SPARCRequest Wiki

SPARCRequest v2.0.5+SPARCFulfillment v2.5.0

Owned by Melissa Fludd
Last updated: Mar 28, 2018
12 min read

SPARCRequest Version 2.0.5 New Features

Release Date: May 9, 2017


1.Rails 5 and Ruby 2.4.1 upgrade
In this new release, we have upgraded the application platform to use Rails 5 and Ruby 2.4.1 for better performance and stability. A lot of adjustments in coding have been done after this major upgrade, and both machine and manual testing have been performed to cover most of the existing functionalities. If there is previous functionality that does not appear to be working correctly, please contact the SPARC Team with the information (using Feedback button or sparcrequest@musc.edu).


 2.(SPARCRequest) Research Opportunities Program Moved Under OCR
The "Research Opportunities and Collaborations" program can now be found under Office of Clinical Research (MUSC).


3. (SPARCRequest) Home Page: Blog Post Open in New Browser Tab
On the SPARCRequest homepage, when clicking on one of the blog posts, it is now opening in a new browser page.



4. (SPARCRequest) Home Page Feedback Button Linked to REDCap through API
The feedback button and the form triggered by the button is now sending collected data directly to REDCap through an API.



5. (SPARCRequest) New Request Routing Popup Window Reconfigurations
The popup window that is displayed when adding the first service into the shopping cart for the first time has been revamped with clearer language and differential styling to help avoid user confusion.



6. (SPARCRequest) Deleting Last Service Rerouting Bug Fixed
When "Edit" a request from SPARCDashboard and delete the last service from cart, there is now a warning message showing up, and the user will be re-routed back to SPARCDashboard if the deletion is confirmed.



7. (SPARCRequest and SPARCDashboard) Visit Calendar New Features
On the SPARCRequest Step 2B (Visit Calendar) all three tabs (Template Tab, Quantity/Billing Tab, and Consolidated Request Tab) and SPARCDashboard Admin Edit Study Schedule tab, the new line item visit notes feature has been built.



Now users can click on the Notes icon to enter or view the service level notes on each service on the calendar; The count of the already entered notes will show up beside the note icon. Also, the font styling has been adjusted on the Consolidated Request Tab on the calendar to emphasize the totals.
On the "Line Item Visit Notes" popup window, the name (and CPT code) of the services that is being adding notes to is displayed.



8. (SPARCRequest) Step 2C: Subsidy Popup Window Display Adjustment
On SPARCRequest Step 2C page (shown when a request is eligible for potential subsidy), the sequence has been changed for "Subsidy Cost" and "PI Contribution," in order to make the content more logical. Also, tooltips have been added to the labels to help understanding each field. 



9. (SPARCRequest) Step 3 Page New Arrangements
In this new release, the labels and on SPARCRequest Step 3 has been cleaned and re-organized to make the page and each section clearer. Also, tooltips were added to the buttons to help operation.


10. (SPARCRequest) Email Bug Fixes and Improvements
Bug fixes have been done to ensure that emails are always sent out when appropriate (when there is a status change caused by the authorized user, either through "Modify Request" or "Edit" button on SPARCDashboard).
Also, if nothing is changed for the request (no service or status change) at re-submission, then the service provider will not get email notifications.


11. (SPARCRequest & SPARCDashboard) Edit Request Shopping Cart Bug Fixed
We have fixed a bug that was causing all the services to show up in the shopping cart instead of the services in the selected request when user clicks "Edit" button on the SPARCDashboard to edit a single request.


12. (SPARCRequest & SPARCDashboard) RMID Hyperlink Open in New Tab
The hyperlink for the "Research Master ID" label on study information page of both SPARCRequest and SPARCDashboard now opens in a new browser tab, instead of replacing the current one, so that users won't lose the information that has not been saved on the page yet.



13. (SPARCRequest & SPARCDashboard) New Document Types Added
Seven new document types have been added to SPARCRequest Step 3 page and SPARCDashboard documents section to include more type of documents utilized in clinical research: Coverage Analysis, OCR Approval, Manuals (Pharmacy, Lab, Imaging, etc), Contract, Investigator Brochure, Feasibility / Site Selection, and Certificate of Confidentiality. We have also sequenced the "Document Type" list alphabetically.The document type list can be customized using constants.yml.



