Phase 2: Data management

REDCap

The basic Q.REC data collection tools have been developed using REDCap (Research Electronic Data Capture), a secure, web-based software platform designed to support data capture for research studies.[1,2]

Access is typically provided through an institution, such as a university or hospital, that hosts a REDCap server. Users usually need to request an account from the institution’s REDCap administrator.

If REDCap is unavailable, this study can be conducted on paper, but this is very much discouraged.

If your organisation does not host REDCap, please get in touch to discuss the possibilities of using accessing REDCap from the The Fred Hollows Foundation.

Starting your Q.REC REDCap Project

Once you have established how you will access REDCap, you next need to start a REDCap project.

The Q.REC REDCap project is available as an XML file that can be uploaded to your institution’s hosted REDCap for use.

Guidance on how to create a new project and upload the data collection tools can be reviewed in this video:

Each Q.REC project may differ slightly, and there are opportunities to customise the project within REDCap accordingly. Several of the potential customisations to be considered are in the Project Setup section of the project.

REDCap team roles

USPs are not required to have a Redcap account

To add the study team and their individual accounts to the REDCap project, you will need to first request each of them to access to REDCap through your IT administration team that is hosting REDCap. Once provided access, each team member should receive an authentication link to activate their REDCap account. Once activated, then you can add them to the specific Q.REC REDCap project.

Additional guidance on how to add study team members.

The principal investigator can decide who within the study team has access to some or all ‘Instruments’/forms, as well as what capabilities they have within the project. Limiting what team members can see or do can sometimes help with making it simpler to use. To update each study team’s roles and capabilities, use the User Rights application.

Additional guidance on how to use the User Rights application.

To add the study team and their individual accounts to the REDCap project:

  1. Ask the IT administration team hosting REDCap to give each of your team members access to REDCap.
  2. Each team member should receive an authentication link to activate their REDCap account.
  3. Each team member will need to activate their account before they can be added to the Q.REC REDCap project. Ask each team member to activate their account and log in.
  4. Once activated, you can then add each team member to your Q.REC REDCap project.
Make sure users have logged into their new account at least once before they are added to the project.

Multi-site vs Single-site project

For a multi-site project, it is sometimes easier to keep track by entering the location(s) the USP has been allocated. A field within the “Project Admin” Instrument has been developed but will need to be updated with the location names.

If multiple sites have separate data collection teams, and each data collection team should only have access to the USP data for their site (recommended), then use the “DAGs” (Data Access Groups) application.

Translating within Redcap

To translate the USP patient information statement and consent form, data collection forms, and survey settings, use the Multi-Language Management application.

Multi-language management (further guidance)

Further guidance on how to use the Multi-Language Management application can be found in this series of videos from the NYU Health Sciences Library:

Part 1

Part 2

Part 3

Part 4

Part 5

Updating Project Status from Development to Production Mode

When Q.REC REDCap Project has been uploaded into your host institution’s REDCap, it will be in “Development” mode. This means customisations can be made, changes can be tested and practice data can be entered without impacting data collection. Once familiar and happy with the project, “Move [the] project to production” mode, which can be found in the Project Setup section.

Review the checklist: Study Optometrist Checklist 3: REDCap management for more details and videos for each aspect of REDCap.

Relevant documents


📄
Q.REC RedCap Project XML
PDF

📄
Study Optometrist Checklist 3: REDCap management
PDF

References:

  1. Harris PA, Taylor R, Minor BL, et al. The REDCap consortium: Building an international community of software platform partners. J Biomed Inform. Jul 2019;95:103208. doi:10.1016/j.jbi.2019.103208
  2. Harris PA, Taylor R, Thielke R, Payne J, Gonzalez N, Conde JG. Research electronic data capture (REDCap)–a metadata-driven methodology and workflow process for providing translational research informatics support. J Biomed Inform. Apr 2009;42(2):377-81. doi:10.1016/j.jbi.2008.08.010