1. Siteman Cancer Center at Barnes-Jewish Hospital and Washington University School of Medicine Cancer Center Administration Database

2. What Information Can Be Captured Membership Grants Publications Shared resources Events Protocols Protocol Patient Tracking PRMC/QASMC operations

3. 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

4. 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)

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. Publications Walk Through

11. 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.

12. Shared Resource Walk Through

13. 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.

14. Event Walk Through

15. 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.

16. 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).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.

17. 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.

18. 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.

19. 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+)

20. 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.

21. 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.

23. 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