14. (SPARCRequest & SPARCDashboard) Default Document Access Bug Fixed (LA CaTS Suggestion)On SPARCRequest Step 3 and SPARCDashboard Document section, if the logged in user is a general user (not a service provider or super user), there was a bug causing the "Allow Access" default to select every organization not working correctly. This bug has now been fixed.



15. (SPARCRequest & SPARCDashboard) Script Created for Merging Protocols

Occasionally, duplicative protocols could be created because different reasons. We created a script to merge two protocols (https://github.com/bmic-development/sparc-request/blob/master/lib/tasks/merge_protocols.rake). When a master protocol chosen, the script will merge the requests, notes and documents from both protocols into the master protocol, and keep the authorized users and protocol information of the master one. Note that if the request number is changed due to the merge and the request has been pushed to SPARCFulfillment, the corresponding number needs to be updated in SPARCFulfillment as well.


16. (SPARCRequest & SPARCDashboard) Epic Queue Reconfiguration

In this new release, we have reconfigured the Epic queue function so that the designated admin users have more options in the frontend to view, send and remove the protocols from the frontend.  The defined users (in application.yml epic_queue_access option) have access to the "View Epic Queue" button on their SPARCDashboard, which shows a view with "Current" and "Past" tabs.  The "Current" tab lists the current queued protocol (by authorized user submitting a protocol that is chosen to go to Epic), with the "Send", "Delete" options, and the ability to redirect into that protocol.


The "Past" tab lists the protocols that have been push to Epic previously, with the most recent status of the push and the time.



17. (SPARCDashboard) Highlight Color Added for Finished Statuses

On SPARCDashboard, background color of the finished_statuses ('Complete' and 'Withdrawn' in the current MUSC production configuration) has been changed to red, which services as a visual cue of the irreversible nature of the two status.



18. (SPARCDashboard) Overlord User Rights Increased

In this new release, the specific users defined in the database (identities.catalog_overlord = 1) now have access to the "Modify Request" button on every protocol that they have rights to, and can modify the request directly.


19. (SPARCDashboard) New Survey Builder Module

With the new survey builder module on SPARCDashboard for designated group of users (site_admins in application.yml), now SPARCRequest site admins can create and design surveys.




The designed survey can be edited, previewed and activated from this module, and then associated to an organization in SPARCCatalog. Currently, if a survey is associated, it is sent out to the primary PI and requester when the service provider "Complete" the request from SPARCDashboard.



20.(SPARCCatalog) Pricing Map Rates NaN Bug Fixed

In SPARCCatalog, when inside the pricing map section on a service and trying to delete an existing override price, and click "Save", there was no error message, however, the change was not saved because it was a NaN (Not a Number, see previous screenshot below).
We have fixed this bug in this release.


21.(SPARCCatalog) Status Options Box Reconfiguration

The "Status Option" section in SPARCCatalog has now be reconfigured to:
1). Display the statuses alphabetically;
2). Pre-select and disable the "Draft", "Get a Cost Estimate", and "Submitted" statuses, so that they can't be unchecked, because they are default statuses by the system;
3). When a new organization is created, "Awaiting Requester Response", "Complete", "In Process", and "On Hold" statuses are preselected but can be unchecked, since they are the recommended default statuses;
4). On the right column title has been changed to "Selected Statuses" for clarification.



22.(SPARCReport) Protocol Report Reconfiguration

For the protocol report on the SPARCReport module, the following reconfigurations have been done:
1). "Research Master ID" column into the report, showing the corresponding RMID;
2). The previous 'Institution/Provider/Program' columns have been deleted since they have already been covered in the Service Request report. With this adjustment, the report is now only shown one row for each protocol to avoid duplicative information;
3). "Number of Requests" column has been added to show the current total count of requests (sub-service-requests) under each protocol.



23. (SPARCReport) Service Requests Report Add Owner Column

The "Owner" column has been added to the "Service Requests" report in SPARCReport, which shows the designated service provider from SPARCDashboard.




