Data Mining Requests

Med-Peds has invested time and resources to increase our in-house data analytics capacity. With a dedicated analyst, project management team, and senior leadership advisor, we have produced both division wide and resident projects.

These efforts are a joint venture between our division and the Office of Population Health & Accountable Care (OPHAC). Our division manages the intake process, while OPHAC manages the execution of the request as they are the knowledge experts.

Scope of In-House Data Analytics

There are many options for data analytics at UCLA, but we encourage our staff to use this in-house option when applicable.

This in-house team can support:

Data mining
Excel report generation
Tableau dashboard development
Strategy on mining, report generation, or dashboard development
Guidance on already available Tableau dashboards

The in-house team cannot provide support for the following items:

Individual chart review
Builds within CareConnect
Statistical analysis
Study design

Data Request Types & Guidance

The QI team can help division members create an adhoc data pull, reoccurring reports, or dashboard.

Adhoc Data Pull

One-time snapshot that can be sent directly to project team. This type of request can be fully executed within the med-peds division.
Adhoc data pulls are produced as Excel files and live in a specific Box folder.
Adhoc data pulls requires a minimum of three weeks for development.

Reoccurring Reports

Reports serve the purpose of providing a deep-dive view into a data set and tend to concentrate on a single item or event. They require development in a UCLA Health database and working with another team at UCLA, the Office of Health Informatics and Analytics (OHIA).

Reports can be generated at any of the following cadences: biweekly, monthly, quarterly, etc.
Reports are produced as Excel files and live in a specific Box folder.
Reports take a minimum of five weeks for development.

Dashboard

Dashboards primarily serve as a tool for monitoring trends. They tend to have a high-level view of broad amounts of data and are created to answer a single question. Data dashboards are a summary of different, but related data sets, presented in a way that makes information easier to understand at-a-glance.

To begin development of a dashboard, a project team must have established metrics, something they want to measure that would help inform them about the population.

Dashboards are updated monthly.
Dashboards live on the Tableau website. You must have a mednet to access the Tableau site.
Dashboards take a minimum for 12 weeks for development.

Not sure if your project warrants a report or a dashboard? Use the decision tree below to guide your decision.

A decision tree to decide between a tableau report or dashboard

General Lifecycle of Data Requests

Below is the general lifecycle of data requests within our division. All requests begin with the completion of an intake form.

Stakeholder sends request or completed intake form to [email protected].
If the intake form was not already completed, data team asks stakeholder to complete intake form.
Med-Peds leadership prioritizes request.
Med-Peds and OPHAC confirm request during weekly prioritization meeting.
OPHAC team manages all efforts once request has been prioritized.
OPHAC team organizes project kick-off meeting and if applicable, any maintenance meetings.
OPHAC team communicates all project updates and shares deliverables.
Updates to active projects are managed by OPHAC.
OPHAC handles closure of request.
After the request is closed, if stakeholder wants to make updates to a report or dashboard, they will need to submit a new request to [email protected] and enter prioritization queue again.