dataSAVI Participant Frequently Asked Questions

2. Why do you need our Quarterly Monitoring Report data?
3. Why do we need to sign a Memorandum of Understanding and what are we agreeing to?
4. How will you use our data and will it be available to anyone else, including organisations that are not signed-up to dataSAVI?
5. How does the information provided for dataSAVI relate to our Information Governance and Data Protection policies?
6. What policies does LeLan Solutions have in place for the destruction and disposal of sensitive data?
7. I have signed the Memorandum of Understand, what next?
8. When will dataSAVI be available and in what format?
9. If I have to download a new copy of the tool each quarter, how will I know that I have the most up-to-date version?
10. Do we have to sign-up to dataSAVI?


 1.    What is dataSAVI?

dataSAVI is the Smoking-Attributable data Visualisation Interface, a tool based on the Smokefree South West Smoking-Related Data Dashboard that has been designed to provide local Stop Smoking Services with timely access to their local data, both from the Quarterly Monitoring Return (QMR) reports and other sources. The tool has been built by LeLan Solutions to be instructive, engaging and accessible by providing clear, visual information around a variety of indicators related to tobacco use. It is hoped that such information will be a valuable resource to service commissioners, managers and other relevant parties by allowing them to benchmark their performance, facilitate monitoring and evaluation processes (both internally and compared against services in other relevant areas across the country), and by supporting decision makers to build the case for continued investment in tobacco control by providing local context.

[Return to the top]


2.    Why do you need our Quarterly Monitoring Report data?

The dataSAVI tool will act as a repository for viewing and analysing a range of public domain, smoking-related datasets. One such dataset is the information around quitting behaviours as collected by services in the Quarterly Monitoring Return (QMR) report that is uploaded to the Health and Social Care Information Centre (HSCIC) 4 times a year. We initially tried to access this information directly via the HSCIC to avoid duplicating work but, unfortunately, this is not possible as HSCIC does not allow access to any data that have not already been published on their website. Although such information is public domain, the HSCIC publications have historically occurred quite some time after the QMR reports are submitted and do not cover the full range of data available. The purpose of the dataSAVI project is to circumvent such delays and to provide comparative access to a greater depth of information; indeed, the project was originally launched in response to consultation that demonstrated a widespread desire for faster access to more-detailed information than what is currently provided by HSCIC. As such, we are requesting that you supply the QMR data directly to us at the same time that it is submitted to HSCIC, via a dedicated online upload portal. We can then process this data and include it in the dataSAVI tool, which you can download and use free of charge.

[Return to the top]



3.    Why do we need to sign a Memorandum of Understanding and what are we agreeing to?

In order to outline the process required to obtain your QMR data, we have provided a Memorandum of Understanding (MOU) for populating and disseminating the dataSAVI tool. This is a mutually-agreed guide to the parameters that must be adhered to for the transfer of data to be successful and timely. It is a requirement that we have a written, signed MOU that demonstrates an understanding of our terms; without this, we cannot accept data uploads to our portal and cannot populate the dataSAVI tool with QMR data from the service in question. The MOU is in place to ensure understanding of, agreement with and compliance with our Terms of Service but also to ensure that you receive access to the tool in a timely fashion and that the data are processed and presented in a representative fashion.

[Return to the top]




4.    How will you use our data and will it be available to anyone else, including organisations that are not signed-up to dataSAVI?

The MOU states that the data will be used according to the upload portal Terms of Service as defined at the time of upload. As with access to any web facility, the Terms of Service should be read in full before data are submitted, an act which itself constitutes agreement therewith. Any data submitted via the portal becomes the intellectual property of LeLan (Ltd) Solutions and can be used at our discretion, however it is stated in the MOU that the information will be used in a responsible and representative way. Ultimately the purpose of having the data is to populate the dataSAVI tool, which will be provided free of charge for anyone to download. Thus any data provided via the upload portal could potentially be included in the tool which, in turn, could be readily downloaded and viewed by any interested party. It is the responsibility of the uploader to ensure that no data are provided that are false, unrepresentative, protected or that should otherwise not be publicly available.