We have also fixed a bug with the "Sent to SPARCFulfillment" column, which was causing it to not differentiate among different request with the same protocol.


24. (SPARC/Epic) Epic Interface Change to Include RMID

The Message from SPARC to Epic has been revised to include the Research Master ID, if there is one existing for the study. The RMID is now showing in Epic in the "Free Text 3" field (external value: "RGFT3").


25. (Database & SPARCDashboard) Script for Merging Multiple Service Requests

For this production, we have merged a portion of the historical multiple packages service requests underneath the same protocol, which was causing the users to see multiple "Modify Request" buttons on SPARCDashboard (see below for an example) and cause confusion.


The rest of the cases will be merged for the next production, so that all the requests under a protocol are neatly in one package (as shown below).



26.(SPARCRequest) Gemfiles Updated

The gemfiles have been tested using Hakiri Facets and updated to improve security.


SPARCFulfillment Version 2.5.0 New Features



1.(SPARCFulfillment) Upgraded to Rails 4.2.8

The Rails version used in SPARCFulfillment has been upgraded to 4.2.8.


2. (SPARCFulfillment) Script Created for Updating Service Names

A new script has been created to update the name of an identified service: https://github.com/bmic-development/sparc-fulfillment/blob/master/lib/tasks/fix_service_names.rake


3. (SPARCFulfillment) Table Contents Alignment Bug Fixed

The bug that was causing misalignment (see previous screenshot below) of calender columns in a chosen protocol in SPARCFulfillment has been fixed.


4. (SPARCFulfillment) Special Characters in Arm Name Removed

We have removed the existing special characters ( [ ] * / \ ? : ) in arm names for SPARCFulfillment protocols, to maintain consistency between SPARCRequest and SPARCFulfillment, and avoid validation errors.


5. (SPARCFulfillment) Total Cost Reconfigurations

In this release, we have removed the static "Total Study Costs" column (which did not update the cost value after a request is pushed to fulfillment) from SPARCFulfillment homepage;
The "[Organization] Cost" (showing the cost of the individual request) and "Total Cost" (showing the total cost of the whole protocol) columns are now showing in the header inside each request now, and the values auto-updates and are consistent with the values in SPARCRequest.



6. (SPARCFulfillment) Klok Import User Interface

There is now a new "Imports" tab on SPARCFulfillment for importing data from other systems.




The first type of import user interface we built is for Klok. When clicking the "Klok Import" button on the new "Imports" tab, the user can:
1). Learn more about Klok mobile app by clicking the "Klok Import" title of the popup window, which leads to the Klok website (http://www.getklok.com/);
2). Upload a Klok report (.xml file that contains <entries>, <projects>, and <people> elements.
3). Run a "Proof Report" to simulate an import and generate the result report without actually importing data into SPARCFulfillment. This function was built to prevent data from wrongly imported and give users the chance to correct potential bad data in Klok.
4). Import Klok data by clicking "Klok Report" button.
Note that both Proof Report and Klok Report are shown below with the time stamp. We strongly recommend running proof report and perform data corrections until the updated proof report has a 100% successful rate, before performing the real import.


7. (SPARCFulfillment) Gemfiles Updated

The gemfiles have been tested using Hakiri Facets and updated to improve security.


List of Programming Changes with Links to GitHub

SPARCRequest v2.0.5:

SPARCFulfillment v2.4.5:

  • (SPARCFulfillment) Homepage Delete Total Study Costs Column and Add 2 columns inside View commit

  • (SPARCFulfillment-database) Script Needed to Replace Special Characters in Arm Name View commit
  • (SPARCFulfillment) Table Contents Alignment Bug Fix View commit
  • (SPARCFulfillment) Klok Import API View commit
  • (SPARCFulfillment) Gemfiles Pre-Production monthly Check View commit
  • (SPARCFulfillment) Upgrade to latest Rails 4 version View commit
  • (SPARCFulfillment) Fix procedure name task View commit
  • (SPARCFulfillment) Index Loading Issues Fix View commit



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