Data Resolution Workflow

Data Resolution Workflow (DRW)
Initial Considerations

• DRW is a set of features that allow you to track changes to project data field by field (i.e. it provides documentation of changes made to the field). DRW is useful for clinical trials as it allows you to track changes for regulatory compliance.
• New features have been created in DRW allowing you to assign / re-assign tasks, delete files and send email notifications to those assigned to tasks
• In configuring use of DRW, you can enable EITHER Field Comments (which are little message notes in each field and Can be downloaded) OR the DRW. Both cannot be enabled at the same time
• DRW is field by field. But you can also create issues in Data Quality Module
• Data Queries" is a common term used in clinical trials/studies for DRW

The Process

• On your Project Setup Page, under Enable Additional Modules & Customizations click Additional Customizations
  
• On the following screen "Enable" the DRW feature
  
• Press Save in the lower right corner of the screen
  
• After enabling DRW a screen is automatically displayed with instructions related to setting up the DRW
  
• Set up User Privileges
  
  • Select User Rights from the Left Nav and then Edit User Privileges
    
  • Options include no access, view only, respond only, and open/close/respond to queries. All users will initially have 'no access' privileges. You must provide access to the functionality by assigning specific rights to each individual
    
• With the DRW setting enabled, your project can now have pseudo tickets of error corrections, issue tracking & resolution, etc. using data queries
  • The most typical place to open a data query is from a field on a data entry form.
    • Click the gray balloon next to the field, which will open up the Data Resolution Workflow pop-up. This will allow you to open a new query if you have appropriate user privileges to do so in which you can leave a descriptive comment along with the ability to assign that particular data query to another user (optional).
      
  • Instead of opening a query, alternatively you may click verify the field's data value, which will denote that the data value has been certified as correct.
    • NOTE: If a verified data value is ever changed, it will become automatically de-verified, after which it may be verified again (if desired). In other words, if user changes a field, it will auto de-verify and turn red
    • De-verify can occur if importing data via plug in, API, Mobile App

• Using the Resolve Issues page

While data queries will be opened either on a data entry form or via the results of a Data Quality rule, users will most likely respond to and close queries on the 'Resolve Issues' page (accessed from left-side menu) .
This page serves as a dashboard that organizes all queries (both open and closed) so that they may be reviewed. Any open queries may be easily responded to and closed. The page serves as a to-do list for addressing all open queries.

• Responding to and closing data queries - Any user with 'respond' privileges will be able to respond to an open query (even if it is assigned to a specific user). The responder may select a response type (e.g., typographical error) and provide a descriptive comment with the ability to also attach a file (optional). Once a query has been responded to, a user with 'close' privileges may close the query, after which it will be considered resolved.
• Viewing resolution metrics
  • It can sometimes be useful to view metrics with regard to your data queries, such as a count of how many queries are open or closed, the average time that users respond to an open query, or the average time to query resolution. The 'Resolution Metrics' page provides useful statistics and some helpful bar charts for viewing progress and activity.
    
    If your project utilizes Data Access Groups, it provides even more useful charts to compare the progress of the different groups and to stratify their activity. Resolution Metrics shows helpfulstats with DAGs
    • Displays graphs and charts for rules, users, days

Additional Considerations

• Functions which can be performed in DRW:

1. Open Query
   • Enter a comment which states something is work with value
   • Can assign to a user to address
     • Notify user by email or REDCap messenger
     • User Resolve Issues to see which DRW are assigned to individual
     • Can re-assign to another person
     • Everything is logged in logging page
2. Close Query
   • Enter comment
   • Can be sent back for further attention
   • But basically tracks all changes
3. Delete File Option
   • Must be administrator. Is displayed to end user but can't be implement
     • To be used if someone uploads wrong file
   • Deletion by Admin gets logged

• DRW is field by field. But you can also create issues from the Data Quality Module (helps quickly find discrepancies and errors in your project data.)
  • Can use DRW with a Custom rule or the Pre-defined rules (A-I)
  • When DRW is turned on, don't see the normal Exclude link to the right (as you do with Custom Field Notes.)
    • You do see Resolve Option Column on right
    • Can open data query and see data query at data quality rule level, not field level
      • Changes button to red
  • Data Quality Rule works well when you have one field in the Data Quality rule, but gets tricky once you have multiple fields in your custom logic. The Data Queries don't get attached to a single field any more.
    • Either way, if have DRW at field level or with Data Quality Rule, they will display on the Resolve issues page
    • Can adjust filter to see different slices of the identified