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Population Tracking Session - e

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 Population Tracking Session - e Powered By Docstoc
					Version 1.0 Walk-Through




         May 2002




                      Presented by:
                      Office of Extramural Research

                      Dr. Della Hann
                      Mr. Dan Hall                    1
            Project Background
In FY 2000, ORWH requested a full business re-engineering of
the Population Tracking System:
Result of 2000 GAO recommendation to improve the accuracy
of the population tracking system

Redesign based upon the following Goals:
Central Repository of Population Data
   •Integrated with IMPAC II Transaction Data
   •External API to Interface with Existing IC Systems
Consistent Workflow and Reporting of Protocols across ICs

                                                             2
Population Tracking Focus Group
   Karen Bashir (NIA)           Aileen Kelly (CIT)
   Angela Bates (ORWH)          Darlene Levenson (NICHD)
   Lisa Begg (ORWH)             Jack Manischewitz (NIDA)
   Ann Carpenter (NCI)          Michael Martin(Logicon/ROW)
   Renee Edwards (CIT)          Sharry Palagi (NHLBI)
   Vickie Fadeley (OER)         Mary Lou Prince (NIMH)
   Larry Fanning (OER)          William Radcliffe (NIMH)
   Carla Flora (OER)            Lai Tan (NIAID)
   Donna Frahm (OER)            Kim Witherspoon (NCI)
   Michael Goodman              Sherry Zucker (OER)
   (Logicon/ROW)                Beth Patterson (NIDDK)
   Virginia Hartmuller (ORWH)
   Kim Jarema (CC)


                                                              3
              Fundamental Features
1. Store enrollment data with FY of Progress Submission
2. Access Grants and Grant/Protocols that Require Tracking
   • Activity Codes
   • Clinical Trial Code & Human Subjects Code
   • Exception Codes
3. Store Both New Form and Old Form Submitted Data
4. Access Subprojects
5. Support Domestic and Foreign Populations
6. Associate Multiple Protocols within a Single Grant
7. Associate Single Protocol with More than One Grant
8. Allow User to View and Retrieve Subject Counts            4
          Population Tracking Process Flow
                                  Code for                                                Crisp Indexing
IC Receives Grant                                             Award Grant
                                  Human Subj                                              of Subprojects
  IC Grants                       & Clinical                                                OD/Div.of
  Operations                      Trial                                                    Research Doc.

                                   Peer Review

                                                            Identify Trackable          Enter Population             Verify Target
                                                            Applications                   Target Data               Data (if avail)
                                                            IC Grants Ops/ Pgm       IC Grants Ops/ Pgm
                                                                                                                     Program Official
                                                            Supt./Grants Mgmt.       Supt./Grants Mgmt.


            Receive Progress                           Enter Enrollment          Verify/Monitor                  Award Grant
             Report/Type 5                                   Data                   /Approve
          IC Grants Ops/ Pgm                          IC Grants Ops/ Pgm         Enrollment Data                 Grants Mgmt.
                                                                                 Program Official
          Supt./Grants Mgmt.                          Supt./Grants Mgmt.




                               Track Avail./Missing                                Issue Offical Pop. Tracking
                                Required Pop. Data                                 Repots; Perform Analyses
                               PO/Pgm Area Dir./IC Focal                             IC Focal Point for Pop.
                               Point for Pop. Track/ORWH                               Tracking/ ORWH
                                                                                                                                5
            Population Tracking
           Design Considerations
• Consistent “Look and Feel” of IMPAC II
  – 640 by 480 Screen Size
  – Workflow (i.e. Search, Hitlist, Selection)
• Multiple Protocol Studies per Grant
• A Protocol Assigned to More than 1 Grant
• Data Capture Emphasis for 5/2002 Release


                                                 6
System Walk Though




                     7
                    Screens
Population Tracking consists of seven (7) primary screens:


     POP0000       Banner
     POP1000       Grant Search
     POP1020       Assign Protocol
     POP1300       Old Form Subject Counts
     POP1400       New Form Subject Counts
     POP6010       Pop Snapshot Report
     POP6020       Discrepancy Report




                                                             8
Banner Screen (POP0000)




                          9
Grant Search (POP1000)




                         10
Grant Search Results (POP1000)




                             11
Assign Protocol (POP1010)




                            12
Edit Protocol (POP1020)




                          13
Search Protocol (POP1000)




                            14
                                    Targeted/Planned Enrollment Table
                       This report format should NOT be used for data collection from study participants.

