Research Facility and Study Management Software

The vendor is required to provide research facility and study management software for include:
•    Allow research staff to schedule visits and book the laboratories/resources in research centers.
•    Ability to run queries on these data for federal and institutional required reporting.
•    Track service fulfillment and facilitate billing.
- Study participant management:
•    Must maintain a list of study participants
•    Participants may be enrolled in more than one research study
- Study management:
•    Must maintain a list of research studies
•    Each research study is associated with a principal investigator (pi) (i.e., pi name, institution, college, department), an institutional review board (IRB) number, and funder information (i.e., funder name, grant number, start/end dates)
•    Must include robust mechanisms to support study participant management to include:
o    Master participant database
o    Ability to select participants from the master database and enroll participants in specific studies
o    Ability to track enrollment of participants across multiple studies (e.g., study name, enrollment date, participant start/stop date for each study, reporting on assessments/study procedures in which each person participated)
o    Ability to provide a list of all participants enrolled in a study must be able to develop study-specific research visit schedules with related assessments
o    Ability to schedule both research resources and room reservations within the same scheduling system, and related to specific study visits (see the bullet above) – more details in the room and resource management section below.
- Room and resource management:
•    The application must maintain a list of all rooms and resources that can be scheduled.
•    Must support categorization of the resources (e.g., when there are multiple units of the same piece of equipment, they would all be assigned to the same category)
•    Certain resources may be tied to a specific room/space. in this case, booking that resource should also block all other resources tied to that room from being booked by other studies.
•    Certain resources may be tied to another resource, in which case booking one of them should also book the other.
•    Ability to schedule both research resources and room reservations within the same scheduling system, and related to specific study visits – more details in the room and resource management section below.
•    The ability to see these combination scheduling of resources and room simultaneously on a calendar, and must be able to “block move” schedule resources/rooms on the calendar from one time or day to another without having to cancel the original reservations and rebuild them.
- Appointment management:
•    Users may schedule appointments for studies for which they have appropriate permissions
•    The ability to configure the system to designate users that can directly book resources/rooms, and designate users that can book requested resources/rooms but which require center approval before confirming those appointments
•    Users may also schedule ad hoc appointments that are unrelated to a specific study
•    Must be able to schedule appointments without associating them with a room or resource.
•    Appointments may be associated with one or more staff members.
•    For research visits, appointments will be associated with a participant, a study, and a time point
•    The application must have a user-friendly interface for adding appointments by frontend users and for viewing the availability of resources/rooms (or seeing that resources/rooms are not available)
•    Once an appointment is created, the application must send a calendar invite to the user that created the appointment and to all staff members associated with the appointment.
•    An appointment is modified or canceled; the application must send updated calendar information to users.
- Data queries and report generation:
•    The application must provide a way to query the database and generate reports – this includes building custom reports.
•    Data queries may be prepared by system administrators and then shared with users, or written directly by non-administrators.
•    If the bidder can implement this in a user-friendly way, queries may also be prepared through a graphical user interface.
•    Some example reports needed are:
o    Resource utilization by each research study within a given time period
o    Utilization of each resource category by each research study within a given time period
o    Number of unique research participants that visited our center within a given time period
o    Number of visits run by our center within a given time period – in total and by category (e.g., assessment or intervention visits)
o    Number of hours each resource was used during a given time period.