SPARCRequest v1.8.5+SPARCFulfillment v2.3.0 New Features and Fixes (Open Source)

SPARCRequest Version 1.8.5 New Features

1. (SPARCRequest) Step 1: Removed Old Error Message

In this new release, we removed an old error message from SPARCRequest Step 1 page stating "The request you are editing has been previously submitted and cannot be moved to another project".
This message is obsolete from old versions of SPARCRequest when users were required to choose from a list of protocol.

1. (SPARCRequest and SPARCDashboard) Federal Grant Code List Updated on Protocol Information Page

The list of federal grant codes has been updated on the SPARCRequest Step 1 and SPARCDashboard Protocol Information page. The new list is based on the current active NIH grant code list ({+}https://grants.nih.gov/grants/funding/ac_search_results.htm)+.

1. (SPARCRequest & SPARCDashboard) Investigational Products Information Reconfiguration

On SPARCRequest and SPARCDashboard Protocol Information page, when the "Investigational Products" checkbox is selected in the "Research Involving" section, users can now specify whether the entered number is for IDE, HDE, or HUD. A text field appears when one of the radio buttons is chosen, and is required to be filled out, or an error message will show up. The "clear" button is used to remove a selected radio button.
In the backend, an "excemption_type" column has been added to the SPARCRequest database investigational_products_info table to store the value of IDE, HDE or HUD; the previous column titled "ide_number" has been changed to "inv_device_number" correspondingly.
Note: The IDE/HDE/HUD# is pushed to Epic using the same field when going through the SPARCRequest/Epic interface.

1. (SPARCRequest) Step 2A: Required Field Indicator Added to Estimated Study Start/End Date

On SPARCRequest Step 2A, the "*" (referring to a required field) symbol has been added next to the "Estimated Study Start Date" and "Estimated Study End Date" to indicate that these two fields are required.

1. (SPARCRequest) Request Deletion Email Reconfiguration

The request deletion email has been reconfigured in the new release of SPARCRequest. This type of email is sent out to the corresponding service providers when an authorized user deletes all the services in the SPARCRequest shopping cart from a request that has been submitted before.
The updates include:
1). Revised email language to clarify the purpose
2). Improved "User Information" table with added "Contact Information" (email) column, and logic drive "Epic Access" column. The "User Information" table only lists the modified users now, instead of listing all the authorized users. Also, the requester is indicated in this table (with "Requester" noted in the "Role" column).
3). Improved "Service Request Information" table, which only shows the deleted request with the organization that it belonged to.
4). Added acknowledgement language which is logic-driven by the corresponding settings in SPARCCatalog.
5). Deletion of the previous attachment to this email, because a deleted request does not have any service.

See an example of the Request Deletion email below:
Subject: 9865 - SPARCRequest service request
Dear Signe Denmark,
All services have been deleted in SPARCRequest for the Study below to which you have been granted access. 

Please contact the SUCCESS Center at (843) 792-8300 or success@musc.edu for assistance with this process or with any questions you may have.

1. (SPARCRequest) Step 4: System Satisfaction Survey Bug with IE Browser Fixed

The SPARCRequest system satisfaction survey is triggered by clicking the "Submit to Start Services" button on Step 4 page. There was a bug causing misalignment of survey question/answers in Internet Explorer. We have fixed the bug in this new release.

1. (SPARCRequest Database) Migration File Model Reference Issue

An issue with the migration from SPARCRequest v1.5.6 to v1.7.5 was found by our open source community, which was caused by referencing to a model in a reversible manner. This problem has been resolved by a pull request ({+}https://github.com/sparc-request/sparc-request/pull/694)+ and included in this release.

1. (SPARCRequest Database) Add submitted_at to sub_service_requests Table

As one step towards the service-request and sub-service-request structural reconfiguration, in this new release, we have added the "submitted_at" column to the "sub_service_requests" table to the SPARCRequest database, aiming at retrieving more specific submission date/time for each sub-service-request, instead of for the whole service-request package. This will facilitate the metric tracking accuracy of the system. The detailed modifications include:
1). Add a "submitted_at" column to the sub_service_requests table
2). For existing sub-service-requests, the "submitted_at" data is filled out using the most recent "submitted" date/time (based on the past_statuses table)
3). Going forward, in SPARCRequest Step 4, when a user clicks the "Submit to Start Services" button, the "submitted_at" field is updated for the corresponding sub-service-requests that will be changed to "submitted" status; The "submitted_at" time stamp for the sub-service-requests that are already under "submitted" status will not be affected.

