NPDA User Guide: Submitting your data via CSV

NPDA User Guide – Submitting your data via CSV – 15 Jan 2019

Contents

Before you start ...................................................................................................................................... 1

CSV Submission Preparation ................................................................................................................ 1

Submitting your CSV ............................................................................................................................. 3

Checking your CSV has been submitted .......................................................................................... 6

Reviewing the Data Quality Report (DQR) or error page .............................................................. 7

Extracting your CSV file from the Data Capture System ............................................................. 10

Further information ............................................................................................................................. 13

NPDA DCS User Guide – Submitting your data via CSV v2 – 12/09/2018 1

Before you start The NPDA is an audit of the care processes received and outcomes of all children and young

people with diabetes in England and Wales. Data collected through the audit is reported

annually at unit, region, CCG/LHB and national level, with STP reporting commencing in

2018.

The NPDA’s online data capture system allows you to submit data by directly uploading your

file to the system. To ensure that this uploads correctly please check that:

Your file is using the correct template. The headings of each column need to be in the correct order and should have the same name. You can compare this against the latest version of the template here. (If you are a Twinkle or Diamond user, ensure that the correct ‘report type’ is selected when extracting the data.)

Your file is saved in the correct CSV format

CSV Submission Preparation In order to ensure that the data you enter provides an accurate report and to support us to

clean, analyse and report the data without avoidable delay, please note the following when

you are preparing your submission:

Name your csv file starting with your PZ code i.e. ‘PZ100 NPDA data 1718.csv’. The following are required for all rows of data include the following and these are

consistent for each patient: NHS number Date of birth Date of diagnosis Visit date – This optimises our ability to organise, clean and analyse the data to

provide you with an accurate report. All data entered are in the formats specified in the Dataset Guide, for example: Dates: dd/mm/yyyy

NPDA User Guide – Submitting your data via CSV – 15 Jan 2019

Categorical data: enter only the specified number or letter that corresponds to the relevant category/type

Numeric variables: enter only the numeric value, do not include measurement type (mmol/mol or %) e.g. 12.4

Postcode, PZ code and GP practice code are all in correct format Ensure that no unnecessary text is included, such as ‘new patient’, ‘unknown’, or

patients’ names.

Entering patient results and admission dates

If you receive the results of a patient after their visit, please enter the ‘Observation Date’ of that particular result as the ‘Visit Date’.

Similarly, if a patient is admitted to your unit, enter the ‘Admission Date’ as the visit date.

How should I record individuals who have either transitioned or left our

service?

If a patient has had a visit during the audit year and then either transitioned or left your service:

Please record their date of transition/leaving the service with their last entry.

If a patient has not visited your clinic during the audit year and has either transitioned or left your service, but your clinic has received their results within the audit year:

o Please record their results and enter the ‘Observation Date’ of that particular result as the ‘Visit Date’.

o Please record their date of transition/leaving the service with their last entry.

If a patient has not visited your clinic during the audit year, has no results within the audit year, and has either transitioned or left your service:

o Please include still include these patients as this enables us to calculate how many patients have left your service.

o Record their date of transition/leaving the service and use this as your ‘Visit Date’.

NPDA User Guide – Submitting your data via CSV – 15 Jan 2019

Submitting your CSV Please note that the screenshots within this document include fictional patient data for

illustrative purposes only.

Step 1

Login to the NPDA data capture system and select the ‘Clinical’ tab at the top of the page

which will release a drop-down menu. Select the ‘Data import (CSV)’ tab.

Step 2

The ‘NPDA Import data (csv)’ screen will appear providing you with the option to upload

your CSV file. To locate your CSV file select the ‘Browse’ button. (Please remember, the

system will only accept files which are CSV formatted. Please visit our website to obtain a

CSV template).

Click “Browse” and select your CSV file. Test Import

NPDA User Guide – Submitting your data via CSV – 15 Jan 2019

i. Yes – As a test import, this will not pull not upload any data from your file onto the NPDA online data capture system. It allows you to view the Data Quality Report (DQR) or error page, but does not update your Data Completeness Report (DCR)

ii. No – This will enable the NPDA online data capture system to read and extract your data from your CSV file. This will update your DCR and will also generate a DQR/error page.

Existing Records – Every time a file is uploaded, it will overwrite the data in the

previous CSV file. Check that the audit period selected is correct for your audit year. Click “Import CSV”

Step 3

Wait for your CSV to upload. The larger the file, the longer this may take to upload to the

NPDA online data capture system. The upload speed is also dependent on your internet

connection as well.

Step 4

Once your CSV has uploaded, it should show the DQR/error page as per below

Below are definitions from the ‘upload action summary’ (see above image). A record refers

to each visit made.

