Private Sector Analytic Services & Reports
This workflow outlines the process by which an industry-funded researcher or private sector organization requests ICES to carry out the analyses and provide research deliverables according to the requestor’s requirements.
Requestor | DAS staff
Step 1 - The Requestor submits DAS Private Sector Analytic Services Request Form
The Requestor may be a researcher, decision maker or knowledge user funded by industry partners or the request may be submitted by a private sector organization. The Requestor must specify the purpose of the project – academic publication, inform policymakers, report, etc. A pdf request form should be submitted.
Step 2 - ICES DAS invites the Requestor to a consultation to discuss the proposed project and discuss eligibility and project feasibility.
Upon submission, the DAS team will assess project feasibility and timelines. The Requestor will be contacted within two full business days of submission of the DAS Private Sector Analytic Services Request Form. If feasible and eligible for services, a consultation will be scheduled.
The DAS team consults with the Requestor to develop a preliminary project plan. This consultation process will gather information on the following:
- Project personnel: Specify the principal investigator and any analysts or research coordinators who are part of the project team.
- Type of study: Specify whether the project is a cohort or case-control study. If cohort, has the cohort already been created or is cohort development required? If it is a longitudinal study, identify which changes over time are of interest (examples: residential changes, coding changes).
- Data sets required: Identify the data sets and dates that will need to be used to answer the research question.
- Types of analytical methods: Identify the analysis plan. Specify if existing data fields can be used or whether fields need to be derived.
- Matching required: Specify whether matching is required and the criteria for matching.
- Timeline: Specify the proposed timeline for the project and whether there are deadlines to meet (funding end dates, year-end reports, etc.).
Step 3 - If feasibility and eligibility are confirmed, ICES DAS provides the Requestor with a confirmation of feasibility (Private Sector Feasibility Form) that includes a quote for services.
ICES DAS will provide the Requestor with a proposed project plan, high-level data set project plan and cost estimate based consultation. The letter of support accompanying the Private Sector Feasibility Form will include any conditions that must be met by the Requestor before project work can begin (including review and approval by a research ethics board).
Step 4 - The Requestor reviews the Private Sector Feasibility Form for accuracy and provides ICES DAS with approval, via e-mail, to initiate project initiation.
The Private Sector Feasibility Form will include high-level information on the objectives, type of study, complexity of analysis and data sets required.
Step 5 - ICES DAS provides to the Requestor the DAS Private Sector Agreement and Confidentiality Agreements for signature by the Requestor’s team.
The DAS Private Sector Agreement outlines the terms and conditions for provision and estimated cost of the services. Members of the Requestor’s project team will be required to sign a Confidentiality Agreement, to be considered Authorized Researchers.
Any changes proposed to the DAS Private Sector Agreement and, or, Confidentiality Agreement will require review from ICES Privacy.
Following signature of both the Requestor and ICES, ICES Finance will invoice the Requestor for services as per payment schedule negotiated within the DAS Private Sector Agreement.
Step 6 - The Requestor seeks research ethics board approval.
The Requestor prepares and submits an application for research ethics board approval, as outlined in the confirmation of feasibility. Please contact ICES DAS for approved ethics boards. ICES Privacy requires evidence that a copy of the signed DAS Private Sector Agreement is submitted with the REB application – approval letter from an institutional REB typically lists the documents that have been submitted, this is sufficient.
Step 7 - The Requestor provides ICES DAS with a copy of the research ethics board application, approval letter and completed supporting documentation, for review by the ICES Privacy Office.
ICES Privacy reviews to ensure the REB application is consistent with the agreed upon DAS Private Sector Agreement. The project can commence when ICES Privacy is satisfied that the Requestor has met all the requirements.
At this time, ICES DAS will post to the public website, the name of the organization requesting services, project title, objectives and expected completion date.
Step 8 - ICES DAS works with the Requestor to develop and finalize the data set creation plan.
Information from the consultation(s) with DAS and project proposal will be used to put together the data set creation plan outlining in detail, the Requestor's data requirements (specific data sets, timeframes, variables, covariates, etc.). The data set creation plan must be approved by the Requestor prior to the ICES analyst beginning cohort creation. The Requestor is responsible for providing scientific expertise.
Step 9 - ICES DAS conducts analytic services according to the final data set creation plan and provides preliminary deliverables to the Requestor on an ongoing basis.
ICES analysts will generate tables and figures, and provide them to the Requestor for input on an ongoing basis. It is helpful if the Requestor provides ICES DAS with shell or dummy tables. This is an iterative process where the Requestor works closely with ICES DAS to fine-tune the deliverables according to the Requestor’s specifications. All deliverables (including preliminary deliverables) will be suppressed for small cells and assessed for re-identification risk assessment.
Step 10 - Upon project completion, ICES DAS provides the final deliverable(s) with the required standard acknowledgement statements to the Requestor. Within 12 months of completion, the final deliverable(s) will be published on the ICES website.
Once the Requestor has received the final deliverables, final administrative documents will be issued by ICES DAS. Any remaining and outstanding costs will be invoiced at this time. Within twelve months of project completion, government and government agencies are permitted to request a copy of the final deliverables from ICES. If a request is made, ICES DAS will notify the Requestor of the request and provide the deliverables. Twelve months following project completion, the final deliverables will be posted to the ICES’ public website in accordance with its transparency principles.