CTMS Tips & Tricks - September 21, 2023

Who is CTMS?

The CTMS Program Office is responsible for the operations of the OnCore Clinical Trial Management System. These newsletters are sent from the CTMS Program Office to provide updates, tips & tricks, and guides for OnCore users.

Newsletter Topics

CTMS Webinars
Update: UW Holder of Funds REDCap Intake
Reminder: UW Holder of Funds Invoice Dates
UW Grant Worktags
OnCore CTMS Online Office Hours
Upcoming Webinars

Are you looking for additional information, work instructions and job aids for OnCore? Check out the CTMS Documents & Videos page (OnCore login required). This page contains reference documents, webinar recordings, presentations and more content provided by Central Offices to help with OnCore access and related workflows.

The CTMS team is committed to regular updates and improvement to the training and documentation published for OnCore. If you would like to submit requests and/or quality improvements to the CTMS documentation, such as work instructions, job aids, and e-learnings, please use this form. We look forward to hearing from you!

OnCore CTMS Webinars

Join us for upcoming OnCore Webinars!

This week, we held an informative webinar on the fundamentals of Study Calendars and Subject Visit Tracking with Megan Miller, the CTMS Training Program Manager.

Join us Tuesday, October 24th @ 12:30 pm PT for Epic training with the new Epic Trainer, Ann Gleason! We plan to cover Epic basics, reports, access training, timelines and more.

If you were unable to attend the Webinar on Tuesday, September 19, please watch the recording on the CTMS Documents & Videos webpage (OnCore login required), as it provides some foundational knowledge that will help with learning Epic. Slides for the Sept. 19th webinar and previous webinars are also posted on the CTMS Documents & Videos webpage!

Mark your calendars for future CTMS Webinars:

Tuesday, October 24th @ 12:30 pm PT

Epic (with Ann Gleason, UW Research IT)

Wednesday November 29, 2023 @ 12 pm PT

Topic TBD

Wednesday December 20, 2023 @ 12 pm PT

CTMS Year in Review

Please email CTMS@fredhutch.org with any questions or to be added to the Webinar invitation.

UW Holder of Funds REDCap Intake

Industry sponsored studies with UW Holder of Funds may submit to the REDCap Intake project without a Grant Worktag (GR#) if it is not available at the time of submission.

However, for studies that are sent out for external Coverage Analysis, UW CTO will require entry of the the Grant Worktag (GR#) in the OnCore > PC Console > Management tab "Internal Account No." field in order to bill for external Coverage Analysis fees, prior to the study leaving the Coverage Analysis stage.

If the Grant Worktag (GR#) is not entered at the time of Coverage Analysis signoff, the study will not advance further in startup. In order to avoid delays, the recommendation is to submit to UW SAGE at the same time as completing the REDCap Intake Submission Form.

Where Can I Find Additional Help?

Check out the UW Workday Integration webpage on the CTMS Program Office website: https://www.iths.org/ctms/cross-institutional-projects/uw-workday-integration/

Join us for the CTMS Office Hours:

Tuesdays, 10 AM - 12 PM PT
Fridays, 1 – 3 PM PT

Please reach out to the CTMS team at CTMS@fredhutch.org if you have any questions/concerns.

UW Holder of Funds Invoice Dates

For UW holder of funds studies, please ensure Invoice Dates match the date of finalization in OnCore. The University of Washington follows the month-end close accounting process to ensure that financial transactions are accounted for at the end of an Accounting Period (i.e., end of each month).

Because the invoicing period closes on the 1st of each month at midday, invoices cannot be processed if the Invoice Date is outside of the open fiscal period. For example, if an invoice dated 8/25/2023 was finalized in OnCore on 9/5/2023, Workday cannot process it because the August fiscal period has already closed.

To ensure proper accounting procedures are followed, the invoice date should align with the date the invoice is finalized in OnCore. In the example above, the invoice date should be recorded as 9/5/2023 instead of 8/25/2023. Study teams should refrain from backdating the invoice date and utilize the "Occurred Date" field in the items detail section to record the date the events or procedures occurred.

If study teams do find themselves with invoices from prior months that they are late to enter, we kindly advise that you record the date the invoice is finalized in OnCore as the invoice date.

Alternatively, study teams may email GCA at gcahelp@uw.edu and work on a manual workaround for an exception.

UW Grant Worktag

A grant worktag is generally associated with an agreement or a contract that involves a two-way exchange between parties. It is a way to track grants (i.e., Awards in Workday), contracts, and other sponsored agreements. A valid grant worktag is comprised of the prefix “GR” followed by 6 digits. For example, GR012345.

For studies that are in scope for the UW Workday-OnCore Integration (i.e., all studies in OnCore where UW is the Holder of Funds and calendar/financials are built out), you must record a valid grant worktag in the internal account number field in the PC Console Management tab before sponsor invoices are finalized with an invoice date for Workday to process. The grant worktag will not cross over to Workday if it is updated after the invoice is finalized.

Please reach out to the CTMS team at CTMS@fredhutch.org if you have any questions/concerns.

Where Can I Find Additional Help?

Check out the UW Workday Integration webpage on the CTMS Program Office website.
OR
Join us for the CTMS Office Hours! Office Hour information provided below.

OnCore CTMS Online Office Hours

Support staff from the CTMS Program Office will be available to answer questions and provide personalized guidance during virtual Office Hours.

Tuesdays, 10 am - 12 pm PT
Fridays, 1 pm - 3 pm PT

Breakout rooms are available for additional privacy during study-specific conversations. Staff from UW Clinical Research Budget and Billing (CRBB)/Clinical Trials Office (CTO) will also be available on Fridays, as schedules allow.

Drop in during Office Hours with the Zoom information provided below:

Join Zoom Meeting: https://uw-phi.zoom.us/j/94973022382
Meeting ID: 949 7302 2382
Dial: +1-206-337-9723 US (Seattle); +1-253-215-8782 US (Tacoma)

Can't attend Office Hours? Please reach out to CTMS@fredhutch.org any time for assistance or to schedule a virtual meeting.

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