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Welcome & Introduction

This meeting agenda held on March 23, 2010, in Bethesda, MD, focused on implementing Operational Efficiency Working Group (OEWG) recommendations for cancer clinical trial activation. The meeting covered topics such as CTEP PRC review, LOI and protocol processes, cancer center models, CTEP plans, and tracking protocol timelines. The OEWG, established by the Clinical Trials and Translational Research Advisory Committee (CTAC), aimed to reduce trial activation time through stakeholder collaboration, timeline commitments, process improvements, and termination guidelines. The report outlines the accomplishments, current state, target timelines, and process improvements needed for Cooperative Group Phase III Trials.

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Welcome & Introduction

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  1. Welcome & Introduction CTEP/Cooperative Group/U01/N01 Meeting: Implementation of OEWG Recommendations March 23, 2010

  2. James H. Doroshow, MD Gabriel Hortobagyi, MD Co-Chairs Operational Efficiency Working Group Final Report“Compressing the Timeline for Cancer Clinical Trial Activation” Bethesda, MD March 10, 2010

  3. AGENDA Focus on CTEP PRC Review for CTEP IND Studies: Mass Solicitations & Unsolicited LOIs (U01, N01, & Cooperative Group Studies) 6:30: - Overview OEWG: Jeff Abrams 6:50: - Brief Overview of CTEP Revised Review Schema for Early Phase Cooperative Group Studies: Meg Mooney 7:00: - LOI and protocol review process in detail: JamesZwiebel 7:30: - Cancer Center Models (Anderson, Mayo, others): Working Groups 7:30 – Mayo: Kelly Paulson 7:45 – MD Anderson: Razelle Kurzrock 8:00:- CTEP Plan: Templates (agent specific & generic), Agent Libraries and Consensus Review: Andrea Denicoff 8:20: - Tracking of protocol timelines – “timeouts” and other issues: SteveFriedman 8:40: - Closing: Jeff Abrams

  4. Operational Efficiency Working Group (OEWG) • Clinical Trials and Translational Research Advisory Committee (CTAC) Charge: Establish an Operational Efficiency Working Group (OEWG) to recommend strategies and implementation plans for reducing the time for activation of Cooperative Group and Cancer Center trials • Composition: 63 clinical trial stakeholders: All 10 Cooperative Group Chairs, 8 Cancer Center Directors, Statisticians, Community Oncologists, FDA, CMS, Protocol Specialists, and NCI Clinical Trials Leadership

  5. Trial Categories Addressed by OEWG • Cooperative Group Phase III Trials • Cancer Center Investigator Initiated Trials • CTEP/IDB Early Drug Development Phase II Trials • N01 Contract Holders • Cooperative Groups (Post-meeting note: Phase I trials, including U01, are also addressed by OEWG.) • Cancer Center Activation of Cooperative Group Trials • NOT: Industry-sponsored trials; OHRP-related issues, CMS coverage

  6. OEWG Accomplishments • Developed commitment to new target timelines for steps in trial activation • Developed new process maps for trial activation • Developed recommendations and associated implementation plans to achieve target timelines • Established firm dates to terminate protocol development if all issues are not resolved • Developed resources to support implementation

  7. Cooperative Group Phase III Trials • Current State • OEWG Target Timeline • Recommended Process Improvements

  8. Time to Activation – Current State Cooperative Group Phase III Trials (2006 – 2008)

  9. Review/Revision of Phase III Protocols (2006 – 2008)

  10. OEWG Target Timeline – 300 days Timeline pauses if industry negotiations cause delay Feedback on major challenges in 5 days If registration trial, FDA review in 30 days Concept review Concept revision/ review cycles Protocol development Protocol review Protocol revision/review cycles Forms development 0 30 90 300 180 210 Time (days) Timeline excludes IRB, contracting, drug supply (Subsequently changed during implementation in that IRB is no longer considered a time-out. Please see Time-Out SOP.) Protocol terminated if not activated in two years

  11. Time to Trial Activation Current vs OEWG Target Post-meeting note: Please see the "Timeline Charts" on the OEWG website for the actual timelines implemented. Current median time includes CIRB approval, industry negotiations, and FDA approval

  12. Cooperative Group Process Improvement Recommendation 1: Group-specific Action Plan to achieve OEWG target timeline Implementation Plan Potential staffing changes Physician Senior Protocol Officers Non-physician Trial Development Managers Specialist medical writers Trial development steps performed in parallel Direct, coordinated interactions to resolve issues Project management/protocol tracking tools

