This is part three of a four-part series on "Technical Assistance for Success"
to provide a high-level overview of becoming a CDC-recognized deliverer of the National
Diabetes Prevention Program (National DPP) lifestyle change program. Previously,
we discussed how to use and interpret the Diabetes Prevention Recognition Program
Standards and Operating Procedures, or DPRP Standards. This segment will cover
the process for making required DPRP data submissions for CDC-recognized organizations.
Maintaining CDC Recognition: DPRP evaluation data serves many benefits to CDC-recognized
organizations offering the National DPP lifestyle change program, the most critical of which
is helping these organizations maintain their recognition status. To maintain CDC recognition,
organizations offering the National DPP lifestyle change program are required to submit program
evaluation data to the DPRP. To fully understand the requirements for program data submission,
CDC-recognized organizations are encouraged to thoroughly read the DPRP Standards.
Once an organization understands the requirements listed in the DPRP Standards,
staff must submit evaluation data for their program to CDC on a regular basis.
The current version of the DPRP Standards clearly outlines submission timelines,
and each organization's individualized timeline is sent when its application is approved.
Data Submission Timeline: Once an organization's application for CDC recognition is approved,
the DPRP will send a data submission and evaluation timeline specific to the organization.
Once the individualized timeline is received, there are a few important dates to keep in mind.
The approval date is the date the application was approved.
The effective date is the first day of the month following the approval date.
Organizations will submit data every six months starting from the effective date.
Organizations may start offering sessions on or after the approval date and MUST begin within
six months following the effective date. If an organization cannot meet this requirement,
it may withdraw from the DPRP and reapply after a mandatory six-month waiting period.
Data Submission Timeline Example: Here is an example of a submission timeline.
The organization's approval date is February 7th, 2021, making the effective date March 1st, 2021.
This means the first submission is due in September 2021,
which is six months following the effective date. This first submission should include all records
collected between the approval date through the last day before the submission due month
(August, 31st, 2021, in this example). The second submission is due six months later,
in March 2022, and should include all records collected from September 1st, 2021
through February 28th, 2022, picking up where the first submission left off.
The third submission will be due in September 2022 and should include all records collected
from March 1st, 2022 through August 31st, 2022, picking up where the previous submission left off.
Please do not include session records that have already been submitted,
and do not include session records that are not yet due.
DPRP Submission - Data Preparation Requirements: Throughout the data collection period,
a CDC-recognized organization will need to collect relevant program data in the CDC data submission
spreadsheet template. As mentioned previously, CDC provides a spreadsheet template in comma separated
value, or CSV, format with the correct headings, or you can find the data submission spreadsheet
on the National DPP Customer Service Center. All data submissions must be in CSV format
to be successfully transmitted to CDC. The DPRP Standards include additional guidelines,
such as a data dictionary that lists the required evaluation data elements,
the codes that must be used, and an example of how an organization's outcome measures are calculated.
Because all data submissions must follow the requirements detailed in the current version of
the DPRP Standards, it is important to ensure the DPRP Standards are thoroughly read and understood.
This means making sure everything entered in the data submission spreadsheet is complete
and accurate before submitting it through the DPRP Data Submission Portal. Ensuring accurate
data are sent to CDC is a responsibility of the CDC-recognized organization submitting the data.
There are several resources available on the National DPP Customer Service Center
to help CDC-recognized organizations with their submission process.
Data Preparation Troubleshooting Tips: To avoid the need to correct and resubmit data,
here are some troubleshooting tips that will help CDC-recognized organizations
avoid common data issues. Don't include titles, headers, or footnotes in your file.
Use the exact variable names and order as they appear in the CSV template provided by
CDC and detailed in the data dictionary in the DPRP Standards. Don't leave any cells empty.
Record all classes on a single spreadsheet, and save it in a single file.
Assign a unique ID to each participant, and if someone drops out and later
re-enrolls in your program, be sure to assign a new ID to that participant.
Never submit an aggregate file. In other words, don't send records that have been sent in a
previous submission. CDC only wants the most recent six months of data from an organization.
Don't include any records from sessions that an eligible participant didn't attend. Only
records for sessions attended should be included in the file submitted to CDC.
Don't send different files for each class.
Special Circumstances for Data Preparation: Occasionally, there will be special circumstances
you will need to address in your data records. If a woman becomes pregnant after enrolling,
she may continue in the program at the discretion of her health care provider and the CDC-recognized
organization. Update all three of her pre-diabetes determination variables to the default value of 2,
and if she continues in the program, continue to record her actual weight. If someone develops type
2 diabetes after enrolling, they can remain in the program, but their data should not be included.
And if someone drops out early, their data should still be included.
