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Data Management for the National DPP

The Utah Department of Health provides at no cost to you the Compass (QTAC-NY) online data management tool to manage and report on all of your National DPP data. Before you can begin using Compass please contact Celsa Bowman, cbowman@utah.gov to have your account set up.

Collecting Data

Before you can begin using Compass please contact Celsa Bowman, cbowman@utah.gov to have your account set up.

Compass Online Data Tool

Compass is a web based workshop and data management tool developed by the Quality & Technical Assistance Center of New York (QTAC-NY). This unique web-based workshop and data management tool assists organizations in the delivery of the National DPP and is offered to you at no cost. In order to use Compass to manage your class data, you will need to do the following.

  1. Apply for recognition on the CDC's DPRP website and keep your DPRP Organization Code handy.
  2. Fill out our online Compass Account Request Form and we'll create your account today.
  3. Review the Compass National DPP Users Guide (PDF) or watch the Compass 101 Videos to learn how to set up a class and enter participant data.
  4. Log in to Compass at https://compass.qtacny.org/login

For questions or technical assistance with Compass contact Celsa Bowman, cbowman@utah.gov, (801) 538-6273.

Collecting the Right Data

Ready to offer your first class? Be sure to use any of the following forms to help you collect the data you'll need from participants.

  1. Set up your class in Compass and use our Class Data Check list (PDF) and Program Coordinator Flow Chart (PDF).
  2. Determine if each participant is eligible by filling out the following forms. Criteria is included in the DPRP standards (page 4; PDF) and the Eligibility Survey data will need to be entered into Compass for each participant.
    1. Eligibility Survey – English (PDF) or Eligibility Survey – Spanish (PDF)
    2. Prediabetes Risk Test – English (PDF) or Prediabetes Risk Test - Spanish (PDF)
  3. At six-months or after class is completed have each participant fill out an After National DPP Survey (PDF).

Submitting Data

With a CDC-recognized program, you can be sure that the work you put in will pay off.

Submitting Data to CDC (DPRP)

You will submit your data to the DPRP 12 months from the activation date assigned to your organization. These data include participant demographics, attendance, weight loss progress, and physical activity. Please refer to the CDC Recognition Program Standards and Operating Procedures (PDF) for details on the data you will send. Within Compass, you’ll be able to export all of the data you’ve entered for all class participants in an Excel (csv) format to upload on the DPRP website.

Evaluating Your Data

  1. The CDC DPRP evaluates your data each year separately. 
    • At 24 months, DPRP will analyze data for participants who started in year 1 (from approval date to the day before 1st anniversary of effective date). 
    • At 36 months, DPRP will analyze data for participants who started in year 2 (1st anniversary of effective date to day before the 2nd anniversary of effective date). 
    • It goes on from there....each year of participant data being analyzed separately.
  2. Six month timelines (months 1-6, months 7-12) are individual and take into account full 6 month periods. For example, if someone attends their first session on January 15, their first 6 months is from January 15 to July 14. Any sessions he/she attends during this period will go into first 6 month measures (months 1-6 attendance and weight loss in months 1-6). This person's second 6 months is from July 15 to January 14.  Any sessions attended during this period will go into second 6 month measures.

Data Resources

Data Privacy and Confidentiality

You must assure that your data is secure and private at all times.

Assuring Privacy and Confidentiality

Maintaining privacy and confidentiality is important from the moment a participant enrolls in a program, during their participation, and long after they have completed the program.

  • Privacy refers to a sense of being in control to the access others have to ourselves, and to the right to be protected as a participant. More specifically, health privacy refers the practice of maintaining the security and the confidentiality of patient records.
  • Confidentiality is the practice of keeping information a patient reveals to a health care provider as private. It limits on how this information will be it disclosed to a third party. It is common for the provider to first obtain permission from the patient prior to making a disclosure to a third party.

In regards to privacy, a program should consider the approach they will be taking. For example, are there age differences or generational differences that may affect privacy preferences? For example, does one group prefer communicating via text message versus email?

In regards to confidentiality, some protocols should be developed to minimize the need to collect and maintain identifiable information about participants. A program should be familiar with legal and ethical requirements such as HIPAA.

Data Entry and Management

Data management Plan  

A program should consider the development of a data management plan, which describes the methods for entering, storing, and analyzing or reviewing data. It also describes how a program will go about checking the quality of your data. A data management plan will establish policies and procedures for storing, transporting, and disposing of data.

Considerations for inclusion in a Data Management Plan

Data Collection and Data Entry

Data entry procedures can ensure that data is being correctly entered, and that everyone is entering data in the same way. Microsoft Excel or similar spreadsheet applications make it easy to enter data but make it challenging to maintain standards. As much as possible, a program can use Compass for data entry.

Data Cleaning and Quality Control

Program staff should be trained on the best practices for collecting information (e.g. intake forms), so that participants are asked the same questions in the same way every time. As much possible, incomplete fields should be minimized. It is helpful to have someone assigned to check the quality of the data on a regular basis. When errors are identified, feedback or additional training can be provided.

Data Analysis

Generating monthly reports will help the program in evaluating how they are doing from month to month, and if they are meeting their program objectives (e.g. reduced weight loss, number of completed sessions). Program staff can use this report to discuss ways to improve program implementation or identify issues. Compass offers the ability to generate reports and may reduce staff time used to develop reports.   

Storage and Destruction of Data

All forms containing participant information should be stored in locked cabinet in a locked room. Access should be limited to program staff needing the data. For electronic forms, data should be password protected and when not in use, in a locked office. It is also helpful for a program to backup electronic files on a USB drive or CD, and keep it locked in a filing cabinet. The program should verify the length of time they are expected to keep participant files, and when they can be destroyed.  

Additional Resources

Please refer to the SHILE Monitoring and Evaluation Field Guide and Sample Data Collection Management Plan an the CDC's Effective Interventions website.

Evaluation Resources