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Public Sector Analytic Services & Reports for Research

This workflow outlines the process by which a researcher requests ICES to carry out the analyses and provide research deliverables according to the requestor’s requirements.
ICES Data Process Requestor |  ICES Data process  DAS staff

Step 1 - The Requestor submits the DAS Request Form.

The Requestor must be a publicly funded, not-for-profit researcher, student, organization, policy maker or knowledge user. The Requestor must specify the purpose of the project – academic publication, inform policymakers, report, etc. – and the intended audience. A pdf request form should be submitted.

Step 2 - ICES DAS assesses eligibility and project feasibility. If acceptable, the Requestor is invited to a consultation to review project objectives and timelines.

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 Request Form. If feasible and eligible for services, a consultation will be scheduled.

Step 3 - During the consultation, ICES DAS will gather information to develop a preliminary project plan. Following the consultation, ICES DAS will provide the Requestor with a Confirmation of Feasibility that includes a cost estimate of the services requested.

The DAS team consults with the Requestor to develop a preliminary project plan. This consultation process (up to ten hours) 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).
  • Index event, variables and covariates: Identify the index event, age, sex, and any other required demographic or geographic data. Specify any comorbidities and additional covariates.
  • 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. If there is a named analyst on the project team, are they familiar with the analytic methods that are required?
  • Disease and procedure codes: Specify any classification codes that will be used in the study.
  • Resources required: Specify whether the project will require support from analysts, epidemiologists, project manager, scientist, etc.
  • Timeline: Specify the proposed timeline for the project and whether there are deadlines to meet (funding end dates, year-end reports, etc.).

Step 4 - The Requestor seeks research ethics board approval for the project and satisfies any other conditions that must be met prior to project initiation, as specified in the Confirmation of Feasibility.

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 Confirmation of Feasibility will include conditions that must be met by the Requestor before project work can begin (examples include confirmation of public funding, copy of submission and written decision of a research ethics board). If funding is being sought, the letter of support can be submitted to granting agencies for applications.

Step 5 - The ICES Privacy Office reviews the submission to the research ethics board and corresponding approval.

Upon approval, the Requestor submits to ICES DAS a copy of their REB application, approval and completed Confirmation of Feasibility for review. ICES Privacy requires evidence that the completed Confirmation of Feasibility has been submitted as a part of the REB application – approval letter from an institutional REB typically lists the documents that have been submitted, this is sufficient.

Step 6 - ICES DAS provides the Requestor the DAS Agreement for signature.

When ICES Privacy is satisfied that the Requestor has met all the requirements of project initiation, ICES DAS will issue the DAS Agreement for review and signature. The DAS 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.

If the project scope, time or funding availability has been modified since the first consultation (Step 2), the Requestor will be invited to another consultation. A revised project plan and, or, cost estimate may be provided as a result of the changes.

For projects requesting importation of external data to ICES, a data sharing agreement will be negotiated as part of the DAS Agreement specifying the data custodian, location of data, transfer schedule and data destruction upon linkage to ICES Data.

Following signature, ICES Finance will invoice the Requestor for services as per payment schedule negotiated within the DAS Agreement.

Step 7 - 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.

Step 8 - ICES DAS creates cohort(s) according to the final data set creation plan and generates research deliverables (tables, figures or reports) as requested.

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.

Step 9 - The Requestor reviews the deliverables and advises ICES DAS if any changes are required.

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 - The Requestor receives the final deliverables as requested and informs ICES DAS of project closure.

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.