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Data and Information Systems

Form Overview

On the Data and Information Systems form the grantee provides details on activities to improve the ability of other organizations to collect, access, or link data during the reporting period. The purpose of these activities is to improve the overall public health infrastructure and not individual program process improvement or quality improvement around data. The form will display as “Data and Information Systems” under the ‘Activity Forms’ section on the left menu.

Applicable Report Types

FormReport Types

NCPR

NCCPR

PPER

Data and Information Systems
XX

The report types are as follows:

  • New Competing Performance Reports (NCPR)
  • Non-Competing Continuation Performance Reports (NCCPR)
  • Project Period End Reports (PPER)

Pre-population

Data will not pre-populate from one report to the next report. The grantee is required to enter the data in each report for this form, if applicable.

Form Sections

Data and Information Systems Detail Sheet

In this section, the grantee may expand the accordion menu to view the following details:

  • Definitions
  • Instructions

Screenshot of detail sheet

Data and Information Systems During Reporting Period

In this section, the grantee must answer the following question:

During the reporting period, did your program work to improve other organizations’ data collection practices, access to data, or create data linkages? (Select all that apply)

  • The grantee must select one or more options from the checkboxes.
  • If the grantee selects the first checkbox, Part A will be enabled for the grantee to enter data.
  • If the grantee selects the second checkbox, Part B will be enabled for the grantee to enter data.
  • If the grantee selects the third checkbox, Part C will be enabled for the grantee to enter data.
  • If the grantee selects multiple check box options, then multiple sections will be enabled them to enter data.
  • If the grantee selects the No checkbox, they will not be able to select first, second, or third checkboxes.
  • If the grantee selects the No checkbox, then Part A, B, and C will be disabled, and the grantee must click on Save and Continue to move to the next form.
  • This is a required question, and the following validation will display above the checkbox options: Please provide a response for this field.

Screenshot of Reporting Period

Part A. Improving Data Collection Practices

In this section, the grantee provides information on the activities conducted during the reporting period to improve another organization’s data collection practices.

This is a required section if the grantee answers Yes, program worked to improve data collection practices (complete Part A) in response to the question under Data and Information System During Reporting Period section.

  • A note will display under the blue header Improving Data Collection Practices as follows:

Data and Information System activities are intended to improve the overall public health infrastructure and not individual program process improvement or quality improvement around data.  The data reported in this form should only include activities that improve another organizations ability to collect, access and link timely data.  For example, a resource center who creates a centralized and standardized reporting system and supports other organizations in reporting into this system.

Type of activity in the reporting period (Select all that apply)

  • This is a required question if the grantee answers Yes, program worked to improve data collection practices (complete Part A) in response to the question under Data and Information System During Reporting Period section and the following validation will display above the checkboxes: Please provide a response for this field.
  • The grantee must select one or more options from the following checkbox options:
    • Conducted data quality checks
    • Created standardized data collection forms or definitions for key terms
    • Developed and/or tested new metrics for data collection
    • Developed/enhanced/maintained information technology systems to house data (including registries)
    • Facilitated submission of data to data collection systems.
    • Facilitated the collection of disaggregated data based on demographics
    • Identified and implemented interventions to improve data collection quality
    • Other (specify)
  • The grantee can select the activity(ies) conducted during the reporting period to improve another organization’s data collection practices.

NOTE: If the grantee selects the Other (specify) checkbox, a description is required in the Other Description field and the following validation will display: Provide a description for "Other Description". The Other Description field accepts text, numbers, and special characters (not to exceed 1,000 characters).

Number of entities (for example, states, hospitals, partner centers, teams, etc.) submitting data to system

(If selected “facilitated submission of data to data collection system,” and if able, enter the number of entities submitting data during the reporting period.)

  • The integer box for this question is enabled for data entry if the grantee selects Facilitated submission of data to data collection systems in response to the Type of activity in the reporting period
  • This is an optional question, and the field accepts integer values between 0-999,999.

