1. Participating in NCTN Studies NCI codes, Rosters, and Roles
Ravi Rajaram
Asst. Project Director, CTSU
ECOG-ACRIN Group Meeting
Imaging Research Associate Education Symposium
November 10, 2016
11/10/2016

2. Agenda NCTN Organization Chart Understanding NCI codes
Joining the Network Group Roster
Managing Roster Data and Roles Using RUMS
RUMS Business Rules
Adding affiliate institutions
Adding Person Roles
Adding Persons
11/10/2016

3. NCTN Organization Chart
Main Member
Main
Member
Main
Member
Main Member
11/10/2016

4. Understanding NCI site codes
Please refer to the presentation at the CTSU website.
For questions about getting site codes for your site contact the ECU Help Desk at
11/10/2016

5. Joining the Network Group Roster
If you would like to be a main member site, you need to contact and submit the paper work to the network group that you would like to be part of.
If you would like to be an affiliate site, you can submit requests via the Roster Update management System (RUMS), in the CTSU website
If you would like to become a LAPS affiliate, you should contact the LAPS
If you would like to become a component under NCORP, you can submit requests using NCORP-SYS.
11/10/2016

6. Managing Roster Data and Roles Using RUMS
The Roster Update Management
System (RUMS)
Managing Roster Data and Roles Using RUMS
Is there any easy way to do Data Management or Roster Management?
11/10/2016

7. The Roster Update Management System (RUMS)
RUMS is an application for managing institution and person roster data on the CTSU website.
Features:
Supports common and roster-specific attributes.
Supports document collection.
Contains training information: video and user guide.
Highly configurable for roster owner-specific requirements.
Deep-linking capabilities to NCORP-SYS.
RUMs is an application hosted on the CTSU website that allows the management of institution and person roster data through a direct link with the Regulatory Support System (RSS).
Some of the Features are it does..
-Supports common and roster-specific attributes.
-Supports document collection.
-It does contain information for the user - training information such as video and user guide..
-It is highly configurable for each roster owner (roles will look slightly different, the attributes collected for each roster owner will look slightly different as well)
-Feature will have deep-linking capabilities to NCORP-SYS. Those are to be with NCORPs will be able to go in, request the additional person in NCORP-SYS and then immediately jump over to RUMS and request role and that will be a feature capability.
11/10/2016

8. RUMS Business Rules
Persons with an active CTEP-IAM can access and view roster data for their associated sites.
Persons with primary roles at the site for the roster owner may request changes.
All person records being requested for update must have an active or approved CTEP ID.
With the exception of the Rave-related and Registrar roles, roles are roster owner specific.
Roster owners may configure which actions are allowed in RUMS.
There is some business rules from RUMs that you need to be familiar with
Persons with an active CTEP-IAM can access and view roster data for their associated sites in rosters.
Persons with primary roles at the site for the roster owner may request changes. And what’s the primary role (some body can request changes on RUMs). The principle point of contact or the main point of contact for the roster owner of the site. For SWOG , that might a head CRA and for CTSU, it might a Site administrator.
11/10/2016

9. Possible RUMS Functions
NCTN Member Type
Action
Allowed
Roster Owner Review
Main Member
Add or withdraw non-primary person role X No
Request to add primary role to self
Yes
Request to add or withdraw a person
Request to add or withdraw affiliate, sub-affiliate, LAPS AA, LAPS ASA
NCORP
N/A
Request to add or withdraw site under the NCORP
LAPS
Request to add or withdraw site under LAPS grant
I am not going to review each line of this table, but in summary:
This will give you by member role type for the NCTN, what Action can be performed, if they are allowed do they require the Roster Owner Review. So, one thing to know here is-- adding a role to a person. Lets say a Primary role is allowed to all of the roster owners and does not require Roster Owner Review.
With RUMS Main Members and affiliates will be able to add/withdraw non primary person role, Request to add primary role to self, request to add/withdraw a person, request to add/withdraw sites
If a site is an NCORP they will be able to request persons roles and request a primary role added to self all other request will still need to be made through NCORPSYS
If a site is a LAPS they will be able to to add/withdraw a person, add/withdraw non primary person role, request to add primary role to self and request. If a site needs to request to add/withdraw a site they will need to contact CTEP.
11/10/2016

10. Tabs to navigate requests & filters
RUMS Tutorial
Training materials
Tabs to navigate requests & filters
To access RUMS click on the RUMS tab for the homepage of the CTSU members’ website.
The default page is the person roster browser as we anticipate this is where the majority of work takes place.
for larger rosters the user can filter by site, roster, role and use the icons to change pages
Some features to point out – there are training materials, a video, user guide, and the roles and access document. The roles and access document outlines which roles are available in RUMS and which roles have request privileges per roster owner.
11/10/2016

