Data Management Agency with Multiple Study Grants

1. Data Management Agency with Multiple Study Grants Serving Children & Adolescents in Need Presented by: Celica Saenz-Mireles

2. About our Agency • 5 Study Grants • Art • TCE/HIV • EAT2 • Juvenile Drug Court • TCE • Follow ups tools • GAIN-I Core • GAIN M-90 • TxSI • GPRA • Two Data Managers • 1 for EAT2 • 1 for ART, TCE/HIV, Juvenile Drug Court, and TCE • 1 Outside Evaluators • 1 ABS Administrator • 1 Principal Investigator (same PI for all 5 grants)

3. ABS Administration • Windows 2003 File Server with ABS installed • 5 independent ABS installations for each grant using 5 separate hard drive shares. • Each DM has access only to his/her assigned grant • Our outside evaluator and Principal Investigator have access to all 5 grants.

4. Data Management Role • Data Managers collect and input the data into its appropriate data base. • Data Managers ensure required tools have been administered by checking ABS for GAIN/TxSI and GPRA website for GPRA. • Data Managers update GRL monthly.

5. Data Management Role • Program Director of Data Collection is responsible for ABS on site. • Assigns user accounts, passwords id’s, and group access to ABS • Checks ABS data is uploaded to the main server • We have 2 satellite offices • Checks GRL Data, FUL and TTL reports for accuracy and completion. PD reviews data quality, and assures records have been entered in appropriate tools.

6. Data Management Role • DM’s submit GRL along with ABS data to CHS by the 5th of each month and no later than the 10th. • DM’s wait for CHS feedback before entering any new data into the GRL.

7. Pyramid chart of data collection

8. Do’s and Don'ts that have worked and continue to work Do’s and Don'ts: • Provide adequate training to staff • 1 ABS Administrator install all tools for all grants • Relate problems to ABS Administrator first • 1 DM per grant • To administer and enter data into appropriate data base • Check data weekly

9. SCAN Inc’s GAIN/GPRA Follow up log The follow up log created by Celica Mireles has facilitated our follow up process by putting a name to a number along with a date, giving us a deadline to meet as well as contact numbers, addresses, and the counselor who provided the service.

10. Do’s and Don'ts that have worked Do’s and Don’ts • Never submit data after the 10th of the month • Set an in-house deadline to the 5th of the month • Never submit GAIN edits and GRL with same file name. • Always rename before submitting • Do not forget to submit SPSS data to evaluators

11. Do’s and Don'ts that have worked Do’s and Don’ts • Decide on the what type of incentive you are going to give. • Gift Cards- if so to what store • Food certificates- if so to what restaurant • Gift Cards have been a success for us. • Decide what dollar amount your gift cards are going to be?

12. Serving Children & Adolescents in Need SCAN Inc. • Celica Saenz Mireles B.A., C.I. Program Director of Data Collection (956) 724-3177 Ext 129 1-800-355-7226 • Eduardo Solchaga ABS Administrator (956) 724-3177 Ext 152 1-800-355-7226 • Luis E. Flores M.A., LPC, LCDC, RPT-S Executive Vice President/ Principal Investigator (956) 724-3177 Ext 156 1-800-355-7226 www.scan-inc.org