Special considerations for project databases and regulatory schemes

If an already approved and created project needs updates, it requires a resubmission. This means that your project submission must be updated in Denmark's Data Portal and reevaluated by a Research Service employee.

Your subproject needs to be resubmitted either for the first time in Denmark's Data Portal if it was created before the launch of Denmark's Data Portal, or as a project created after the launch. Depending on the type of resubmission your subproject falls under, it will have practical implications for how you create your resubmission. However, the initial steps are the same.

Project Details

1. Under the first tab, "Project Details," you will see an empty project submission that you need to add text to. Fill in the fields: "Purpose," "Description," and "Societal Relevance" by clicking on "Add text to Purpose," for example. Be aware that the project proposal must meet Research Service's requirements for project proposals.
2. If your project proposal is already created in Denmark's Data Portal, under the first tab "Project Details," you will see the existing project submission that you can add text to. Add additional text to "Purpose," "Project Description," and "Societal Relevance" if needed. Be aware that the project submission must meet Research Service's requirements for project submissions.

Also, verify that the end date aligns with how long you expect to need access to the data and select who can approve the project submission among the institution's signatories.

Project Access

Check if the correct authorized users have been assigned project access and add or remove project access if desired. If some desired users are missing access, contact persons with permissions or administrators can add them by clicking on the "Project Access" icon at the top of the flow. This can also be done after the project submission is approved.

Data Content

1. If your project proposal is created before Denmark’s Data Portal

All the data in the project must be registered.

As one of the prerequisites for the project proposal to be approved is that the population is described and well-defined, and it is unfortunately not possible to edit the description of POP A, you must create a new population.

The population's data content must collectively consist of already approved data and extensions with additional data sources for the original population. If the project consists of multiple populations, you should create the corresponding number.

To create a new population, click on "Create Population" under Data Content.

Edit the population title and description by clicking on the blue square with an arrow to the right of "POP B." Here, describe the desired population in layman's terms. If the population is created based on data from the data bank, you should upload an attachment describing which registers, years, and variables it should be based on, making it possible to program it. If it's an external population, describe it and upload an attachment with a description of the population.

Data transferred from the project database should be registered under 'Additional Data' with the register name and year.

Data from the data bank purchased for the project should be registered under the appropriate population. Add data from the data bank by clicking "Add Data" under Data Content. Then, choose whether you want 'Data bank' or 'Additional Data' and select which population(s) the data should be associated with. You can then search for specific registers using keywords or categorized topics. When you click on a register, you can see the coverage period and the variables it contains. If you click "Add," the register will be added to the cart, and you need to click on it to select the register period and variables.

If you click "Select Variables," you will be taken directly to a page where you can choose the period and variables.

It may not always be possible to add registers that were purchased for the project, as they may have expired, changed names, or the like. If you have registers in the project that are no longer available in basic data, add them under 'Other Data.' For example, "INDK 1980-1990 (historical basic data)" or "FTDB 2012 (historical basic data)." Click "Add Data," choose 'Additional Data' under data sources, and select the population. Click the blue button titled 'Add Source' on the right side and specify the register's name, indicating that it is historical data.

Regarding event and incident data, register the current dataset, as these are registers that are regularly updated with new data and still contain the data present in the project.

If the project already contains approved data from sources outside Research Services' Basic Data Bank, this should also be added as "Additional Data." In this context, make sure that all other project data is described here. Variable lists and documentation should be uploaded as attachments to the "Additional Data" source if Research Services has not already received them. For example, "Cancer Registry (Source: Health Data Authority)" or "Survey (Source: Statistics Denmark)" or "Laboratory Database (Source: DKKP)."

Now, verify that basic data, register, and variable content aligns with existing basic data registers in the project (which have been previously approved and delivered). If registers are missing, you can still add them.

Note that approved population descriptions cannot be changed later. However, it will be possible to add data sources and modify the description of "Additional Data" sources during later resets.

Now you are ready to add new data. This is done as described above: Purchased basic data should be registered as basic data in the project, data transferred from the project database should be registered under 'Additional,' and the same applies to external data for the project. Remember to upload an attachment for external data describing the data and variables, specifying which variables need to be de-identified.

For the first reproposal, you should upload an attachment so your contact person at Statistics Denmark knows which new data needs to be added to the project. This is not necessary for subsequent resets.

2. If your project proposal was created in Denmark's Data Portal

You can directly edit data in the populations that have already been created and approved for the project. You can add purchased data from the data bank, register basic data transferred from the project database, as well as external data. You can also create new populations.

