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Streamlined Development Process for Electronic Case Report Forms

This presentation outlines the improved process for developing electronic case report forms (eCRFs) in biostatistics at the University of Kansas Medical Center. Emphasis is placed on the importance of multidisciplinary input from principal investigators, data coordinators, and biostatisticians throughout three key phases: design, testing, and deployment. Highlighting past challenges, the presentation showcases the need for clear communication and systematic organization in handling project workflows, funding considerations, and development approvals to create more efficient and effective eCRFs.

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Streamlined Development Process for Electronic Case Report Forms

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  1. A Streamlined Process for Electronic Case Report Form Development Lemuel Russ Waitman, Richard Walz, Lori McElgunn, Jonathan D. Mahnken, Matthew S. Mayo Department of Biostatistics The University of Kansas Medical Center May 16, 2011

  2. Outline • Motivation for Improving electronic Case Report Form (eCRF) Process • Preparatory Activities • Three Phases for eCRF creation • Examples: small pilot grant, pharma sponsored Investigator Initiated Trial (IIT), NIH grant Design Build and Test Deploy to Production

  3. Motivation • Multidisciplinary input needed to create eCRFs • Principal Investigator (PI), Data Coordinators, Nurses • Biostatistician (Stat), Senior Research Analyst (SRA), Project Managers (PM), Clinical Information Specialist (CIS), Quality Assurance (QA), Computer Application Administrator (CAA) • We had aninconsistent process • Where are we in the process? Who approves next? • Pressures and requests to create eCRFs without analysis and prior to funding • Overpromising: using the vendor’s framework versus writing “custom code” (either javascript or server side software modules)

  4. Activities before the eCRF Process • Initial Meeting: Principal Investigator, Pre-award Project Manager, Biostatistician (sometimes Informatics) • Budget Development • Protocol Development • Scientific and Human Subjects Review: • Follows acceptance of protocol/budget by the sponsor • For cancer trials, Protocol Review and Monitoring Committee (PRMC) prior to Institutional Review Board

  5. Phase 1: Designing Case Report Forms Review Protocol, List Data Needs (Stat, CIS) #1 Data Determination Meeting (PI, Stat, CIS, PM) Yes, Phase 2 #2 Create eCRF Draft Mockups (CIS) #3 Approval Stat -> PI #4 Funded? Yes No No Hold: Don’t Proceed until Funded Make Corrections

  6. Phase 2: Build, Test, Validate #5 Build eCRFs in Test (CIS) Make Corrections #7 Train PI’s Team and Test Forms (test env.) Change Request? Approval PI -> Stat #6 Apply Custom Code (CAA, if needed) Yes Yes No No #8 Create Data Dictionary (CIS), Validate Export (SRA) #9 Approval QA -> Stat -> PI Yes, Phase 3

  7. Phase 3: Deploy to Production #10 Migrate to Production Environment (CIS or CAA) Make Corrections #11 Final Testing if Custom Code (CIS/CAA) #12 Final Approval QA No Reapply Custom Code (CAA, if needed) #13 Complete!

  8. Private Grant with Existing Paper Forms

  9. Pharma sponsored IIT for Cancer Center

  10. NIH R01 (Custom Randomization & Javascript)

  11. Conclusions • Coordination has improved • Data dictionaries system derived; not paper • Highlighted the unsustainable nature of customizing code unless critical to science • Still being refined • Paper drafts versus build directly in system? (especially for REDCap versus Velos)

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