Specifically about re-proposals

Projects that were created and approved before we transitioned to Denmark’s Data Portal (projects created before 15 September 2022) already exist in Denmark’s Data Portal, but the project proposal is blank. When you are going to re-propose the project for the first time, you have to complete the project proposal.  
 

Project details

Text from the original project proposal must be entered in the fields ‘Purpose’, ‘Description’ and ‘Relevance to society’.

If relevant, add more text to ‘Purpose’, ‘Project description’ and ‘Relevance to society’. Note that the project proposal must meet Research Services’ requirements to project proposals.

Check also that the end date matches how long you expect to need access to data, and choose who can approve the project proposal among the signatories of the institution.

Project access

Check if the right authorised users have been granted access to the project. Add or remove project access, if you wish. If users, to whom you want to give access, do not have access, an administrator or contact person with powers can add them by clicking the icon ‘Project access’ at the top of the workflow. This can also be done after approval of the project proposal. 

Data content

Under Data content, the majority of basic data from the original project proposal has already been uploaded, but populations have not been described. Your originally loaded data content is located under ‘POP A – migrated data’ and is locked against editing. You must check for yourself if all your basic data has been loaded to POP A and, if relevant, add what is missing.

Pay special attention to the fact that longitudinal and incident registers also need to be added. It is only possible to select these for the latest year and they may have been re-named. The most recent longitudinal and incident register must therefore be selected as documentation for the project. This also applies, even though the project has older versions of the register and you do not want to buy access to the more recent version.
To update the data content in the re-proposal, you must:

1. Duplicate POP A to a POP B, so that they are identical.
   a) Copy data from ’POP A – migrated’ data to ’POP B Basic data’. You can copy all data from POP A by clicking the three dots to the right of the heading and select ’Duplicate population’. Add any data located in raw data that has not been migrated.
   b) It must be possible to read POP B as the project’s original/first population (if there are several populations).
2. In the field for POP B, you must insert the original description of the population under ’Description’.
   a) If you need to extend the population and have the same register extraction as the original population, you can write this under the description of POP B.
   b) If the extended population is to have a new or changed register extraction, it can be created as a new POP C with a separate data description.
3. ’Additional data’ must only appear in one location: If you have additional data, this must not be added to POP A.
   a) Additional data is described as a whole under POP B or, if relevant, under the population it concerns. Data may only be described in one location.
   b) Under the additional data of any other populations, you must refer to the additional data of the first population.
4. If you only want to update the project with more register years: Add the new years/variables and send an attachment to your contact person indicating which new variables/years you want for each register.

Infrastructure

Under infrastructure, you can see on which server the project is located. In case of a re-proposal, you do not need to change anything.

Summary

Check the content of your re-proposal here. Once you have completed the documentation of all data sources, you must send the re-proposal to the administrator of your institution by clicking ‘Submit to administrator’. The administrator will review the re-proposal before sending it to Research Services.

If you yourself are an administrator of your institution or a contact person with special powers, you can send the re-proposal directly to Research Services. Click ‘Submit’.

After that, Research Services will go through the proposal and make comments, if relevant. You are welcome to submit the proposal, even though you are in doubt about a few things. Later, we can then look at it together.

If you already have a contact person from Research Services attached to your project, we recommend that you also send an email to your contact with an overview of what needs to be updated.

If you have a project that has been created and approved in Denmark’s Data Portal, it is already on the platform with a completed project proposal. When you are going to re-propose the project in order to update data, you can use the old project proposal as a basis. The old project proposal will continue to be visible in Denmark’s Data Portal, and the system automatically marks any changes.

When you are going to create a re-proposal, you must go to ‘Data orders’ and then click ‘Re-proposal’. Here, you will see a list of the projects you can access. Select the project that you want to re-propose. You are now automatically guided to a project proposal flow where you can add information to the existing project proposal. It is not possible to edit previously approved content.

