Private Sector Analytic Services & Reports
This workflow outlines the process for an industry-funded researcher or private sector organization to request that ICES carry out analyses and provide research deliverables according to the requestor’s requirements.
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.
ICES DAS invites the Requestor to a consultation to discuss the proposed project and its eligibility and 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 will consult 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.).
- Mock tables: Identify the tables and figures anticipated for the final deliverable(s).
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 on the 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).
The Requestor reviews the Private Sector Feasibility Form for accuracy and provides ICES DAS with approval, via e-mail, to initiate project.
The Private Sector Feasibility Form will include high-level information on the objectives, type of study, complexity of analysis and data sets required.
ICES DAS provides the Requestor with the DAS Private Sector Agreement and Confidentiality Agreement 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.
Any changes proposed to the DAS Private Sector 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 the payment schedule negotiated in the DAS Private Sector Agreement.
The Requestor seeks research ethics board approval.
The Requestor prepares and submits an application for research ethics board (REB) approval, as outlined in the confirmation of feasibility. ICES Privacy requires evidence that a copy of the signed DAS Private Sector Agreement has been submitted with the REB application: an approval letter from an institutional REB typically lists the documents that have been submitted, and this is sufficient.
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 the REB application to ensure it 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, the project title, objectives and expected completion date.
ICES DAS works with the Requestor to develop and finalize the data set creation plan.
Information from the consultation(s) with DAS and the 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.
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. 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.
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 12 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.