Governance Group UpdateISDS – BioSense User Group call

February, 2015

January In-person Name change-align with NSSP at CDC

Request from GG to User Workgroups On-boarding (best practices, prioritization, criteria)

Data Quality (criteria & measures, responsibilities, scripts)

Syndrome Definitions (methods, analysis, criteria of syndromes)

Data Sharing (rules and roles)

Community of Practice – Core CoP Best practices

GG support and involvement

Communication workgroup – roles and user list

Functional Requirements Gathering Process

Functional Requirements Gathering Process February, 2015

Background and Process to date FRGP developed – May

2014

Initial Collection – functional requirements in transparent list of priorities.

Prioritized list of user-generated functional requirements presented to GG through BUG. (Nov)

Panel –reviewed, categorized and ordered items based on discussion and priority (Dec/Jan)

Presenting list to user community and Governance group (Feb)

Next Steps Distribute document with categories and list of issues

summarized (Week of Feb 2nd)

Review by uses and syndromic surveillance community

Receive input on questions, discussion or missing items Send feedback to Mark Sum (msum@astho.org) or Stacey Hoferka

(stacey.hoferka@illinois.gov)

Discuss on workgroups

Open voting– approx. Feb. 13th-Feb. 19th

GG review, approve and presents list to CDC - February 28th

Shared final list with user community

Development Categorize solutions – policy decisions, software / technical

changes

Receive input from CDC/contractors on scope / feasiblity

Form requirements gathering panels as needed from GG/users

Format

Sample Categorization

Category: Data reconciliation

Fix issues relating to discordance of data between front end/back end and line level exports

BA-103 Reconciliation of visit data count from private / back space to front end to export.

BA-762 Historical data in system (prior to when regular data submission was started) not reflective of data sent from jurisdiction or regular patterns.

BA-26 Data discordance between exported line level data, daily totals export, and front-end application reporting. Large data exports from the front-end are also timing out (processing capacity).

BA-763 Discordance between line level export of total visit count and daily totals total visit count.

BA-747 Discordance between line level export and total visit count displayed in BioSense front-end application.

BA-986 Increase the frequency by which data are pulled into the front end

BA-881 Request resend of batch date from jurisdiction to BS.

BA-59 Issue #4: chart, tabular data and downloaded data file total visits do not match

Category: DQ indicators

Create data quality metrics and dashboardsBA-904 Create Front end DQ indicators

BA-905 Create analyses/reports that allow users to monitor data quality in the front end of the application

BA-919 Monitor completeness of fields and alert if there is a change from expected levels

BA-750 How to identify, report and resolve significant contributions to poor data quality. Four jurisdictions responsible for the majority of visits with missing age variable.

BA-751 How to identify, report and resolve significant contributions to poor data quality. Three jurisdictions responsible for 30% of missing sex..

BA-917 Create additional tools in front end to allow users to monitor DQ

BA-927 Create a dashboard summarizing number of hospitals reporting and data volume, with an alert when levels drop below expected thresholds

BA-918 Alert when volume of records from a facility is lower than expected

BA-97 Allow users to set thresholds when data fall below an expected level so, e.g., to monitor drops in visit counts

BA-938 Create a data quality report that displays counts for both binned and unbinned records

BA-906 Create analyses/reports that allow users to monitor data quality in the back end of the application

BA-233 Create dashboard showing submission by site

Category: Facility On-boarding

Fix issues relating to data being sent by jurisdictions and not being processed at all or not processing correctly

BA-366 Data is not being represented in front-end analytics despite being sent by jurisdiction.

BA-361 Facility data unavailable for extract despite data being sent.

BA-355 Facility data not being processed despite being sent.

BA-353 Facility data not being processed despite being sent.

BA-340 Files not processing into BioSense

BA-761 Facility data not processing correctly.

Category: Data Processing

Create and revise data processing rules –syndrome binning

BA-935 Binning process inappropriately creates hierarchy of reason for visit variables.

Create and revise data processing rules – chief complaint field

BA-928 Create business rules for Mirth processing

BA-912 ER Triage notes and Chief Complaint are concatenated into one field creating truncation of the chief complaint.

