REDCap Research Electronic Data Capture

1. REDCapResearch Electronic Data Capture Amy Wahlquist February 12, 2014

2. Getting Started • https://redcap.musc.edu • Login with NetID and password • Welcome screen • Home • My Projects – list of all projects you currently have access to • Create New Project • Training Resources – videos • Help and FAQ • Send-It – Secure data transfer application

3. Creating a new database • Project title • Purpose • If you choose research, then you need PI name, IRB number, type of research • None is required, but helpful to have all information • If you choose other, then give description • Start project from scratch or begin with template? • If beginning with a template, cannot “go back” and will have to make all changes manually – by enabling options you want to add • Templates available • Basic Demography • Classic Database • Human Cancer Tissue Biobank • Longitudinal Database (1 or 2 arms) • Multiple Surveys (classic or longitudinal) • Project Tracking Database • Randomized Clinical Trial • Single Survey

4. Database Information • Project Home • Quick Tasks - Check data quality (once data is collected) • Current users • Project statistics • Project Setup • Project status • Main project settings – change title/purpose and make customizations • **Design data collection instruments – data dictionary** • Optional modules and customizations/user rights • Change status/draft mode • Other Functionality • Copy/delete/erase/archive database • Project Revision History • Menu (on left) • Data collection • Applications • Reports • Help

5. Creating Forms • From template – some forms created automatically • Can modify/rename/delete/reorder • **1st variable on 1st form is the unique identifier for database** • Add forms/variables as needed • Variable names must be unique – not case sensitive • Variable labels can be reused (not always recommended)

6. Field Types • Text box • Used for all “free” entry including strings, numerics, dates • Notes box – no validation available, bad for analysis • Calculated field • Must provide equation for calculation • Use previously defined variables or constants – this can be from other forms • Multiple choice – only one answer • Drop down list • Radio buttons • Checkboxes (more than one answer) – REDCap creates dummy variables for you • Yes/No • True/False • Slider/Visual Analog Scale • File upload (good for uploading consent forms) • Descriptive text – with optional image/file attachment • Begin new section (must have at least one variable after header before section can be added) *not an option for the last variable on a form

7. Validation (text box) • Date • Validation (date) allows for calendar to pop up and makes sure date is entered in usable format • Use pop up calendar to choose date or enter with keyboard • Different date format options • If possibility for missing information (e.g., day), consider entering day, month, and year separately instead of date • Number/Integer • Add ranges - warns if outside range, but still allows it • Decimal place option – doesn’t tell you on the form until you enter it wrong – can use field note option to clarify for data entry person • Others • Date/time or Date/time with seconds • Email • Phone • Time • Zip • Letters only • MRN/SSN

8. Field Options • “Required” – prompts data entry person not to leave something missing, but does not actually “require” it • “Identifier” – tags variables with protected health information for exporting de-identified data • “Check for Identifiers” – design your data collection instruments – can do them all at once

9. Branching Logic • For fields that should only be asked at certain times (i.e., only ask about possibility of pregnancy if participant is female) • Convenience to data entry person (lets them skip questions without putting “n/a”) • No difference in branching missing vs. left intentionally blank with regards to data • Advanced vs. Drag-N-Drop • Branching can use variables from separate forms (*NEW feature*)

10. Tips When Creating Forms • Drag and drop variables to reorder • Copy/edit to make quick copies of similar variables • Note that when “copy” is used, the variable name is generated and may need be changed • Download data dictionary to Excel file to make changes and then upload new data dictionary - for large number of similar changes • Multiple choice options creates numeric values for options “behind the scenes” • Always starts at 1 and increases • Can force values you want • Be consistent!! (for missing, n/a, etc) • Print CRFs after creating database to have a “hard copy” (these won’t show the branching logic or calculations but will show all variables on a form)

11. Beware • Cannot force entering data in certain units (kgs, lbs) • Add a field note to remind the data entry person • Calculations will remain missing if any of the variables used to create it are missing • Creating adverse event forms - still not a great way to do this • Create one form with lots of branching • Create more than one form (one for each potential AE) • Other suggestions??

12. Longitudinal Studies • Define events • If you use the same # days offset (1,1,1, etc), events will be alphabetized • Create arms if necessary (different schedule of events) • Designate instruments for events

13. Scheduling • Only available for longitudinal • Must enable “Scheduling Module” • Scheduling • Generate schedule for each patient based on event design • Modify/add visits as needed • Can print for records • Calendar tool • Add other events – per patient or in general • Agenda (upcoming for all patients)

14. Data Export/Import • Export • “Simple” takes all variables (that you have permission to download) • “Advanced” • Choose forms/variables to export • De-identification options • Citation notice • Software – need to download all files provided • Excel, SPSS, SAS , R, STATA • Data import • Data must be in same format as REDCap database (.csvfile and variables in the same order) • Won’t create variables – only import data into existing variables • **This is different from the data dictionary upload which will create variables**

15. Other Tools • Data comparison tool (compares 2 records currently in a database) • Logging (keeps track of any use of database) • File repository • User rights – be careful with default options (especially exporting rights) • Data access groups – limits access to database records • Check permissions when you add a new form • Graphical view and stats – quick and dirty view

16. Production Status • Request through “Project Setup” • Request Service through SPARK • https://sctr.musc.edu/ • After in “production” - changes are not “live” until submitted for approval (use draft mode to make more changes) • Make sure to check for deletion of data/other potential problems

17. Additional Features • Parent Child Linking (cannot be used with longitudinal) • Double Data Entry • Randomization Module (needs certain user rights) • Surveys – can now do multiple surveys in the same database (be careful when trying to do de-identified follow-up surveys) • Data Quality • Report builder (need to think about what reports you will want before creating database to make sure it will work in report builder)

18. Resources • REDCap Shared Library • Forms already created and validated can be imported directly into library • Listserv: • email redcap-users-request@musc.edu (in body of message, type the word “subscribe”) • Email redcap@musc.edu (to reach administrators) • REDCap videos