Heather Lansky.8@osu.edu

Manager - Quality Data Reporting, EHE Office of Research

Sandra Reed.665@osu.edu

Assistant Director, EHE Research Methodology Center

Survey Tools for Everyone!

One Size Doesn’t Fit All

© March 2017 – Heather Lansky. This work is licensed under a Creative Commons Attribution 3.0 Unported License.

EHE Research Methodology Center (RMC)

The RMC offers:

• Consulting services in qual/quant/mixed methods

• Professional development

• Information, resources

RMC services are free

Contact us at rmc@osu.edu for more information

Check out our website at http://go.osu.edu/rmc

Offers workshops several times per year, including a monthly

webinar on Qualtrics.

Archives of past sessions and information on upcoming

workshops can be found at:

http://portal.ehe.osu.edu/research/professional-development

EHE Office of Research

It Starts with the Data

• Data Classifications

• Longitudinal and/or Multi-Center Studies

• Special Populations

Examining the Tool Box

• StudyTRAX

• TELEform

• REDCap

• Qualtrics

Q&A

Agenda

Data Classifications and Definitions

Public

(S1)

• Public Consumption.

• No access or management restrictions.

Internal

(S2)

• Default university business and operations.

• Users having a legitimate business need to know.

Private

(S3)

• Privacy laws, ethical considerations, regulations and laws (e.g. FERPA)

• Access and management requires specific authorization permitted under law, regulation, contract.

Restricted

(S4)

• Requires the highest level of protection normally due to law, regulation or contract.

• Access and management is strictly limited and protected under law, regulation, contract or policy.

This is a partial list, the complete list can be downloaded at http://cybersecurity.osu.edu/sites/default/files/osu-idp-data-elements.pdf

Private vs. Restricted

Private (S3) Restricted (S4)

Student Education Record Name + Social Security Number

Student Directory Information (not withheld)

Name + Driver’s License Number

BuckID (Individual IDs) Name + Financial Account Numbers + Access Code

Birthdates Student Treatment Record

Birth Location Student Directory Information (withheld)

Library Circulation Records Protected Health Information (PHI)(aka HIPPA data)

Passport Number Export Controlled Data

Donor Information Student Loan Application Data

Financial Account Data Associated with Student Loans

BuckID Database/Repository

Source: OSU OCIO Institutional Data: Data Element Classification Assignments

Data classified as S4 can be collected by any the tools discussed today,

except Qualtrics. At this time, Qualtrics has not been approved to

collect this data type.

Longitudinal Studies require special consideration because of the

need to repeat measures over time. In some cases it could include

complex scheduling.

Likewise, multi-center studies may drive the decision of which tool to

use based on the knowledge base and common systems of the

partners.

Consideration should also be given when collecting data from certain

specific populations. The needs of geriatric or pediatric participants,

for example. In Ohio, we also have ongoing research among the Amish

and Appalachian communities which present unique logistical

conditions.

Considerations

Recognizing there are MANY survey tools, this presentation highlights

the ones recommended and supported for the OSU community.

Qualtrics and REDCap are the two approved online survey tools at Ohio

State.

Access to TELEform, StudyTRAX, and Survey Suite are available on a

fee-for-service basis.

Other cloud-based services such as SurveyMonkey, SurveyGizmo,

LimeSurvey etc. are not supported and should not be used.

If you have a compelling reason for using one of those tools instead of

Qualtrics or REDCap, please contact the OCIO.

Why These Tools?

Honorable Mentions

There are two other data collection options not

being discussed today.

Access to Oncore is exclusive to the James

Comprehensive Cancer Center.

Survey Suite is available through the Center for

Human Resources Research (CHRR). Contact

them at CHRRinfo@chrr.osu.edu or visit the

website at https://chrr.osu.edu/software

The tools presented today were vetted to provide the best available balance

Cost

Features

Ease of Use

Security

Using an Established Data Collection Tool:

Ensures consistency in collection

• Reduce errors/confounds in final data

Creates a record

• What was done and how (valuable for IRB, DSMB, etc.)

Improves quality of final data

• Analysis and interpretation will be easier

Process Improvement

• Streamline data collection and reduce delay from research to practice

Why Does It Matter?

StudyTRAX

• Vendor-based (ScienceTRAX)

• Work directly with ScienceTRAX on form

development and licensing

• CEO is often involved with project

development

Pros• Participant-facing dashboard

• Welcome/Reminders

• Ability to bi-directionally exchange data (feedback to participants)

• Completely customizable user experience

• Workbench for coordinators/PIs• Automatically generate clinic notes and reports

• Manuscript-ready reporting (e.g., generates tables and scatterplots)

• Robust customer support

StudyTRAX

Cons• Set up is complex (need consultant to design)

• Data stored on their servers

• Fee-for-service

• Contact ScienceTRAX for current rate

• Volume discounts and student licenses may be available

• Importing existing data additional cost

• More than what’s necessary for small studies

StudyTRAX

CollapsibleIntervals

StudyTRAX

StudyTRAX

StudyTRAX

StudyTRAX

TELEform

• Vendor-based (Hewlett Packard)

• Paper forms processed through optical

mark/optical character recognition

(OMR/OCR) – similar to Scantron

• One of the first companies in the

electronic data collection space

Pros

• Data collection not reliant on Internet connectivity (Amish or rural populations)

• Data are stored on OSU servers

• No manual data entry

• Scanned form is verified by an operator

• Can be extremely accurate if configured correctly

TELEform

Cons

• Set up is very complex (requires specific TELEform expertise)

• User interface not intuitive

• Requires base knowledge of database design

• Difficult to make post-production changes

• Cost of design and database set up

• Cost of printing forms

• Fee-for-service through Uniprint

• Equipment and supplies for do-it-yourself

TELEform

TELEform

TELEform

TELEform

A unique feature of TELEform is the ability to capture variable data points in relational structure (long vs. wide)

Traditional data collection

requires a “helper” field to

set the number of possible

responses (i.e., how many

fruits did you eat)

TELEforms are able to read only the data that are

present, eliminating the guesswork of determining how

many responses to allow for. Ideal for collecting things

like medication history, schools attended, etc. Anything

that will be variable in number among participants.

