Transcript Document

Siteman Cancer Center at Barnes-Jewish Hospital and
Washington University School of Medicine
Cancer Center Administration Database
What Information Can Be
Captured
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Membership
Grants
Publications
Shared resources
Events
Protocols
Protocol Patient Tracking
PRMC/QASMC operations
Who Uses The Data
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Administration
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PRMC/QASMC
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Protocols, Study Documents
Core Staff
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Membership, Protocols, Patient Tracking
Clinical Staff
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Membership, Protocols, Operational Data
Clinical Trials Core
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Everything
Shared Resource Tracking, Members, Protocols
Billing Compliance
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Protocols, Patient Tracking
Data Organization – Who Does
The x Belong To?
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Programs (CCSG designation) vs.
Working Groups (ad hoc groupings)
 Both categorizations can be used to
describe different types of data
(members, grants, pubs, etc.
Standing across centers (CCSG vs.
ICTS)
Membership
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Members are a central component to the
administrative system.
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Member demographic information is tracked.
Members are linked to the protocols, grants,
publications, programs and working groups they
participate in.
Shared resource usage and event participation
can also be associated with members.
Generates NCI Summary 1, members by focus
group report, membership profile.
Membership Challenge
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In a multi-center institution what defines the
member, what defines their status in a
center
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Member demographic information is shared
Membership status including change dates are
center specific.
Cumulative shared resource subsidies can be
calculated in shared cores.
Grants
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A repository for pending, active and
completed funding at the organization.
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Grants are linked to the members, protocols,
publications, programs and working groups.
Funding history can be captured including no
cost extensions.
Program/project and seed grant/resulting grant
relationships can be represented.
Generates NCI summary 2, internal
reconciliation report, and provides a platform for
ad hoc reporting.
Grant Challenges
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Tracking funding historically.
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Use funding periods to represent grant dollars at
a point in time.
Use a grant suffix to separate funding periods.
Example: 5 U10 077440 – 03 = the third funding
period for this grant.
Tracking seed/resulting grants
Tracking program/project grants.
Publications
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This section stores bibliographical information about
journal articles.
 Publications are linked to the members, grants,
and programs.
 Publications can be imported from Endnote™
libraries.
 Imports recognize members from author names
and suggest inter/intra programmatic
associations.
 Generates bibliographical output including
designations for inter/intra programmatic pubs;
this can be used directly in grants.
 The system allows for ad hoc reporting about
Publications.
Publications Walk Through
Shared Resource Tracking
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This section captures shared resource usage and
provide a mechanism to invoice for products and
services.
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Resource users can be identified. Resource personnel
are also linked to the resource.
A catalog of product and services with cost breakdowns is
maintained.
The products and services used are captured by date
down to a line item level. The usage can be associated
with active grants.
Invoices can be generated to charge users for the
resources products and services.
The system can be used to calculate and track user
subsidies.
Provides a platform for NCI grant reporting.
Shared Resource Walk Through
Event
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This area stores information related to
meetings, seminars and presentations.
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Members, programs, and working groups can be
associated with an event.
Email reminders can be generated by the
system.
Profiles of an event can be generated.
The data can be utilized for grant
documentation.
Clinical Conferences are organized with this
events system.
Event Walk Through
Other Sections - Protocols
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This section contains detailed information
about all of the clinical trials being
conducted at the institution.
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They are linked to the research team, grants,
programs and working groups.
The depth of information entered can range from
basic NCI reporting requirements to patient
management and data capture.
Support scientific review and internal auditing
functions.
Generates NCI summaries 3 and 4 as well as
various operational, managerial, and
administrative reports.
Enterprise Integration
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The database provides information regarding
membership and clinical trials for dynamic web
searches on the Siteman public web site
(www.siteman.wustl.edu).
Information about faculty involvement with the
Cancer Center is provided to a university wide
directory.
Emails regarding important events related to
protocols and membership are sent in real-time or
in batches as needed.
The status of university IRB renewals are
transferred into the system.
Ad Hoc Reporting
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The system contains functionality for allowing user
to produce custom reports from all of the sections of
the database.
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A query liberty exist for reusing and sharing custom
queries.
Microsoft SQL Reporting Services provides a report
builder that can be used to expose views to the users for
custom report generation.
A number of report output choices are available including:
PDFs, Excel, and Word.
End User Maintenance and
Support Functionality
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The system allows power users to be
granted the ability to manage drop down list.
The system provides a Help area where
documentation can be centrally provided.
A history of system modifications can be
kept and shared with end users.
Announcements related to system changes
or outages can be provided to users.
Technical Foundation
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Database backend – Microsoft SQL Server
Application Framework – Microsoft .Net 2.0™ web
application on IIS 7
Reporting and Custom Query Components –
Microsoft Reporting Services™
Security – AD integration, SSL encryption, data
modification auditing, system time out.
Siteman Configuration - 2 servers
Client requirements – IE (v7+) or Firefox web
browser (v3.5+)
Future Directions
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Shared Resource enhancements –
additional reporting and integration with the
ICTS and other programs.
Organizational improvements to allow the
system to share information securely across
multiple projects (center grants, SPORE
grants, program project grants, etc.
Needs For Multiple Projects
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The ability to share data for common
elements (members, grants, publications,
etc.)
Filtered views and reports of the information
for project stakeholders.
Granular security on common elements.
Provide customizable categorization
structures (programs, workgroups,
membership types, etc.) to various projects.
Justification For a Central
Administration Database
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Link together pieces of the
administration picture
Provide a platform for information
gathering
Improve the distribution of information
Provide consistent reporting
Maintain a history of administrative
activities