WISEWOMAN Program Minimum Data Elements (MDE)

Dear WISEWOMAN Program Managers and Data Managers,
These are the instructions for the submission of Minimum Data Elements (MDE):
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The MDE submission is due on Friday, June 28, 2024.
For the June 28, 2024, submission, submit data using the WISEWOMAN Data Management
System (DMS) 3.0 located at https://wwwn.cdc.gov/WISEWOMAN/.
Submit data to the DMS 3.0 by: 1) logging into the system; 2) clicking on the MDE tab at the top
of the page; and 3) clicking the blue “Upload a New MDE File” button. For step-by-step
submission instructions, see the Quick Reference Guide, which is available in the DMS 3.0
document library.
Submit ALL data for all participants (e.g., Complete, BP+, and Incomplete records). It is
important to account for all WISEWOMAN services provided through funding dollars.
For the June 28, 2024, submission, submit only one cumulative file containing records for
assessment visits that took place between 9/30/2023 and 3/31/2024 (since the beginning of the
cooperative agreement).
o Data related to healthy behavior support service (lifestyle programs (LSP), health
coaching (HC), and tobacco cessation) sessions and referrals and social support and
service referrals that took place after 03/31/2024, but before 06/28/2024 can be included
in the MDE file if associated with a screening record that occurred before 03/31/2024.
For recipients choosing to submit Supplemental LSPHC data for referrals and sessions that
exceed the capacity of the MDE file, please read the instructions found in the Data TA
Documentation under the DOCS tab once you access DMS 3.0. The companion Excel
spreadsheet can be filled out to list all supplemental LSP/HC data and then submitted online
under the MISC tab in the Supplemental Forms box. If additional guidance is needed, the CDC
Data team is available to help and can be reached by submitting a TA request in Awards
Management Platform (AMP).
Upload the MDE submission to the DMS 3.0 as a fixed-format ASCII text file. Files should be
named using the format PPYYMM where PP is the program abbreviation, and YYMM is the date
of the submission. YY is the two-digit year, and MM is the month from 01 to 12. When
specifying years and months between 01 and 09 use leading zeros. An example of a valid file
name is SC2406.
Ensure that the data are complete and accurate by validating the data at least four weeks prior to
the submission date. After the submission, the CDC Data team will contact recipients about any
errors or inconsistencies identified in the submitted data. Recipients will be asked to update their
data to address these issues and upload their data again into DMS 3.0. Corrections made to data
will be incorporated into analyses and reporting.
Recipients should complete the Validation of Data form to explain errors on values that have been
confirmed by the program. For example, if a participant’s weight is flagged with an error, but the
provider has confirmed the value is correct, this can be explained on the form. This form is
available under the MISC tab in DMS 3.0.
If a participant’s unique participant ID (EncodeID) changes, recipients should submit the
Participant ID change form, found under the MISC tab in DMS 3.0.
For purposes of MDE data reporting and analysis, CDC considers records to be “final” after two
six-month time periods elapse from the time period associated with the record’s assessment visit
date (MDE: 12a: BPDate). For example, records from time period 1 (09/30/2023 through

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03/31/2024) that were submitted in this June 2024 submission can still be updated during the June
2025 submission.
For questions or concerns about the June 2024, submission please reach out to your project
officer and the CDC data team through AMP.

CDC Data Team Helpful Resources
The following resources are available:
1. Quick Reference Guide: Step-by-step instructions on how to access DMS 3.0, upload and validate
a file, review the validation summary, submit the file, and access miscellaneous reporting forms.
2. DMS Video Demo: A live demonstration of how to navigate the DMS 3.0.
3. MDE Manual: This manual, last shared in December 2023, specifies each of the minimum data
elements (MDEs), including the description, formatting, and how the item is used. Appendices
contain guidance on data validation, submission, and data quality.
4. SQL Edits Spreadsheet: This resource, last shared in December 2023, specifies the quality checks
and errors that can be triggered during the validation process. When reviewing your validation
results, this resource will explain why you are receiving certain errors and quality checks.
5. LSPHC Supplemental Reporting Guidance: This resource provides guidance for recipients that
choose to submit data for lifestyle program and health coaching (LSPHC) referrals and sessions
that exceed the capacity of the MDE file.
6. LSPHC Supplemental Reporting Form: This is the template that should be used if recipients
choose to submit data for LSPHC referrals and sessions that exceed the capacity of the MDE file.
As always, you can reach out to the CDC Data Team through AMP with any questions.

