PS2 - Peel 116 - Jennifer Lyon

Jennifer A. Lyon, MS, MLIS, AHIP, Hannah F. Norton, MSIS, AHIP,
Nita Ferree, MALIS, AHIP, Michele R. Tennant*, MLIS, PhD, AHIP
Health Science Center Libraries and *UF Genetics Institute
The University of Florida
Gainesville, FL, USA
http://library.health.ufl.edu/
jalyon@ufl.edu
The University of Florida
Health Science Center
6 Academic Colleges
The Health Science Center Libraries
The Problem
The Proposed Solution
Project
Goal:
Create an online repository for the searches conducted by
librarians for our patrons utilizing our specialized expertise.
Aims:
– Identify user populations and resource usage
– Track internal metrics (# searches over time, etc.)
– Examine search topics by user types and specialties to predict
hot topics
– Re-use existing data to speed responses
– Use search strategies for internal training and quality
improvement
– Examine the usability of the REDCap clinical research data
capture tool for collecting organizational data
Process
• Create Database in REDCap
• Prospectively enter all librarian-mediated
search requests from October 2010 forward
• Retrospectively enter old search requests
stored in paper form
– Applied for and received Smathers Libraries MiniGrant to fund student workers for data entry
About REDCap
• REDCap (Research Electronic Data Capture) is
a secure, Web-based application designed to
simply and effectively capture clinical research
data.
• Free open-source software
• Developed at Vanderbilt University, the
REDCap consortium now includes more than
195 partner institutions
• http://project-redcap.org/.
Easy, simple webbased process for
creating online
forms including
branching logic,
automated
calculations, and
document upload
Security features include user rights controls, record and form locking, and built
in protections for personal health information.
Project files and
documents
linked to a
specific record
can be uploaded
and permanently
saved.
The Data Export
tool allows
seamless data
export into
Excel, SPSS, SAS,
Stata and R
statistical
programs.
The Report Builder tool
allows the user to create
unique data queries and
then export the resulting
data in Excel or XML
formats.
Overall Results
Database went into production on Oct 6, 2010
1140 total searches entered as of June 15, 2011
•127 New search requests since Oct 6, 2010
•1013 Older search requests back-entered
Requestors by Affiliation
UF Health
Science
Center
UF
Biosciences
Shands
Jacksonville
Others*
786
30
46
25
98
*Others by Categories
Corporate
11
Law Firms
6
Outside Hospitals
24
Other Universities 6
UF-Associated
9
Miscellaneous
26
Health Science Center Requestors by
Status
Number of Searches by Health Science Center College
Time Spent
Turn-Around Time in Days
Number of Hours Spent
Average
5.15 ± 11
days
Average
1.97 ± 2.85
hours
Median
3 days
Median
1.25
Shortest
< 1 day
Minimum
0.15
Longest
237 days
Maximum
60
*Other Types
Appointment for
Other Reason
Face-to-Face
(Non-Library)
Standard Mail
Course
Instruction
40
1
10
1
127 Searches From Production Date (October 6, 2010) to June 15, 2011
REDCap Advantages
•
•
•
•
Building the database is rapid and easy
Good technical support available
Exporting data for analysis is quick & easy
Data forms require more complete data than old
paper forms
• Data reports automatically update as new data
entered
• Data is permanently stored and easily accessed
REDCap Disadvantages
• No simple keyword search available
• System designed to collect clinical trial data
not organizational metrics
• User interface isn’t pretty and can’t be
customized
• Data entry forms can be long and clumsy
• It takes more time to enter complete records
than to fill out a quick paper form
What We Learned - Process
• Advantages of electronically capturing
practice data
• Challenges of designing an effective and
complete data record
• High variation in quality and completeness of
old data
• Establishing this as a new part of librarian
workflow takes time (nag, nag, nag…)
What we Learned - Data
• Highest usage was from the College of Nursing
• Immense variation in turn-around time and
hours spent
• Wide variety of resources used and different
from our original expectations
• Presence of a closely integrated liaison creates
more work from specific user group
• Helps us identify the people who are and
aren’t using the particular service
Study Limitations
• Retrospective Data Entry
– Missing data
– Incomplete data
– Inaccurate data
– Illegible data
• Changes in personnel and practice over time
• Reminding librarians to enter searches
For the Future?
•
•
•
•
Continue to enter all mediated searches
Refine/revise data forms
Compare alternate platforms
Continue to analyze data, i.e. question topics
for high-use departments
• Use stored searches for librarian training and
internal metrics
• Develop future research possibilities
Tireless Student Workers
Lisbet Fernandez
Tracy Roth
REDCap Support
Doug Theriaque
Susan Meier
Jane-Ann Norton
Funding Support
This work was supported
by the NIH/NCRR CTSA
award to the University
of Florida UL1 RR029890
& by the UF Smathers
Libraries Mini-Grant MG12