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Compliance Systems Integration

This quarterly update discusses the integration of IRB and ACUC protocols with sponsored projects to improve compliance oversight. By linking protocols directly to proposals, the system streamlines the ability to search for protocol data and ensures that cost allowability and project shutdowns are managed effectively. New features will facilitate quick lookups, and reporting systems will provide invaluable data on expiring protocols. Implementation timelines are set around Thanksgiving, aiming to enhance communication within the IRB and ACUC offices.

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Compliance Systems Integration

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Presentation Transcript

  1. Compliance Systems Integration OSR-Evanston Quarterly Network Tuesday, November 19, 2013 Sara Krentz Business Systems Analyst Associate

  2. Purpose • Increase compliance by directly connecting IRB and ACUC protocols with the sponsored projects they represent • Oversight will be easier • Allowability of costs • Project shutdown • Data can be analyzed on a broad scale

  3. Phase I • Ability to search for IRB and ACUC protocols in InfoEd Approvals tab in proposals and link the search results to the proposal record • Approved dates, review status, etc feed from IRB/ACUC systems directly • Ability to do quick lookups in InfoEd

  4. Phase I • Converting data currently in systems • Data will be available in reporting systems • Expiring protocols on active projects • Proposals which have human or animal subjects but don’t have protocols linked • Etc!

  5. Limitations • Approval letter is not included in the data feed, so will still need to be retrieved from the PI or from IRB/ACUC directly • Linkage cannot be made from IRB/ACUC protocol end, only from InfoEd

  6. Phase II • After IRB and ACUC systems are upgraded • Will be able to search InfoEd proposals from the protocol entry side and link • Link will flow back into InfoEd proposal pages as protocol information is updated • IRB and ACUC offices will have InfoEd data easily available in their systems

  7. Phase III? • Reports • Approval letters • Etc!

  8. Availability • Café and InfoEd setting timeline for technical implementation • Could be week of Thanksgiving

  9. In the meantime… • Access to IRB system • Benefits include ability to look up statuses, assist with reminding PIs to renew protocols, pull approval letters • Contact IRB about options

  10. Deadline Entry

  11. Why Deadlines? • OSR uses deadlines to prioritize/manage workload • Follow up on proposals with deadlines already passed • Follow up on proposals with soon upcoming deadlines • Ultimately more accurate data available in InfoEd

  12. Updates to InfoEd Setup Questions • No longer able to say ‘no deadline’ • This is already true on Routing Form • Deadline will have to be entered to complete Setup Questions • Text to give some guidance on deadline entry

  13. Types of Deadlines • Electronic • Default value, used in majority of cases • Postmark • If mailing, and deadline based on when put in mail • Receipt • If mailing and must arrive by the deadline • Target • If no firm deadline

  14. Target Deadlines • Use this if the sponsor has not given a hard deadline • Use this for after-the-fact proposals with no deadline • If no deadline information exists, enter a date 5 business days or further from when proposal is ready for review by OSR

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