SPARCCatalog: Planning Organizations, Providers and Services

SPARCCatalog is the administrator’s back-end hub of SPARCRequest, where Catalog Managers can to add different institutions, service providers, programs, cores, services, and pricing information into the system. The SPARCCatalog set up is rendered to front-end SPARCRequest users for selecting and requesting services.

This document is to assist with planning SPARCCatalog organizational structure, users/providers and services configurations.

Table of Contents

1 Structure
2 Planning Setup
- 2.1 Level 1: Institution
- 2.2 Level 2: Provider
- 2.3 Level 3: Program
- 2.4 Level 4: Core
- 2.5 Level 5: Services
- 2.6 Split/Notify
3 Resources
4 Download Planning Document

Structure

Within SPARCCatalog, organizations and its users and services are set up as a hierarchy structure. Each level can have multiple organizations within it.

SPARCCatalog	SPARCRequest

SPARCCatalog	SPARCRequest

All structures begin with an Institution (1) as the highest level. In general, if there is one main site, all entities are added under that site. However, there may be multiple institutions if sites are managed and operated differently, such as University vs. Hospital, each requiring different groups of managers, service providers and services. At this level, overall system and catalog managers can be established for all the levels below.
At the second, required level is Providers (2). Like the Institutional level, consider how the location further splits up its management groups and their services. Provider can be designated as the split/notify level, where managers (i.e. group of service providers) can administer service requests that have been packaged/grouped under that level and receive service request-related system-generated emails.
Level 3 includes Programs (3), another required level. As with the other the first two levels, think of which groups belong at this level. In addition, the split/notify can be set at this level instead.
The fourth level permits another hierarchical split at a Core (4) level. This level is optional, providing another layer of service management if necessary. A split/notify can be designated at this level instead of one of the two previous levels.
The fifth & final level is Service (5), the specific resource being requested from a provider. At this level, each service is tailored for properties such as clinical or non-clinical service distinction and pricing. A service can be a part of either a Program or Core level, depending on your structure.

[ 1 Structure ] [ 2 Planning Setup ] [ 2.1 Level 1: Institution ] [ 2.2 Level 2: Provider ] [ 2.3 Level 3: Program ] [ 2.4 Level 4: Core ] [ 2.5 Level 5: Services ] [ 2.6 Split/Notify ] [ 3 Resources ] [ 4 Download Planning Document ]

Planning Setup

Organizations should plan what entities, administrative users, providers and services will go into which hierarchical levels based on whether there are unique management and/or reporting distinctions among groups and services.

When deciding on the best structure for your institution, consider some of these questions:

At which level (Provider, Program, Core) will the same group (of service providers) manage services?
Will there be separate fee structures for the services?
How do you want these services reported – in categories, or all as services of this the same organization?
Beyond the SPARCCatalog Program level, is there another distinction to split into Cores, or will services be rendered under Program as the lowest level?

The following is an outline of what information is necessary to gain from service providers in setting up organizations and its providers and services in SPARCCatalog. Each unique provider should provide responses for their program and services. As a resource, a downloadable version is available at the end of this document.

[ 1 Structure ] [ 2 Planning Setup ] [ 2.1 Level 1: Institution ] [ 2.2 Level 2: Provider ] [ 2.3 Level 3: Program ] [ 2.4 Level 4: Core ] [ 2.5 Level 5: Services ] [ 2.6 Split/Notify ] [ 3 Resources ] [ 4 Download Planning Document ]