To add data from the data bank, click "Add Data" under Data Content. Then, choose whether you want 'Data bank' or 'Additional Data' and select which population(s) the data should be associated with. You can then search for specific registers using keywords or categorized topics. When you click on a register, you can see the coverage period and the variables it contains. If you click "Add," the register will be added to the cart, and you need to click on it to select the register period and variables.

If you click "Select Variables," you will be taken directly to a page where you can choose the period and variables.

Data that needs to be transferred from the project database should be registered under 'Additional Data' with the register name and year.

You can add data that is not basic data under "additional Data" sources. For example, "Membership Data," "Data from SDS," "Data from the data bank from the project database." For each additional data source, provide a title and a description of the data. This should be a descriptive title and a brief description of the content, including any period specifications and variable lists. The variable list can also be sent as an attachment via email to your contact person at Research Services – specify the attachment name in the description of this "Additional Data" source.

To create a new population, click "Create Population" under "Data Content." Edit the population title and description by clicking on the blue square with an arrow to the right of "POP B." Here, describe the desired population in layman's terms. If the population is created based on basic data, you should upload an attachment describing which registers, years, and variables it should be based on, making it possible to program it. If it's an external population, describe it and upload an attachment with a description of the population.

Note that approved population descriptions cannot be changed later. However, it will be possible to add data sources and modify the description of "additional Data" sources during later resets.

3. Specifically for subprojects related to project databases

Some additional considerations apply, regardless of when the subproject was created:

• Registers provided from the project database to your subproject should be specified under "Additional Data." We recommend adding an "Additional Data" field with a title such as "Data from the data bank from the project database." For each "Other Data" field, provide a meaningful title and a brief description of the data. You can add a period specification and a variable list if desired. Further details about the data should be provided in an attachment sent via email.
• Data purchased for the subproject from Research Services' data bank should be selected under Data Bank. If there are closed registers that cannot be found via the register selector, these registers, years, and variables should be added under Other Data. Describe any data that has already been delivered and what needs to be added or updated.

Infrastructure

Under infrastructure, you can see which server the project is hosted on. During a resubmission, you should not make any changes.

Summary

• Verify the content in your reproposal.
• Once you have completed the documentation of all data sources, you can submit the project proposal for approval.
• If you are an Administrator at your institution or a designated contact with special permissions, you can submit the proposal directly to Research Services. Click on: "Submit."
• If you are an Administrator at your institution or a designated contact with special permissions, you can submit the proposal directly to Research Services. Click on: "Submit."
• If you already have a contact person from Denmark's Data Portal assigned to your project, it is recommended that you also send them an email with an overview of what needs to be updated.

Below is a guide on how to request an annual subscription in Denmark's Data Portal:

1. Log in to Denmark's Data Portal (DDV).
2. Choose MY OVERVIEW
3. Access PROJECTS and click on your project database or regulatory scheme.
4. Accsess ANNUAL SUBSCRIPTIONS and then click on the '+' icon.
   1. PRESS SELECT REGISTERS to continue.
5. In the select requested year of delivery box choose the year 2024.
6. Choose the registers you want to include in the annual contract by clicking on the small squares next to the register name.
   1. If you want to select all the registers, you can click on the square to the left of the heading REGISTER.
   2. Tou cannot select the squares with the gray line through them, possibly because the register no longer updates.
7. Under the DATASET column, specify how many datasets you want delivered.
   1. Choose the option All: if the register updates more than once a year and you want all quarterly set delivered.
   2. Choose the option Annual (31.12.YYYY): if you want data for the entire year, even though it updates quarterly.
   3. Choose the option Other: and write to the project owner at Statistics Denmark, explaining your request. This may be relevant for registers like DREAM that have monthly versions but do not update every month, following a release pattern determined by the data source.
8. Proceed by pressing the SUBMIT button at the bottom of the page.
   1. You can also press CANCEL. Your choices will NOT be saved
9. Press OK in the information box to submit the request to Research Service. You cannot subsequently edit the annual subscription.
10. After submission, the project owner at Statistics Denmark may suggest specific datasets for individual registers. You can view these suggestions via MY OVERVIEW, select the project, and then choose ANNUAL SUBSCRIPTIONS.
11. You can now engage in a dialogue with the project owner at Statistics Denmark to determine whether you agree with the selected datasets. You cannot modify the choices yourself, but the project owner at Statistics Denmark can.
12. Once you agree on the content, the project owner at Statistics Denmark will prepare the contract for the annual subscription.
13. When both parties sign the contract, the annual subscription is approved.