January 2014

As the Data Matters Training Newsletter approaches its first anniversary of publication, we've been reflecting on the opportunity the newsletter has given us to enhance our communications with each of its more than 2000 subscribers.  One major benefit is consistent training across all groups.
  
Making everyone's efforts worthwhile are happy notes that we received from data managers:
  
"I've found the FAQ Data Manager questions very helpful!"
Rochester, MN    
  
"We are signing everyone up for the training modules, and we love the newsletters! We get so much information from that format. Thank you for the great job that everyone does on this information tool."
Denver, CO   
  
"Looking forward to the Pre-TED eLearning. I find these modules to be helpful, along with the newsletter."
  
Philadelphia, PA   
  
Please continue to tell us what you like, what you don't, and what you need in training materials or newsletter content, which can help us to prioritize development. Thank you for your support as we collaborate to assist you.
  
  
Happy Holidays!  
CIBMTR Training

Are you registered?


 The NEW Pre-TED eLearning is now in the Learning Management System (LMS). Content includes: revised form instruction; preparative regimen calculation and reporting; CBU shipment and registry codes; and disease section updates. 

 

Courses available: 

 

How to Set up an LMS Account

 

LMS Access Help

 

After entering the Learning Management System (LMS), use the 'Learn' dropdown in the top teal ribbon to select 'Catalog' - then 'CIBMTR Data Management' to locate the modules.
  
Data Back to Center (DBtC) version 1.5
 

The DBtC application provides Transplant Centers with the ability to retrieve data submitted to the CIBMTR.  DBtC currently provides TED level data that has been collected using the FormsNet and IBMTR data collection systems. These data can be exported in comma-separated value (CSV) format.  

 

The Pre-TED and Post-TED Data Dictionary and Code Definitions documents have been revised into one comprehensive Excel formatted document.  We hope that this new format will be easier to use.  A 'Center Tip Sheet' has also been added with the most common Excel functions used by centers to manipulate the data. 

 

The current Pre-TED and Post-TED Data Dictionaries utilize question numbers associated with Version 2 of the TED forms. Version 2 forms can be accessed here: Retired Forms.  The form Version 3 has no content difference from Version 2; it is only the electronic equivalent. Data from the recently released forms Version 4 is not expected to be available until late 2014. The data dictionaries will be updated when the Version 4 data becomes available. 

 

For data privacy purposes, access to the CIBMTR portal and the DBtC tool is restricted to authorized personnel at your center. In addition to being password protected, all data transmissions are encrypted for security. The CIBMTR Primary Contact at a center may request access for their center's medical directors and staff through the center  Personnel Change Forms  found on the home page of the portal. Authorized personnel for the portal and the DBtC application can include anyone in the CIBMTR Contact Management system.

 

For DBtC access:

The DBtC tool is accessible through the CIBMTR portal at: portal.cibmtr.org.

 

For Portal Help:

Please contact email:CIBMTR-PortalHelp@mcw.edu.
 

Changes in Reporting Donor Information

 

Please review the following changes in how to report donor information on the CIBMTR Recipient ID (CRID) Assignment Form 2804 and Pre-TED Form 2400.

 

 

Form 2804:

If a single donor gives two different product types, an instance of the donor and product information questions should be created for each product type (questions 3-9 and 13-18). It is critical to report the correct number of instances in order for the HCT and product information to be correctly auto-populated on other forms. It's just as important to report the correct number of instances of the donor & product information for the previous HCT in questions 13-18 to ensure accuracy.

 

For example, if an unrelated donor gave both marrow and PBSC, two instances should be created. The HSC source for both instances should be reported as "Allogeneic, unrelated". The product type should be reported as bone marrow in one instance, and PBSC in the other.

 

 

Form 2400:

If the recipient receives a cord blood unit and another product from the same related donor, complete two instances of the Donor Information section (questions 31-62) on the Pre-TED Form 2400.

 

For example, if a related donor gave a cord blood unit and bone marrow, you would report the cord blood unit information in one instance with the donor type listed as 'Related cord blood unit'. Create another instance with the donor type reported as 'Related donor' to report the bone marrow information. This allows CIBMTR to capture all the necessary donor information needed. 

 

For these cases, complete a Form 2004 for each product. When the donor type is an HLA matched or mismatched relative, only one Form 2005 is required. 

 
 

Question:

 

We just received a follow-up request from a cord blood bank, but we already submitted that data to CIBMTR.  Do we have to submit it to the cord blood bank? 

 

Answer:

 

If you are getting follow-up requests for cases that were registered in FormsNet, send the CRID and the follow-up request to Jenni Bloomquist (jbloomqu@nmdp.org), who will determine what the next step should be. Make sure the NMDP Recipient ID (RID) is listed on the forms grid in FormsNet (column next to CRID), for any NMDP facilitated shipment. CIBMTR cannot forward a complete dataset to the banks without the RID. Legacy cases (non-NMDP facilitated transplants prior to 12/3/07) cannot be sent to the banks on your behalf at this time.
Send your questions into CIBMTRTraining@nmdp.org . The answer may be in a future newsletter.
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CIBMTR Training   
Thank you to the contributors for this month's newsletter: 
Shirley Wayne, CRC; Emilie Love, CRC; Jenni Bloomquist, CRC.