1. (SPARCRequest, SPARCDashboard, & SPARCCatalog) Script for Moving Services (Open Source)

A script has been created ({+}https://github.com/sparc-request/sparc-request/blob/master/lib/tasks/move_service.rake+) to move services from one organization to another, along with the capability of updating all the affected sub-service-requests. We have used this script to move services for the MUSC SPARC instance successfully.

1. (SPARCDashboard) Inactive Indicator Added to Organization Filter

On the left sidebar of SPARCDashboard homepage, we have added the "(Inactive)" indicator in the "Organization" dropdown list next to the disabled organizations that are currently not chosen to "Display in SPARC" in SPARCCatalog.

1. (SPARCDashboard) Bug Fixed for Sorting Columns Not Working While Using Status or Organization Filter

On the SPARCDashboard homepage, there was a bug in which columns were unable to be sorted after filtering by "Status" or "Organization." We have fixed the issue in this new release.

1. (SPARCDashboard) Authorized User Change Email Reconfiguration

In this new release, the authorized user change email triggered by the addition or deletion of an authorized user on the chosen protocol from SPARCDashboard, has been revamped. The updates include:
1). Specified Language in the context that differentiate the addition/deletion of user(s)
2). Updated hyperlink of SPARCDashboard to take the user directly into the corresponding protocol
3). Improved "User Information" table with added "Contact Information" (email) column, and logic drive "Epic Access" column. The "User Information" table only lists the modified users now, instead of listing all the authorized users. Also, the requester is indicated in this table (with "Requester" noted in the "Role" column).
4). Added acknowledgement language which is logic-driven by settings in SPARCCatalog.
See an example of the authorized user addition email (to an authorized user) below:






Subject: 10036 - SPARCRequest service request
Dear Leila Forney,
An Authorized User has been added in SPARCDashboard. 

Please contact the SUCCESS Center at (843) 792-8300 or success@musc.edu for assistance with this process or with any questions you may have.

1. (SPARCDashboard) Fulfillments and Notes List Reconfiguration

On SPARCDashboard, when the "Close" button is clicked on the "Notes" display window, it is now returning to the previously list of notes that was being viewed, instead of exiting the entire window. The similar reconfiguration has been applied to the "Fulfillments List" for "Study/project Level Activities" tab in the "Admin Edit" section.

1. (SPARCDashboard) View Request Window Display Adjusted

On SPARCDashboard inside a protocol, when clicking the "View" button on individual request(s), the display window is now fitted with the content and the visit day/window and visit name rows are now aligned among different visits.

1. (SPARCDashboard) Columns Added for Study Level Activities

On SPARCDashboard, inside the "Admin Edit" section "Study Level Activities" tab, there are now "Unit Requested" and "Unit Type" columns for the one-time-fee services (such as assays). The "Unit Requested" and "Unit Type" columns will not show up as default because most one-time-fee services are not set up to use these properties.

1. (SPARCDashboard) Clearing Subsidy Values Bug Fix

The bug that happens when deleting PI contribution amount, "NaN" is displayed on Dashboard "Admin Edit" "Request Details" tab has now been fixed. If the "PI contribution" field is cleared out, the value is now defaulted to $0; likewise, when the subsidy percentage in Request is cleared out, the PI contribution is set to be the total study cost.

1. (SPARCDashboard) Columns Added for Study/Project Level Activities

On SPARCDashboard inside the "Admin Edit" section, for Study Level Activities, there are now "Unit Requested" and "Unit Type" columns for the one-time-fee services that have corresponding setups in SPARCCatalog (such as assays).

1. (SPARCDashboard) Column Headers Updated for Study/Project Level Activities

On SPARCDashboard inside the "Admin Edit" section, for Study Level Activities, we have updated the column header of "In Process Date" and "Complete Date" to clarify that those two columns are for date entries.

1. (SPARCDashboard) Admin Edit Add Arm Modal Required Fields Reconfiguration

For the SPARCDashboard Admin Edit "Add Arm" window on "Study Schedule" tab, "*" has been added next to the labels of "Arm Name", "Subject Count", and "Visit Count" to indicate that they are required fields. Also, the "Subject Count" and "Visit Count" do not have default numbers, instead of being defaulted to 1.

1. (SPARCDashboard) Admin Edit: Add Visit Window Required Fields Reconfiguration

On the "Add Visit" Popup window in SPARCDashboard "Admin Edit" section, when adding a visit:
1). The "*" symbol has been added to the "Name", "Day", and "Position" labels to indicate that they are required fields
2). "Arm Name" is no longer defaulted when it's blank, with an error message implemented when the is not filled out and "Add" button clicked
3). The "Position" dropdown box has been defaulted to "Nothing selected" instead of "add as last", with an error message when the position is not selected.

