One of the discoveries on our Site Visits (see article below) is that some people who should be on our mailing list were still not aware of this newsletter's existence. 
To help you identify it in your busy Inbox, the name "Data Matters Training Newsletter" is now appearing in the subject line of your email.  Perhaps that will help some to know that it's not spam. 
Also, when you open the mail, instead of reading it in preview, our list service can calculate the number of "OPENS", otherwise the report we get back doesn't reflect that you are receiving it. 
We are going to beat the drum until the word is out. This newsletter is for you, the Data Manager.
Thank you to everyone who has responded to the mail-serve check. Your feedback is greatly appreciated. 
CIBMTR Training
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For assistance with LMS account set up, call NMDP Service Desk:

800-526-7809  x 8123

Transplant Center Site Visits 

In April 2013, CIBMTR began a new initiative to ensure stakeholder engagement and satisfaction with the services we provide. The Site Team has visited 20 centers this spring and summer. Their objective was to focus on understanding the user perspective of FormsNet3 and AGNIS. Center participation has helped determine the scope of the Summer Performance Release, improve the blank form format on CIBMTR and drive a new perspective of customer satisfaction. 


Here are the immediate results that were delivered:

  1. An enhancement release for FormsNet3 took place in late August 2013, resulting in improved performance across the application and enhanced printing functions.
  2. The 15 most commonly used blank Recipient forms are reformatted and on our website. While the results differ from the archived "Pretty PDFs", the blank forms more closely resemble the format in FormsNet3. We are hopeful that this new format will fit better in the work flows described during the site visits. The remaining forms will be available at the time of the Fall Forms Revision release.  Other notable improvements:
    • We were able to reduce the number of pages by approximately 50% and enhance formatting, (e.g., Form 2400 decreased from 62 pages to 25 pages).
    • "Else go to" instructions were removed.  
    • Vertical lists of question options were changed to horizontal in the paper forms.
  3. As a part of testing for the August release, three transplant centers participated in User Acceptance Testing to ensure that the performance release met user needs. They discovered conditions unique to the user environment that were able to be resolved prior to release.

Many thanks go out to our business partners at Stanford, Vanderbilt and City of Hope for their participation in this testing. We received great insights from our Site Visits and we are using your ideas to enhance communication, training, applications and overall customer service. The pilot processes for site visits and UAT has had great benefits and we are looking at doing more of both in the future.

Tandem 2014 Data Management Abstracts

What quality improvement has your center implemented that could be useful for other Data Managers to know about?  Abstract submission for the 2014 BMT Tandem Meetings is now open. Deadline to submit an abstract is October 10, 2013.

Our finalists will give Oral Presentations during the Clinical Research Professionals/Data Management Conference on Wednesday. February 26th, 2014. We will be giving a cash award as a recognition of accomplishment for the Best Data Management Abstract. 

Here are the instructions to follow for abstract submission: 
  1. No names or titles should be included in the abstract text. Names will be automatically hidden during the abstract review process and will be automatically inserted and properly formatted upon publication.
  2. (See Application Link below)  Required elements of this system are designated by a red (*). If you fail to enter required data, you will be prompted to go back and correct the omission before your abstract can be submitted.
  3. Verify that your abstract is correct by clicking Preview Abstract.
  4. Only when you are sure that your abstract is complete and in final form, click Submit Abstract.
  5. Presenting and contact authors will be automatically informed of the unique ID numbers and passwords assigned to their abstracts. Abstracts may be viewed and modified at any time between submission and the deadline, using the assigned ID# and password.
  6. Character Count: There is a limit of 2500 characters (approximately 300 words) for the body of the abstract. Note that this character count does not include spaces or the title but does include the space allocated to tables. Figures are not included in the character count.
  7. Multiple Abstracts: There are no restrictions on the number of abstracts you may submit, or the number abstracts that you may present.
  8. Attached Figure: You may include up to 3 figures or images with your abstract. Words in that image or figure are not deducted from the total character count.
  9. Notification: Decisions on abstract acceptance/rejection will be communicated by December 1, 2013. Notification will be sent by e-mail to the contact author listed on each abstract.

Abstract Application

CRP/DM Conference Schedule

Examples of Past Data Management Abstracts


All accepted abstracts will be published in the February 2014 supplement of Biology of Blood and Marrow Transplantation, which will be mailed in mid-January and distributed at the 2014 BMT Tandem Meetings.


Question:   Form 2116 " Date Therapy Stopped"

The instructions for Question # 23 or 54 on Form 2116 indicate to use the first day of the last cycle if it's a cycling chemotherapy regimen but use the last day given if it is a daily chemotherapy regimen. Is this correct? If so, why?


Answer:  What you stated is correct. 


This guideline was developed with input from a variety of people including the auditing staff.  If a patient is getting 6 cycles of a regimen (e.g., R-CHOP), it's much easier for staff to document with consistency when the patient started their last cycle of therapy than it is to document the very last dose of therapy.  Now if it's an oral drug given on a daily basis such as Gleevec or Revlimid & it's discontinued, we want people to document the date when the last dose was given.



Send your question or comment into You may see it posted with an answer in a future newsletter.
CIBMTR Training  
Thank you to the contributors for this month's newsletter: Janet Brunner, CIBMTR PA-C; Lindsay Dozeman, Data Coordinator from BMT Iowa; Katherine Gee, CIBMTR IT;