Presented by: Samantha Walkow, Tasha Coughlin & Theresa Angus Breakout session "REDCap Administrative Support Models and User Policies” Presented by: Samantha Walkow, Tasha Coughlin & Theresa Angus
Various Components for REDCap Administration: User requirements/use agreements Restrictions/policies (IRB approval vs. QI) Creating accounts (internal vs. external), level of access rights Maintenance & upgrade scheduling / SOPs Governance, support roles Fee-for-service vs free models Effort reporting
Requirements/Agreements for Use Affiliation with Institute Considering Two factor authentication All projects need to be under a local Principle Investigator, no matter the size Training (formal or informal) Biostats/Epidemiology (BERD) Consult for Study Design Computing Ethics (institutional agreement)
EULA- End User License Agreement http://www.bu.edu/ctsi/files/2017/01/REDCap-EULA_v4.3.pdf
Restrictions/Policies (IRB approval vs. QI) PHI in REDCap database IRB submission to determine if a study is research, an exempt institution QI or medical center QI IRB Approval (human subject research) review and approval of the project is required by Institutional Review Board Possible future charges for QI Not intended for users’ long-term data storage
Creating accounts Internal vs. External Level of access rights examples: Request form filled out by PI w/ a user agreement Create accounts referred to REDCap by Research Evaluation Specialists Some organizations have AD (Active Directory) authentication Time Saver, but could be less control over use
Maintenance, Upgrades & SOPs Scheduled Upgrade 2 times per year on LTS / bug fixes every other month, 6 months behind Standard Operating Procedures Validation Documentation Test projects before upgrade Ad Hoc 7.0.4 LTS, now deciding on the upgrade schedule based on PT11 compliance requirements for testing and validation - as a committee No upgrade schedule, upgrades are requested ad hoc to mitigate bugs and add features - using Standard 7.2.0
Governance & Support Roles Research team decides whether or not users need training Appropriate use policy (annual review) SOPs Validation Documentation Pulling together stakeholders
Fee-For-Service vs Free Models Partially Free Model: Free 1 Hour initial session Significant programming, or complete build requires fee Hourly rate: $50 - $95/hr Ticket system for service requests QI vs Research projects
Effort Reporting Reporting Tools: Confluence/ServiceDesk for time, effort and ticket tracking Data management team tracks by start/end date, as well as hours worked (est) Database used to track project development IT/System Tech tracking for technical (backend/server) help requests Consults & end user support tracked via CUICForms in WebCAMP Web-based Center Administrative Management Program) Consults = support >15 min. Starting to use WebCamp - CTSI software package / reporting / pilot applications