1. (SPARCDashboard) Added Validation Preventing Deletion of the Last Service from Admin Edit

Administrative users are no longer able to delete the last service from the last arm of a request from the SPARCDashboard "Admin Edit" Study Schedule tab, because it was causing problems such as leaving an empty request. A warning message (shown below) will appear and not allow you to move forward with the deletion. If the deletion of the entire request is desired, the "Delete Request" button on the "Request Details" tab should be used instead, as shown below.

1. (SPARCCatalog) Tie "Service Level Components" Section with One Time Fee Checkbox

The "Service Level Components" tab in SPARCCatalog is now logically driven by the "One Time Fee" checkbox and only shows up when the "One Time Fee" is checked. The "Service Level Components tab (for SPARCFulfillment)" has also been renamed to clarify its usage.

1. (SPARCCatalog) Fulfillment Tag Removed from Services

In SPARCCatalog, the "Fulfillment" tag has been removed on services because it is not service-level functionality. The Fulfillment tag is still available on organizations.

1. (SPARCCatalog) Pricing Setup Dates Display Bug Fixed

In this release, the bug that was causing the partial display of the "effective date" and "display date" in SPARCCatalog "Pricing Setup" section is now fixed.

1. (SPARCCatalog) Active/Inactive Setup Reconfiguration for Organizations and Services

A bug from a previous release has been fixed that was causing a silent failure in the backend when the parent organization and the children organizations/services have the opposite active/inactive properties. This was set up by the "Do not Display in SPARC" checkbox in SPARCCatalog.
In this release, we reconfigured the functionality for consistency purposes:
1). The label before the checkbox for changing the availability of an organization/service has been changed to "Display in SPARC", which is opposite from the previous setting. This change was made so the frontend and the backend ("is_available" column in "organizations" and "services" table) definition of the attribute are consistent
2). When the "Display in SPARC" checkbox is not checked, the organization/service is inactive. When it is checked, the organization/service becomes active. The corresponding migrations to make the backend data consistent were performed.
3). All the children organization(s)/service(s) of an inactive organization are also inactive.

1. (SPARCReport) Service Requests Report Minor Adjustment

As part of the service-request and sub-service-request reconfiguration, following moving the "submitted_at" attribute from the service_requests table to the "sub_service_requests" table (see Item#8 for details), the filters on the Service Requests report has also been adjusted. Now the status and submission date time filter for the report is filtering by the "status" and "submitted_at" date on the sub-service-request level.
For example, for sub-service-request 10042-0001 which is submitted with its service request is still in draft, now it shows up in the Service Request report.

1. (SPARCRequest & SPARCFulfillment) Script for Merge Services

In addition to the script for moving services ({+}https://github.com/sparc-request/sparc-request/blob/master/lib/tasks/move_service.rake+), a script was also created for merging services ({+}https://github.com/sparc-request/sparc-request/pull/702+) that are located underneath different organizations. With the help of these scripts, historical services can be moved and merged with new services with updated split/notify attributes on both SPARCRequest and SPARCFulfillment, without losing any information. These scripts have been tested and used to clean some of our historical data for the MUSC instance.

SPARCFulfillment Version 2.3.0 New Features

1. (SPARCFulfillment) Historical Broken Reports Cleanup

The historical broken reports in SPARCFulfillment (with the spinning symbol and cannot be deleted) have been cleaned out.

1. (SPARCFulfillment) Fulfillment List and Notes Popup Window Reconfiguration

In this new release, the Fulfillment list popup window, as well as the Notes List popup window in SPARCFulfillment, has been reconfigured. Now, when the "Close" button is clicked on the "Create New Fulfillment" window, the display will return to the previous "Fulfillments List" view instead of closing the whole window. A similar rule applies for the popup window for the List of Notes.

1. (SPARCFulfillment) Homepage: Hide Updates and Subsidy Expended Columns

On the SPARCFulfillment homepage, the "Updates" and "Subsidy Expended" columns are no longer available in the default display, or from the column selection list, because the related functionalities are not currently being utilized. These fields have been kept in the database for future use.

1. (SPARCFulfillment) Incomplete Visit Report Add Completed Date Column

A "Completed Date" column has been added to the SPARCFulfillment Incomplete Visit Report, which shows the completed date of a visit. If a visit has not been completed yet, "N/A" is displayed instead.

