1. 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

2. 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

3. 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)

4. EULA- End User License Agreement

5. 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

6. 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

7. 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

8. Governance & Support Roles
Research team decides whether or not users need training
Appropriate use policy (annual review)
SOPs
Validation Documentation
Pulling together stakeholders

9. 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

10. 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