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Date of Report:
10/2008
Source:
Delta Region AETC
The regional AETCs, like Delta Region AETC, have responsibility for collecting descriptive data on each of their training events using two forms; one form is completed by faculty and the other is completed by each training participant. Data from these forms are reported to the Health Resources and Service Administration (HRSA) HIV/AIDS Bureau (HAB). The data are also used locally to track progress towards goals.
For several years, the Delta Region AETC utilized an outsourced evaluation team for data entry and analysis. There was significant lag time in obtaining data and this became the driving force behind the development of a more efficient data management system for the Delta Region in 2007.
The first step in the development of a new system was to ask all local performance site (LPS) coordinators to describe their data collection priorities. In response to this assessment, a new password-protected website was created to manage all data. Immediately after a training event, staff enter data into the website using information collected on the forms. Once the data is entered, it is immediately available for queries that are built into the website with pre-programmed tables that can be generated from any range of dates. For example, each LPS can see the distribution of participant professions of using any range of dates and even by a specific event. Using this website, LPS staff can download spreadsheets that can be uploaded into statistical software for further data analysis. Another benefit is that LPS staff can add variables to allow for analysis by different funding sources or for quality control. For example, variables such as sponsors for an event can be added to allow the LPS to represent their activities in relation to their community partners. Staff also monitor the quality of the data using variables that identify the percent of questions that are completed correctly.
The website was launched in January 2008 after six months of development and testing. Staff were trained on how to use the website and in March 2008, they assumed data entry and reporting.
Through the development of this new website, many important lessons were learned:
- A prototype should be tested at each LPS to maximize creative thinking and further adjustments to the system.
- HRSA data verification rules should be built into the system so data can be easily retrieved and used for end-of-year reporting.
- When staff have access to data on a daily basis, they become more invested in learning how to use it and how to improve it.
- Websites are never complete. As soon as one idea is implemented, more ideas follow!
For more information about this data management system, contact Elisabeth Gleckler at
egleck@lsuhsc.edu
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