SPARCFulfillment Guide
SPARCFulfillment can be accessed directly from the navigation bar on the top of SPARCRequest, via SPARCDashboard Admin Edit section within a request or directly through the URL: sparc-fulfillment.musc.edu
Navigation
Home Page
Your default landing view is your “Home” page, which contains many useful features
a) Below the dark blue banner is a list of all requests that you have access to as a clinical provider or super .user. All columns in the header (SRID, Status, Short Title, etc.) are sortable. You may search by any attribute of the request in the Search Bar. This includes SPARC Protocol ID, any part of a title, PI, IRB approval dates, etc. Simply begin typing and your list of requests will auto-update based on your search criteria.
b) Directly above your dark blue banner on the right side you will see a series of icons, see descriptions below:
i. 
Refresh your page for the most recent updates (note: the application will auto-update as protocol-level (PI, Title, etc.) changes are made.
ii. 
Switch your request view to vertical open format.
iii. 
Click and select which columns you would like to show. The most recent selection on your current computer will preserve as the default view.
iv. 
Click to export the records listed in your current view to an Excel file. All data on the screen (SRID, PI, Title, etc.) will be exported.
v. 
Click to switch to a financial view of your requests.
iv 
Click to switch back to your study management (default) view of your requests.
All Tasks Page
In the light blue homepage banner, you will see an icon for “All Tasks.”
A system-generated email is sent to your institution email box when a task has been assigned to you.
Tasks represent those “chores” that have been assigned to you.
For example, Paul may create a task for Amy stating that he would like her to review his publication edits. Paul can create the task, assign it to Amy, and assign a due date.
Your default task view is a list of those open tasks that have been assigned to you or by you. To view all tasks for your organizations, switch to “All Tasks.” To view completed tasks, switch to “Completed.”
To create a new task, click “Create New Task.” Here you will be able to define the task, assign it to someone and attach a due date. New tasks can also be created from a follow-up service fulfillment event, inside a chosen visit/arm of a participant on a specific protocol.
All Reports Page
There is a reporting icon (left side) in the light blue Homepage banner. Click on the icon to access the various canned reports available in SPARCFulfillment. Please refer to the report data dictionaries for more details about each report.
Choose the desired Fulfillment report from the “All Reports” section (see Invoice Report example below), then set the filters and click “Request Report” to generate a report. Once in “Request Report,” the new report will appear in the list of existing reports in a “Pending” status until “Completed” – at which time you can download the requested export by clicking on the “attached file.” Previously generated reports can be organized and Sorted or Searched by fields such as Title, Dates, etc.
Imports Page
This page is where data from other systems can be imported into SPARCFulfillment via APIs. For example, xml reports with fulfillment data from Klok application with mapped data can be imported into SPARCFulfillment for record keeping and reporting purposes.
A “Proof Report” generates a test report without importing data; “Klok Report” imports data into SPARCFulfillment and generates a report.
Request Fulfillment Page
Header
Once you have identified the correct request to fulfill, simply click on any part of the request row to begin tracking your work activity. Your screen will now show as seen below with the specific service request that you selected, SRID 5730-001 for example, identified on the top of the page and correlating options below that.
Clinical Services Tab
Within the Clinical Services tab, you have the ability to manage arms, visits, and services. When adding arms, enter the arm name, subject count, visit count, and select any services you need from the list of services that appear on other arms. If you need to make changes to the visit calendar, you may do so by selecting an option under “Manage Visits.”
Please be sure that you are completely satisfied with your Nexus request via “Admin Edit” within SPARCDashboard before sending it to SPARCFulfillment. This can only be done one time. **After the initial push from “Admin Edit,” changes made in one module will be reflected in the other, all changes must be manually made in both modules.**
If you need to add visits to a specific arm, click on the add button, select which arm you wish to add this visit, then proceed to enter the visit name, visit day and where you wish to place this visit via the drop down, and also enter your before and after window. If you need to add additional service requests, you may do so in the “Manage Services” section. Be sure that the correct arm is chosen, then select which services you wish to add from the manage service dropdown, and click the add button. You have the ability to export the study schedule (from the primary Study Schedule default tab) as it currently exists. Please see below.
If a change must be made in the SPARCFulfillment, you must manually change it in “Admin Edit” as well. Therefore, any changes made in “Admin Edit” must be manually entered in SPARCFulfillment after the initial push.
*Please note that you are not able to change existing visit days or windows on this tab..
Quantity/Billing Tab
In the Quantity/Billing tab, you have the ability to change the quantity and type of billing for each individual service.
If you wish to change the quantity, simply change the number listed in the box to the desired number. If you wish to change the billing, simply enter the appropriate number into either the “R” box for research, or the “T” box for patients insurance.
Participant Tracker Tab
In the participant tracker tab, you have the ability to create new participants by clicking the “Create New Participant” button.
Be sure to enter all of the required information (Last/First name, MRN, Status, DOB, Gender, Ethnicity, Race, Address, City, State, and Zip Code) and click “Save Participant” at the bottom of the page. One has the ability to create as many participants
as they would like.
*Please note-once a patient has fulfillment data they cannot be deleted.
You are not limited to the “N” defined by the users. Notice on the top right section of the participant tracker that you are able to refresh the page, toggle the view, add/remove columns, and export a patient list at any time. You have the ability to export patient lists as well.
Tracking patient activity can be completed within the participant tracker tab as well. Once you enter a new study participant into the participant list you will see that they automatically appear under the participant tracker tab.
To begin tracking patient activity, first assign the patient to an arm by clicking the
button.Next click on the patient’s calendar
. Your patient header contains vital patient information.You are able to edit the patient information (i.e.: status) from within the header by clicking the edit button
.Next, select the correct visit from the drop down for which you are performing activity.
Before you are able to mark a service as complete, incomplete, or follow up you must click the start visit button
to begin.Once the visit has started, mark each service as complete, incomplete, or follow up.
You have the ability to complete or incomplete multiple procedures within each particular grouping of services (lab, nursing, etc.) by selecting the service(s) from the dropdown then clicking the Complete/Incomplete buttons
.If you “complete all”, then the completed procedures will show a date of today. If you are marking a service as incomplete, please indicate the reason and leave any pertinent notes. If you need to complete a service at another time, click the follow up button
, assign this task to a person, and select a follow up date.Please note that if you have multiple of the same service at one visit it will be listed multiple times. This is determined by the quantity indicated on the visit calendar. You must mark each service as complete, incomplete, or follow up, in order to complete a visit.
You are also able to add services to an individual subject by selecting the service, and then indicating the quantity and clicking add service
.In order to complete a visit you must either complete, incomplete, or add a follow up date for each procedure. Once you have done so on all procedures click the complete visit button to complete the visit
.Notes are created each time a service is either completed, incomplete, or marked as “follow up.”
To add additional visit level notes click on the notes icon at the top of the visit
. At the top of each visit, you have the ability to indicate whether the visit is a space only or lab only visit through the drop down box. You also have the ability to choose missed visit indications from the drop down and select why a specific visit did not occur.