Level 1: Institution

SPARC Catalog Info	Consideration(s)
GENERAL INFORMATION
(1) Institution Name:	What is this Top level (Institution)?
Institution Abbreviation:	Shortened name for the Institution, displayed in shopping cart when selected, and in user search terms.
Institution Description:	Information service providers want their users to know about their Institution.
Institution Acknowledgment Language:	Language about institutional (grant) support added to emails sent to users who request services. Language at the institutional level is added to all services.
Institution Order:	Sequential number order for the Institution to appear in SPARCRequest.
Institution Color:	Banner color for the Institution in SPARCRequest (blue, light-blue, orange, red, green)
Institution Display in SPARC	Should the Institution actively appear in SPARCRequest?
USER RIGHTS
Institution Super User(s):	Administrators who have access to this and all levels (providers, programs, cores, and services) under this level, including draft requests and SPARCReports. No service request related emails go out at this level.
	Hold Email? User will not receive SPARC system generated emails.
	Can view Empty Protocols?
	Is a Billing Manager? If so, also allow crediting charges as a Billing Manager?
Institution Catalog Manager(s):	Administrators who have SPARCCatalog rights to manage all Institution's providers, programs, cores, and services.
	Allow Editing Historical Data?

[ 1 Structure ] [ 2 Planning Setup ] [ 2.1 Level 1: Institution ] [ 2.2 Level 2: Provider ] [ 2.3 Level 3: Program ] [ 2.4 Level 4: Core ] [ 2.5 Level 5: Services ] [ 2.6 Split/Notify ] [ 3 Resources ] [ 4 Download Planning Document ]

Level 2: Provider

SPARC Catalog Info	Consideration(s)
GENERAL INFORMATION
(2) Provider Name:	What is the Provider name?
Provider Parent:	Under which organization does this provider reside?
Provider Abbreviation:	Name displayed in shopping cart when selected, and in user search terms.
Provider Description:	Information service providers want their users to know about them
Provider Acknowledgment Language:	Language about service (grant) support added to emails sent to users who request services.
Provider Order:	Sequential number order for the Provider to appear in SPARCRequest. (only 1 level should be chosen)
Provider Split/Notify Here:	Is this the level that manages activity & service requests at or below this level? (only 1 level should be chosen)
Provider Survey Alert:	Should designated users at this level get associated service completion survey notices?
Provider Color:	Banner color for the Provider in SPARCRequest (blue, light-blue, orange, red, green)
Provider Display in SPARC	Should the Provider actively appear in SPARCRequest?
USER RIGHTS
Provider Super User(s):	Administrators who have access to this and all levels (programs, cores, and services) under this level, including draft requests and SPARCReports.
	Hold Email? User will not receive SPARC system generated emails.
	Can view Empty Protocols?
	Is a Billing Manager? If so, also allow crediting charges as a Billing Manager?
Provider Catalog Manager(s):	Administrators who have SPARCCatalog rights to change any programs, cores, and services at or below this level.
Provider Catalog Manager(s):	Allow Editing Historical Data?
PRICING
Pricing Setup for the group’s services is required prior to adding costs at the service level. When established at this level, pricing setup applies to all levels below it. If it is set up at this level, complete the details below.
Pricing Setup
Display Date:	When will the pricing setup be displayed in SPARCRequest?
Effective Date:	When will the pricing setup go into effect?
Source of Price/Rate:	Will the setup come from a Charge Master?
Percent of Fee for Federal/Corp/Other/Member Rate:	What is the percentage of the service rate charged to each funding source?
Funding Source Rate for each type - College, Federal, Foundation, Industry, Investigator (Industry Funded), Internal, Student Funded:	At which Percent of Fee rate will each funding source be charged?
Increase or Decrease Rates (if applicable)
Percent of Change:	What is the automatic percent change?
Display Date:	When will the percent of change be displayed in SPARCRequest?
Effective Date:	When will the percent of change go into effect?
Subsidy Information (if applicable)
Max Percentage:	What is the maximum subsidy percentage?
Default Percentage:	What is the default subsidy percentage?
Max Dollar Cap:	What is the maximum amount that will be covered?
Excluded Funding Sources:	List any funding sources that will be excluded from receiving a subsidy.
Instructions:	Include any instructions, if applicable.
SURVEYS
Provider Survey:	Will this level have a survey going out to the research team after a request is completed? After the survey is built, it will be associated with this Provider in SPARCCatalog.

