SPARCRequest Step-by-Step Guide (v3.0.0 to v3.4.0)

parc.musc.edu

Step 1: Add/Update Services

Start by browsing the service catalog page, clicking the service providers on the left to search for and add services, or browse by using the search function located in the middle of the page (you can also search for services by CPT code or EAP ID). Add applicable services and answer whether the request is a new research study or project. If yes, the services will appear in the My Services cart "Open" tab; if no, you will be redirected to the SPARCDashboard. To delete services from the cart, click the red X to the right of the service. The "Completed" tab of the My Services cart shows the finished (complete/withdrawn/invoiced) requests that were previously fulfilled on an existing study/project.

 If you selected "Yes" above, then select whether it is a new research study or new project.Step 2: Services & Protocol Information    

If you selected "No" and are editing an existing study/project, you will be transferred to SPARCDashboard. Enter the information for the study you wish to edit in the Filter Protocols

 click the Edit Study Information button to the right.

When creating or editing a protocol, enter the information required to continue, which is identified with an "*". If you are selecting Epic Research services and wish for your request to pushed over to Epic, select *Yes next to Publish Study in Epic and answer the following Study Type Questions. When you have finished adding protocol information, please choose the Primary PI for your study/project and then Save.
Add the rest of the study team users and assign roles and proxy rights.

Once you have all of the information filled in, click Save & Continue.

Step 3: Milestones and Calendar Structure

Enter the "Estimated" study Start and End dates, and Estimated Recruitment Star and End dates. If the funding source selected is "Industry," additional fields will be present to capture budget-related data (see example below). Add the correct number of study Arms and fill in the number of Subjects and Visits in the corresponding boxes. The first Arm is pre-populated as the Screening Phase Arm. Add the number of subjects you expect to screen, as well as how many screening visits each will have. If there is not a Screening Phase then you are able to remove or rename the Arm. Click Save & Continue to move forward.

Step 4: Service Calendar

For each ARM enter the visit day in chronological order, as well as a visit window if necessary. Next, apply a check mark to indicate which services will be performed for each visit on the Template Tab. When applicable, use the green check marks to select all. Non-clinical Services are located at the bottom of the visit calendar, where you can request the desired quantity; note that it will automatically be populated with the minimum amount, but you are able to indicate more.

 
Toggle to Quantity/Billing Tab to change the quantity of services and indicate how individual services are funded (R for research, T for third party, and/or % for percent effort). When completed, click Save & Continue.

Step 4a: Subsidy Information (if applicable)

If your services are eligible for a subsidy/funding award you will be prompted to fill in the Percent Subsidy or PI Contribution. The PI Contribution is how much the PI is contributing to the total cost of the request for a given program/provider/core.

Step 5: Document, Notes, and Forms

Documents: If you have documents to share, click Add a New Document. Choose the Document Type, select choose file to upload, then indicate which service providers should be allowed access to the document, and click Upload. You may upload as many documents as needed. Document types are limited to the following permitted file types: pdf, doc, docx, rtf, txt, xls, xlsx, csv, ppt, pptx, msg, eml (for emails), jpeg, gif, png, tiff (and other graph formats).

Notes: There is a protocol notes section where you can enter important notes for your study/project.

 
Forms: In addition, if the service provider is requesting more information, be sure to complete the associated form. Forms can be completed from both SPARCRequest Step 5 and from SPARCDashboard.

Step 6: Review Your Request

Review all of the details of your service request. If you wish to make any changes click Go Back, or click on the SPARCRequest Step you in which you wish to return. If no changes are needed click Save as Draft, Get a Cost Estimate, or Submit Request to Start Services. Please take the satisfaction survey when prompted.

Submission Confirmation

A confirmation screen will appear with contact information for each service provider and request IDs. From here you can either access your dashboard to edit information or you can click Download Service Request to obtain a copy for your records.