Project details

Under the first tab ‘Project details’, you will see the already existing project proposal to which you can add text. If relevant, add more text to ‘Purpose’, ‘Project description’ and ‘Relevance to society’. Note that the project proposal must meet Research Services’ requirements to project proposals.

Check also that the end date matches how long you expect to need access to data, and choose who can approve the project proposal among the signatories of the institution.

Project access

Check that the right authorised users have been granted access to the project. Add or remove project access, if you wish. If requested users do not have access, contact persons with powers or an administrator can add them by clicking the icon ‘Project access’ at the top of the workflow. This can also be done after approval of the project proposal.

Data content

Under ’Data content’, you will find your originally loaded data content.

1. Basic data

   You can add data to the populations that have already been created and approved on the project. Click ‘Add data’ under ‘Data content’ to add basic data. Then select if you want ‘Basic data’ or ‘Additional data’, and select the population to which data should be linked. Subsequently, you can search for specific registers by means of search words or the subject structure. When you select a register, you can see the register coverage period and the variables included in the register

   If you click ‘Add’, the register is added to the basket, and you must click it to select register period and variables.

   If you click ‘Select variables’, you go directly to the page where you can select period and variables.



2. Additional data
   

   If you want to update the project with data that is not from Research Services’ basic data, you must also click ‘Add data’ under ‘Data content’. Then select if you want ‘Basic data’ or ‘Additional data’, and select the population to which data should be linked. You now get to a page where you can see to which populations you are about to add data. Click ‘Add source’ and give the source a meaningful title and description. For example ’Danish cancer register (Source: The Danish Health Data Authority)’, ’Survey (Source: Statistics Denmark)’ or ’Danish laboratory database (Source DKKP)’. Upload list of variables and appendix to the project proposal.



3. Populations

   You can also create an entirely new population: Click ‘Create population’ directly under the heading ‘Data content’. For the new POP, you must enter a title, description and the basic data that it is going to tap into. Edit the population title and description by clicking the blue square with an arrow to the right of your population title. Here you must describe the requested population in non-professional terms. If the population is created on basic data, you must upload an appendix with a description of which registers, years and variables it must tap into.



4. General recommendations for the data content

   If your project has several populations with the same data content, you can describe these under the same population. In this event, indicate it clearly using subheadings in the free text field if there are several sub-populations. You can also create these as separate populations, such as POP A and POP B. In that case, you only need to add basic data to the first of the created populations, such as POP A. For the remaining populations, add an ‘Additional data’ source including a reference to the data basis of the first population, for example ‘see POP A for Data basis and Additional data sources’.

   If your project has multiple populations with different or partly different data content, you must create these as separate populations. Different data content must be added and described under the specific population to which data is to be provided.

   Note that it is not possible to edit population descriptions, once they have been approved. However, you can add data sources and change the description of ‘Additional data’ sources in connection with subsequent re-proposals.

Infrastructure

Under infrastructure, you can see on which server the project is located. In case of a re-proposal, you do not need to change anything.

Summary

Check the content of your re-proposal here. When you have completed the documentation of all data sources, you must send the re-proposal to the administrator of your institution by clicking ‘Send to administrator’. The administrator will review the re-proposal before sending it to Research Services.

If you yourself are an administrator of your institution or a contact person with special powers, you can send the re-proposal directly to Research Services. Click ‘Submit’.

If you already have a project owner from Research Services attached to your project, you must also send an email to the project owner with an overview of the registers and years that must be updated.

If your project was created before the launch of Denmark’s Data Portal, all the data on the project must be registered. Since one of the conditions for approving the project proposal is that the population is described and well defined, and regrettably, it is not possible to edit the description of POP A, you must create a new population. If the project consists of several populations, you must create a corresponding number.

