Aim

The aim of the information analysis is to make an overview of possibilities for efficient import,  storage and accessibility of administrative and research data. In addition, further agreements will be made regarding advisory and/or executive tasks by the Data Management department.

Description

An appointment needs to be made with the head of Data Management for the information analysis discussion, after the project leader has been consulted. Some groups/cohorts, such as LASA and NESDA, employ dedicated data managers, in which case an appointment would have to be made with one of the data managers. Click on the link above to find out which data manager you would need to meet.

The appointment should be made in sufficient time (at least 6 months, or 9 months for large projects) before you start collecting data. This allows enough time to organise everything before you actually start to collect the data. Participants in the information analysis discussion are: The researcher, a representative from the Data Management department, and the project leader. In order to be able to rapidly obtain an overview of the relevant data management or data flow aspects of a research project, the researcher will need to provide the following information prior to the information analysis:

• The research outline (usually included in the research protocol or grant application);
• All (draft) registration forms and/or questionnaires to be used during the data collection process
• Information regarding the entire data and handling flow (data logistics) of the research, from the recruitment procedure up to the last outcome measurement, preferably represented in a flow diagram.

On the basis of the data provided and the additional information obtained during the consultation, decisions are made, such as whether a (separate) administrative system is needed to manage and monitor the data flow. Whether an import system alone would be sufficient, as well as which import method and associated programmes are best to optimise the data entry. Choices are determined by factors like, the type of research, hardware and software demands, staffing, ways of recruiting participants, etc.

The information analysis consultation will also emphasise the need to work with as little paper as possible during the data collection, which will limit as much as possible the archiving space required for storing questionnaires (see the paperless office and archiving guideline).

Furthermore, agreements will also be made regarding the potential use of the Data Management department during certain phases of the research. Please refer to the Data Management department for advice and support to create your own import screen or cleaning up databases (refer to Basic Package Data Management Support EMGO). Activities carried out by the Data Management department (outside of the standard package), such as creating a database and reorganising databases, will be charged to the project on the basis of a prior quote. This will need to be taken into consideration in the project budget/grant application. Please contact the head of Data Management for information about estimates for specific data management tasks.

A standard Access database is available for tracking the data flow during a project. Once modified, this database is suitable for many projects and can be used for sending questionnaires, reminders, etc. The Data Management department will configure this database for use in your project.

Results

The most important conclusions following the information analysis are:

• Is an administrative system required for monitoring and managing the data flow?
• What is the best way to import data?
• Who does what? Which activities fall within the Data Management basic support

package, and which chargeable activities can be included in the project?

The information analysis outcomes will be described in the information plan. The information plan consists on the one hand of an inventory of the data management aspects of the research, and on the other of advice regarding the best approach. This information plan is drawn up and archived by the D&S department. A copy of the plan will be provided to the researcher and project leader.

Different studies place different demands on data usage: For large cohort studies, such as LASA, AGGO and the Hoorn study, there is often a great deal of infrastructure and additional data management support already present for carrying out the research

All aspects of information analysis are described in detail in the Introductory Meeting Data Management part 1 (compulsory for doctoral students).

V 1.3: 1 Jan 2010: English translation.
V1.2: 27 May 2009: Support from the Data Management department developed further and realised and need for a paperless office emphasised.
V1.1: 19 Okt 2006: Support from D&S described more extensively and updated.

Has an early appointment been made with the Data Management department or your own data manager associated with your research group? If not: What are reasons for this? Has the advice described in the information plan been followed?