DATE March 17 2016HOSTED BY Andrew Watson

Welcome to RAINResearch Administration Information Network

bull Introduction

bull Updates and timely informationndash Special guest CFSndash OPAMndash RATEndash ORIO

bull Questions and answers

RAIN Agendawith Andrew Watson

CFS Central Financial Services

Sandy Catalan

CFS Sandy Catalan

What is ClinCard

ClinCard is a secure reloadable debit card supported by Greenphire a technology company specializing in managing compensation and reimbursement clinical trials participants

Itrsquos a faster and safer method to pay your study participants an excellent alternative to AP checks

Use the ClinCard tracking tool for loading tracking and reporting your studies payments

CFS Sandy Catalan

Consider this ClinCard requires multiple resources to administer payments

bull Study Site Coordinator ndash Add Maintain subjectsndash Issue cards to subjectsndash Issue payments to cards

bull Study Adminndash Add Maintain studiesndash Define Maintain payment schedules

bull Study Approverndash Approves payments

CFS Sandy Catalan

How do I get started

1 Submit a modification to the Institutional Review Board (IRB)

2 Following IRB approval submit a ClinCard Access Form to clincardohsuedu

3 Review OHSU website for training materials and videoshttpso2ohsueducentral-financial-servicestreasuryclincardcfm

4 Gain access to the ClinCard system5 Request reloadable debit cards6 Set up studies subjects payment schedules etc

bull Introduction

bull Updates and timely informationndash Special guest CFSndash OPAMndash RATEndash ORIO

bull Questions and answers

RAIN Agendawith Andrew Watson

CFS Central Financial Services

Sandy Catalan

CFS Sandy Catalan

What is ClinCard

ClinCard is a secure reloadable debit card supported by Greenphire a technology company specializing in managing compensation and reimbursement clinical trials participants

Itrsquos a faster and safer method to pay your study participants an excellent alternative to AP checks

Use the ClinCard tracking tool for loading tracking and reporting your studies payments

CFS Sandy Catalan

Consider this ClinCard requires multiple resources to administer payments

bull Study Site Coordinator ndash Add Maintain subjectsndash Issue cards to subjectsndash Issue payments to cards

bull Study Adminndash Add Maintain studiesndash Define Maintain payment schedules

bull Study Approverndash Approves payments

CFS Sandy Catalan

How do I get started

1 Submit a modification to the Institutional Review Board (IRB)

2 Following IRB approval submit a ClinCard Access Form to clincardohsuedu

3 Review OHSU website for training materials and videoshttpso2ohsueducentral-financial-servicestreasuryclincardcfm

4 Gain access to the ClinCard system5 Request reloadable debit cards6 Set up studies subjects payment schedules etc

CFS Central Financial Services

Sandy Catalan

CFS Sandy Catalan

What is ClinCard

ClinCard is a secure reloadable debit card supported by Greenphire a technology company specializing in managing compensation and reimbursement clinical trials participants

Itrsquos a faster and safer method to pay your study participants an excellent alternative to AP checks

Use the ClinCard tracking tool for loading tracking and reporting your studies payments

CFS Sandy Catalan

Consider this ClinCard requires multiple resources to administer payments

bull Study Site Coordinator ndash Add Maintain subjectsndash Issue cards to subjectsndash Issue payments to cards

bull Study Adminndash Add Maintain studiesndash Define Maintain payment schedules

bull Study Approverndash Approves payments

CFS Sandy Catalan

How do I get started

1 Submit a modification to the Institutional Review Board (IRB)

2 Following IRB approval submit a ClinCard Access Form to clincardohsuedu

3 Review OHSU website for training materials and videoshttpso2ohsueducentral-financial-servicestreasuryclincardcfm

4 Gain access to the ClinCard system5 Request reloadable debit cards6 Set up studies subjects payment schedules etc

CFS Sandy Catalan

What is ClinCard

ClinCard is a secure reloadable debit card supported by Greenphire a technology company specializing in managing compensation and reimbursement clinical trials participants