1. (SPARCFulfillment) Klok Import Script Improvements

To improve the performance of the Klok importing script and related functions, the following changes have been made:
1). The fulfillment entries are not automatically rounded up to the closet 15 minutes any more, but are rounded by the 2 digits after the decimal points instead to increase accuracy for better compliance and auditing results. (i.e., 1.206 hour rounded to 1.21 hour).
2). Detailed reasons of the failed imports are now included in the generated report after each import, along with other related information such as request id, project id, entry information, etc.
3). Duplicated entries will fail and the entry with "false" property for <enabled> is included in the failure report.
4). Only entries under the services within the appointed request (service provider) will be allowed to be imported. For example, 10001-0001 is a request for the organization "Research Coordination and Management (RCM)", thus only services and fulfillment underneath this RCM organization will be able to be imported.
Please see the screenshot below as an example of the updated Klok import report.





List of Programming Changes with Links to GitHub
SPARCRequest v1.8.5:

• Additional Details: Frame work and SPARCCatalog basis View commit
• Extra '' Causing Error on Calendar Consolidated Request Tab View commit
• Update Copyright Language View commit
• (SPARCDashboard) Authorized User Change Email Reconfiguration: Part 4 View commit
• (SPARCCatalog) Hiding Components Based on One-Time Fee Checkbox View commit
• (SPARCDashboard) Fixed Status Bug View commit
• Old Email Notification Code Cleanup View commit
• (SPARCDashboard) Fixing Admin Study Schedule Spinning JS Error View commit
• (SPARCCatalog) Fixing Pricing Setup Dates Display Bug View commit
• Adding submitted_at Attribute to Sub-Service-Request and Change Functionality View commit
• Updated import_professional_services.rake for PB Service Pricing Import View commit
• (SPARCDashboard) Reconfigure Add Visits View commit
• (SPARCRequest) Step 1: Remove old codes and language View commit
• Refactoring Study Schedule Javascript to Fix Multiple Submits View commit
• (SPARCDashboard) Authorized User Change Email (Part 4) Revamp View commit
• (SPARCDashboard) Fixing Error With Empty Note Creation & Refactoring Code View commit
• (SPARCRequest) Step 1: Update Federal Grant Code List View commit
• Fixed SCTR Customer Satisfaction Survey View commit
• (SPARCDashboard) Fixing Line Item Update Error for One-Time Fee Services View commit
• (SPARCDashboard) Adding "Unit Requested" and "Unit Type" Columns to Study Level Activities tab for Selection View commit
• Fixed Invalid Format Bug View commit
• (SPARCCatalog) Removed Fulfillment Tag from Services View commit
• (SPARCDashboard) Adding Validation and Message for Deleting the Last Service on Study Schedule Tab View commit
• Sub-Service-Request submitted_at Fix View commit
• (SPARCDashboard) Removing Unintentional Service Calendar Styles View commit
• Changes on IDE/HDE/HUD Functionalities View commit
• (SPARCDashboard) Email Part 4 fixes View commit
• Adding Where Clause to submitted_at Migration For SSRs View commit
• Study Schedule Visit Day Bug Fix View commit
• (SPARCRequest) Request Deletion Email (Part 5) Reconfiguration View commit
• (SPARCCatalog) Disabled Message Fix View commit
• (SPARCCatalog) Boolean Reversal for Disabling Services View commit
• (SPARCDashboard) Service Calendar Vertically Aligning Visit Headers View commit
• (SPARCDashboard) Fix Notes Migration View commit
• (SPARCDashboard) Column Headers Updated for One-Time Fee Services View commit
• Updating SSR submitted_at Logic Migration View commit
• Sending Emails to Service Providers when Last Line Item is Deleted View commit
• Additional Details Part 3: Dashboard & Admin View commit
• Request Deletion Email: fixed Empty Shell Bug and Added Specs View commit
• Additional Details: Issue Fixed Where Method Was Returning Inactive Questionnaires View commit
• Organization Controller Small Change View commit
• Convert Organization ID to a String View commit
• Delete Services Email Fix View commit
• Epic Interface update for Consistency After the IDE/HDE/HUD Changes View commit
• Adding audit trail to Epic queue tables View commit
• Fixing issue with organization filter/sorting also caused problems View commit

SPARCFulfillment v2.3.0:

• Fulfillments and Notes List Modal Reactor View commit
• Incomplete Visit Report Change View commit
• Update Copyright Language View commit
• Klok Import to Fulfillment Part 2 View commit
• Showing Inactive Services for Correct Tab to Display View commit
• Klok Import to Fulfillment Fixes View commit
• Remove Homepage Update and Subsidy Columns View commit
• Logic Change between which Tabs to Show and Whether Organization is InactiveView commit
• Incomplete Visit Report Label Change View commit