SRDR Quarterly Training Brown Evidence-based Practice Center Brown University December 5 th, 2014...
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SRDR Quarterly Training Brown Evidence-based Practice Center Brown University December 5 th, 2014 1:00pm-2:00pm Best Practices: Improving the efficiency
SRDR Quarterly Training Brown Evidence-based Practice Center
Brown University December 5 th, 2014 1:00pm-2:00pm Best Practices:
Improving the efficiency and effectiveness, and consistency of data
entry SRDR was initially developed by the Tufts EPC and currently
maintained by the Brown EPC under contract with AHRQ (Contract No.
HHSA 290-2007-10055-I & HHSA 290-2012-1200012-I ).
Slide 2
12/5/2014http://srdr.ahrq.gov2 Presentation outline Summarize
common difficulties / challenges encountered by users entering data
into SRDR Demonstrate best practices to mitigate these
challenges
Slide 3
12/5/2014http://srdr.ahrq.gov3 Inefficient design of extraction
forms Extraction forms with lots of empty space Unintuitive
question titles on extraction forms Unrestrained extraction forms
giving too much latitude to extractors Entering data prospectively
into SRDR Pitfalls and limitations for copying and pasting data
into extraction forms Losing track of data extractor progress, and
questions they might have Entering data retrospectively into SRDR
Many different file formats (MS Word, MS Excel, PDFs) Preparing
results data for importing (coming feature) Challenges entering
data into SRDR
Slide 4
12/5/2014http://srdr.ahrq.gov4 Exporting data from SRDR in a
format usable to others (statisticians, analysts) or in a format
ready to be used as evidence tables in appendix of an EPC report To
be addressed in a future Webinar in January new features added to
SRDR since the last training Webinar held in September Challenges
exporting data from SRDR
Slide 5
12/5/2014http://srdr.ahrq.gov5 Compilations of strategies used
by SRDR Users, EPCs, and the SRDR Team Recommendations that will
enable you to overcome the challenges associated with entering data
into SRDR Benefits of using best practices include: Reduce time and
effort required to enter data into SRDR Improve accuracy and
consistency of data collected Increase accessibility of data for
other SRDR contributors and public users Take advantage of SRDR
Tools and features Best Practices
Slide 6
12/5/2014http://srdr.ahrq.gov6 Best Practices for Designing
Efficient Extraction Forms
Slide 7
12/5/2014http://srdr.ahrq.gov7 Background Key Questions (KQ)
entered into an SRDR project should parallel the KQs addressed in
your systematic review or EPC Report. Each KQ can only be
associated with a single (primary) extraction form Several KQs may
use the same extraction form Challenge Since a KQ can only be
associated with one (primary) extraction form, collection of
certain data across all eligible studies for the KQ (i.e. study
quality information for multiple study designs) can result in
extraction forms with long lists of mutually exclusive questions
(i.e questions relevant to only one type of study design) that
could be unwieldy to navigate Create accessory forms to complement
primary extraction form
Slide 8
12/5/2014http://srdr.ahrq.gov8 Best Practice Create accessory
extraction forms to complement the data collected on a primary
extraction form (each accessory extraction form will require adding
a new KQ to your project) Note: You will need to describe in the
Project notes field of the Project Information page of the SRDR
project, which KQs were added to the project to create accessory
extraction forms and the KQs from the report they address. Benefit
Creating accessory extraction forms will shorten the number of data
fields that an extractor need enter data into for any one
extraction form. Create accessory forms to complement primary
extraction form (Cont.)
Slide 9
12/5/2014http://srdr.ahrq.gov9 Example: Denoting addition of
accessory extraction forms in Project Notes field.
Slide 10
12/5/2014http://srdr.ahrq.gov10 Background A question title
(data header) is required for each question added to the extraction
form Displayed as column (spreadsheet) headers in simple and
advanced export of data from SRDR Challenge It is difficult to
understand arbitrarily named or unintuitive question titles (e.g.,
BMI_X instead of Average BMI). This difficulty adds time required
by the data extractor to interpret the meaning of the question and
presents confusion to other users. Use self-explanatory question
titles on extraction forms
Slide 11
12/5/2014http://srdr.ahrq.gov11 Best Practice Question titles
should be self-explanatory and include: units and/or specific data
ranges / formats (i.e. only whole number values; or DD/MM/YYYY date
format) Benefits Minimize data extraction errors Improve
accessibility of data by users Use self-explanatory question titles
(Cont.)
