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RAS Operations Effective Date: 12/08/2017 Version Information: Version 1.5, 12/08/2017

JOB AID: RAS REDCAP PRE-AWARD RESEARCH INITIATION SYSTEM (PRISM) Overview

REDCap (Research Electronic Data CAPture) is a common data collection tool used by research universities. Since REDCap allows considerable flexibility for collecting and reporting data, each RAS pre-award team uses REDCap to store information on award proposals and track the progress of each proposal until its final submission. RAS keeps its REDCap sites in “development” mode. This allows further modifications to each site as needs change for each RAS unit. However, the “development” mode also prevents the recovery of deleted data. All changes in REDCap are permanent. While there are ways to keep a back-up version of REDCap data, caution is still recommended when changing or deleting data. Login

Go to https://redcap.emory.edu and login with your Emory credentials.

Then select your RAS unit REDCap site under “My Projects”. You will likely only have one project to choose from.

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Contact Kesley Tyson (kdtyson@emory.edu) if you cannot access this site, or if you have any questions or concerns about REDCap. Send Intent to Submit Forms to PIs

The Intent to Submit (ITS) form allows a PI (Principal Investigator) to notify her assigned RAS unit that she plans to submit a proposal for a new sponsored research award. Each RAS unit has designed their own ITS form, based on the type of research typically performed by served departments. PIs fill out the ITS form using the survey function in REDCap. To pull up the ITS form, a PI or administrator enters the public survey URL for the RAS unit. To obtain the URL for your RAS, click on “Manage Survey Participants” in the side menu.

Periodically, copy and send this URL to PIs. To open the ITS form, paste this URL into your web browser address bar and press enter on your keyboard. The website address will directly open to the ITS form for your RAS unit.

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Managing Records

The “home base” for managing records is the Record Status Dashboard. The dashboard can be opened by clicking “Record Status Dashboard” in the side menu.

For each record created, a colored dot will indicate its status. Click the button to open the form for that record.

When an ITS form is submitted, REDCap creates a new record and automatically assigns a numbered “Study ID”, beginning with 1. The RAS manager or administrator should rename each record from the default # Study ID given at creation to something that can help the team quickly identify one record from another (i.e. “PI Last Name Due Date Sponsor/Mechanism/EPEX number, etc.”). Each RAS unit will create its own naming convention. Please note that the system automatically lists Study IDs alphabetically (this cannot be changed). Many RAS units add “zzz” to the beginning of a proposal’s Study ID once all work on the proposal is complete. This pushes the completed proposal to the bottom of the list of records, leaving only active proposals at the top.

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To edit a record (including to rename it), click on the corresponding dot in the Record Status Dashboard, then click the “Edit response” button. The form will now say that the survey response is editable. A new line will appear where you can enter a new Study ID. To change the value in any field besides Study ID, simply replace the current value in the field.

The buttons at the bottom of the form allow you to save forms, delete forms, and change the color of the button in the Record Status Dashboard. (Only some users have the ability to delete records.) Once you have made changes to a data field(s), click “Save Record”, else the changes will be lost. The site will bring you to a menu where you can select another record. If you would like to save but stay with your current record, click the “Save and Continue” button.

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To delete an entire record or only the opened form, click on either “Delete Record (All forms)” or “Delete data for THIS FORM only”. Please remember that all deletions are FINAL. Since records of completed proposals are kept in REDCap, a record should only be deleted if it is a duplicate or enter erroneously.

Finally, the “Complete?” dropdown menu changes the color of the button to open each form: Incomplete (red), Unverified (yellow), or Complete (green). ITS forms are entered through the survey function are automatically considered complete and permanently colored green. The meaning of each color will depend on what convention the specific RAS unit chooses. For example, yellow can mean a proposal is sent to FGC, while green means it was sent to sponsor.

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Reporting

With the reporting tools in REDCap, you can

• get data from multiple forms

• create, edit, and view reports

• view charts and statistics about collected data The “Data Exports, Reports, and Stats” link on the side menu bar brings you to these tools.

Each report can be run by pressing the “View Report” or “Export Data” button to the right of the report’s title.

• “View Report” will display the results of the report within the website.

• “Export Data” will produce a CSV/Microsoft Excel version of the report for download.

o Hit the “Export Data” button next to the title of the report you want to run.

o Choose the “CSV / Microsoft Excel (labels)” export format in the pop up window.

o Hit the “Export Data” buttom in the window.

o The file should download automatically.

• “Stats & Charts” opens some limited data analysis tools. These are not recommended for RAS purposes.

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The first report, “All data (all records and fields)”, pulls all data from all records and forms. This data can be saved periodically as a form of back up for the entire site. In the case of a massive disaster (i.e. someone deletes all records in the site), the data can be imported back into REDCap. If an intervention of this type is necessary, call Matthew at RAS-Central. Each REDCap site will have a report called “KPI”, which RAS-Central uses to calculate the KPI for pre-award responsiveness. DO NOT EDIT THIS REPORT.

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Finally, RAS teams and individual administrators are free to create new reports to meet their needs. Created reports will be available to anyone with access to your RAS unit’s REDCap site. If you create a report, be sure to title your report and distinguish it from reports other members of your RAS unit may create. To create a new report:

1. Click “Create New Report” on the main reporting menu

2. Title your report

3. From the drop-down menu, identify what fields you want to include in the report. You can select fields from any form (or “instrument”).

4. RAS REDCap does not use survey identifiers, and the survey timestamp is typically only used to calculate KPIs. You can leave this box unchecked.

5. Select if you want REDCap to filter and only show certain records (rows) in the report.

a. You can have REDCap filter the records in the report by any field, including fields you did not include in the report itself. If you do filter your results, be sure to note what filter you used in any data set that you export from REDCap.

b. Advanced sorting is also available. For example, you can sort a report so it only shows records where there PI is in SOM: Surgery: Admin AND the PI has a VA appointment.

6. Select how you want the results of your report to be ordered.

7. Click “Save Report” to save the settings for this report. You can then run this report from the main

reporting menu.

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Update Email Notifications

Click the Edit instruments link in the side menu.

Then click the Survey Notifications button. A list of everyone with access will pop up, and you can turn on/off who gets e-mail notifications.

Unfortunately, you either get all or none of the notifications.