[ 1 Structure ] [ 2 Planning Setup ] [ 2.1 Level 1: Institution ] [ 2.2 Level 2: Provider ] [ 2.3 Level 3: Program ] [ 2.4 Level 4: Core ] [ 2.5 Level 5: Services ] [ 2.6 Split/Notify ] [ 3 Resources ] [ 4 Download Planning Document ]

Level 3: Program

SPARC Catalog Info	Consideration(s)
GENERAL INFORMATION
(3) Program Name:	What is the Program name?
Program Parent:	Under which organization does this program reside?
Program Abbreviation:	Name displayed in shopping cart when selected, and in user search terms.
Program Description:	Information service Programs want their users to know about them
Program Acknowledgment Language:	Language about service (grant) support added to emails sent to users who request services.
Program Order:	Sequential number order for the Program to appear in SPARCRequest. (only 1 level should be chosen)
Program Split/Notify Here:	Is this the level that manages activity & service requests at or below this level? (only 1 level should be chosen)
Program Survey Alert:	Should designated users at this level get associated service completion survey notices?
Program Color:	Banner color for the Program in SPARCRequest (blue, light-blue, orange, red, green)
Program Display in SPARC	Should the Program actively appear in SPARCRequest?
Program Enable All Services:	Should the services at or below this level be maintained as one – either all Disabled or all Enabled - or individually maintained (Keep Availability)? This is applies at this level, only if the Core level is not being used in the hierarchy.
USER RIGHTS
Program Super User(s):	Administrators who have access to this and all levels (cores, and services) under this level, including draft requests and SPARCReports.
	Hold Email? User will not receive SPARC system generated emails.
	Can view Empty Protocols?
	Is a Billing Manager? If so, also allow crediting charges as a Billing Manager?
Program Catalog Manager(s):	Administrators who have SPARCCatalog rights to change any programs, cores, and services at or below this level.
Program Catalog Manager(s):	Allow Editing Historical Data?
PRICING
Pricing Setup for the group’s services is required prior to adding costs at the service level. When established at this level, pricing setup applies to all levels below it. If it is set up at this level, complete the pricing section details below.
Pricing Setup
Display Date:	When will the pricing setup be displayed in SPARCRequest?
Effective Date:	When will the pricing setup go into effect?
Source of Price/Rate:	Will the setup come from a Charge Master?
Percent of Fee for Federal/Corp/Other/Member Rate:	What is the percentage of the service rate charged to each funding source?
Funding Source Rate for each type - College, Federal, Foundation, Industry, Investigator (Industry Funded), Internal, Student Funded:	At which Percent of Fee rate will each funding source be charged?
Increase or Decrease Rates (if applicable)
Percent of Change:	What is the automatic percent change?
Display Date:	When will the percent of change be displayed in SPARCRequest?
Effective Date:	When will the percent of change go into effect?
Subsidy Information (if applicable)
Max Percentage:	What is the maximum subsidy percentage?
Default Percentage:	What is the default subsidy percentage?
Max Dollar Cap:	What is the maximum amount that will be covered?
Excluded Funding Sources:	List any funding sources that will be excluded from receiving a subsidy.
Instructions:	Include any instructions, if applicable.
SURVEYS
Program Survey:	Will this level have a survey going out to the research team after a request is completed? After the survey is built, it will be associated with this Program in SPARCCatalog.

[ 1 Structure ] [ 2 Planning Setup ] [ 2.1 Level 1: Institution ] [ 2.2 Level 2: Provider ] [ 2.3 Level 3: Program ] [ 2.4 Level 4: Core ] [ 2.5 Level 5: Services ] [ 2.6 Split/Notify ] [ 3 Resources ] [ 4 Download Planning Document ]

