Download Data Analysis Group - San Francisco Bay Area Advanced Practice

A. ORGANIZATION CHART
TAB A2.1
Data Branch
DATA ANALYSIS
GROUP
Data Software Support
Group
Data Analysis Group
FOR MORE INFORMATION
B. DESCRIPTION
a. Purpose & Objectives
The purpose of the Data Analysis Group is to
efficiently and accurately receive, manage, analyze,
and summarize data to determine the scope, cause, and
progression of the event. Majority of the Data Analysis
Group duties will fall on trained epidemiologists and
data analysts in the CAPE unit. The terms of Data
Analysis Group and CAPE unit will be used
interchangeably throughout this module.
The Data Analysis Supervisor will be a trained
epidemiologist with epidemiological and/or
biostatistical analysis skills, supervisory experience,
training and/or experience in epidemiological field
investigations. The staff position best fit at ACPHD for
the Data Analysis Supervisor will be the CAPE
Director.
As size and scale of the emergency increases, staff from
the Data Analysis Group can be drawn from the ACD
unit, Information Systems Staff and other trained
public health staff (including public health nurses),
with the functions of data analysts and data entry staff.
The Data Analysis Group objectives are:
1. Identify functional requirements for designing
and maintaining epidemiological, surveillance,
and client management databases. (Information
Systems)
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.
2. Receive data from other branches within the Operations Section. (likely, ACD will send
case data to CAPE via CDSS)
3. Organize and clean client management, surveillance (ACD), investigation, outbreak, and
other data in preparation for analysis. (CAPE)
4. Analyze, manage, and share data. (CAPE)
b. Methods
The Data Analysis Group will use the following methods:
Infectious disease epidemiological methods. Infectious disease epidemiological methods
include:
 Epidemic curves
o Refer to Appendix 3 for a template on reporting epidemic curves during an
outbreak.
 Study of contact networks
o Completed by ACD investigation unit
 Syndromic surveillance
o Completed by ACD investigation unit
 Virologic analysis
o Completed by the Public Health Laboratory as needed
 Geographic analysis
o CAPE has an epidemiologist specialized in GIS technology to map cases
according to location. The maps created are then disseminated via weekly
reports by CAPE. CDSS does have a mapping module, however with the rapid
developments of GIS technology, it is currently not in use and will need
updating in the future.
Data Analysis Group members must determine the epidemiological hypotheses and
purpose of the analysis, design collection tools with this purpose in mind, and choose
analytic methods appropriately. The Data Analysis Group must work with other
operational branches to ensure data collection instruments are designed to optimize
accuracy, reduce bias, allow for efficient data analysis, and address epidemiologic
hypothesis or purpose, which can include situational awareness, individual case or
contact management, source of incident, etc.
Data entry. Data entry is transcribing information from the original source into a computer. In
ACPHD, data entry can occur through various databases, on the national, state, and local levels.
All reported communicable disease cases are entered into the Communicable Disease
Surveillance System (CDSS), the database used routinely in DCDCP.
The majority of the data entry will occur in the Acute Communicable Disease Unit, with the
electronic CMR being the main source of case data. According to the infectious disease
emergency, additional variables for risk factors may need to be collected. Epidemiologists at
CAPE will work with IS to develop methods in CDSS to input new indicator variables as
needed.
Software and Applications. Whenever possible, the Communicable Disease Surveillance
System (CDSS) will be used to store and manage data. Data is then extracted and analyzed by
epidemiologists or data analysts. Information Systems’ Division of Application and Database
Development will provide technical support for all users of CDSS.
Dissemination of information. Determining what information needs to be shared and how it
will be shared are integral issues in a response. The Data Analysis Group will actively manage
and assume responsibility for the flow of information to and from the Data Branch and will
effectively prioritize data information processing. A Staff Liaison between the Data Branch and
Public Information Officer will prove useful in an event where information needs to be
disseminated to the public.