Itrsquos a faster and safer method to pay your study participants an excellent alternative to AP checks

Use the ClinCard tracking tool for loading tracking and reporting your studies payments

CFS Sandy Catalan

Consider this ClinCard requires multiple resources to administer payments

bull Study Site Coordinator ndash Add Maintain subjectsndash Issue cards to subjectsndash Issue payments to cards

bull Study Adminndash Add Maintain studiesndash Define Maintain payment schedules

bull Study Approverndash Approves payments

CFS Sandy Catalan

How do I get started

1 Submit a modification to the Institutional Review Board (IRB)

2 Following IRB approval submit a ClinCard Access Form to clincardohsuedu

3 Review OHSU website for training materials and videoshttpso2ohsueducentral-financial-servicestreasuryclincardcfm

4 Gain access to the ClinCard system5 Request reloadable debit cards6 Set up studies subjects payment schedules etc

CFS Sandy Catalan

Consider this ClinCard requires multiple resources to administer payments

bull Study Site Coordinator ndash Add Maintain subjectsndash Issue cards to subjectsndash Issue payments to cards

bull Study Adminndash Add Maintain studiesndash Define Maintain payment schedules

bull Study Approverndash Approves payments

CFS Sandy Catalan

How do I get started

1 Submit a modification to the Institutional Review Board (IRB)

2 Following IRB approval submit a ClinCard Access Form to clincardohsuedu

3 Review OHSU website for training materials and videoshttpso2ohsueducentral-financial-servicestreasuryclincardcfm

4 Gain access to the ClinCard system5 Request reloadable debit cards6 Set up studies subjects payment schedules etc

CFS Sandy Catalan

How do I get started

1 Submit a modification to the Institutional Review Board (IRB)

2 Following IRB approval submit a ClinCard Access Form to clincardohsuedu

3 Review OHSU website for training materials and videoshttpso2ohsueducentral-financial-servicestreasuryclincardcfm

4 Gain access to the ClinCard system5 Request reloadable debit cards6 Set up studies subjects payment schedules etc

CFS Sandy Catalan

Other Features

bull Activities charged to cards will be loaded to OHSUrsquos Internal Billing System and OGA module (if applicable) on a monthly basis

bull 1099 tax regulations will be met through ClinCard

CFS Sandy Catalan

Questions

Contact clincardohsuedu

Learn more Clincard Online Resources

CFS Sandy Catalan

Questions

Contact clincardohsuedu

Learn more Clincard Online Resources

OPAMOffice of Proposal ampAward Management

Kellie GuentertCharles ResareCari Benveniste

Expanded Clearinghouse Pilot

Our goal is to reduce administrative burden by eliminating the requirement of subrecipient commitment forms Instead utilize an online entity profile up-to-date and standardized

OPAMKellie Guentert

How the pilot works

Pilot institutions submit an entity profile once and update as needed

Subrecipient commitment form is not required for pilot institutions

We track how many subawards are prepared using the entity profile and other times we use the information

OPAMKellie Guentert

How the Pilot affects your department

For Sub-ins with a Pilot-participating institution do not complete their subaward commitment form They may provide a form to complete with project-specific information or request a Statement of Intent

For Sub-outs with a Pilot-participating institution OHSU Subaward Commitment Form is not required A letter of intent on their letterhead signed by their signing official will do (think back to old days)

OPAMKellie Guentert

In the next few weeks OPAM willhellip

Update O2 with instructions and links Revise Subaward Commitment form to

reference pilot (currently drafted) Determine processes in OPAM to track use of

entity profile Send updated information

OPAMKellie Guentert

Effort Certification Reminder

July to December 2015 effort period statements were sent to departments on February 9

Statements are due back to OPAM on Wednesday March 16

Send questions or concerns to

spaeffrtohsuedu

OPAMCharles Resare

Expanded Clearinghouse Pilot

Our goal is to reduce administrative burden by eliminating the requirement of subrecipient commitment forms Instead utilize an online entity profile up-to-date and standardized