Level 4: Core

SPARC Catalog Info	Consideration(s)
GENERAL INFORMATION
(4) Core Name:	What is the Program name?
Core Parent:	Under which organization does this core reside?
Core Abbreviation:	Name displayed in shopping cart when selected, and in user search terms.
Core Description:	Information service providers want their users to know about them
Core Acknowledgment Language:	Language about service (grant) support added to emails sent to users who request services.
Core Order:	Sequential number order for the Core to appear in SPARCRequest. (only 1 level should be chosen)
Core Split/Notify Here:	Is this the level that manages activity & service requests at or below this level? (only 1 level should be chosen)
Core Survey Alert:	Should designated users at this level get associated service completion survey notices?
Core Color:	Banner color for the Core in SPARCRequest (blue, light-blue, orange, red, green)
Core Display in SPARC	Should the Core actively appear in SPARCRequest?
Core Enable All Services:	Should the services at or below this level be maintained as one – either all Disabled or all Enabled - or individually maintained (Keep Availability)?
USER RIGHTS
Core Super User(s):	Administrators who have access to this and all levels (services) under this level, including draft requests and SPARCReports.
	Hold Email? User will not receive SPARC system generated emails.
	Can view Empty Protocols?
	Is a Billing Manager? If so, also allow crediting charges as a Billing Manager?
Core Catalog Manager(s):	Administrators who have SPARCCatalog rights to change any cores, and services at or below this level.
Core Catalog Manager(s):	Allow Editing Historical Data?
PRICING
Pricing Setup for the group’s services is required prior to adding costs at the service level. When established at this level, pricing setup applies to all levels below it. If it is set up at this level, complete the pricing section details below.
Pricing Setup
Display Date:	When will the pricing setup is displayed in SPARCRequest?
Effective Date:	When will the pricing setup go into effect?
Source of Price/Rate:	Will the setup come from a Charge Master?
Percent of Fee for Federal/Corp/Other/Member Rate:	What is the percentage of the service rate charged to each funding source?
Funding Source Rate for each type - College, Federal, Foundation, Industry, Investigator (Industry Funded), Internal, Student Funded:	At which Percent of Fee rate will each funding source be charged?
Increase or Decrease Rates (if applicable)
Percent of Change:	What is the automatic percent change?
Display Date:	When will the percent of change be displayed in SPARCRequest?
Effective Date:	When will the percent of change go into effect?
Subsidy Information (if applicable)
Max Percentage:	What is the maximum subsidy percentage?
Default Percentage:	What is the default subsidy percentage?
Max Dollar Cap:	What is the maximum amount that will be covered?
Excluded Funding Sources:	List any funding sources that will be excluded from receiving a subsidy.
Instructions:	Include any instructions, if applicable.
SURVEYS
Core Survey:	Will this level have a survey going out to the research team after a request is completed? After the survey is built, it will be associated with this Providier in SPARCCatalog.

[ 1 Structure ] [ 2 Planning Setup ] [ 2.1 Level 1: Institution ] [ 2.2 Level 2: Provider ] [ 2.3 Level 3: Program ] [ 2.4 Level 4: Core ] [ 2.5 Level 5: Services ] [ 2.6 Split/Notify ] [ 3 Resources ] [ 4 Download Planning Document ]

