MDE Submission Instructions

WISEWOMAN

Timeline for MDE Submission and Corrections
Date

Activities conducted

Before the submission
deadline

Grantees prepare and validate MDE files.

By the submission
deadline

Grantees submit MDE files and supplemental materials, such as Navigated
Women spreadsheets, Supplemental LSP/HC spreadsheets, Participant ID
Change forms, and Validation of Data entries.

≈ 1 week after the
submission deadline

The TA team contacts data managers with questions about potential data quality
issues, including:

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

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≈ 3.5 weeks after the
submission deadline
≈ 4 weeks after the
submission deadline

Duplicate records
Records with missing or invalid entries for critical fields, such as the blood
pressure measurement date (12a: BPDate) and unique participant ID
number (3a: EncodeID)
Discrepancies in the number of records submitted compared to previous
submissions
Records with an invalid lifestyle program (LSP) or health coaching (HC) ID
(20c: LSPHCID)
Records with a valid date of LSP or HC session (20b: Intervention) but
missing or invalid LSP or HC referral date (19a: Refdate)
Error rate greater than 5 percent
Other major issues identified during MDE file review

Grantees have 1 – 2 weeks to respond to inquiries about their MDE file
Grantees may be asked to resubmit files, if required.
The TA team contacts grantees with a second round of questions about potential
data quality issues, including:




Any of the issues noted above (this primarily applies to resubmitted files to
ensure that new data quality issues were not introduced to the files during
the resubmission process)
Potential issues with supplemental materials
Out-of-range entries that were not verified by grantees in the Validation of
Data form1

Grantees have 1 week to respond to inquiries about their MDE file and/or
resubmit their file, if needed.

1

Project officers review Validation of Data forms for unusual values after each submission to approve the entries.
1