sent to your primary contact person.

21:12Shortly after your report has been sent, you will receive an invitation for a technical assistance call to go through your results. Our technical assistance team will be happy to answer any questions you may have at this time. And remember, you may always request technical assistance by emailing us at dprpask at cdc.gov. There is no limit on technical assistance. Thank you for participating in the Diabetes Prevention Recognition Program.

21:43Please do not hesitate to contact us with questions regarding data entry or data submission. We are here to help your organization be successful. Hello, welcome.

Source and licence

Recording: File:Data Entry Webinar- Submit for Success!.webm by Centers for Disease Control and Prevention (2017-09-13), via Wikimedia Commons. Licence: Public domain.

The transcript is machine speech-to-text by the TidyTools Audio & video transcriber; the summary, key points and chapters were written by Claude from that transcript. Both may contain errors: check the recording before quoting it.