        Study Title:

        Total Planned Enrollment:


                               TARGETED/PLANNED ENROLLMENT: Number of Subjects


                                                                                  Sex/Gender
                         Ethnic Category
                                                              Females           Males                 Total

        Hispanic or Latino

        Not Hispanic or Latino

        Ethnic Category Total of All Subjects*

                        Racial Categories


        American Indian/Alaska Native

        Asian

        Native Hawaiian or Other Pacific Islander

        Black or African American

        White

        Racial Categories: Total of All Subjects *
*The “Ethnic Category Total of All Subjects” must be equal to the “Racial Categories Total of All Subjects.
                                                                                                              15
New Form Target Data (POP1400)




                                 16
                              Principal Investigator/Program Director (Last, first, middle):
                                                                      Inclusion Enrollment Report Table
                                                   This report format should NOT be used for data collection from study participants.
                             Study Title:


                             Total Enrollment:                                                   Protocol Number:
                             Grant Number:

                              PART A. TOTAL ENROLLMENT REPORT: Number of Subjects Enrolled to Date
                             (Cumulative)
                                                               by Ethnicity and Race
                                                                                                                   Sex/Gender
                                                  Ethnic Category                                                    Unknown or
                                                                                                Females      Males   Not Reported           Total
                             Hispanic or Latino                                                                                                     **
                              Not Hispanic or Latino
                              Unknown (Individuals not reporting
                             ethnicity)
                             Ethnic Category: Total of All Subjects*                                                                                 *
                                                 Racial Categories
                              American Indian/Alaska Native
                              Asian
                             Native Hawaiian or Other Pacific Islander
                             Black or African American
                             White
                             More than one race
                             Unknown or not reported
                             Racial Categories: Total of All Subjects*                                                                               *

                             PART B. HISPANIC ENROLLMENT REPORT: Number of Hispanics or Latinos Enrolled to
                             Date (Cumulative)
                                                                                                                        Unknown or
                                                 Racial Categories                              Females      Males
                                                                                                                        Not Reported
                                                                                                                                            Total

                              American Indian or Alaska Native
                              Asian
                             Native Hawaiian or Other Pacific Islander
                             Black or African American
                             White
                             More Than One Race
                             Unknown or not reported
                             Racial Categories: Total of Hispanics or
                             Latinos**                                                                                                              **
                             * These totals must agree.                                                                                                  17
                             ** These totals must agree.

PHS 398/2590 (Rev. 05/01)                                             Page _______              Inclusion Enrollment Report Format Page
New Form Enrollment (POP1400)




                                18
Enrollment Totals (POP1400)




                              19
Old Form (POP1300)




                     20
SNAP Report (POP1500)




                        21
Discrepancy Report (POP1600)




                               22
         July/October Initiatives
•Aggregate Reporting
•Quality Control Reporting (In addition to Discrepancy Report)
•Workflow (e.g. Automated Assignment of Protocols)
•Query Reporting (IRDB)
•Attributes Defined by Users (e.g. Enrollment Status)
•Administration Interfaces (e.g. Activity Code Maintenance)




                                                         23
             Deployment Milestones
•   May 6th – NIH Tracking & Inclusion Committee
•   May 10th – eRA Symposium
•   May 20th – Production Release
•   Week of May 27th (tentative) – Road Show1
•   Week of June 3rd (tentative) – Road Show 2
•   Week of June 10th (tentative) – Road Show 3
•   June 17th Training Sessions Begin


                                                   24
           Deployment Tasks

• IC User Admins Grant Roles
   • POP_TRACKING_UPDATE_ROLE
   • POP_TRACKING_APPROVAL_ROLE
• Application Setup
    • Deploy to Desktop
• IC Conversion
    • 5/20 for ICs Currently Holding Data Forms
    • 5/20 External API available for Existing Systems
    • June for ICs Using Spreadsheets


                                                  25
Thank You
   for
Attending




            26

				
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