Development of a Flexible, Functional Hematopoietic Cell Transplant (HCT) Database, BRAIN

Multiple data elements are necessary to provide up-to-date information for quality review and outcomes analyses as HCT evolves.  Databases must have specificity yet flexibility in customizing data elements.  Purchased proprietary applications are used by many HCT programs, but are limited by lack of cost-efficient configurability for center-specific needs.  We sought to develop an HCT research application allowing evolution for program and scientific growth without major developmental costs.  We identified 5 features essential for a functional HCT database including:   1) Uniform data capture; 2) Center-specific adaptability; 3) Rapid report generation; 4) Accurate, current data; and 5) Productivity tracking.  

Between August 2010 and March 2012, our team of IT developers, programmer analysts, data managers, and a HCT physician planned, developed, tested, and launched a new database “BRAIN” (Blood and Marrow Transplant Research Analysis and Information Network).  This required assessment of essential data, mapping and migration of data from a legacy database, and interface creation to available center systems. Legacy data was reviewed, standardized, and imported to BRAIN.  Electronic interfaces connect institutional systems including lab results and medications via the Moffitt data warehouse to BRAIN.  Additionally, discrete data such as staging and disease prognostic factors entered by clinicians into the electronic medical record interface with BRAIN reducing potential reporting errors or missing data elements.  These interfaces, along with manual abstraction, enhance data for center specific analyses and electronic submission to CIBMTR via AGNIS.  A dashboard identifying data manager specific CIBMTR forms due creates a proficient process of tracking forms. Thus, with the advancement of interfaces within the application and the mapping of this discrete data to the CIBMTR, productivity and accuracy are enriched. To date, two forms are submitted to the CIBMTR via AGNIS.  Continuing efforts to map AGNIS-ready forms and development of a simple query tool will allow further growth and functionality within the application. 

BRAIN fulfills a program need for cost efficiently, managing evolving data,  enhancing data consistency, minimizing labor for data entry, making data easily assessable within the institution, and ensures current and accurate data submission to outside regulatory reporting agencies.