  13. Cooperative Group Process Improvement Recommendation 2: CTEP Action Plan to achieve OEWG target timeline Implementation Plan Project Managers Manage overall protocol review, revision and approval process Facilitate interactions between CTEP and the Groups Coordinated NCI scientific review to identify all issues at time of initial concept review Prompt communication of critical issues in advance of formal written reviews Streamlined methods for communicating comments Distinguish advisory comments from those requiring response Project management/protocol tracking tool

  14. Cooperative Group Process Improvement Recommendation 3: Collaborative Group/CTEP process for concept and protocol revision Implementation Plan Direct, coordinated interactions to resolve issues High priority given for devoting time to issue resolution Fundamental aspects of study design resolved at concept stage Interactions at protocol stage focused on mechanics of completing a protocol embodying an agreed concept Prompt communication and resolution of major differences Minimal time spent discussing non-critical differences of opinion Minimization of time and effort for routine or pro forma revisions Rapid arbitration for any issues not resolved quickly

  15. Cooperative Group Process Improvement Recommendation 4: Develop approaches to reward performance against timelines Implementation Plan Establish comprehensive, reliable system for reporting timeline performance for each step in trial activation Collect timeline performance data for at least one year and assess accuracy and value of the data and reports Analyze performance data by individual Groups and across the Group system compared to target timelines Joint Group/NCI deliberations concerning Linking incentives to Group-specific timeline performance Incorporating performance against timeline targets in Subcommittee H review CTEP to include timeline performance in its annual staff performance evaluations

  16. CTEP/IDB Early Drug Development Phase II Trials • Current State • OEWG Target Timeline • Recommended Process Improvements

  17. Time to Activation - Current State N01 and Cooperative Groups (2006-2008)

  18. Review/Revision of ProtocolsN01 and Cooperative Groups (2006-2008) Trials Revisions

  19. OEWG Target Timeline – 210 days Timeline pauses if industry negotiations cause delay Post-meeting update: Cooperative Group Phase 1/2 or 2 Concepts of > 100 patients have a target timeline of 240 days (210 days + 30 days added to Concept approval stage = 240 days). LOI review LOI revision/ review Protocol development Protocol review Protocol revision/review and forms development 0 30 60 120 150 210 Time (days) Timeline excludes contracting, drug supply, IRB, FDA (Subsequently changed during implementation in that IRB is no longer considered a time-out. Please see Time-Out SOP.) Protocol terminated if not activated in 18 months

  20. Time to Trial Activation Current vs OEWG Target Current median time includes IRB approval and industry negotiations

  21. Early Drug Development Phase II Trial Activation Process Improvement Recommendation 5: CTEP Action Plan to achieve OEWG target timeline Implementation Plan Project Managers Manage overall protocol review, revision and approval process Facilitate interactions among CTEP, PIs and industry Teleconferences to resolve issues for “on hold” LOIs Prompt communication of disapprovals in advance of review letter Streamlined methods for communicating comments Distinguish advisory comments from those requiring response Project management/protocol tracking tools

  22. Early Drug Development Phase II Trial Activation Process Improvement Recommendation 6: Collaborative Group/N01/CTEP process for LOI and protocol revision Implementation Plan Direct, coordinated interactions to resolve issues (within 14 days of LOI review) (Post-meeting note: CTEP will set up calls within 14 days of review.) High priority on devoting time to issue resolution Fundamental aspects of study design resolved at LOI stage Interactions at protocol stage focused on mechanics of completing a protocol embodying an agreed LOI Prompt communication and resolution of major differences Minimal time spent discussing non-critical differences of opinion Minimization of time and effort for routine or pro forma revisions Rapid arbitration for any issues not resolved quickly

  23. Process Improvements Applicable across Trial Categories • Standardization of Tools and Templates • Enhanced Biomarker Funding and Capabilities • Cancer Center Trial Prioritization

  24. Standardization of Tools and Templates Goal: Facilitate rapid assembly of protocols Recommendation 9: Form working group involving NCI, Group and Center staff to coordinate standardization efforts Implementation Plan Compile inventory of protocol templates, data elements, case report form modules, etc. from Groups, Centers and NCI Analyze inventory to identify current standards, best-in-class products, redundant development efforts and unmet needs Analyze status and output of existing standardization efforts Identify tools and templates where standardization is mandatory and those where recommended or optional Identify needed standards for interoperability Develop a coordinated process for implementing standards

  25. Enhanced Biomarker Funding/Capabilities Goal: Facilitate rapid activation of trials involving critical biomarker studies Recommendation 10: Enhance funding and capabilities for use of biomarkers in NCI-funded clinical trials Implementation Plan Expand the Biomarker, Imaging and Quality of Life Studies Funding Program (BIQSFP) to large randomized Phase II trials: Done Support biomarker studies for early-phase trials Require clinical trial concepts/LOIs to describe proposed integral or integrated biomarker studies Provide funding for development, validation, and conduct of clinical grade assays: Underway Develop standards for qualifying sites to conduct imaging studies associated with clinical trials: Underway