• Create a new population: Click ‘Create population’ under ‘Data content’. Edit the population title and description by clicking the blue arrow next to the population. Describe the requested population in non-professional terms. If the population is created based on data from Denmark’s Data Portal, you must upload an appendix with a description of the registers, years and variables it must tap into, so that it is possible to programme it. If it is an external population, you must describe it and upload an appendix with a description of the population.
• Add data from Denmark’s Data Portal: Click ‘Add data’ and select either ‘Data from Denmark’s Data Portal’ or ‘Project database’. Select relevant populations and search for specific registers. Add registers to your basket to select register period and variables.
• Data from Project database: Register already transferred data from the project database under ‘Data from Project database’ by indicating register name and year. If data exists in the project database, you should choose to register it here.
• Additional data: Add registers that are no longer available in Data from Denmark’s Data Portal under ‘Additional data’. This includes historical data. Select ‘Additional data’ under data sources, indicate the name of the register and period, and indicate that it is historical data.
• Other data: Add already approved data from sources outside Denmark’s Data Portal under ‘Additional data’. Describe any additional data on the project here, and upload a list of variables and documentation as an appendix, if so required. Examples could be the Danish cancer register or survey data from Statistics Denmark.
• Check: Now check that all data provided on the project is documented. If registers or appendixes are missing, you can still add these.

You are now ready to add new data. This is done as already described. Bought-in data from Denmark’s Data Portal must be registered as ‘Data from Denmark’s Data Portal’ on the project, transfer from the project database must be registered under ‘Data from Project database’ and external data must be added under ‘Additional data sources’. Note that you cannot select a register from both Denmark’s Data Portal and the project database. If you do not have all variables on the project database, you can buy-in the register from Denmark’s Data Portal. Your contact person in Research Services needs you to send an appendix with the registers, years and variables that you want for the re-proposal.

It is possible to edit directly in data on the populations that have already been created and approved in the subproject. You can add bought-in data from Denmark’s Data Portal, register data from Denmark’s Data Portal extracted from the project database as well as register external data. Moreover, you can create new populations.

• Add data from Denmark’s Data Portal: Click ‘Add data’ under ‘Data content’. Select either ‘Data from Denmark’s Data Portal’ or ‘Data from Project database’, and select the populations to which data must be attached. You can search for specific registers by means of search words or the subject structure. When you select a register, you can see its coverage period and the variables it includes. If you click ‘Add’, the register is added to the basket, where you can select register period and variables. If you click ‘Select variables’, you go directly to the page where you can select period and variables.
• Data from Project database: Data that is to be transferred from the project database must be registered under ‘Data from Project database’ with register name and year. Please note that you cannot select a register from both Denmark’s Data Portal and the project database. If you do not have all variables on the project database, you can buy-in the register from Denmark’s Data Portal.
• Additional data: You can add data that are not from Denmark’s Data Portal under ‘Additional data’ sources. This could be member data or data from the Danish Health Data Authority. For each additional data source, you must indicate a title and a description of data. The description must be telling and brief and may include specification of period and list of variables. If you have a list of variables, you can also upload this to the project.
• Create a new population: Click ‘Create population’ directly under the heading ‘Data content’. Edit the population title and description by clicking the blue arrow next to the population. Describe the requested population in non-professional terms. If the population is created based on data from Denmark’s Data Portal, you must upload an appendix with a description of the registers, years and variables it must tap into, so that it is possible to programme it. If it is an external population, you must describe it and upload an appendix with a description of the population.

Note that it is not possible to edit population descriptions, once they have been approved. However, you can still add data sources and change the description of ‘Additional data’ sources in connection with subsequent re-proposals.

Infrastructure

Under infrastructure, you can see on which server the project is located. In case of a re-proposal, you do not need to change anything.

Summary

• Check the content of your re-proposal.
• When you have completed the documentation of all data sources, you can submit the project proposal for approval.
• If you are not the administrator of your institution or a contact person with special powers, the institution administrator must review and submit the project proposal to Research Services. Click ‘Send to administrator’.
• If you are the administrator of your institution or a contact person with special powers, you can submit the proposal directly to Research Services. Click ‘Submit’.

If you already have a contact person from Denmark’s Data Portal attached to your project, we recommend that you also notify that person.