OPAMKellie Guentert

How the pilot works

Pilot institutions submit an entity profile once and update as needed

Subrecipient commitment form is not required for pilot institutions

We track how many subawards are prepared using the entity profile and other times we use the information

OPAMKellie Guentert

How the Pilot affects your department

For Sub-ins with a Pilot-participating institution do not complete their subaward commitment form They may provide a form to complete with project-specific information or request a Statement of Intent

For Sub-outs with a Pilot-participating institution OHSU Subaward Commitment Form is not required A letter of intent on their letterhead signed by their signing official will do (think back to old days)

OPAMKellie Guentert

In the next few weeks OPAM willhellip

Update O2 with instructions and links Revise Subaward Commitment form to

reference pilot (currently drafted) Determine processes in OPAM to track use of

entity profile Send updated information

OPAMKellie Guentert

Effort Certification Reminder

July to December 2015 effort period statements were sent to departments on February 9

Statements are due back to OPAM on Wednesday March 16

Send questions or concerns to

spaeffrtohsuedu

OPAMCharles Resare

How the pilot works

Pilot institutions submit an entity profile once and update as needed

Subrecipient commitment form is not required for pilot institutions

We track how many subawards are prepared using the entity profile and other times we use the information

OPAMKellie Guentert

How the Pilot affects your department

For Sub-ins with a Pilot-participating institution do not complete their subaward commitment form They may provide a form to complete with project-specific information or request a Statement of Intent

For Sub-outs with a Pilot-participating institution OHSU Subaward Commitment Form is not required A letter of intent on their letterhead signed by their signing official will do (think back to old days)

OPAMKellie Guentert

In the next few weeks OPAM willhellip

Update O2 with instructions and links Revise Subaward Commitment form to

reference pilot (currently drafted) Determine processes in OPAM to track use of

entity profile Send updated information

OPAMKellie Guentert

Effort Certification Reminder

July to December 2015 effort period statements were sent to departments on February 9

Statements are due back to OPAM on Wednesday March 16

Send questions or concerns to

spaeffrtohsuedu

OPAMCharles Resare

How the Pilot affects your department

For Sub-ins with a Pilot-participating institution do not complete their subaward commitment form They may provide a form to complete with project-specific information or request a Statement of Intent

For Sub-outs with a Pilot-participating institution OHSU Subaward Commitment Form is not required A letter of intent on their letterhead signed by their signing official will do (think back to old days)

OPAMKellie Guentert

In the next few weeks OPAM willhellip

Update O2 with instructions and links Revise Subaward Commitment form to

reference pilot (currently drafted) Determine processes in OPAM to track use of

entity profile Send updated information

OPAMKellie Guentert

Effort Certification Reminder

July to December 2015 effort period statements were sent to departments on February 9

Statements are due back to OPAM on Wednesday March 16

Send questions or concerns to

spaeffrtohsuedu

OPAMCharles Resare

In the next few weeks OPAM willhellip

Update O2 with instructions and links Revise Subaward Commitment form to

reference pilot (currently drafted) Determine processes in OPAM to track use of

entity profile Send updated information

OPAMKellie Guentert

Effort Certification Reminder

July to December 2015 effort period statements were sent to departments on February 9

Statements are due back to OPAM on Wednesday March 16

Send questions or concerns to

spaeffrtohsuedu

OPAMCharles Resare

Effort Certification Reminder

July to December 2015 effort period statements were sent to departments on February 9

Statements are due back to OPAM on Wednesday March 16

Send questions or concerns to

spaeffrtohsuedu

OPAMCharles Resare

OPAM Cari Benveniste

New System Application Analyst

Welcome

Travis Dewey

RATE Research Administration Training amp Education

Margaret Gardner

Upcoming RATE Classes

bull InfoEd amp OGAbull Pre-award Federal Budget Basicsbull NRSA Training Grantsbull Post-award Federal Grants Managementbull RDA 101 Introduction to Research

