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IRB & SPA Web-Based Submission InitiativeWelcome to the Allina Research Administration (ARA) 'blog'. We have created this area in order to keep you informed of our progress as we develop a new IRB and SPA electronic submission system. Over the next several months, ARA will work with our vendor, Key Solutions, Inc. to customize a dynamic review system. Research personnel, IRB members, administrators and others interested in our work should check this site regularly for project updates. Please E-mail us your feedback and questions. The ARA Team The Project Blog:POST: Training Schedule Date: 09-28-2009 It’s time to sign up for Allina’s IRB and SPA online submission training that will be held in October. The system is scheduled to open for online submission November 9, 2009. Documents submitted as paper copies, faxes, and emails will no longer be accepted.
Live Meeting Sessions
To Sign Up for Either Live Meeting or In-Person Sessions
Please note that if you need both IRB and SPA training, your IRB training session must be completed before you take the SPA training. Please sign-up by October 16. Please note: Self-guided training will be available on the Research Administration website after November 1. POST: Final Pilot Testing Begins Today Date: 09-15-2009 The vendor is scheduled to deliver the final pilot system today for testing. Testing will be done by IRB & SPA for the next two weeks to ensure all system operations are functional. These include: project/protocol routing, links from IRB to SPA, automated emails, Help page functionality, letters, agendas, minutes, etc. POST: Technology Requirements for Online Submission in November Date: 09-03-2009 Upon implementation, all materials submitted to Allina Institutional Review Boards (IRBs) and Sponsored Projects Administration (SPA) will be through the eProtocol online submission and review system. Paper copies, faxes, and emails will not be accepted. The one exception: items that require original signatures (e.g., contracts). Allina Research Administration will receive the production system this Fall. Early phase roll-out will begin November 2009. Please review the details below identifying technology requirements needed for research personnel to utilize online submission and review. Computer PC or iMac Software
Scanner We recommend a scanner (or multi-function device) in order to create electronic versions of documents Internet Connectivity Must have connectivity to the Internet to submit projects and access your project
Note: Internet Explorer 8.0 is not supported POST: IRB Project Update Date: 07-28-2009 The IRB received an updated version of the system on July 21. We are reviewing it and will begin preparing scripts to test the final configuration of the system in August. POST: SPA Project Update Date: 07-27-2009 Allina SPA has hard at work with the vendor completing the intial system configuration. SPA submitted final configuration request to Key Solutions on July 24th. In preparation for the July 24th configuration meeting, SPA completed a stakeholder review of the system with nine SPA research customers who had test access to the system for the review. A stakeholder debrief meeting was held on July 13 where the reviewers provided SPA with their feedback and suggestions for system improvement. The stakeholders had many good suggestions and many of them were incorporated into the final feedback to Key Solutions. The vendor is now working to finalize the system configuration for testing in August. POST: Elimination of Paper Submissions Date: 05-18-2009 Recently, the IRB Administrative Staff took photos of the IRB packet deliveries from the Copy Center. All four IRB's combined resulted in 17 boxes of paper for one month only! If you're environmentally conscious, Conservatree.com estimates 1 box or 10 reams of virgin paper uses .6 trees. That's 10.2 trees a month for IRB packets. By removing paper submissions from the IRB, we will not only be saving trees, we will be saving the valuable staff time and energy it takes to check-in and organize the submissions that arrive by mail, fax, e-mail and hand delivery. The IRB has completed its first iteration of feedback to Key Solutions, Inc. on the full/expedited application and is working on the next round of changes involving the exempt application. We're excited about the amount of work that's been accomplished, thus far. POST: SPA/IRB Common Fields Date: 04-21-2009 In our work to ensure that the new system is as efficient as possible, SPA and IRB identified a total of 52 commons fields captured in both SPA & IRB project submission. In the new system, these fields will all be captured initially by IRB and then automatically ‘flow’ into the SPA module so that re-entry is not required. This feature of the new system will save researchers valuable time and ensure that information between the two offices is consistent. We’ve identified three complete sections where all information will only need to be entered in the IRB portion and copy over to SPA: Personnel Information, Medical Equipment & Investigational Device, and Drug Products. POST: SPA Update Date: 04-15-2009 Last week, Allina SPA turned in final scope specifications for the design of SPA review module. SPA created workflows for all processes and a mock-up of what the module will look like. SPA workflow processes included the SPA review process, lab pricing, project change/closure process, high-impact study and SPORC reviews and device approvals. The mock-up included research pricing tables for both Inpatient, Outpatient, and Lab pricing, identification of common fields with IRB and an SPA study administration section for billing compliance information. More information on the specific processes and areas will be communicated so please keep checking back. SPA will come to final agreement on module design scope on April 15th. Today! POST: IRB Update Date: 04-15-2009 Work is well underway on the IRB forms to be used in eProtocol. On April 3, we submitted the first round of edits to the vendor and will be finalizing the scope of other system changes by the end of this week. We're excited that the project is progressing well at this point. POST: Project Announcement Date: 03-18-2009 Greetings! As part of Allina’s strategic vision to grow research and innovation, Allina Research Administration will be implementing a new web-based Institutional Review Boards (IRB) and Sponsored Projects Administration (SPA) submission system in the Fall of 2009. In 2008, Allina Research Administration evaluated a number of research electronic submissions systems marketed across the country. After an extensive, due diligence review process that included input from the Allina research community, Key Solutions, Inc. of California was chosen as our vendor. When implemented, this web-based system will make it possible for researchers to submit research studies to both the IRB and SPA offices through a single web portal. Approval by each department will remain separate, however common information will be shared thereby saving researchers and their staff time when entering information. By sharing one single, secure system, researchers, IRB members and Research Administration staff will have the tools to operate more efficiently and effectively. Imagine the time – let alone paper - that will be saved in communicating and maintaining study information for Research Administration and its research partners.
Communications Project planning is underway. Communications via email will occur when major milestones approach. Project Blog: To keep updated on the status of the project or to communicate with the project team, a project blog web page is accessible through our Research Administration home page or you may access the web page here. Thank You! Allina Research Administration
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Allina Research Administration
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