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Introduction to the Redesigned eBridge Study Staff Home Page

It’s Here! The redesigned “Study Staff Home Page”, impacting both the Animal and Human Subject research teams, goes live on September 7, 2013.  To identify a new "Home Page" format that increased your efficiency, your feedback was gathered from multiple sources, including:

  • Comments to the IRB and IACUC offices
  • Requests for help to the eBridge Help Desk
  • Feedback at the eBridge User Group
  • A survey of over 300 Study Staff and PI respondents
  • Brainstorming at an IRB Lunch & Learn

Here is a summary of the new features – select the one you want to view and jump to that page, or scroll down to view them all.

This redesign is Phase 1, focusing on restructuring and de-cluttering the home page for ease of locating submissions. The next phase will focus on tools for personalizing your submissions.

 

Action Required Tab

User Feedback

  • You wanted to easily find all submissions, including sub-projects such as amendments, to which you are asked to make changes.
  • You wanted to easily identify what is especially time sensitive and critical.
  • You wanted a way for a PI to easily find those submissions that are ready to be submitted for review.

Solution (functionality)

  • Displays only those submissions for which changes are requested and for which you have edit access.
  • Includes both Animal Submissions and Human Projects.
  • Has two sections for the PI view, one section for Study Staff. (see below for complete information)
  • Has new column: AUA/PRO for displaying the parent ID of a sub-project. This column is sortable.
  • Expiration Date displays with color coding.

Functionality - PI

Two sections are possible within the tab display:

  1. "Ready for PI to Submit" section displays at the top of the "Action Required" tab only if a submission is ready and a Study Team member executed the "Notify PI to Submit" activity.
  2. "Change Requests" section displays all submissions requiring action from the PI/Study Team. (only displays for those with edit access).

 

Functionality - Study Team

One section is possible for Study Team members.

  1. "Change Requests" section displays all submissions requiring action from the Study Team/PI. (only displays for those with edit access).

 

Example

  1. An amendment (animal or human) will display under the "Change Requests" tab if a reviewer has asked for changes and you have edit access to this amendment.
     - This amendment would not display here if you only have read access.
     
  2. A Study Team member executes the "Notify PI to Submit" activity. The PI receives an email notification that a submission is ready to submit.
     - The PI can select the link from the email to go directly to the submission, or
     - The PI can log in to eBridge and immediately view the section "Ready for PI to Submit".

 

Pre Submission Tab

User Feedback

  • You wanted all projects in Pre Submission to be easily located but separate from those in review.
  • You wanted a way to know that the PI completed the submit activity.
  • You wanted to easily identify what is especially time sensitive and critical.

Solution (functionality)

  • Displays all projects in Pre Submission only, including sub-projects, such as Amendments, ARs, CPRs, etc.
  • Displays those submissions for which you have read or edit access.
  • Includes both Animal Submissions and Human Projects.
  • Has column: AUA/PRO for displaying the parent ID of a sub-project. This column is sortable.
  • Has the additional column with the date of when the PI was notified. (defaults to display in the order of the most recent date the PI was emailed)
  • The Expiration Date is in colored text for the CPR, AR, and 3-Year de novo. N/A displays in black text for any new AUA, AA, PRO, AME, and RE.
  • The Expiration Date displays in color for a Human Project if it is within 90 days of expiration.
  • The Expiration Date displays in color for an Animal Submission if it is within 60 days of expiration.
  • When the PI Submit activity is completed, the submission moves out of Pre-Submission and into In Review - either Animal or Human.
  • Displays name of Contact.


Example

  1. An Animal Amendment was created several weeks ago, the PI was notified, and it is still in Pre Submission. Because it is not mixed with other submissions, such as it was in the previous "My Inbox", the Study Team can quickly locate the submission and view its status, including the most recent date the PI was notified.

 

In Review - Human Projects

 

User Feedback

  • You wanted to easily find all submissions, including Amendments, Continuing Progress Reports, and Reportable Events, that are in the process of being reviewed.
  • You wanted a way to monitor the progress of all submission.
  • You wanted to know how long the submission was in a certain state.