Administrationbull Effort Certification amp Salary Cap

Explore enroll and sign up for alerts Compass

RATE Margaret Gardner

RATE Research Administration Training amp Education

Margaret Gardner

Upcoming RATE Classes

bull InfoEd amp OGAbull Pre-award Federal Budget Basicsbull NRSA Training Grantsbull Post-award Federal Grants Managementbull RDA 101 Introduction to Research

Administrationbull Effort Certification amp Salary Cap

Explore enroll and sign up for alerts Compass

RATE Margaret Gardner

Upcoming RATE Classes

bull InfoEd amp OGAbull Pre-award Federal Budget Basicsbull NRSA Training Grantsbull Post-award Federal Grants Managementbull RDA 101 Introduction to Research

Administrationbull Effort Certification amp Salary Cap

Explore enroll and sign up for alerts Compass

RATE Margaret Gardner

RAIN Margaret Gardner

Streaming RAIN Change

Network loginChit-chat

ORIO OHSU Research Integrity Office

David Holmgren

Big Brain out Compass amp CITI in

This spring

Big Brain gets decommissioned Online trainings move to Compass RCR courses will be provided by CITI programs

Keep your eyes open for more details information and instructions to come

ORIO Kim Lee

Clean up the old eIRB Submit or withdraw initial and continuing reviews

modifications in Researcher Preparation

Complete and submit all open actions on approved studies

Continue to use old eIRB until study migrated

Note Migrated studies are still accessible from the ldquoRead Onlyrdquo tab

ORIO Institutional Review Board (IRB) David Holmgren

New eIRB Reminders

Accessing Documents in eIRB (Demo) Draft ndash modify documents

Final ndash use finalized documents

PPQ Reminder Please enter your PPQ information here

ORIO IRB David Holmgren

ORIO OHSU Research Integrity Office

David Holmgren

Big Brain out Compass amp CITI in

This spring

Big Brain gets decommissioned Online trainings move to Compass RCR courses will be provided by CITI programs

Keep your eyes open for more details information and instructions to come

ORIO Kim Lee

Clean up the old eIRB Submit or withdraw initial and continuing reviews

modifications in Researcher Preparation

Complete and submit all open actions on approved studies

Continue to use old eIRB until study migrated

Note Migrated studies are still accessible from the ldquoRead Onlyrdquo tab

ORIO Institutional Review Board (IRB) David Holmgren

New eIRB Reminders

Accessing Documents in eIRB (Demo) Draft ndash modify documents

Final ndash use finalized documents

PPQ Reminder Please enter your PPQ information here

ORIO IRB David Holmgren

Big Brain out Compass amp CITI in

This spring

Big Brain gets decommissioned Online trainings move to Compass RCR courses will be provided by CITI programs

Keep your eyes open for more details information and instructions to come

ORIO Kim Lee

Clean up the old eIRB Submit or withdraw initial and continuing reviews

modifications in Researcher Preparation

Complete and submit all open actions on approved studies

Continue to use old eIRB until study migrated

Note Migrated studies are still accessible from the ldquoRead Onlyrdquo tab

ORIO Institutional Review Board (IRB) David Holmgren

New eIRB Reminders

Accessing Documents in eIRB (Demo) Draft ndash modify documents

Final ndash use finalized documents

PPQ Reminder Please enter your PPQ information here

ORIO IRB David Holmgren

Clean up the old eIRB Submit or withdraw initial and continuing reviews

modifications in Researcher Preparation

Complete and submit all open actions on approved studies

Continue to use old eIRB until study migrated

Note Migrated studies are still accessible from the ldquoRead Onlyrdquo tab

ORIO Institutional Review Board (IRB) David Holmgren

New eIRB Reminders

Accessing Documents in eIRB (Demo) Draft ndash modify documents

Final ndash use finalized documents

PPQ Reminder Please enter your PPQ information here

ORIO IRB David Holmgren

New eIRB Reminders

Accessing Documents in eIRB (Demo) Draft ndash modify documents

Final ndash use finalized documents

PPQ Reminder Please enter your PPQ information here

ORIO IRB David Holmgren

Formatting and Submission Tips

Consent templates must maintain margins to allow for IRB approval stampo This also applies for recruitment materials whenever

possible

Remove old IRB approval stamps (last page) lsquoprotocol approvalrsquo fields etc when doing a CR from the old system

