Last Meeting’s Minutes

Institutional Updates:

Louisiana Clinical & Translational Science Center: 

10/8/2025

• Upgraded rails to 7.1.5.2

  • exceptions from capistrano version requiring upgrades

  • deprecation warnings

    7.0 > 7.1.5.2 getting warnings - had to fix - will send PR for the changes she made

  • Next working on upgrading to 7.2

• SPARCRequest reporting date filter bug - if you only select start or end, it auto runs all dates

• deprecation warnings - they don’t receive these warmings from production log. Does MUSC have system that sends notifications for deprecation warnings? Greg will check.

11/5/2025

• Created a new branch for application warning fix (tagged for 3.14 release).

  • Needs to add a story in Jira; Brigette provided guidance and dashboard link.

• Will be absent from the next meeting.

MUSC:

Links are accessible by Open-Source Members

11/5/2025

• SPARC and Fulfillment Release Schedule:

  • SPARC v3.14.0 Release - Jira info; Release Notes (draft) - targeting end of November; finalizing stories and testing. Next meeting will include review of SPARC release notes and current story statuses.

  • SPARCFulfillment v.3.7.0 Release - Ruby/Rails upgrade; Dec 2025

    • Testing Rails version 6, planning to move to version 7 (same as SPARC), or beyond based on Ying’s input on end of life version.

    • Refactoring reports to accommodate changes.

  • RMID v1.9.0 Release - Spring 2026

    • Depending on fulfillment upgrade progress, may move to RMID release next.

  • SPARCFulfillment v.3.8.0 Release - Summer 2026

  • SPARCRequest release planning - participants encouraged to submit feature requests or bug reports via Jira. Link to SPARC OS project dashboard provided for ease in creating new issues and stories.

• https://sparcrequest.atlassian.net/browse/SPOSDEV-1207 - added toggle functionality in SPARC(Admin) settings ‘use_admin_services’ to enable/disable admin services for institutional customization to use this feature.

Oregon Health & Science University:

10/8/2025

• Have not determined a SPARC upgrade timeline due to other development priorities. No major issues reported by users.

11/5/2025

• Still on SPARC version 3.12.1; upgrade delayed due to other priorities. Reviewed release notes but unsure if upgrade will happen by year-end.

Iowa

10/8/2025

• Not in attendance

11/5/2025

• Not in attendance

Case Western

10/8/2025

• Not in attendance

11/5/2025

• Working on upgrade to SPARC version 3.12.1.

  • Incorporating customizations and aligning with new core features (e.g., impact areas on project info page).

  • Aiming for production deployment by end of November.

  • Open to contributing customizations back to SPARC group if beneficial.

Children’s National

10/8/2025

• Not in attendance

11/5/2025

• Not in attendance

Stony Brook:

10/8/2025

• Not in attendance

11/5/2025

• Not in attendance

Morehouse:

10/8/2025

• Getting close to going live.  Have a few questions from group testing.

  • Can “Funding Source Status” and “Funding Source” be non-required fields? They have instances where “No Funding” status and “N/A” source apply.

    • Ying noted that another “Funding Source” option can be added via permissible values, but “Funding Status” requires custom code changes to avoid breaking the application.

    • Imogen shared that their system has “Unfunded” status option that hides the funding source dropdown when “Unfunded” is selected, using a default value of unfunded in the database. Believes may have been implemented a while ago, so the change effort is not presently known.

  • Can bulk patient lists can be uploaded into Fulfillment?

    • Brigette noted there’s no built-in functionality, but you may be able to do a script import. She will check with Andrew if there’s an existing script.

  • Is there a script to delete test data from production, while retaining metadata?

    • Brigette is not aware of one but will also check with Andrew on this.

  • PI names not found during study creation due to lack of SPARC account.

    • Brigette explained MUSC’s system pulls from LDAP and auto-creates SPARC accounts. If they don’t have something similar, then it would only pull from SPARC created accounts.

    • They will discuss whether to engage their IT dept to set up their system similarly.

11/5/2025

• Building production environment; aiming for quick implementation to retain training momentum.

• RE single sign-on for fulfillment email reply from Prathik - will follow up with Sam and respond to Pratik’s email about a resolution.