Frequently Asked Questions: Revised CDSME Data Collection Forms

Whether you’re an active Administration for Community Living (ACL) grantee or otherwise using the National CDSME Database to monitor and track your evidence-based program activity, please be advised that ACL has received approval from the Office of Management and Budget (OMB) to deploy the revised CDSME program data collection tools.

Please share the new forms with your community partners as soon as possible. Further information is included below, including how you can access the new forms and the timeline for transitioning to the new forms.

Where can I find the new forms?

The new forms are now available on NCOA’s CDSME Data Entry, Collection, and Management Resources page (scroll down to “Data Collection Tools”).

Translation of the forms in multiple languages will be posted in early 2020 alongside the English versions.

What is the timeline for rolling out new forms?

  • December 2019
    • OMB approval to use revised CDSME data collection tools
  • January 2020
    • Anyone submitting data to the National CDSME Database should use the new forms on any workshops that begin on or after January 1, 2020.
    • Translation of the forms into Cantonese, Hmong, Korean, Lao, Mandarin, Portuguese, Somali, Spanish, Tongan, and Vietnamese are posted here.
  • February 2020
    • From Feb. 18- April 1, 2020, the new and old form fields are available in the National CDSMSE Database.
  • April 2020
    • There is a 4-month grace period to transition to the new forms. It is expected that all workshop data submitted to the National CDSME Database beginning April 1, 2020 must be collected using the new forms.
    • Discontinued fields will no longer be visible in the database after April 1, 2020.

What to Expect When You Log-In to the National CDSME Database

  • When you create workshop in the system, you’ll be given the option to enter ‘Old CDSME OMB forms’ vs. ‘New CDSME OMB forms (2020)’.  You will have the option to close the pop-up using the cancel button on the top  “X” or “ESC key” to go back to the workshop detail page. This option to select between the old and new forms will disappear after April 1.
  • Items are presented in the same order as the new form fields.
  • You will notice that as you enter the components of the new Participant ID#, the system displays the unified ID live for your review. The previous 6-character Participant ID#’s will no longer be available or visible in the data entry portal or in the Power BI export options after today.
  • Among the chronic condition options checklist (Item #13 in your new Participant Survey), the former check box of ‘Depression / Anxiety disorders’ will no longer be visible in the new form fields. However, summaries of historical data for this item will continue to be visible in the Power BI reports. All reports and dashboards will show both the historical combined item (Depression/Anxiety) as well as the two new separate fields:  -Anxiety Disorder  -Depression.  
  • Historical data for the catch-all ‘Disability’ question “Because of a physical, mental, or emotional condition, do you have serious difficulty walking or climbing stairs, dressing or bathing, or doing errands alone such as visiting a doctor’s office or shopping?” will continue to be shown in the Power BI export options and in the demographic summary tables.  This item is replaced with an expanded list of disability questions from the American Community Survey.  As we accumulate data for these, we will begin displaying summary tables and charts for them in the Power BI dashboards. However, the old version of the question will not be aligned with any of the new disability questions; as they capture different aspects of disability.
  • Pay special attention to 3 required questions that are asked at pre-test and post-test. These will be labeled as (PRE) or (POST).
  • The former post-test question “After taking this workshop, I am more confident that I can manage my chronic condition(s). (confidence rated on scale of 1 to 10)” is being retired. You will still be able to see historical summary data in Power BI export options and summary tables.  However, this question will NOT be aligned with the new replacement question, which is asked at baseline and post-test “How sure are you that you can manage your condition so you can do the things you need and want to do? (Totally unsure (1) to Totally sure (10)).” Data for the new question will be summarized separately in future charts and visible as a separate field altogether in Power BI export options.
  • NCOA provides a comprehensive set of additional fields for your use. You can review those options in here. These are flagged as ‘Optional’ in the data entry portal.
  • If you are providing data to the National CDSME Database in Excel spreadsheets, please note that the Data Migration Excel Template has now been revised to reflect the new form fields.

What are the key changes to the forms?

Program Information Cover Sheet:

  • Adds consent to use program facilitator information to receive updates from the National CDSME Resource Center.
  • Additional evidence-based programs can be added to your tailored list of programs, per the FY2019 Funding Opportunity Announcement.
  • Requires documentation of funding sources used to support the workshop, which can come from multiple sources. It closely mirrors an existing optional field supported in the National CDSME Database.

Participant Information Survey:

  • The 6-character Participant ID is discontinued and replaced by another ID number that is built from the workshop location’s state, site name, and workshop start date, followed by a sequential # for each participant. It is to be documented by the facilitator or onsite staff, and no longer generated by the participant. The new system reduces the risk of exposing personally identifiable information.
  • Anxiety disorders and depression are now listed separately.
  • Information on Veteran status to further describe program participants.
  • Expanded set of questions to better describe disability, which align with the American Community Survey.
  • Yes/No response options for each chronic condition are listed to improve the accuracy of reporting.
  • Added question regarding social isolation, a construct that has been demonstrated to have an association with health-related risks for older adults. This question will also be asked upon completion of the last program session.
  • The post-test item (previously question #14) is replaced with another question to better gauge participants’ self-efficacy resulting from the program. This question is asked in the exact way at baseline:
    • Confidence in managing chronic illness How sure are you that you can manage your condition so you can do the things you need and want to do?” (Response rating: 1 to 10)
  • Altogether, there are 3 questions asked at both baseline and post-test:
    • Self-reported health
    • Social isolation
    • Confidence managing chronic illness

How were revisions to the forms reviewed?

As required by the Paperwork Reduction Act, the CDSME data collection tools are reviewed and approved by the Office of Management and Budget. The approval is valid for three years.

The proposed changes were published in the Federal Register in June 2019 and open for public comments. The published document can be viewed here.

ACL addresses each comment and considers modifications based on public comments received. Another notice was published in the Federal Register in October 2019.

Every effort is made to balance the goals of increasing efficiency in the grant monitoring process and minimizing participant and partner burden in data collection. 

Changes to the forms must be highly justified; drawing on evidence from the scientific literature, analyses of statistics and trends from existing national data collected by NCOA/ACL, and from expert input.

What if you’re sending data through vendors or spreadsheets?

We are currently working with WorkshopWizard to ensure they update their systems so that they align with new data fields.  These changes will be in effect in the nightly data sync by February 1, 2020.  No action is needed from grantees/partners in this regard.

For organizations providing data through other formats or using other vendors, we encourage you to communicate these changes to your vendor to minimize disruption in the data import process.

The data import template here will be updated by Feb. 14, 2020.