Slide 12
12/5/2014http://srdr.ahrq.gov12 Example: Intuitive and
unintuitive question titles Self-explanatory: Not
self-explanatory:
Slide 13
12/5/2014http://srdr.ahrq.gov13 Background Users can add a list
of suggested arm and outcome titles to the Arm and Outcome tabs of
SRDR extraction forms. During individual data abstraction, data
extractors are given the option to use these pre-specified arm and
outcome titles or create their own. Challenge When extractors have
the latitude to name the arms and outcomes on their own, they may
come up with different names (e.g., Cardiovascular disease could be
named as: CVD, CV disease, etc.. ). Variations in the naming of
arms and outcomes is unwanted and require time to standardize. It
will also confuse users of the data unfamiliar with the project.
Pre-specify arm and outcome titles for data extractors to use on
the extraction form
Slide 14
12/5/2014http://srdr.ahrq.gov14 Best Practice Step 1: The
project lead should pre-specify a list of the arm and outcome
titles and then add the titles from this list for other extractors
to use as suggested arms and outcomes on the Arms and Outcomes tabs
of the SRDR extraction form. Step 2: Train data extractors in the
team to use suggested arms and outcomes, unless it is absolutely
necessary to create a new name (and then the new name should be
added to the suggested list). Benefits Reduce data entry time
Reduce spelling errors, case errors and unwanted redundancy Reduce
data cleaning needs Pre-specify arm and outcome titles for data
extractors to use on the extraction form
Slide 15
12/5/2014http://srdr.ahrq.gov15 Example of the unwanted
variation that can result in Outcome titles
Slide 16
12/5/2014http://srdr.ahrq.gov16 Background Users may choose
from the following selection of question types to add to an SRDR
extraction form: Text Dropdown menu Multiple choice (select one)
aka. Radio button question Multiple choice (select any) aka.
Checkbox question Matrix of choices (only one answer allowed) aka.
Matrix of Radio buttons Matrix of choices (select more than one
answer) aka. Matrix of Checkboxes Matrix of dropdowns (specify
option in each cell) Challenge SRDR extraction forms relying
primarily on text, dropdown menu, and multiple choice questions
could result in very long forms. Long forms are a challenge to use
because of excessive vertical scrolling which increases the time
needed by data extractors to enter data. Shortening extraction
forms using dropdown and matrix-type questions
Slide 17
12/5/2014http://srdr.ahrq.gov17 Best Practice When possible,
consolidate multiple questions into a single matrix question. (e.g.
when the same set of descriptive statistics and other information
is asked for multiple risk factors on the Baseline tab of SRDR
extraction forms, the individual questions can be consolidated into
separate cells within a single matrix question). Benefits Any
number of columns or rows of cells may be added to matrix questions
on SRDR extraction forms enabling users to minimize the length of
the form. Values entered into each cell of a matrix question are
exported top separate columns of simple export spreadsheets
allowing for easy analysis/isolation of data. Using Dropdown and
Matrix-type questions (Cont.)
Slide 18
12/5/2014http://srdr.ahrq.gov18 Example contrasting vertical
space used by matrix and non-matrix questions Multiple Text Qs
Single Matrix Q Multiple Matrix Qs
Slide 19
12/5/2014http://srdr.ahrq.gov19 Background Arm and outcome
descriptions can be added to arms and outcomes entered into the Arm
and Outcomes tabs of SRDR extraction forms. Challenge When
exporting data from SRDR, Arm Title and Arm Description (same for
Outcome) are concatenated into a single character string (e.g. the
title, Vitamin D, with description, consumed, will appear on export
as Arm: Vitamin D [consumed]) to distinguish arms that may have the
same title but different descriptions. This concatenated string may
require additional processing steps before analysis. Save time
cleaning data by creating arm and outcome description questions on
your forms
Slide 20
12/5/2014http://srdr.ahrq.gov20 Best Practice Instead of
entering information into arm description and outcome description
fields on Arm and Outcome tabs, create a question on Arm Details,
Outcome Details tabs to capture this information. Note: To use this
best practice, Arm Details and Outcome Details tabs on extraction
forms should be set to display questions for each arm or outcome,
respectively. Benefit Less time needed to clean arm and outcome
titles exported from SRDR Avoid using arm, outcome description
fields on Arm, Outcome tab (Cont.)
