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How To... Review Data Quality - Periodic Report PNSS Case Study
Record Volume Update Section

 
 More info on Periodic Report PNSS Case Study:
 Record Volume Update Section
 Summary Section
 Data Quality Section
   

The Record Volume Update is the first section of the report. It should be examined prior to reviewing the data quality sections to determine if the number of records is consistent with previously submitted transaction files, and to confirm that few records were rejected.


Sample Record Volume Update Section:
Total records submitted

sample pnss table

view tableView Sample Record Volume Update Section, PNSS Periodic Summary of Record Volume and Data Quality
 

3 The first row of the report, Total records submitted, is a description of the number of records on the transaction file. The number of records submitted for this 3rd quarter data quality report was 3,034.

The list of Records with Month/Year of Actual or Expected Date of Birth indicates that a majority of records on this transaction file were for the months of 07/2008 through 09/2008 (July 2008 through September 2008). The monthly record volume is consistent, ranging from 971 to 811 records per month.

Other Months/Years refers to transaction records with valid months and years of actual or expected date of birth within the reporting period, that comprise < 5% of records on the file. On this sample report, 438 records were from months/years other than July through September, 2008.

Unknown Months and Years refers to transaction records with an unknown actual or expected infant's date of birth that were rejected and not included in the master file. For this report, zero records were on the transaction file with missing actual or expected infant's date of birth.

Months/Years Beyond Run Date refers to transaction records with an actual or expected infant's date of birth beyond the date that the report was run at CDC referred to as the Run Date, located in the upper left corner. In this report, 14 records were beyond the CDC run date of March 10, 2009.

Records Rejected

The next section of the record volume update is Records Rejected and it includes duplicate records and critical errors.

Review list of PNSS fields used to identify Duplicate Records.
Review list of PNSS fields used to identify Critical Errors.

Sample Record Volume Update Section:
Records rejected

sample pnss table

view tableView Sample Record Volume Update Section, PNSS Periodic Summary of Record Volume and Data Quality

4 In this sample report, 37 records were rejected as Duplicate Records on the basis of matching data in Key Fields (State, Substate, Initial Visit Date, Alphanumeric ID - Woman, and Woman's Date of Birth). The same data in Key PNSS fields are usually the result of a prenatal only record that is sent before the infant is born, then a complete or postpartum only record is sent for the same woman later during the same quarter.

There were 232 records with Critical Errors rejected on this transaction file. One record was likely missing data for all the Critical Fields (State, Substate, Completion Code, Initial Visit Date and Alphanumberic ID - Woman). The majority of rejected records, 213 records, contained missing or invalid data for Initital Visit Date. An additional 38 records were rejected because Infant's Date of Birth, EDD and LMP were all missing or invalid and the actual or expected date of birth of the infant could not be established.

Records Rejected is the sum of the Total Records with Duplicates and Total Records with Critical Errors for a total of 269 records rejected in this report. The total of 269 Rejected Records is the sum of 37 duplicate records and 232 records with critical errors.

Changes to the Master File

PNSS transaction file records are the original records that contributors send to CDC. CDC cleans and edits these records to prepare master file records for use in preparing the annual PNSS report. Sometimes, CDC replaces the records on the master file. This segment of the report summarizes changes to the contributor's master file.

Sample Record Volume Update Section:
Master file update

sample pnss table

view tableView Sample Record Volume Update Section, PNSS Periodic Summary of Record Volume and Data Quality

5 In this report, no records were replaced on the master file.

The number of Records added to the master file is 2,765 or 91.1% of the records in the transaction file. This is somewhat low; on average, about 98% of PNSS records are added to the master file. The proportion of complete, prenatal only and postpartum only records on the file is consistent with that of other PNSS contributors; 2,070 records or 74.9% were complete records, 253 or 9.2% were prenatal only and 442 or 16.0% were postpartum only records. In the national PNSS about 70% of records are complete, 10% are prenatal only, and 20% are postpartum records.

The Total % of Transaction Records Added to the Master File is noted at the bottom of the page of the Record Volume Update section of the report. For this report, 91.1% of records were added to the master file.

Updated Number of PNSS Master File Records

The final segment of the Record Volume Update is the Updated Number of PNSS Master File Records that lists the year-to-date monthly master file record volume including records from this transaction file that were added to the master file. It also lists the prior reporting year monthly master file record volume. It can be used to confirm consistency in the number of records submitted to CDC on a quarterly basis.

Sample Record Volume Update Section:
Updated Number of PNSS Master File Records

sample pnss table

view tableView Sample Record Volume Update Section, PNSS Periodic Summary of Record Volume and Data Quality

6 In this report, the monthly record volume for January through September 2008 is consistent and it is similar to the monthly record counts for the same months in the prior year January through September (01/2007 through 09/2007).

There are only a few records for the period October through December (10/2008 through 12/2008) because the 4th quarter transaction file has not yet been submitted to CDC.

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Page last reviewed: May 1, 2009
Page last updated: May 1, 2009
Content Source: Division of Nutrition, Physical Activity and Obesity, National Center for Chronic Disease Prevention and Health Promotion

 

 



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