Part B. Improving Access to Data

In this section, the grantee provides information on the activities conducted during the reporting period to improve access to data.

This is a required section if the grantee answers Yes, program worked to improve access to data (complete Part B) in response to the question under Data and Information System During Reporting Period section.

Type of activity in the reporting period (Select all that apply)

  • This is a required question if the grantee answers Yes, program worked to improve access to data (complete Part B) in response to the question under Data and Information System During Reporting Period section and the following validation will display above the checkboxes: Please provide a response for this field.
  • The grantee must select one or more options from the following checkbox options:
    • Created datasets or a common database for external use
    • Increased public access to datasets
    • Created or facilitated data use/exchange agreements
    • Other (specify)

NOTE: If the grantee selects the Other (specify) checkbox, a description is required in the Other Description field and the following validation will display: Provide a description for "Other Description". The Other Description field accepts text, numbers, and special characters (not to exceed 1,000 characters).

Number of created datasets or common databases for external use (If you selected 'Created datasets', and if able, enter the number of datasets created during the reporting period)

  • The integer box for this question is enabled for data entry if the grantee selects Created datasets or a common database for external use checkbox in response to the Type of activity in the reporting period
  • The grantee can enter integer values between 0-999,999.

Number of times dataset accessed (downloaded or requested) (If you selected Increased public access to datasets', and if able, enter the number of times datasets were accessed during the reporting period)

  • The integer box for this question is enabled for data entry if the grantee selects Increased public access to datasets in response to the Type of activity in the reporting period
  • The grantee can enter integer values between 0-999,999.

Screenshot of Improving access to data

Part C. Creating Data Linkages

In this section, the grantee provides information on the activities conducted during the reporting period to create data linkages.

This is a required section if the grantee answers Yes, program worked to create data linkages (complete Part C) in response to the question under Data and Information System During Reporting Period section.

Type of activity in the reporting period (Select all that apply)

  • This is a required question if the grantee answers Yes, program worked to create data linkages (complete Part C) in response to the question under Data and Information System During Reporting Period section, and the following validation will display above the checkboxes: Please provide a response for this field
  • The grantee must select one or more options from the following checkbox options:
    • Facilitated integration of two or more datasets
    • Linked two or more separate datasets
    • Other (specify)

NOTE: If the grantee selects Other (specify) checkbox, a description is required in the Other Description field and the following validation will display: Provide a description for "Other Description". The Other Description field accepts text, numbers, and special characters (not to exceed 1,000 characters).

Screenshot of Creating data linkages

Comments

In this section, the grantee can enter additional information (not to exceed 5,000 characters). The Comments field accepts text, numbers, and special characters.

Screenshot of comments

The grantee must click on Save or Save and Continue buttons before navigating away from this form to ensure all data entered is saved successfully.

  • The Save button will save the validated information captured in the form and the grantee will remain on the same form.
  • The Save and Continue button will save the validated information and the grantee will navigate to the next form.
  • The Go to Previous Form button will navigate to the previous form without saving any previously unsaved information.

Form-Level Rules and Validations

  • For New Competing Performance Reports (NCPRs), this form is not applicable.
  • For Non-Competing Continuation Performance Reports (NCCPRs) and Project Period End Reports (PPERs), the grantee must provide data based on the Yes/No selections to the question under Data and Information Systems During Reporting Period
  • Data checks and validations for all integer fields:
    • Accepts integer values only.
    • Accepts a maximum of six digits.
    • Does not accept decimal values.
    • Does not accept any text values.
  • If the grantee selected Other (specify), the corresponding description for that field is required.
  • Data checks and validations for all the description fields such as the Other Description:
    • Fields accept text, numbers, and special characters.
    • Fields accept a maximum of 1,000 characters.
  • The Comments text box accepts text, numbers, and special characters (not to exceed 5,000 characters).
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