TELEform

REDCap

• Consortium-based (Vanderbilt created in 2004,

OSU Wexner Medical Center is a consortium

member)

• Offered through the Center for Clinical and

Translational Science at OSU Wexner Medical

Center

• Designed specifically for research

Research Electronic Data Capture

Pros• Good user interface – relatively quick and easy to build a

REDCap project – can even use Excel for form design

• Ability to collect PHI (S4) data

• Ability to have separate arms within same project (intervention/control)

• Integrated study calendar and longitudinal functions

• Shared library of validated instruments (mostly clinical)

• Built-in audit trail and data quality module

• All data are on OSU servers (not in the cloud)

• Low-to-no cost

REDCap

Cons

• Design is relatively fixed/inflexible

(WYSIWYG) without additional

programming

• Some features not yet fully developed (or

available) yet

• OSU installation not 21 CFR compliant

REDCap

Two Distinct Instances

Outside Med Center Firewall Inside Med Center Firewall

Accessible from any internet connection Need an OSU Med Center login (obtain through CCTS, requires background check)

Access granted using name.# Need a SecurID for access outside medical center internet/WiFi (additional cost)

Cannot contain S4 data Can contain S4 data

REDCap

Types of Projects

• Surveys• Can be anonymous or identifiable

• Can be deployed on a schedule (every 2 weeks, etc.)

• Data Entry Forms• Classic (one or more forms, only used one time)

• Longitudinal (multiple forms, multiple events)• Study Calendar for tracking events at subject level

• Survey(s) + Data Entry Forms

REDCap

REDCap

REDCap

Qualtrics

• Enterprise licensed, anyone with name.# can

have an account

• Collect data anonymously or to identified list, can

be used with Amazon MTurk

• Ideal for single surveys, administrative functions

(RSVPs)

• Unlimited number of surveys and responses

Pros• Good user interface – easy to build forms

• Unique question types (heat map, pick/group/rank, net promotor score)

• Ability to randomize participants within software

• No cost

Qualtrics

Cons

• Design is relatively fixed/inflexible

(WYSIWYG) without additional

programming

• Not readily suited for longitudinal or multi-

center studies

• Cannot use for S4 data

Qualtrics

Qualtrics

Qualtrics

Qualtrics

Many of these are unique to Qualtrics• Rank Order• Constant Sum• Drill Down• Pick, Group, and Rank• Heat Map• Gap Analysis• Net Promoter Score• Timing• Meta Info• Captcha

Determining the Best Toolfor the Job

Format S4

Data

Storage Customizable Access Usability Support/Training Export

Format(s)

Cost

Qualtrics Online No Cloud LimitedAnyone with

OSU name.#Good

Online, some training

through EHE Office

of Research

webinars

CSV Free

REDCap Online YesOSU

serverModerate

Name.# for

nonPHI

OSU Med

Center ID

needed for

PHI

Good

Online, regularly

scheduled trainings

through Center for

Clinical and

Translational Science

(both in person and

webcast)

CSV

SPSS

SAS

R

Free

*Could be

additional

cost if

custom

programmi

ng is

required

StudyTrax Online YesOutside

serverCompletely

Paid

subscribersComplex Vendor provided None Fee-based

TELEform Paper YesOSU

serverCompletely

OSU faculty

or staff

Very

complex

One-on-one training

based on need

SQL database

ODBCFee-based

Comparison – Access

Branch

Logic

Question

Randomization

Participant

Randomization

Piped

Text

Audit

Trail

Calculated

Fields

Integrated

Calendar

Variable

data

points

Participant

Portal

Qualtrics X X X X

REDCap X X

StudyTrax X X

TELEform X X X In

database X X

Comparison – Features

Qualtrics REDCap TELEform StudyTrax

Question types:

Heat Map

Pick, Group, Rank

Drill Down

Built-in audit trail

and data quality

workflow

Shared library of

vetted, validated

forms

Ability to design

forms in Excel

Usable in

situations where

electronic capture

isn’t feasible or

advisable

Participant Portal

Publication-ready

data

Unique Features

Data Dictionaries (data structure/metadata)• Automated in REDCap and Qualtrics

• Coded PDFs in TELEform (create manually)

• XML in StudyTRAX (manipulation may be required)

Which tool is right for your project?

Qualtrics

Accessible to anyone at no cost

One time surveys

REDCap

Medical Research Longitudinal

studies

Multiple Arms

Randomization

Blinding

StudyTrax

Provide feedback to participants

Need extensive

customization

Teleform

Cannot use web-based solution

Required to have 21 CFR

compliance

Consult with the Research Methodology Center to help you choose!

Resources

Contact Email

Qualtrics EHE – OIT Service Desk

Other Departments - OCIO

servicedesk@ehe.osu.edu

https://osuitsm.service-

now.com/selfservice/kb_view.do?sys

parm_article=kb04697

REDCap Amy Drake drake.278@osu.edu

StudyTRAX John Putzke john.putzke@sciencetrax.com

TELEform Robert Rice rice.1@osu.edu