Data Submission Process: Once data are prepared using the guidelines in the DPRP Standards,
they are ready to be submitted through the DPRP Data Submission Portal. DPRP data cannot
be submitted via email - the data must be uploaded and submitted in CSV format through
the DPRP Data Submission Portal. Organizations must be registered through the Secure Access
Management System, or SAMS, to access the DPRP Data Submission Portal. If an organization does
not have SAMS access, its staff can submit a case to the Customer Service Center to request access.
Organizations must upload, validate, and make basic corrections to the data file before being
able to submit it to CDC. Please note: uploading a file is not the same thing as submitting it!
Organizations may upload and start correcting data files at any time but will not be able to submit
until the first day of the submission due month. In addition to accommodating data submissions,
the updated DPRP Data Submission Portal now also includes multiple modules organizations will
use to enter, confirm, and correct other types of information. These modules are Program Delivery,
Contacts, Coaches, and Public Class Locations (if applicable). Organizations can make changes
to this information anytime but will be required to confirm or update information in the modules
during their data submission month. The "Submit Evaluation Data" module will remain unavailable
until confirmations are complete to ensure organizational information is up to date.
A successfully uploaded CSV file will have the status "Validated," but again, uploading a file
is not the same as submitting it. The DPRP will not receive the file until it has been submitted.
Remember, before submitting a file, organizations must check the DPRP Data Submission Portal
for submission errors. The number of Total Errors and Required Confirmations must be zero for
the "Submit to CDC" button to activate. Quality checks do not have to be cleared, but clicking the
"Submit to CDC" button indicates the organization has reviewed the quality checks and confirmed the
entries are accurate as entered. When performing additional review, the DPRP will assume this has
been done. Organizations will know the submission is successful because the status of the file
will change to "Submitted" and organizations will receive a submission confirmation email.
Please note, once a file is submitted, it will no longer be available for editing or deleting.
If corrections are required in response to a DPRP review,
or due to an organization finding an error, the organization should contact the DPRP Data Team,
and the DPRP Data Team will reject the submitted file.
The organization will then upload and resubmit a corrected file on the "All Files" page.
If an organization makes edits within the portal, each time the file is "Revalidated,"
the portal will save an updated copy of the CSV file. An organization's staff can download
this file and save it for their records or use it to make further corrections and resubmit.
The link for this file is on the Data Profiler and is named "Last Validated File."
After receiving a submitted file, the DPRP Data Team will perform additional data checks for
potential issues that are not identified in the portal. If additional corrections are needed,
the DPRP Data Team will send an email alert that the file has been reviewed.
Organizations will then log into the portal to see details and instructions on how to proceed.
Data resubmissions and/or inquiry responses should be received within two weeks. The DPRP
will send a reminder after two weeks, then a final reminder after an additional week.
If no response is received after the final reminder, the organization risks losing
recognition and being removed from the DPRP Registry. Organizations may request technical
assistance with data submissions by emailing dprpdata@cdc.gov. When ready, the file will be
accepted, and the DPRP Data Team will send a notice that the progress or evaluation report
is ready for viewing and download. The report will be uploaded to the portal and will be accessible
by the Program Coordinator, the Secondary Contact, and the National DPP State Quality Specialist.
Data Submission Reminders: Prior to data being submitted, the DPRP will send two data
submission reminders. The organization's Program Coordinator, Secondary Contact,
and Data Preparer will receive an email reminder from the CDC DPRP
one month before the data submission is due. This email is to ensure organizations
are aware that a submission is due, and no immediate action is required.
A second reminder will be sent about two weeks into the month in which the submission is due.
This reminder may not be necessary given that most organizations submit data prior to this reminder;
however, if the DPRP doesn't receive an evaluation data submission within the required timeframe,
the organization will lose recognition and be removed from the DPRP Registry.
CDC Review of Submitted Data: As mentioned before, once data have been submitted, CDC will review
the data and, if any errors are found, alert the organization to ensure all issues are resolved.
Once an organization's data are error-free, CDC will send a progress or evaluation report
based on the data submitted. The purpose of these reports is to help an organization's
program improve participant outcomes and provide updates on recognition status.
Data Submission Support: The CDC DPRP is here to help CDC-recognized organizations
or those seeking CDC recognition. If your organization staff needs any data submission
support, they can always access the "SAMS Help" feature on the DPRP Data Submission Portal.
Once they navigate to the "SAMS Help" page, they can select the issue they need assistance with,
and curated responses will provide an appropriate answer.
Other Questions: If an organization has any other questions not covered under "SAMS Help",
staff should reach out to the National DPP Customer Service Center
to submit a technical assistance request to the Customer Service Center.
Complete a brief profile by selecting login and then "Register."
Once signed in, please select "Contact Us/Contact Support" via "Contact Us" on the homepage.
Thank you. And remember, CDC is always available to help guide and support you.