Data Collection, Database Management and Reporting in Real-Time based on SAS and Other Applications

1
Data Collection, Database Management and
Reporting in Real-Time based on SAS and Other
Applications

• Beate Danielsen, MA, PhD
• Barbara Murphy, RN, MSN
• Jeffrey B. Gould, MD, MPH

2
California Perinatal Quality Care Collaborative

• Development of perinatal outcomes and information
  which allows for data driven performance
  improvement and benchmarking throughout
  California
• Quality improvement of NICU care
• Collaboration of a large and diverse network of
  stakeholders
• Development of CPQCC Data Base for Research and QI

3
Status Two Years Ago

• 40 participating centers
• Data submitted electronically or on paper
• Data errors and errors introduced through data
  handling (e.g., scanning)
• Elaborate and staff-intensive data correction
  process
• Error reports, quarterly reports, annual summary
  report voluminous and staff-time intensive
• Different programming languages used
• Anticipation of enrollment of 80 more centers
• Little time for research

4
Infrastructure

• Microsoft/Access
• Microsoft/Excel
• Adobe Acrobat Writer and Distiller
• WINRAR
• SAS/Base, SAS/GRAPH, SAS/STAT
• Java

5
Solution

• WWW-based application handling
• Data Base Management, Error and Quarterly
  Reporting
• Annual Reporting
• Additional products needed
• MySQL PHP
• JavaScript
• SAS/IntrNet

6
WWW-Based Data Base Management (1)

• Add Data
• Verification whether data for ID were previously
  submitted
• Real-time error checking via JavaScript
• Only error-free records can be submitted
• Context-sensitive help
• SAS/IntrNet used to process data and add them to
  the CPQCC Master Data Base

7
WWW-Based Data Base Management (2)

• Edit Data
• Edit previously submitted data that might have
  been received as paper form, EDS submission, or
  via the WWW
• SAS/IntrNet used to retrieve previously
  submitted data from the CPQCC Master Data Base
  the WWW form populated based on JavaScript and
  HTML that is generated by SAS

8
WWW-Based Data Base Management (3)

• Error reports
• Error reports generated in real-time
• Besides errors, submission statistics are
  displayed such as total number of records, total
  number of submissions per record, etc.
• SAS/IntrNet produces error report as HTML,
  Microsoft/Excel and PDF documents
• Quarterly reports
• Generated 4 times a year by CPQCC staff and
  uploaded on the web server

9
WWW-Based Data Base Management (4)

• Send reports/data via e-mail
• SAS/IntrNet sends error reports, quarterly
  reports, or center-specific data extract to
  designated contact
• The requested item is sent as a zipped,
  encrypted, and password-protected file
• Real-time feedback to users

10
WWW-Based Data Base Management (5)

• Additional functionality provided for CPQCC data
  center staff
• Addition of scanned data forms stored as
  Microsoft/Access data base
• Screening and addition of electronic data
• Instant network report with a number of network
  statistics
• Instant application server activity report
• Additional send functions

11
WWW-Based Data Reporting

• Shows annual data for a center compared to all
  CPQCC network centers
• Data presented as tables, standardized tables,
  and specialized charts
• SAS/IntrNet used to produce charts allowing an
  immense amount of graphical QI materials that can
  be navigated easily by the user

12
Cost-Benefit Note

• w/out SAS/IntrNet
• Hiring of 2 additional staff members
• One additional Teleform license
• Paper and mail supplies
• Additional center-specific resources

• With SAS/IntrNet
• SAS/IntrNet license
• Application server
• Web server
• Staff training to ease transition to web-based
  data entry and reporting

13
Outlook

• Successful transition from EDS and paper-based
  data submissions to web-based submissions hinges
  upon quality technical support and CPQCC staff
  training
• On-line data collection has fully started earlier
  this year
• Real-Time Reporting will hopefully be possible in
  2006
• Valuable staff time has been freed up to focus on
  research and QI goals