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

Medicine Cancer Center Administration Database

What Information Can Be Captured

Membership Grants Publications Shared resources Events Protocols Protocol Patient Tracking PRMC/QASMC operations

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

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)

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.

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.

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.

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.

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.

Publications Walk Through

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.

Shared Resource Walk Through

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.

Event Walk Through

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.

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.

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.

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.

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+)

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.

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.

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