Client management analysis. Client management analysis includes descriptive statistics, line
lists, and work process completion and will be used to provide quantitative and qualitative
feedback to other DOC modules to help them manage and improve response activities.
C. IMPLEMENTATION
a. Activation
Activate the Data Analysis Group when data collection, storage, and analysis are needed.
The Data Analysis Group will work closely with the Operations Section Branches, such as the
Surveillance Group, to create analysis plans and analyzable questionnaires, surveys, and forms.
The Group will receive and/or input data, analyze data, and provide data reports to the Branch
supervisor for approval prior to dissemination to responders, partners, the State, and/or other
sources. In some cases, the Group will also need to coordinate with other branches or external
partners to processes and tools for data collection and to ensure efficient data transmission to
the Data Analysis Group.
At the beginning of a response, the Data Analysis Group should assign a staff member to work
closely with any Operations Branch with data needs in order to observe and better understand
data work flow. Database and application support will be provided by Information Systems.
b. Functions of the Data Branch
Event Actions:
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Order mobilization of group modules to meet incident response needs and ensure
proper documentation.
Coordinate with other Branches to identify data needs, develop an analysis plan, create
necessary forms and protocols for data collection, and enter or transmit data.
Coordinate with staff from Information Systems to develop/modify databases and to
manage data transmission.
Enter data and/or concatenate data transmitted electronically from various sources,
depending on the infectious disease.
Check accuracy and quality of data. Clean and edit data as necessary.
In conjunction with the Investigations and Surveillance Groups, alter the working case
definition, and coordinate between Data Analysis Group Supervisor and IS
Programmers to update CDSS of when Case Report Form revisions are made.
Continue describing the outbreak in terms of person, place, and time.
Revise epidemic curve as the infectious disease epidemic progresses.
Update the Data Branch Director on activities and resource needs.
Deliver briefings between Data Branch and other branches to facilitate communication
Consider plotting/re-plotting cases on a map
Consider creating/revising a population pyramid of cases
Review work output and process.
Complete and following approval, disseminate data reports.
Disseminate information to the public via Public Information Officer
Post Event Actions:
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Order demobilization of branch modules, and ensure proper documentation.
c. Functions of the Data Group in other Divisions During a
Response
Data analysis needs will be identified at the time of the response. Some objectives that may
require data analysis during an infectious disease response may include:
Evaluation of Response operations. The Operations Section Chief may request analysis of
process indicator data to evaluate the effectiveness of pandemic influenza response actions and
interventions for use by decision makers, such as Command and General staff.
Key Steps:
1. Establish network of communication between Operations Section Chief (Health
Officer) and Data Branch Director (Deputy Director Planning, Assessment &
Health Equity)
2. Communicate data needs of Operations Section to data analysis staff
3. The effectiveness of the infectious disease emergency response plan will be
measured by:
a. Efficiency and ability to respond to specified tasks during an infectious
disease response, measured by surveys designed by the Planning Section
that will measure:
i.
Reductions in cases of the infectious disease
ii.
Containment of the infectious disease in Alameda County
iii.
Ability to staff ACPHD Staff during a pandemic in ICS DOC
Structure
iv.
Ability to mobilize immunizations through the use of community
PODs if needed
v.
Other units of measure appropriate to the specific infectious
disease emergency
The Data Branch will review the effectiveness of the Infectious Disease
Response following each activation. The analysis group could consist of the
Data Branch Supervisor, Data Analysis Unit Leader, Data Analysis Staff, and
Data Entry Staff. This group will review and make needed recommendations
for improvements to the overall BT plan.
Epidemiology and Surveillance. Data analysis will be needed to understand the nature and
scope of the infectious disease event, to refine the case definition, and/or to identify effective
strategies to control and further spread of the disease. The Data Analysis Group will assist the
Epidemiology and Surveillance Branch (ACD and Immunizations Branch) to develop
analyzable questionnaires, the study purpose and design, and power calculations.