[Return to the top]




5.    How does the information provided for dataSAVI relate to our Information Governance and Data Protection policies?

All of the data that we request access to is publicly-owned, blinded and anonymised; we do not need nor want access to any personal data. It is the uploader’s responsibility not to submit confidential, protected or personal identifier (PID) information or any other data that their own organisation’s data policies or national, regional or local legislature prohibit them from sharing. The MOU explicitly states that only the standard Quarterly Monitoring Return report should be submitted to LeLan Solutions as part of the dataSAVI project and, as this information is public domain and contains no identifiable information, no special measures are required for storing or otherwise handling the data. Nevertheless, we are Health Informatics professionals (with membership of the UK Council for Health Informatics Professions (UKCHIP)) and are mindful of the nature of the data involved. Should any sensitive information be accidentally or otherwise uploaded to LeLan Solutions, we will make sure that you are alerted, that the information is deleted from our system and that no copies are retained.

[Return to the top]




6.    What policies does LeLan Solutions have in place for the destruction and disposal of sensitive data?

The answer to Question 5 outlines a scenario in which LeLan Solutions would have cause to destroy data – i.e. those containing protected information that have been submitted to us in error. In this instance, the data would have been uploaded to us via the dedicated portal (as agreed in the MOU) and so would reside on our data server (a Unix platform). When a file is submitted to us, we first check that it adheres to the agreed format and content as described in the MOU – if any protected data are discovered, the file is immediately destroyed and the submitting party is notified. The Unix shred command would be used to securely delete the file on the server and similar, commercial overwriting (“shredding”) methods would be used to dispose of any temporary copies held on the local Windows machines from which the file was viewed (a copy will necessarily have been created via the process of viewing the file). LeLan Solutions cannot, however, guarantee the permanent and secure deletion of any files submitted to us via other methods (e.g. email) as we have no control over the storing of such data on remote servers, etc. This is why we can only accept data submitted via our dedicated portal.

[Return to the top]




7.    I have signed the Memorandum of Understand, what next?

Once the signed MOU has been returned to LeLan Solutions (either by email to enquiries@datasavi.co.uk or by post to LeLan Solutions, PO Box 3154, Bristol, BS6 9JQ), the signing party will be provided with a countersigned copy of the document and access to the dataSAVI Data Upload Portal web page. It is then the responsibility of the local area representative to ensure that the quarterly monitoring return data are uploaded to LeLan Solutions via this portal within the scheduled time as defined in the data schedule. This will allow us to populate the dataSAVI tool with the relevant data in preparation for the subsequent release.

[Return to the top]



 


8.    When will dataSAVI be available and in what format?

The aim is to provide the populated dataSAVI tool within a short period after the QMR data have been submitted, in line with the schedule in Appendix A of the MOU; this should give services access to their data in a more dynamic and timely fashion than what is available via the HSCIC reports. Initially the dataSAVI project will be provided as a downloadable Excel tool (available from the dataSAVI homepage), optimised for use on Windows machines. Currently this is being piloted in in the SW, NE and Eastern region. Ultimately we plan to use this pilot phase to inform the development of a fully-accessible web tool (dataSAVI Connect), to be published in Autumn 2015. In the interim we aim to provide a regular and useful service that will benefit all participating centres and hopefully foster further growth and collaboration as time goes on.

[Return to the top]



 


9.    If I have to download a new copy of the tool each quarter, how will I know that I have the most up-to-date version?

When the new version of the dataSAVI tool is available, individuals signed-up to our mailing list will be notified that it is ready for download from the website. The copy on this main page will always be the current version but, to help avoid confusion with older version you may already have downloaded, each new release of the tool will be colour-coded. For instance, the first release (August 2014) is dataSAVI Cobalt and the tool itself will be clearly labelled and coloured as such.

[Return to the top]




 

10. Do we have to sign-up to dataSAVI?

There is no obligation to sign-up to the dataSAVI project, it is a voluntary programme for sharing publicly-owned data which we hope to facilitate by formalising a system for doing so in a standardised and scheduled fashion.  This will, in turn, enable us to provide as diverse a service as possible. This project is a labour of love for us and we’re really keen to for you to have as much involvement as possible so that we can improve and evolve the service over time. As such, we will be engaging in further consultation and asking for rolling feedback in the early stages of the project (following the publication of v1 in SW) so that we can continue to make adjustments and ultimately deliver a tool optimally refined to your specific needs. In the meantime, we are very happy to discuss any concerns or queries that participating organisations may have – feel free to contact us at enquiries@datasavi.co.uk.


[Return to the top]