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Often when converting data over form another system, there are a number of desired changes to be made.  In short, a decision will need to be made on whether to import that data "As-Is" for historical reference, or will there be an attempt made to combine the old database and new project in StudyTRAX.  If the later, typically there will need to be a way to identify subjects collected in the old system versus new.  Also, errors of omission (i.e., old subjects not having values for the planned new fields [i.e., specificity errors]) will need to be discussed).

Additional considerations for effective imports:

StudyTRAX imports data utilizing the tabs as the means to reference different collection intervals.  Those data points which are not collected on a longnitudinal basis are also collected using a unique tab in the spreadsheet.  Ideally, subject data is imported in a blocked manner so as to reduce the amount of importing for any one subject.  While importing can be repeating on any one subject's data fields, control can quickly become less available over time.  Below is brief list of some of the most important tips to save you time, in preparation for StudyTRAX import...

1. When importing data to StudyTRAX on a scheduled basis,  It is invaluable to have the same contact extract the source data as cleanly as possible.
2. Organization of this data should be cleaned in a procedural fashion, to be sure the same type of data is being imported into StudyTRAX.
3. Separate all subject data as one row per subject and re-label all columns to fit the code names of the data fields defined in StudyTRAX
4. If a screening interval is imported, but the screening dates are meaningless to the study, a dummy screening date will be defined as the date the import occurred.
5. Make sure all longitudinal type data has a specific date column that defines the encounter date.
6. Devise an import plan that best keeps the process procedurally organized.  For example, if the number of total subjects in the source database is less than 100, we suggest importing data on a form by form basis for all subjects.  This is especially true when importing longitudinal data.
7. Be sure all column of unique data source types, fit the destination (StudyTRAX) data source type.
8. If a "site variable" is defined in the source data, be sure this is modified to fit the destinations exact "site code" name.

Note:  Your StudyTRAX support contact will ensure your data is imported using the appropriate techniques as suggested.