Level 5: Services

SPARC Catalog Info	Consideration(s)
GENERAL INFORMATION
(5) Service Name:	What is the Service name?
Service Parent:	Under which organization does this service reside?
Service Abbreviation:	Name displayed in shopping cart when selected, and in user search terms.
Service Description:	Information service providers want their users to know about them
Service Order:	Sequential number order for the Core to appear in SPARCRequest. (only 1 level should be chosen)
Service Non-Clincal (Non-Per Patient/Visit) Services (Y/N):	Is this a Non-Clinical (study level, one-time-fee) or Clinical (per patient/per visit) service?
Service Display in SPARC	Should the Service actively appear in SPARCRequest?
Clinical Service Tags:	If applicable, will special functionality be turned on for this Clinical (per patient/per visit) service? (Epic integration)
SERVICE LEVEL COMPONENTS (FOR SPARCFULFILLMENT)
If the organization uses SPARCFulfillment to document (non-clinical services) completed work, fill out the details in this section.
Component Name(s):	What are the specific task categories to label completed work, if applicable?
PRICING
Pricing Map defines cost at a service/procedure level and looks to pricing schedule for discounts.
Pricing Map
Display Date:	When will the pricing map be displayed in SPARCRequest?
Effective Date:	When will the pricing map go into effect?
Service Rate:	What is the cost of the service before discounts applied?
Federal Rate:	What is the rate charged to a Federal study?
Corporate Rate:	What is the rate charged to Corporate study?
Other Rate:	What is any other defined rate, as applicable?
Member Rate:	What is any defined collaborative, membership rates, as applicable?
Non-Clinical Service Pricing Units (if applicable)
Unit Type:	How is the service measured (weeks, days, samples, etc.)?
Quantity Type:	How is each type calculated (e.g., hours, each, slides, etc.) ?
Quantity Minimum:	What is the minimum quantity to submit a service request?
Unit Factor:	What is the multiplier for each unit type?
Unit Maximum:	What is the maximum unit accepted in a service request?
Max Dollar Cap:	What is the maximum amount that will be covered?
Clinical Service Pricing Units (if applicable)
Quantity Type:	How is each type calculated (e.g., hours, each, slides, etc.) ?
Unit Factor:	What is the multiplier for each unit type?
Quantity Minimum:	What is the minimum quantity to submit a service request?
RELATED SERVICES
Related Service:	Are there any other services that should be submitted with this current service? If so, include the Service Name and if it's a required submission.
EPIC INTERFACE
Complete this section if there is an EPIC interface for clinical services, as applicable
EAP ID:	What is the service's EAP ID?
CPT Code:	What is the services CPT Code?
Charge Code:	What is the service's Charge Code?
Revenue Code:	What is the service' Revenue Code?
Order Code:	What is the service's Order Code?
Send to Epic:	Should this service be sent over to Epic?

[ 1 Structure ] [ 2 Planning Setup ] [ 2.1 Level 1: Institution ] [ 2.2 Level 2: Provider ] [ 2.3 Level 3: Program ] [ 2.4 Level 4: Core ] [ 2.5 Level 5: Services ] [ 2.6 Split/Notify ] [ 3 Resources ] [ 4 Download Planning Document ]

Split/Notify

Level where managers (i.e. group of service providers) administer service requests that have been packaged/grouped under that level and receive service request-related system-generated emails.

Split/Notify Distinction		Level
At which level (Provider, Program or Core) will the same group (of service providers) manage services?
Complete for each organization at the Split/Notify Level
SPARC Catalog Info	Consideration(s)
GENERAL INFORMATION
Enable All Services:	Should the services availability be maintained as one – either Disabled, Enabled - or individually maintained (Keep Availability)?
Tags:	If applicable, will special functionality for Administrative Approval (clinical ancillary) and/or SPARCFulfillment be enabled at this level?
STATUS OPTIONS
Status Options:	What is the workflow and service request Status Options
SUBMISSION E-MAILS
Submission E-mails:	If applicable, what is the general, Provider email that should receive service requests communications
USER RIGHTS
Service Provider(s):	Users who will be directly providing services and will receive messages regarding service requests (unless chosen to hold email).
	Which user is a Primary Contact? At least one primary contact must be listed to display to users.
	Hold Email? User will not receive SPARC system generated emails.
FULFILLMENT RIGHTS
Fulfillment Rights:	If applicable, what users will have access to provide and complete services in SPARCFulfillment?

[ 1 Structure ] [ 2 Planning Setup ] [ 2.1 Level 1: Institution ] [ 2.2 Level 2: Provider ] [ 2.3 Level 3: Program ] [ 2.4 Level 4: Core ] [ 2.5 Level 5: Services ] [ 2.6 Split/Notify ] [ 3 Resources ] [ 4 Download Planning Document ]

Resources

Also see the following resources that describe SPARCCatalog features: