Aim

Managing data streams through a database system for projects with complex and/or large-scale data streams.

Description

One of the questions that needs to be answered in the information analysis is whether an administrative database is required.

In general, an administrative (Access) database will only be required when data streams are complex and/or large-scale; otherwise it is just as easy to administer the issues described above on paper in Word or Excel, as creating a database would proportionately cost too much time.

An administrative database is used to monitor and manage the data flow during the data collection process in a research project. Databases such as these are used, for example, to send out questionnaires (surveys or e-mail links) at particular points in time to research participants, and for sending reminders when questionnaires are not returned on time. Variables are often also included in the database, such as: Name, address and city details, general practitioner, calendar dates on which a specific questionnaire was sent and received, etc. Variables will partly need to be entered manually (when something arrives), and this will also, in part, be carried out automatically by the computer (when something needs to be sent and has been sent).
An administrative database is NOT used to input questionnaires, etc. Input screens created in Blaise, for instance, are used for this process. Access is, for various reasons, not suitable for importing questionnaires. In contrast, Blaise is not suitable for sending out questionnaires and producing labels, etc.

The administrative database is usually created and programmed by EMGO’s Data Management department. A "standard” database, specially designed for this process, is used and can be tailored to the project’s configuration. Costs for this will be outlined in a quote for the work and are charged to the research project (for more information about this process, please refer to the Information Analysis guideline).

Before an administrative database can be created, it is necessary for the researcher to provide a schematic overview of the data logistics. In this schema, the times and associated conditions for sending something to the research participants and/or, for instance a GP, are described in columns. Furthermore, the schema will also describe what needs to be imported into the database at that point in time (manually or automatically). Click here for example of such a schema.

Once the system has been designed, the researcher will test for errors by entering a number of fictional respondents into the system and walking through the entire data flow process in this way. This could, for example, be used to investigate whether respondents will be sent their questionnaires on time. Once the database has passed these tests, the system will be installed on one of the network drives in a project folder to be created by the D&S department. Support and administrative (OBP) staff associated with projects and the principal researcher are authorised to add, amend and/or view the data. This may only be undertaken once the confidentiality agreement has been signed (refer to storage of research data and privacy/security aspects).

The daily user(s) of the system will receive instructions from the developer on how to use the system.

Introductory Meeting Data Management Part 1

V 2.1: 1 Jan 2010: English translation.
V 2.0: 27 May 2009: Text updated.
V 1.0: 29 Nov 2006: Text updated.

(Only applicable if an administrative database is used; the potential need for this will be discussed during the information analysis).

1. Has the system designed been tested by the researcher?
   If so, how has the system been tested?
2. Does the system work in line with the specifications described in the systematic overview of the data logistics?
3. Has the daily user received instructions from the developer in using the system?