SPARCDashboard Step-by-Step Guide (v3.12.1)

1. Administrative User (with potential enabled modules)

1A. General User

Navigation buttons for different SPARC modules.

Recent news and updates

Upcoming events

List of Unsubmitted SPARC Protocol Requests

User Profile and notifications

FAQs, Contact, Feedback

View/Manage protocols that are being queued to send to Epic.

View/Manage protocols that have been pushed to OnCore (CRPC)

Protocol Merge function is only available to those with Overlord Access rights.

All:

Free text search using one of the options, or using the default “Search All”.

Save/Reset: 

Save the current filter as a favorite or reset the entered contents to start over.

2. Administrative User/Overlord/Service Provider

2A. General User

Status:

Filter by request statuses.

Organization:

Drop-down list showing all of the service provider organizations (institution/provider/program/core) that the logged-in administrative user has rights to; Or all of the organizations that the logged-in study team user has requests for.

Owner: 

Dropdown list showing all owners (assigned service providers) on the requests listed on the page.

Archived: 

Search for archived protocols.

My Protocols (only displays for authorized users): 

View all protocols as an authorized user (as a study team member).

My Admin Protocols (only displays for admin users):

All protocols which contain services in your admin organization (i.e. service providers).

All Protocols

Allows users to see all protocols created on SPARC and request access to a study if they are not already an authorized user or service provider.

Filter: 

Click this button after choosing the desired criteria to filter with.

Recently Saved Filters: 

Hyperlinks to the previous saved search filters (shows most recent 15).

Overview summary of the studies/projects. Columns are sortable.

Shows a snapshot of protocol in a popup window with the requests count indicator.

Users can request access to a study (i.e. authorized user of a study)

Ability to refresh protocol list, select and customize columns, or generate an excel report with the displayed protocols.

Click to create a new study or project.

Click to enter and/or view protocol level notes.

Ability to view previously entered protocol information.

Ability to edit/update protocol information (including Epic questions); Admin users are able edit study information without answering historical version of Epic questions.

Ability to create study in OnCore

Archives the study/project; *Service Providers do NOT have the ability to "Archive study." Protocol level notes will be automatically created and a notification email sent whenever a protocol is archived or unarchived.

Ability to add authorized users.

Ability to edit/delete authorized users. If the delete button is held down, the user may delete multiple authorized users at one time, sending only one notification email.

*Primary PI can not be deleted

Toolbox for search, toggle, and column selection(s).

Ability to view and edit protocol timeline information and additional new bench-marking fields. 

*Additional budgeting fields logic driven by "Industry-Initiated/Industry-Sponsored" and "Investigator-Initiated/Industry-Sponsored" funding source.

Ability to lock service calendar to prevent users from making changes to Arm, Subject, Visit, and Funding information. 

Ability to view all requests in a combined view.

Export all service requests to Excel (i.e. Consolidated Corporate Study Budget).

Generate a report of services utilizing the Epic interface, and identifies payer

Generate a printable report view of service utilized and Authorized Users.

Generates a printable view of the protocol and budget information, and can be used to print out a view for Fee Agreement. Ability to filter report by Status and Program, as well as configure max visits per column, allowing desired printable format.

Ability to add new services or modify existing services in existing protocol; this button will re-route to SPARCRequest homepage; it is only shown to users who are listed on the protocol as an Authorized User, or Overlord.

Toolbox for search, toggle, and column selection(s).

Complete associated forms if required for provision of the service.

Ability to send notifications to authorized users and service providers listed on protocol. Ability to view a specific request. Routes to Admin Edit Page; Please see Part III for more details.

Ability to upload any associated document files (i.e. study protocol; consent forms, etc.).

Ability to download selected documents into a zip file. Select the documents you want downloaded and Click ‘Download Selected Documents’

Ability to edit document access for selected documents. Select the documents you wanted edited and click ‘Edit Document Access’

Ability to edit or delete any uploaded documents.

Ability to add the version date of a document.

Ability for Users to share documents with all current and future service providers when uploading documents.

Ability to view/edit/delete filled out forms.

Click to view or add admin notes on the request.

Generates an excel report with the request details.

Deletes an entire request; this is an irreversible action.

Statuses drop-down list for Admin users to use per workflow.

Triggers the whole protocol to be sent to Epic; this button only shows up for organizations who offer services in Epic, and for protocols that have been selected to be sent to Epic.

Select the responsible admin user for the chosen request.

One-time push to SPARCFulfillment (the green button shows if Fulfillment is enabled in
SPARCCatalog; otherwise, the “Not enabled in SPARCCatalog” note shows). 

Once the service has been pushed to SPARCFulfillment, the button will change to "Pending" until the study is ready in Fulfillment, at which time the button will change to the blue "Go to Fulfillment" button. 

If changes were made after a request has been pushed to SPARCFulfillment, the button “Sync to Fulfillment“ will be displayed, to allow users to synchronize the changes over to SPARCFulfillment.

Request details such as Administrative Approvals, Consult dates, and Subsidy.

Administrative approval stamps for designated service providers; time-stamped in the History tab.  

Timeline information for consultation date and requester contact date.

Approve/Edit/Delete a requested pending subsidy.

Per-patient/per-visit requests are displayed in this tab.

Admin fulfillment for the Study Level Activities can be recorded in this tab.

Request status, approval, and subsidy, and modified rate history are stored in this tab.

Ability to send and receive notifications to authorized users and service provider(s) within the given request.

Administrative users are able to add/delete Clinical Services; as well as Add additional Arms.

Administrative users are able to add visits, edit existing arms, as well as delete arms.

Admin users can change “Your Cost” rates as agreed upon.

Admin users can also change the subject count “N” for each service within the template tab, and modify the selection of services.

Users are able to change the requested quantity of research “R” and third party “T” on the quantity/billing tab.

Admin users are able to add Non-Clinical services (i.e. consultations) in the Non-Clinical Services Tab.

Admin users are able to fulfill a service within the Non-Clinical Services Tab.

Admin users can edit the admin rate from the "Your Cost" column directly. Admin users can reset admin rate to current pricing map by clicking ‘Reset rate’.

Admin users can view Non-Clinical Service details; line-item notes; and edit or delete an activity.

Tracks and displays the time, date and the person who made changes to the status of a request.

Displays the administrative approval changes.

Displays previously approved subsidy information.

Displays service rates that have been modified by a service provider.

Send communication message related to a request to Service Providers or Authorized Users.

Mark a notification as unread/read

Switch between Inbox, Shared, and Sent view.

Ability to share messages with other administrators on a study