1. Supporting REDCap - Staffing, Best Use of Limited Resources
Taryn Stoffs, MS
University of Florida
Yelena Fridgant
Sydney Local Health District

2. REDCap-Phone Instance
Taryn Stoffs, M.S. Clinical & Translational Science - Informatics and Technology Group, University of Florida
Production Instance
REDCap-Phone Instance
Active users: ~4,500
Total projects: ~2,600
Projects in production: ~1,200
Projects in development: ~1,200
Project types:
Without surveys: 59%
With surveys: 41%
Longitudinal: 27%
Repeating instruments/events: 2%
Project purposes:
Research: 65%
Operational Support: 12%
Quality Improvement: 18%
Other: 5%
Uses Shibboleth to manage accounts
Launching REDCap Mobile very soon!
Launching in August 2017
Used for projects needing Twilio services
Separate instance needed to clear security review due to
firewall issues.
Stored PHI will be kept to a minimum.
Projects will be moved to production instance after data
collection is complete.
Will use Shibboleth and User Whitelist to manage access
and accounts.
Will require support staff to be more hands-on in projects (granting access, creating projects, etc.).
$1,000 flat fee per project.
User support will be on a for-fee basis only.

3. Yelena Fridgant Clinical Research Centre, Sydney Local Health District
Users
Total: 850+ , Active users: ~500
Projects
Total ~ 580
Projects in production: ~260
Projects in development: ~320
Project types:
Without surveys: 39%
With surveys: 61%
Longitudinal: 13%
Repeating instruments/events: 2%
Project purposes:
Research: 48%
Operational Support: 25%
Quality Improvement: 25%
Other: 2%
Table based account management
REDCap Mobile not used , in testing

4. REDCap Services at the University of Florida
Staffing:
1 fulltime FTE and 1 part-time FTE support 4,500 users and 2,600 projects.
Support policies:
REDCap itself is free for all U.F. employees.
Each REDCap user gets one free hour of help ( /in-person) and one free hour of quality review for every project that has requested to go into production status.
Additional help beyond the free hour is $85/hour.
Assistance with REDCap Mobile or Twilio is $85/hour (no free help).
For-fee configuration services are also available at $85/hour.
Introduction to REDCap lecture/demo conducted twice a month.
Paid projects take priority over free projects.

5. REDCap Services at the Sydney Local Health District (SLHD)
Staffing
0.5 FTE REDCap Admin.
Support from IT dept only for upgrades, no resources provided for use of plug-ins or hooks
Support policies:
REDCap support is free to all SLHD researchers
REDCap support is free to all students of the University of Sydney working within the SLHD
Researchers can book in an appointment as often as needed, provided they have watched all training videos
Larger/more complex projects tend to be more frequent users of support
Sample calculations or survey settings set-up as part of free service with researchers completing rest on their own
Time allocated to assist other Local Health District to investigate/set up or trouble shoot their installations to encourage REDCap use across state within clinical settings.
No additional build service available.
Monthly schedule of lunch time lecture/demo conducted on different REDCap topic each month. 30 min demo/30 min discussion questions format.

6. Staffing, Best Use of Limited Resources
Have a comprehensive website with user guides, tips and tricks, grant and IRB templates, etc. to lessen burden on support staff.
Make use of the user guides created by other consortium members.
Make use of student help, especially developers.
Record a training session or demo and post to the website.
Have a ticketing system in place to streamline and prioritize support requests.
Create response templates for commonly asked questions.
Allow production Draft Mode changes to be approved automatically under certain conditions.
Allow normal users to add or modify events and arms on the Define My Events page for longitudinal projects while in production status.
Ask users to watch training videos before they book a consultation.

7. Let’s Discuss!