11. Request to become an Affiliate
11/10/2016

12. Request to become an Affiliate (2)
Search for Site
11/10/2016

13. Request to become an Affiliate (3)
Click on Site CTEP ID to select the site
11/10/2016

14. Request to become an Affiliate (4)
Select Member Role
11/10/2016

15. Request to become an Affiliate (5) Respond to LPO questions
11/10/2016

16. Request to become an Affiliate (6)
11/10/2016

17. Request to become an Affiliate (7)
Review and Submit
11/10/2016

18. Request to Withdraw Site
11/10/2016

19. Request to Withdraw Site (1)
Review and Submit
11/10/2016

20. Review status of requests for persons and organizations.
Request Tracking
Review status of requests for persons and organizations.
Edit Requests
Once your request is made you can review the status of your request under the tracking tab. Note that the role request is on hold until the add person request is completed by the roster owner in RSS.
Also note that you can use the X icon to remove the request, the pencil to edit, and if you mouse over the ? Icon the question from the roster owner will appear. Generally you will need to respond to the request by providing a comment, amending the request, or submitting information to the roster owner outside of the system depending on the instruction given. For example, for the CTSU roster we have received a number of withdraw request for investigators which we can’t process because the investigator is linked to active pts. We have to request a transfer form (or T*UMS) update before we make the change.
11/10/2016

21. Adding Person Roles
Person roles vary by roster owner. See the Roles & Access table to determine available roles.
There are the Action icons on the left with little + symbol on the top which is on the right..
Lets see how to add a person role > click the add role icon (icon with little + symbol)
This will pop up the wizard and you may search the site, role (using drop down ), if it is at the institution or protocol level. Also not all roles are available at the protocol level. But all of the rave roles are available at the protocol level.
Then, click the add to cart icon
Please note roles will vary by roster and refer to the roles and access table for available roles. Click next, confirm your changes, then submit the request
Click next > submit
11/10/2016

22. Confirming Changes
Non-primary roles do not require roster owner review and will automatically populate.
The newly added role will be available on the person roster browser –
remember non-primary roles do not require roster owner review –
& will automatically be populated on the person role browser
Now lets look at adding a new person
11/10/2016

23. To add a person they must have an active CTEP status.
Adding Persons (1)
Query k
terry
First step is to query the person you would like to add
You will note two possible choices from the query – the I buttons can be used to view additional information on your possible choices
Remember to add a person they must have an active ctep status – investigators must be registered with PMB and associates an active CTEP-IAM.
Take a look at our possible selections and you will notice that Katie does not even have a CTEP ID (starts with a ‘9’) always a dead giveaway that this is an unregistered person and can’t be added to the roster
Also notice that the left tool bar and tabs along the top show the processing step
To add a person they must have an active CTEP status.
11/10/2016

24. Staff can be added to multiple sites on multiple rosters.
Adding Persons (2)
Please note that as you go through the steps they will appear in the left tree and along the top:
Now assign the appropriate roles, remember you can add the person to multiple sites and rosters if you have access rights.
To remove a request simply check the X under delete
Staff can be added to multiple sites on multiple rosters.
11/10/2016

25. Adding Persons (3)
Answer the roster related questions. Some questions like those associated with HST are common across rosters but others are unique to a particular roster and upload any documents. Required questions and documents are marked with a red asterisk – also be careful to read any comments, some roster owners have requirements unique to the first time a person joins their group.
11/10/2016

26. Confirm Person Addition
ALL GOOD?
Review you request – not the request to add to a site and the roles are separate.
It is similar to the Patient Registration in OPEN , you need to confirm the data is correct before you submit the information.
11/10/2016

27. Review status of requests for persons and organizations.
Request Tracking
Review status of requests for persons and organizations.
Edit Requests
Once your request is made you can review the status of your request under the tracking tab. Note that the role request is on hold until the add person request is completed by the roster owner in RSS.
Also note that you can use the X icon to remove the request, the pencil to edit, and if you mouse over the ? Icon the question from the roster owner will appear. Generally you will need to respond to the request by providing a comment, amending the request, or submitting information to the roster owner outside of the system depending on the instruction given. For example, for the CTSU roster we have received a number of withdraw request for investigators which we can’t process because the investigator is linked to active pts. We have to request a transfer form (or T*UMS) update before we make the change.
11/10/2016

28. Questions?
11/10/2016

29. 11/10/2016