  26. OEWG Recommendations: Implementation • Develop Cooperative Group and Cancer Center Action Plans • Administrative supplements awarded to all ten Cooperative Groups • Develop action plans • Hire additional staff • Acquire and deploy project management tools • Administrative supplement requests in review for NCI-designated Cancer Centers: 48 applications • CTEP action plan to be initiated for new concepts and LOI’s April 1, 2010; OEWG implementation kickoff meetings March 23rd for Phase I/II Investigators and March 24th for Coop Groups • Revised LOI and protocol processing • Revised templates and AE reporting tables • Transparent timeline tracking system: “Who has the concept/protocol?” • Cancer Center action plans: Working Groups (Phase I/II trials) • Coop Group models and action plans

  27. OEWG Recommendations: Implementation (2) Firm Termination Deadlines Beginning January 2011 24 months for Phase III 18 months for Phase II (Post-meeting note: and Phase I) FY 2011 and beyond Routine collection and reporting of timeline performance Incentives for Cooperative Groups, Cancer Centers, CTEP, and DCP to meet the target timelines Long term support for efficiency initiatives Vision: Coordinated, interactive processes for timely development, review, revision and approval of all NCI-supported clinical trials

  28. OEWG Next Steps Launch OEWG Phase II addressing rate of accrual and time to trial completion

  29. AGENDA Steering Committee Evaluation/Review of Cooperative Group Large Phase 2 (≥ 100 pts) and Phase 3 Study Proposals & Protocol Development/Activation 9:00 - Introduction: Jeff Abrams 9:05 - Overview of CTEP Revised Review Process for Groups: Meg Mooney 9:25 - Concept Review Process in Detail w/ Timelines: MegMooney 9:55 - Group Plans /Models for OEWG Tracking 9:55 - SWOG: Dana Sparks 10:10 - ECOG: Donna Marinucci 10:25 - Coffee Break 10:45 - CTEP Plans for OEWG Implementation: Meg Mooney 11:15 – Timeline Tracking (Implementation and Management of Timeouts): MegMooney, Steve Friedman 12:00 - Questions: Jeff Abrams, Meg Mooney, Steve Friedman  12:15 - Closing: Jeff Abrams

  30. American Re-investment and Recovery Act Funds (ARRA) • ADOPT – IT projects to facilitate rapid protocol development and data management • RaPID – support for Groups and CTEP to achieve the protocol development timelines set out by the OEWG.

  31. ADOPTion of New Technologies for Remote Data Capture & Protocol Authoring • Electronic Protocol Authoring (ePA) • - Requirements gathering, COTS analysis, selection • procurement, integration and implementation • Status: • - Identification of representation from Groups, • Consortia and Cancer Centers (Complete) • - Requirements gathering (ongoing ) • - Target ~1/1/11 to select product and begin pilot

  32. ADOPTion of New Technologies for Remote Data Capture & Protocol Authoring (cont ‘d) • 2. Electronic Case Report Forms (eCRF) – core library of • standardized Phase II and III eCRF modules • - Oncology Patient Enrollment Network (OPEN) • -Common Terminology Criteria for Adverse Events (CTCAE) • Status: • eCRF review/vetting process (Ongoing) • OPEN • Pilot complete: Six Groups participated; ~10 trials; • ~4500 patients accrued • 1/1/10: Groups that participated in pilot – • All new studies & selected legacy trials will use • OPEN V2.1 released 3/1/10 • Remaining Groups will complete pilot by 9/10 • CTCAEv4 integration is ongoing

  33. ADOPTion of New Technologies for Remote Data Capture & Protocol Authoring (cont ‘d) • 3. Clinical Data Management System (CDMS) – • The NCI is in the process of purchasing licensing rights • for a commercial Clinical Data Management System (CDMS) • software product that allows for remote electronic data • capture, along with the related installation, support and • maintenance services. • Status: • Procurement issues remain unresolved • Identification of representation from Groups, • Consortia and Cancer Centers (Complete) • 3/22/10 - Kick-off meeting to begin discussion to • identify/address ‘generic’ issues associated with • CDMS integration • Once procurement issues are resolved we will shift • focus to target the product(s) selected

  34. RaPID – Re-engineering Protocol Implementation and Development • All Cooperative Groups have approved funding plans • Each Group’s plan is unique but most have received support for protocol coordinators, officers, and/or medical writers • Most have also received support for IT tools to coordinate Group work

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