Upload action

summary

NPDA User Guide – Submitting your data via CSV – 15 Jan 2019

‘XX records in import file’ – Refers to how many rows of data you have in your CSV file

‘XX new records added’ – Indicates how many new records were added to the system XX records deleted – Refers to how many records were deleted from the system XX records ignored – Refers to the number of locked records that were changed in

the imported file XX records contained XX errors – indicates how many errors there are and how many

records this affects.

NPDA User Guide – Submitting your data via CSV – 15 Jan 2019

Checking your CSV has been submitted If you did not see the Data Quality Report (error page as per step 4 of ‘Submitting your CSV’),

you can double check to see if your file has been successfully uploaded.

Step 1

Select the ‘Clinical’ tab and then choose ‘Data Extraction’

Step 2

Check the date and time of your latest file. If this corresponds with your most recent

attempt, this indicates that your file has successfully uploaded.

NPDA User Guide – Submitting your data via CSV – 15 Jan 2019

Reviewing the Data Quality Report (DQR) or error page The DQR will highlight the following areas within your data:

Errors within the demographic information Dates that are outside of the audit period Inaccurate entries that are either out of range or not in the correct format Potential errors with your CSV file format

The DQR will not highlight missing care processes within your data. Please review your Data

Complete Report (DCR) for an indication of data completeness and percentage completion

rates.

Reviewing the DQR

Step 1

To review the DQR or error page again, simply open the ‘Data Extraction’ page via the

‘Clinical’ tab.

Step 2

Find your latest upload (or the file you wish to review) Select the corresponding ‘Open Error Page’ link in the most right column. This will

bring up the ‘Data Quality Report’ page.

NPDA User Guide – Submitting your data via CSV – 15 Jan 2019

Step 3

The DQR can be reviewed directly on the computer. Each column can be sorted from AZ or ZA by clicking on the heading

To download the DQR Complete Steps 1 – 3 as outlined in “Reviewing the DQR'

As this file does include patient sensitive information this file will be encrypted with a password

of your choice when it is downloaded from the server. Please ensure that:

That this file is saved on a secure server. Any extracted files are permanently deleted from your computer (including your

recycle bin). The extracted file is not emailed or shared over any unsecure server (including

RCPCH). Further information on the NPDA’s privacy policy can be found here.

Step 4

A password of your choice needs to be entered to ensure that the data remains encrypted when it is downloaded from the server. This will need to be 7 characters long.

Press ‘Download DQR’ – This will automatically download to your default downloads folder as a ZIP file

You will need either Winzip or 7-zip installed on your computer to be able to extract the file.

Clicking on the heading will sort

the items out AZ or ZA

NPDA User Guide – Submitting your data via CSV – 15 Jan 2019

Step 5

Locate your ZIP file and right-click Select ‘Extract Here’ from the 7-zip/Winzip menu and enter your chosen password

from Step 4.

Step 6

Once your file is extracted, it will appear in the same folder with the same name as a CSV file.

Enter your

chosen password

from Step 4

NPDA User Guide – Submitting your data via CSV – 15 Jan 2019

Extracting your CSV file from the Data Capture System Extracting your CSV file allows you to see what has been uploaded to the NPDA Data

Capture System. This can be helpful in identifying any potential errors along with the DQR.

As this file does include patient sensitive information this file will be encrypted with a password

of your choice when it is downloaded from the server. Please ensure that:

That this file is saved on a secure server Any extracted files are permanently deleted from your computer (including your

recycle bin). The extracted file is not emailed or shared over any unsecure server (including

RCPCH)

Step 1

Open the ‘Data Extraction’ page via the ‘Clinical’ tab.

Step 2

Locate the file you wish to download which you can do either by identifying by the date and time uploaded, or searching in the tool bar

Step 3

To download your file

NPDA User Guide – Submitting your data via CSV – 15 Jan 2019

Type in your chosen password where indicated (arrow). Do not press enter Locate your ZIP file (by when you uploaded it) Click on the “Download” button within the same row as the file that you wish to

download.

Step 3

To extract your CSV file, you will need to have either Winzip or 7-zip installed on your

computer to be able to extract the file.

Locate the folder that your zip file has been downloaded to. Right-click on the zip file itself (do not click into it) Select ‘Extract Here’ from the 7-zip/Winzip menu and enter your chosen password

from Step 2.

NPDA User Guide – Submitting your data via CSV – 15 Jan 2019

Step 4

Re-enter the same password as the one that you originally chose in step 3.

Step 5

This will extract your file into your Downloads folder (or wherever your default download

folder is located).

N.B. The name of the file will be the same as the original zip file.

Enter your

chosen password

from step 3

NPDA User Guide – Submitting your data via CSV – 15 Jan 2019

Further information More information and guides can be found on the NPDA Data Submission Information page.

If you have any queries or comments, please contact the NPDA Team (npda@rcpch.ac.uk)