BA-931 Allow users to view the "raw" chief complaint and diagnosis in the front end

BA-913 Chief complaint in the "raw' locker is not a true chief complaint, but a concatenation of many fields. It would be optimal to retain chief complaint values as they were extracted directly from the HL7 in separate fields initally.BA-820 Combined reason for visit (chief complaint, diagnosis text, diagnosis code) displayed as "chief complaint" in front end line-level extract.

Create and revise data processing rules -100 mile ruleBA-936 Revise the 100-mile rule, so that users can view data according to location of patient's residence as well as location of facility

BA-24 Errors in processing 100 mile rule (distance between patient zip code and facility) for out of state patietns

Category: Data Processing

Create and revise data processing rules – record aggregation

BA-914 Require visit number to be populated in the HL7 submissions

BA-937 Revise the way multiple messages for a single visit are aggregated, so that a single patient is not counted twice if their visits extend past 24 hoursBA-815 Dupplicate vists with all varialbes equal except the Analysis Visit ID.

BA-907 Develop rules to aggregate message level data from the BioSense backend/raw locker into message level records.

BA-916 Evaluate whether using unique_visit_ID is adequate for uniquely identifying visits

BA-932 Create de-duplication code in the back end

BA-933 Clarify how visits are counted, and ensure these counts are consistent across visual representations of data (e.g., graphs and tables) -- different visualizations should display the same visit countBA-379 Need ability to differentiate facilities that may be sending in a combined data stream (ie two hospitals sending a combined data stream to health department)

Category: Communication issues

Communicate with users about problems, planned outages, updates, functionality improvements, bug fixes, etc.

BA-970 Send alerts to users via email with updates about functionality and bug fixes

BA-971 Notify users when there are problems with BioSense or planned system outages

BA-972 Share system progress and plans with users on a regular basis

BA-973 Allow users to subscribe to an RSS

BA-975 Create a community forum

BA-980 Present SWS to users

BA-57 Syndromes should be consistently available and should not change name without notice.

BA-384 Secuirty patch and potential changes to user access should be proactively comnunicated to the user community.

BA-961 Add JIRA service desk or similar tool

BA-983 Allow users to see issues other users have submitted, view status of those requests, and allow them to "vote" to support further development of that issue

Category: DocumentationImprove documentation and training about how data are processed

BA-966 Create library of FAQs, messaging guides, webinars, training documents, etc.

BA-930 Document how BioSense-generated fields are created, including tables showing how data are mapped from HL7 into the BioSense tables

BA-967 Make documentation about how data are processed available to the end users

BA-878 Specify how inpatient data vs. ED data are processed -- how to differentiate between an ED admission and an inpatient admission?

BA-902 Compile information about how data are processed, including binnning, rules, validation, etc.

BA-968 Tag documents so that they can be searchable

BA-974 Maintain Date Created, Date Posted, Date Updated on all documentation; archive older versions

BA-929 Create a data dictionary

BA-247 Provide documentation that a visit can be counted in multiple syndromes, therefore when comparing multiple syndromes, visits could be counted multiple times (syndromes are not mutually exclusive)

BA-214 Explanation of geography

BA-212 Identify source of info for Epi Intelligence layer

BA-275 Need to add video to main page

Category: Data Analysis

Allow users to create customized classifications of variables (e.g., time, age groups)

BA-788 Weeks are not being calcualted consistently- currently being calculated as the first date in the query establilshing the beginning of the week.

BA-985 Allow users to customize classifications of age group and recode date into MMWR week, week-ending, month/year, etc.

BA-261 Include day of week in analysis options

BA-271 Week is displayed as ending on a Friday, not the standard MMWR week (refer to standard MMWR week definition).

Allow users to create customized syndrome definitions using complex logic (AND, OR, WHERE)

BA-844 Allow users to create new syndrome definitions

Additional Categories Data misclassification

Incorrect calculation

Permissions

Data display

Alerting

System refresh

Data exporting

Data sharing

On-boarding tracking status

Syndrome definition specifics

Mapping

System performance

Defining regions

User management

Coding