Case/contact information collected by Data Analysis Group staff will be disease specific, but
will always include risk factors, time, location, and mode of exposure.
Required data reports may include case counts, line lists, case mapping, case population
pyramids, and descriptive and analytic epidemiology of cases, depending on the infectious
disease emergency.
Key Steps:
1. Descriptive epidemiology
a. Data to be collected can include:
 Case/contact information
 Risk factors
 Demographics
 Sensitive occupations and settings
 Time
 Location
 Mode of exposure
2. Analytic epidemiology
a. Data can be analyzed to:
 investigate questions
 test models
 test hypotheses
a. Analysts can use the following methods to summarize the data:
 Epi curves
 Rates (calculated from population-based denominators)
 Percentages
Data analysis reports will be drafted and disseminated to key stakeholders and information
officers for dissemination.
Other areas that might need Data Analysis Group support:
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Isolation and quarantine. Data analysis may be required to summarize characteristics of
individuals placed in isolation or quarantine, and/or legal and logistical issues of this
strategy. Data on individuals in home-based and facility-based settings will also be
collected.
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Mass prophylaxis. Data analysis may be required to aid in documenting informed
consent, contraindications, vaccine take, adverse events, close contacts, and efficiency of
clinic operations. Key considerations include:
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If a patient screening form is used to aid in dispense prophylaxis the decision
to enter data on or off-site will depend on staff and equipment availability. It
may be more efficient to collect paper data and send all forms to a central
repository for data entry. If a paperless dispensing model is utilized, patients
who receive antibiotics will not be tracked in an electronic system.
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Information and outreach. Data analysis may be required to track the number and types
of public, clinician, or other questions received at call centers, email and telephone
information lines. Coordinate with the Office of Public Information to identify data
analysis needs and to create an analysis plan.
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Community mitigation. Data analysis may be required to monitor and analyze the
impact of community mitigation strategies (e.g., school dismissal.)
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Medical treatment. Data analysis may be required to monitor and analyze hospital,
clinic, shelter, alternate care site, ambulance, and fatality data. Much of data will be in
the Reddinet and CA-HAN databases, which are state-wide surveillance systems of
healthcare facilities.
Note that data and information collected, received, and summarized will be used only
for public health purposes and will be kept confidential to the extent provided by law.
D. STAFF POSITIONS
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Data Analysis Group Supervisor
Data Entry Staff (ACD)
Data Analyst Staff (CAPE Epidemiologists)
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. Refer to Appendix B2 for expanded functional organizational chart
E. REPORTING
The Data Analysis Group Supervisor reports directly to the Data Branch Director. The Data
Analysis Group Supervisor oversees Data Analyst Staff, Data Entry Staff, and Administrative
Staff.
F. DELIVERABLES
The Data Analysis Group is responsible for producing the following:
 Module Objectives and Update, ICS Form 202b (for each Operational Period)
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Data Analysis Plans
Weekly Data Reports
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
Epidemiology and Surveillance Branch
and Data Branch
Location
Appendices A1-A10
Appendix B2
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 Analysis Group
Epi Weekly Report
Template (Excel)
Epi Curve Report
Template (Excel)
CDSS User Guide
“Creating a New Client
and Case in CDSS”
Description
Location
Excel file of a sample
weekly epi report from
CAPE
Appendix E2
Excel file of a sample epi
curve generated by
CAPE during an
emergency response
CDSS Handbook
Appendix E3
Step by step guide on
entering new data into
CDSS Database
Appendix E6
Appendix E5
Data Analysis Group Job Action Sheets
Data Analysis Group
Job Action Sheet
Appendix Cd3
Supervisor
Data Analyst Staff
Job Action Sheet
Appendix Cd4
Data Entry Staff
Job Action Sheet
Appendix Cd5
Administrative
Job Action Sheet
Appendix Cd6
Assistant Staff