Date Revision Author Description /6/2016 SM Update to Adding a New site to the Study Record. Published.

Transcription

1 CPMS How to Guide Locating the study you want and adding new sites. V1.2 Assumptions & Prerequisites: Logging in The Home screen Using the main search box Using the filters Exporting your filtered search Viewing and managing a Study Record Viewing a Study that you are the Lead LCRN manager for: Adding a New site to the Study Record. Summary Document Change Control Version Number Date Revision Author Description /6/2016 SM Update to Adding a New site to the Study Record. Published /07/2016 DP Updated to show re named site buttons. Assumptions & Prerequisites: You have a CPMS account with the Local Portfolio Manager role.

2 To add new sites to a study, you will need a CPMS user account with the Research Activity Coordinator, Study Coordinator, Chief Investigator, Local Portfolio Manager (for the Lead LCRN) or National Portfolio Manager (for the Lead Administration) role Logging in See the CRNCC website for a link to CPMS (live) and a getting started with CPMS guide. ( into cpms how to guide/ ) For further materials log into CRN Learn with an IDG account to access the CPMS learning materials here If you have an NIHR account you can login to CPMS using that by clicking the Log in with your NIHR account button. See screen shot below. If you do not have an NIHR account Please see the Getting Sta rted guide

3 The Home screen This is the CPMS Home screen the toolbar is on the left hover over to expand. Your user name is displayed in the top right. The information in the orange boxes shows: The current number of studies open in CPMS The number of studies with activity uploaded in the last month The number of participants recruited in this Financial year. 1. Once logged into CPMS with the Local portfolio manager role, hover over the toolbar on the left it will expand. Click on the Studies tab to view a full list of studies in CPMS.

4 2. The study list is, by default, sorted in reverse order by ID. You can sort the study list by clicking on the small arrows at top of each column. 3. You can open any of the studies to view the study record by clicking the Study ID link or the Study short name link in the table.

5 4. By default you are presented with a list of all the studies in the system. A more direct way of searching for a study or a range of studies is by using the Show filters button. This will activate some further search options. 5. You can search by study ID, title or acronym, for example using the main search field. You can also use the filters (you can use as many of the filters for one search as required) to search for a study or to return a group of studies, for example, you can filter studies by: The study status (e.g open actively recruiting) The study speciality you can click several specialties if the study has a dual specialty or if you wish to return a list of studied from several specialties The Main RDO The Lead Admin Lead LCRN The Study Route

6 Using the main search box The best way to search of a study if you know the study ID is to use the main search box. The main search box will search for anything related to that study, so if you type a study ID into the main search field, the returned list will pull up anything with that particular string anywhere in the study details. If you use a word from the study title or acronym instead, the search would have returned a list of all studies with that particular word present. 1. If you know just a section of the study short title or the Study ID number you can type into the SEARCH field. eg 5432 > Press SEARCH 2. The following will be returned: Any study with 5432 anywhere in the Study details.

7 Using the filters If, for example you want to return all studies that are Open and actively Recruiting, click on that option, it will then show as being ticked to indicate you have selected it. 1. You can then use the Specialty filter, you can select more than one filter in the list. Again a tick box will indicate the chosen items: 2. To complete your search click Apply filters.

8 3. The returned list can again be sorted using the arrows above each column in the table. To open a study click on the Study ID or SHORTNAME link for that study. The returned list here is showing all studies that are open and actively recruiting, that have Children, or dementia or, ear nose and throat as a specialty. The returned list will also include studies where any of the 3 selected specialties are supporting specialties not just leading specialty. 4. Your search is summarized at the top of the list: 5. You can press the Reset button to clear your search OR if you need to amend your search to add or remove items from your search you can go back and click Show Filters and make the necessary changes.

9 Exporting your filtered search You can export a filtered list of studies into a.xlsx filetype ( which will open in MS Excel for example) 1. To export the returned list of studies, click on the Export button in the top right hand corner of the screen. 2. CPMS will then download a file for you to save to your local machine. Once downloaded you will have the option to save the file in your choice of location on your machine. Press Save

10 3. The downloaded file will open as a spreadsheet with a list of all the studies retuned in your search. 4. You can save and share this list as necessary. Viewing and managing a Study Record If you are not the Lead LCRN Manager for a particular study you will only be able to view the study record and see all the information about the study. If you are the Lead LCRN Manager for a study you will see an Edit button and you will be able to make any changes, including adding new sites. 1. From the list of studies you can click on the ID or the study short name to open the study record. So in the screenshot below, we are have opened a study that we are not the Lead LCRN Manager for. We have no edit button and we can only view the information on the screen.