ORIO IRB David Holmgren

Formatting and Submission Tips (Continued)

Documents must be formatted as finished productbull Version Dating and Pagination Tables (populated

on one page)bull IRB staff will not make major formatting

correctionsbull Access templates on IRB Policies and Forms Page

ORIO IRB David Holmgren

Formatting and Submission Tips (Continued)

Documents must be formatted as finished productbull Version Dating and Pagination Tables (populated

on one page)bull IRB staff will not make major formatting

correctionsbull Access templates on IRB Policies and Forms Page

ORIO IRB David Holmgren

ldquoFeedback and the eIRBrdquo - Session feedback

We received lots of ideas and suggestions in our last session on Thursday 225

Please use the lsquoFeedbackrsquo link on eIRB login pages

We prioritize all research recommendations and improvements in the new Issue Trackerndash Next lsquopatchrsquo still includes internal technological fixes

but all applicable requests will be incorporated

ORIO IRB David Holmgren

ORIO IRB David Holmgren

We appreciate your patience

The IRB team continues tohellip

bull Transition from the old to new eIRB

bull Identify bugs and best practices

bull Make the new eIRB the best possible system for everyone

We could not do it without your helpThank you

ORIO IRB David Holmgren

IRB Lunch and Learn

Feedback and the eIRBThursday March 24th

1130am ndash 1230pm in OHS 8B60

With every new system there are bugs to fixGrab your lunch and join eIRB team members for QampA and discussion Your feedback is captured in Issue Tracker for continued improvements

ORIO IRB David Holmgren

IRB Classroom TrainingThird Thursdays 1130 to 1230 pmCHH 3178 (room 5)

Introduction to IRBbull March 17th (Today)bull April 21st

Registration through Compass Learn more here

ORIO IRB David Holmgren

We appreciate your patience

The IRB team continues tohellip

bull Transition from the old to new eIRB

bull Identify bugs and best practices

bull Make the new eIRB the best possible system for everyone

We could not do it without your helpThank you

ORIO IRB David Holmgren

IRB Lunch and Learn

Feedback and the eIRBThursday March 24th

1130am ndash 1230pm in OHS 8B60

With every new system there are bugs to fixGrab your lunch and join eIRB team members for QampA and discussion Your feedback is captured in Issue Tracker for continued improvements

ORIO IRB David Holmgren

IRB Classroom TrainingThird Thursdays 1130 to 1230 pmCHH 3178 (room 5)

Introduction to IRBbull March 17th (Today)bull April 21st

Registration through Compass Learn more here

ORIO IRB David Holmgren

IRB Lunch and Learn

Feedback and the eIRBThursday March 24th

1130am ndash 1230pm in OHS 8B60

With every new system there are bugs to fixGrab your lunch and join eIRB team members for QampA and discussion Your feedback is captured in Issue Tracker for continued improvements

ORIO IRB David Holmgren

IRB Classroom TrainingThird Thursdays 1130 to 1230 pmCHH 3178 (room 5)

Introduction to IRBbull March 17th (Today)bull April 21st

Registration through Compass Learn more here

ORIO IRB David Holmgren

IRB Classroom TrainingThird Thursdays 1130 to 1230 pmCHH 3178 (room 5)

Introduction to IRBbull March 17th (Today)bull April 21st

Registration through Compass Learn more here

ORIO David Holmgren

Questions

David Holmgren IRB Managerholmgredohsuedu

503-880-9126wwwohsueduresearchintegrity

Wrap Up

bull Questions

bull Next meeting

April 21 2016930-1100 am

UHS 8B60bull Send topic requests to

rainohsuedu

Thank You