Data Collection

Tue, 08/29/2017 - 16:53 -- karnold

I am working with a regional coalition where quarterly data is reported out.  Collecting timely data has been challenging.  There are many members that contribute to reporting, all from different agencies.  The current process is the coalition coordinator emails out a request for the data to be emailed to her by a certain date and then she fills it in on a dashboard.  It just isn't happening as it should.  We are going to get together to work through the QI process (describe the current process, identify the causes of the problem, brainstorm ideas to address the root cause(s)).  I'm probably getting ahead of myself, but does anyone have recommendations of collecting data across agencies?  Anyone use a cloud based system?  Just looking for potential strategies (free) to have in my back pocket.  

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Submitted by fshinbaum on

I have the EXACT same problem.   Please let me know what you come up with.

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Fern M. Shinbaum

Submitted by tkane on

karnold,

Have you checked out the Center for Sharing Public Health Services? The Center offers a CJS resource library that features best-practices, lessons learned and tools from cross-jurisdictional sharing arrangements. You can also e-mail the Center - PHSharing@khi.org - to inquire about the type of resource you're looking for. Good luck!

Ty

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Grace Gorenflo's picture
Submitted by Grace Gorenflo on
karnold, I think a QI process could be a helpful way to address your problem. It could also be useful to frame the issue around any negative consequence that your network and/or the individual agencies are experiencing as a result of untimely reporting -- and if this is the case, make the problem the basis of your aim statement. If you're not experiencing a problem, perhaps frame this within the context of why timely reporting of data is helpful to the agencies who supply them. In addition, you may want to think about your proccess end point in terms of when the agencies hear back about the data -- do you currently have some kind of feedback mechanism, and if not, is there value in providing information back to the agencies (either individually or in an aggregated fashion)? Would this incentive more timely reporting? Good luck and please let us know how it goes! Grace
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Submitted by Mimiu on

What do you want your end result to look like? If you are looking to create performance  analytics dashboard as a reporting tool by your coalition, you can use Google Sheet. A bit of spreadsheet development / programming skill needed, however. See tutorial "10 techniques for building a Google Sheets dashboard". You can also use data visualization plug-in such as Dasheroo. The price range from $0 to $39 per months. 

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Mimi Ujiie
Performance Improvement Manager / Accreditation Coordinator
Utah Dept. of Heath

Submitted by joey.w.razzano on

You might also want to look into Smartsheet (https://www.smartsheet.com). It has features like a spreadsheet, email program, project planning software and database that is cloud based and affordable. Data Collection forms and update requests allow us to send emails to collaborators that don't have to have the software to contribute to it. It's also very affordable and easy to learn and use. We purchased Smartsheet for our performance management system but are now using it for several projects throughout the agency. 

Joey Razzano, Accreditation & Accountability Coordinator

Oregon Public Health Division

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Joey W. Razzano

Submitted by gkroberts on

Hi, this is something we are struggling with as well, externally in our CHIP coalitions and internally with our performance management system. Over the past year, we have gone through an improvement process to shift the responsibility from the coordinator entering the information into the dashbaord, to each measure owner entering their own information into the dashboard. We purchased a cloud-based system and gave each measure owner a login and training. This has worked well internally, and plan to implement this same process and software with the CHIP coalition in the upcoming year. 

See this community forum thread for ideas on other PM systems. If you need a free option, a google drive excel document or excel online one drive file works well too. Regardless of the tool, the one thing that helped us was to have leadership support to emphasize the importance of timely data reporting and holding measure owners accountable.

Please keep us informed in your progress since many of us are in the same boat! Good luck!

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Gurleen Roberts, MPH
Director of Quality Management
Cobb & Douglas Public Health
Marietta, GA
gurleen.roberts@dph.ga.gov