Submitting the file
When you are ready to submit your file, follow these steps:
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Log into the DMS 3.0 system: https://wwwn.cdc.gov/WISEWOMAN/.
Click the MDE tab at the top of the page.
Click the blue “Upload a New MDE File” button.
Click the blue “Submit File to CDC for Final Submission” button.

After you submit your file
After the June submission, the CDC Data team will contact recipients about any inconsistencies or errors
identified in the submitted data. Recipients will be asked to update their data to address these issues and
upload their data again into DMS 3.0. While CDC encourages recipients to review and correct data errors
before the submission, the CDC Data team may follow-up about additional issues such as the following:
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Duplicate records: MDE file includes records that appear to be duplicates based on unique
participant IDs (EncodeIDs) and clinical assessment dates (BPDates).
Missing or Invalid BPDate: MDE file includes records with a missing or invalid clinical
assessment date (BPDate).
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Invalid LSPHCID: MDE file contains one or more invalid LSPHCID(s).
Missing RefDate when one or more Intervention date is valid: MDE file contains records where
the LSPHC referral date (RefDate) was missing or invalid, but one or more LSP/HC session
attendance dates (Intervention) were valid.
Refdate occurred before the BPDate: MDE file includes records where the LSPHC referral date
(Refdate) took place before the participant’s screening date (BPDate).
Records with a valid date of Social Service and Support Utilization (22c: SocSerUtil) but missing
or invalid Social Service ID (22a: SocSerID) or Social Service Referral Date (22b: SocSerDate).
Invalid Type: MDE file contains records with invalid screening type.
Missing EncodeID: MDE file contains records with a missing EncodeID.
Supplemental LSPHC submission problems: Supplemental LSPHC spreadsheet contains records
that do not map to an assessment visitrecord in the main MDE file for July 2024 or the
supplemental LSPHC spreadsheet is not formatted correctly.
Records with no baseline assessment visit: One or more EncodeID(s) in the MDE file have an
associated Re-assessment visit (Type = 2) or Follow-up visit (Type = 3 or 4) record but do not
have a baseline (Type = 1) record.
Records that share the same EncodeID but have different birthdays (MYB): MDE file contains
one or more EncodeID(s) that appeared in multiple screening records with different birthdays.
Out-of-Range Values: One or more records in the MDE file have out-of-range values, and the
recipient did not submit an accompanying Validation of Data form to verify these entries.
New Records that were not included in previous submissions: The CDC Data Team will flag new
records for a time period that has already been finalized to ask why these records were newly
added.
Records submitted in previous submissions but not included in the current submission: The CDC
Data Team will identify records that were included in a previous submission but excluded from
the current submission and ask whether these records should be added.
Timeline for MDE Submission and Corrections
Date
Before the submission deadline
By the submission deadline

≈ 1 week after the submission deadline

Activities conducted
Prepare and validate MDE files.
Submit MDE files and supplemental
materials, such Supplemental LSP/HC
spreadsheets, Participant ID Change forms,
and Validation of Data entries.
The TA team contacts data managers with
questions about potential data quality issues,
including:
• Duplicate records
• Records with missing or invalid
entries for critical files, such as the
blood pressure measurement date
(12a: BPDate) and unique participant
ID number (3a: EncodeID)
• Records with an invalid lifestyle
program (LSP) or health coaching
(HC) ID (19c: LSPHCID)
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≈ 2.5 weeks after the submission deadline

Records with a valid date of LSP or
HC session (19b: Intervention) but
missing or invalid LSP or HC referral
date (18a: Refdate) Records with a
valid date of Social Service and
Support Utilization (22c: SocSerUtil)
but missing or invalid Social Service
ID (22a: SocSerID) or Social Service
Referral Date (22b: SocSerDate)
Out of range values not verified in the
validation of data form
Other major issues identified during
MDE file review

Recipients have 1 – 2 weeks to respond to
inquiries about their MDE file
Recipients may be asked to upload corrected
files, if required.

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