11 Looking at the site list in particular ( Participating Organisations tab) there is no option to add any sites..

12 Also looking at the Design tab, again we cannot edit or add any further information. Viewing a Study that you are the Lead LCRN manager for: 1. If you are the Lead LCRN for the study you will have the option to edit the study record. When we have opened this study you can see the Edit button is visible

13 Adding a New site to the Study Record. In order to upload research activity against a site, the site must first be added in Edit mode to the CPMS Study Record on the Participating Organisations tab. Ideally the Lead LCRN or National Portfolio Manager will have added the participating organisations for the study during study start up activities. However, ensuring the relevant site is listed to enable the upload of the recruitment data once the site is ready to start is primarily the responsibility of the RAC for the study. Please contact the Lead LCRN for advice and assistance as required. 1. Click the Edit button to go into Edit mode When in edit mode the Edit button will become the Save button indicating you are in edit mode, and any changes you make will only be live once saved. 2. Go back to the Participating Organisations tab you should be able to see three options: The option you should use will depend on the type of site which needs to be added to the study record: 3a ADD SITES LINKED TO TRUSTS/CCGS 3b ADD OTHER SITES This will be the most frequently used option. Any NHS site which has a fixed relationship to a NHS Trust will be added here (mainly hospitals/gp Practices as well as any Trust Sites ). After searching for a site you should check the Trust and LCRN recorded against it as these cannot be changed once the site is added to the study record. This option includes non NHS sites and NHS sites which do not have a fixed relationship to a NHS Trust. This option includes sites such as dental practices, care homes, ISHPs (Independent Sector Healthcare Providers) as well as other site types. You will need to know whether there is NHS involvement at the sites you add through this option

14 3c ADD SITES BY TRUST 3. This option allows you to view sites by Trust, where the Trust is already associated with the study. This will include a list of Trusts which: already have sites linked to the Trust added previously to the study have been transferred over from Part C of IRAS Submissions a. ADD SITES LINKED TO TRUSTS/CCGS Option i. Click the ADD SITES LINKED TO TRUSTS/CCGS button. ii. Use the search box to search for the site name you wish to add. You can scroll through the returned list and check the box next to the site (or multiple sites) and press Select. iii. Press Save

15 You can extend the number of results you can see from the button. You can also choose which fields to show in the search using the that you can see more of the Trust Name. button e.g. remove LCRN name so b. ADD OTHER SITES Option i. Click the ADD OTHER SITES button. ii. As above, use Step 1 to search for a site. Once you have found the correct site, check the tick box and move to Step 2 iii. In Step 2 you need to confirm which organisation the site selected should be linked to. This is where you need to know if there is NHS involvement at the site: 1. If there is NHS involvement, select Yes, search on a Trust Name and check the box next to the NHS Trust/CCG the site should be linked to:

16 2. If there is no NHS involvement, at Step 2 select No and choose the correct Local Clinical Research Network (LCRN) from the drop down: If you are unsure which Trust/LCRN to link a site to, please contact the Lead LCRN for your study in the first instance. iv. To add the site to the study record select Create Link and then Save the study record

17 c. ADD SITES BY TRUST Option You should be able to use this option if you need to add a site at a Trust against which you have already selected a site e.g. previously added Guy s Hospital and now want to add St Thomas Hospital both sites are linked to Guy s and St Thomas Hospital NHS Foundation Trust so the Trust will be available in the drop down i. Next to the ADD SITES BY TRUST button, you will need to select the correct Trust from the dropdown of available Trusts: ii. iii. Once selected click the ADD SITES BY TRUST button You should now be able to see the list of all sites linked to the Trust. Either look through or use the Search button on the top right to filter down by Site Name and check the box next to the correct site you are able to choose more than one site. Click Select to add these to the study record:

18 This option is particularly useful for Primary Care as you are able to view sites by Trust i.e. see all GP Practices within a CCG. If the CCG is not already in the Trust list drop down, you will need to add one site from within the CCG using the Add a Site option. Once saved, the CCG should appear in the Trust list and you can follow the process above. 4. The new site(s) will automatically be added to the list of sites in the study view. You can mark the Site as Network Supported using the drop down box this will need to be completed for Commercial studies but is not mandatory for non Commercial studies. As with the site search, you can choose which fields to view under the Study Sites header using the button located under the Link Site button 5. To finish editing the Study view > press Save