Slide 21
12/5/2014http://srdr.ahrq.gov21 Example: Adding arm description
value to arm title on Arm tab Arms tab of extraction form Simple
export of Arms tab SRDR Simple Export tool used to export data
entered into extraction form
Slide 22
12/5/2014http://srdr.ahrq.gov22 Example: Adding arm description
value to arm title on Arm tab (Cont.) Export of extraction form
using Report Builder tool
Slide 23
12/5/2014http://srdr.ahrq.gov23 Example: Adding arm description
value to question on Arm Details tab Arm Details tab of extraction
form Simple export of Arm Details tab SRDR Simple Export tool used
to export data entered into extraction form
Slide 24
12/5/2014http://srdr.ahrq.gov24 Example: Adding arm description
value to question on Arm Details tab (Cont.) Export of extraction
form using Report Builder tool
Slide 25
12/5/2014http://srdr.ahrq.gov25 Background Questions asked on
an extraction form (excluding questions concerning study design or
study quality), are typically asked for a specific arm or outcome
defined in a study. This is typically accomplished by creating
questions for specific arms or outcomes on the form, or instead
creating blank data fields into which miscellaneous arms or
outcomes may be entered (the same applies when creating extraction
forms in SRDR). Challenge An extraction form (e.g., paper,
software) seeking to predefine all possible arms/outcomes could be
lengthy and unwieldy. To accommodate unexpected arms/outcomes
during data extraction, the extraction form will need to be revised
(this problem also applies to SRDR when features are not used). Use
SRDRs feature to dynamically create arm/outcomes questions in
tabs
Slide 26
12/5/2014http://srdr.ahrq.gov26 Best Practice Rather than
enumerating each question explicitly on an SRDR extraction form,
use the dynamic arm/outcome question feature to ask a question on
extraction form tabs ( Arm Details, Baseline, Outcome Details,
Results, Adverse Events) for just the arms and outcome that are
defined in a particular study. Pro-tip: After constructing an
extraction form, always check to see how data fields are presented
in simple and advanced data export. Also, pilot the extraction
form. Benefits Minimizes the number of times questions need to be
asked on a tab, resulting in a smaller extraction form and quicker
navigation Extraction form will readily accommodate unforeseen
arm/outcomes keeping the number of revisions to the extraction form
at a minimum Use SRDRs feature to dynamically create arm/outcomes
questions in tabs (Cont.)
Slide 27
12/5/2014http://srdr.ahrq.gov27 Example: Extraction form that
collects data for a predefined number of arms
Slide 28
12/5/2014http://srdr.ahrq.gov28 Example: Replicating the
extraction form in SRDR and exporting data Simple export of Arm
Details tab of SRDR extraction form
Slide 29
12/5/2014http://srdr.ahrq.gov29 Simple export of Arm Details
tab of SRDR extraction form Example: Incorporating feature to
dynamically create arm questions in form and exporting data 1.2.
3.
Slide 30
12/5/2014http://srdr.ahrq.gov30 Best Practices for Entering
Data Prospectively into SRDR
Slide 31
12/5/2014http://srdr.ahrq.gov31 Definition of prospective data
entry Copying data from the full text of studies included in a
systematic review, directly into data fields on SRDR extraction
forms. Method Manual entry: Requires typing or copying and pasting
data values, individually, into data fields on the extraction form.
Background
Slide 32
12/5/2014http://srdr.ahrq.gov32 Background Symbols, such as
those listed below are commonly found in the full text of studies
and can be typed or copied and pasted into extraction forms in SRDR
Mathematical operations (, , , , >, ,