Solution (functionality)

  • Displays all Human Projects, including sub-projects, in the review process for easy access.
  • Displays those projects for which you have read or edit access.
  • Displays the date the submission entered the state, allowing for "at a glance" monitoring.
  • Displays the Expiration Dates, where applicable, such as the CPR, and uses color coding to further define those submissions that are within 90 days of expiration.
  • Displays name of Contact.

 

Example

  1. A Continuing Progress Report (CPR) was submitted and is due to expire in 30 days. You submitted it well within the recommended time to safely avoid expiration. You can easily monitor the Expiration date column, paying special attention to the color coding.

 

Human Projects Tab

 

User Feedback

  • You wanted to easily locate Approved projects.
  • You wanted to sort by PI name, Study Coordinator (now called Contact), and expiration date for prioritizing.
  • You wanted easier access to projects that were expired, withdrawn, etc.

Solution (functionality)

  • Displays for those listed on a PRO, for which you have read or edit access.
  • Additional sorting by PI, Contact (previously listed as Study Coordinator), and expiration date.
  • Displays with two sections: 1) Approved Projects and 2) Projects in the following states: Completed, Expired, Terminated, Denied, and Withdrawn.


Example

  1. A Human Project expired. You want to continue it by submitting a CPR. To find it, you can go to the Human Projects Tab, and look in the second section for Completed, Expired, Terminated, Denied and withdrawn projects. The Date it was archived now displays, allowing you to determine if the project is within the six month time limit of submitting a CPR from the state of Expired.
  2. You are planning your work for the next six months.  You can sort by Expiration Date to find out which projects will need CPRs.

 

In Review - Animal Submissions Tab

 

User Feedback

  • You wanted to easily find all submissions, including Amendments, 3 Year Renewals, and Annual Reviews , that are in the process of being reviewed.
  • You wanted a way to monitor the progress of all submissions.
  • You wanted to know how long the submission was in a certain state.

Solution (functionality)

  • Displays all Animal Submissions, including sub-projects, in the review process for easy access.
  • Displays those projects for which you have read or edit access.
  • Displays the date the submission entered the state, allowing for "at a glance" monitoring.
  • Displays the Expiration Dates, where applicable, such as the AR, and uses color coding to further define those submissions that are within 60 days of expiration.
  • Displays name of Contact.

 

Example

  1. An Annual Renewal (AR) was submitted and is due to expire in 60 days. You submitted it well within the recommended time to safely avoid expiration. You can easily monitor the Expiration Date column, paying particular attention to the color coding, so that Change Requests can be addressed in a timely manner.

 

Animal Submissions Tab

 

User Feedback

  • You wanted to easily locate Approved Submissions.
  • You wanted to sort by PI name, Study Coordinator (now called Contact), and expiration date for prioritizing.
  • You wanted easier access to those submissions that were expired, withdrawn, etc.

 

Solution (functionality)

  • Displays for those listed on an AUA, for which you have read or edit access.
  • Additional sorting by PI, Contact (Study Coordinator), and expiration date.
  • Displays with two sections: 1) Approved Submissions and 2) Submissions in the following states: Withdrawn, Expired, and Terminated.

 


Example

  1. You want to check to make sure there are no Animal Submissions that are close to expiring. You navigate to the Animal Submissions tab, and in the upper section, "Approved AUAs", you go to the Expiration Date column and click on it to sort so that those submissions that are closest to expiring are listed first.

 

Templates Tab (Animal Submissions Only)

 

User Feedback

  • N/A

Solution (functionality)

  • For Animal Submissions only.
  • Tab displays regardless of existing Templates.
  • Displays those submissions for which the PI chose to create a Template when copying an existing submission.
  • Templates display for those submissions for which you have read or edit access.
  • Additional sorting by Contact (Study Coordinator).


Example

  1. Your PI asks you to create a new AUA from one of his/her Templates. You log in to eBridge, but you don't find the Template to which the PI referred. This is because you are not listed as having either read or edit access on the Template. Your PI needs to add you to the Template with edit access.
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