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A. ORGANIZATION CHART Operations Section TAB A2 DATA BRANCH Data Analysis Group FOR MORE INFORMATION Data Branch Data Software Support Group B. DESCRIPTION a. Purpose & Objectives The purpose of the Data Branch is to manage and support databases and software applications used in the Operations Section and to receive, manage, and analyze information about the infectious disease emergency that can guide the selection of strategies to contain the event. At the Alameda County Public Health Department, databases for DCDCP are maintained and managed by Information Services. The Communicable Disease Surveillance System (CDSS) will be used in the event of an infectious disease emergency. Staff from Acute Communicable Disease (ACD) Unit will be responsible for data entry from the different sources of data related to the infectious disease emergency. The Community Assessment, Planning and Education (CAPE) team under the Deputy Director of Planning, Policy and Health Equity will be responsible for data analysis functions and leadership of the Data Analysis Group in an infectious disease emergency response. Information Services will work closely with CAPE and ACD to provide technical support with databases. Branch objectives include: 1. Identify sources of disease and causes of disease spread. (ACD) 2. Monitor trends in the incidence and prevalence of disease to identify new or unrecognized Tab A: Epidemiologic Investigations & Surveillance Overview Tab A1: Epidemiology & Surveillance Branch Tab A1.1: Investigation Group Tab A1.2: Surveillance Group Tab A2: Data Branch Tab A2.1: Data Analysis Group Appendices References: Infectious Disease Emergency Response Toolkit, Copyright © 2011 San Francisco Bay Area Advanced Practice Center Alameda County Department of Public Health Bioterrorism Defense Plan, 2007. 3. 4. 5. 6. exposures or risk factors (CAPE). Describe the epidemiological and clinical features of an event. (CAPE) Report cases to the proper agencies. (ACD) Manage clients and support the data needs for other branches. (CAPE) Determine appropriate strategies for the creation, management, and administration of information systems. (Information Systems) b. Methods Primary methods for the Data Branch include: Data analysis. Data analysis is the systematic study of data so that its meaning, structure, relationships, origins, etc. are understood. Data analysis uses statistical methods and logical techniques to describe, summarize, and compare data. CAPE Epidemiologists will perform data analysis. Application Support and Information Systems. Application support and information systems include the design, development, installation, and implementation of data software applications and information systems. Information systems architecture components include mission, functional and information requirements, system configurations, information flows, information technology standards and business rules. Application support will be used to create the most efficient information system possible with available resources. Department of Information Systems will provides all database support during an emergency. For information on how to access and use the Communicable Disease Surveillance System, refer to Appendices E1 and E4 as well as the educational training material found in Appendix G. C. IMPLEMENTATION a. Activation Activate the Data Branch when an infectious disease emergency response will likely have data analysis or application support needs. This will occur in almost any infectious disease emergency. Minimum staffing level of this branch is one staff member, who will be the Data Branch Supervisor. The Data Branch Supervisor is responsible for completion of Data Branch objectives and coordination with other branches by providing data and requesting data support. Depending on the type of infectious disease emergency, the Data Branch will be responsible to handle the data collected by disease containment efforts (including isolation and quarantine methods), Office of Public Information, and healthcare providers, including Emergency Medical Services. For more information, refer to Tab A2.1, in the “Implementation” section under the Data Analysis Group for a detailed explanation of the flow of data from these branches to the Data Branch. According to the scale and operational period of the infectious disease emergency, staff liaison between Epidemiology and Surveillance Branch and other divisions in ACPHD that will need data support during the operational period can be implemented to ensure clear communication between different divisions during an infectious disease emergency response. b. Functions of the Data Branch Pre Event Actions: Order mobilization of branch modules to meet incident response needs and ensure proper documentation. Assure coordination with Information Systems, ACD and CAPE units, and other agencies providing application software and data analysis assistance. Ensure coordination with other agencies within ACPHD. Prioritize and assign responsibilities according to objectives and plans. Event Actions: Identify, communicate, and oversee strategies to accomplish objectives and design operational plans in accordance with the Incident Action Plan. Collaborate with other branches and external partners on data interpretation/summaries for the response. (Note that responsibility for interpreting the data output for such requests lies with the requesting branch/partner, in consultation with the Data Branch.) Review the work output and process for the Data Analysis Group (CAPE) and the Data Software Support Group (IS). Order demobilization of branch modules, and ensure proper documentation. D. STAFF POSITIONS Staffing at the beginning of the infectious disease response should be robust: assign staff to determine data needs, design data collection instruments, clarify data flow, and others to focus on database development. The following staff positions are included in the Data Branch. Refer to the Job Action Sheets in section Cd of the appendices for information on job skills, functions, and detailed reporting structure. Data Branch Supervisor* Administrative Assistant Staff *Maintain staffing capacity to support surge epidemiological investigations in response to the specific incident. All italicized positions are only necessary if the scope of the outbreak calls for the additional support staff as Supervisors or Leaders may take on multiple positions. For example, a qualified individual may be the Data Branch Director, the Data Analysis Group Supervisor and the Data Analyst. (See Appendix B2 for functional organizational chart) E. REPORTING The Data Branch Supervisor reports directly to the Operations Section Chief. Incident specific information will be provided to other Operations Section Branch Directors. Surge: As scale and size of the infectious disease emergency increases, additional administrative staff can be mobilized and the Data Analysis Group (CAPE) can be activated to handle data collection, entry, analysis, and reporting. F. DELIVERABLES The Data Branch is responsible for producing the following: Documents assigned to Data Groups Module Objectives and Update, ICS Form 202b (for each Operational Period) G. RESOURCES The following resources will be required to perform response operations: Protocols, forms, guidelines, and MOUs Items ICS Forms ICS Functional Organization Chart for Location Appendices A1-A10 Appendix B2 Epidemiology and Surveillance Branch and Data Branch Office and Communication Supplies Item Telephone Fax machine access Computer with local network, internet access Printer access 800 MHz Radio/cell phone/pager Copy machine access No. Required 1 1 1+ Location or Request From Logistics Logistics Logistics 1 1 Logistics Logistics 1 Logistics Other Resources Items Data Branch How to Access CDSS Description Location Guide on how to search and create new cases/clients on CDSS Appendix E1 Epi Weekly Report Template (Excel) Excel file of a sample weekly epi report from CAPE Appendix E2 Epi Curve Report Template (Excel) Excel file of a sample epi curve generated by CAPE during an emergency response Appendix E3 How to use CDSS Outbreak Module Guide on how to use outbreak module on CDSS during emergency response Appendix E4 CDSS Handbook Appendix E5 Step by step guide on entering new data into CDSS Database Appendix E6 Data Analysis Group CDSS User Guide “Creating a New Client and Case in CDSS” Data Branch Director Administrative Data Branch Job Action Sheets Job Action Sheet Appendix Cd1 Job Action Sheet Appendix Cd2 Assistant