How to share data files when visit information is entered into another database?

The national center requires sites that collect visit information in an external database to submit via visit data files annually by January 31st. The submission process is instead of these sites performing double data entry. Note: the first and last visit completed must still be entered for each family into DAISY. Please follow these steps:

Step 1. Identify which families/visits to include in the file

Use this table to determine which visits should be included in the export file.

First time submitting	Submitted in prior years
All visits from families who received a visit in the calendar year. This includes visits that were completed before the calendar year. Example: for calendar year 2025, all visits from families who received a visit between January 1st, 2025, and December 31st, 2025.	All visits that were completed in the calendar year. Example: for calendar year 2025, all visits completed between January 1st, 2025, and December 31st, 2025

Optional: Coordinators have the option to request a list of families or providers that are in this cohort for reference. Please submit this request to [e-mail] by January 17th.

Step 2. Download the reports from the other database

This step will vary depending on the database your site uses. However, we have included reminders below:

• When running the reports, download them as Excel or CSV files
• It is optional to de-identify children by omitting names and date of birth, depending on your agency’s policy. If you do so, please add a column to the file labeled ‘ChildId’ and enter DAISY’s child id for each row.
• Use this table to select which option makes the most sense for your site:

	Include these columns:
Option 1: Each row is a unique visit	Visit date Start time or duration of visit End time  Visit type (in person or virtual) Status (if submitting visits that were scheduled or cancelled)
Option 2: Each row is a unique participant	Visits by month and year # of completed in-person visits (total) # of completed virtual visits (total) # of completed in-person visits (by month) # of completed virtual visits (by month)
Option 3: Each row is a unique participant	Visits by year # of completed in-person visits (total) # of completed virtual visits (total) # of completed in-person visits (by calendar year) # of completed virtual visits (by calendar year)

• If your file includes children outside the ParentChild+ program, please manually delete the rows of those children before sharing the file with the national center.

Step 3. Share files

All data submissions are due on January 31st. They should be uploaded to the Annual Requirement section in DAISY. In the pop-up window, select the type of data export you are submitting in the Document Type dropdown.