Siteman Cancer Center at Barnes-Jewish Hospital and Washington University School of Medicine

1. Siteman Cancer Center at Barnes-Jewish Hospital and Washington University School of Medicine Cancer Center Administration Database

2. What Information Can Be Captured • Membership • Grants • Publications • Shared resources • Events • Protocols • Protocol Patient Tracking • PRMC/QASMC operations

3. Who Uses The Data • Administration • Everything • PRMC/QASMC • Membership, Protocols, Operational Data • Clinical Trials Core • Membership, Protocols, Patient Tracking • Clinical Staff • Protocols, Study Documents • Core Staff • Shared Resource Tracking, Members, Protocols • Billing Compliance • Protocols, Patient Tracking

4. Data Organization – Who Does The x Belong To? • 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)

5. Membership • Members are a central component to the administrative system. • 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.

6. Membership Challenge • In a multi-center institution what defines the member, what defines their status in a center • Member demographic information is shared • Membership status including change dates are center specific. • Cumulative shared resource subsidies can be calculated in shared cores.

7. Grants • A repository for pending, active and completed funding at the organization. • 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.

8. Grant Challenges • Tracking funding historically. • 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.

9. Publications • 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.

10. Publications Walk Through

11. Shared Resource Tracking • This section captures shared resource usage and provide a mechanism to invoice for products and services. • 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.

12. Shared Resource Walk Through

13. Event • This area stores information related to meetings, seminars and presentations. • 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.

14. Event Walk Through

15. Other Sections - Protocols • This section contains detailed information about all of the clinical trials being conducted at the institution. • 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.

16. Enterprise Integration • 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.

17. Ad Hoc Reporting • The system contains functionality for allowing user to produce custom reports from all of the sections of the database. • 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.

18. End User Maintenance and Support Functionality • 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.

19. Technical Foundation • 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+)

20. Future Directions • 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.

21. Needs For Multiple Projects • 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.

23. Justification For a Central Administration Database • 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