SPARCCatalog is the administrator’s back-end hub of SPARCRequest and is where Catalog Managers are able to add different institutions, service providers, programs, cores, services, and pricing information into the system for front-end SPARCRequest users to be able to select when creating or editing a request.

SPARCCatalog has four groups which users can be assigned: Super Users, Catalog Managers, Service Providers, and Fulfillment Providers. Please find more detailed user right matrix of the different types of users here.  

• Super Users are configured within the SPARCCatalog module and have the ability to see all requests and can edit such requests in SPARCDashboard & SPARCFulfillment per assigned hierarchical structure. There are also four additional rights tied to Super Users that when selected allows them to Hold Emails, see Empty Protocols (i.e. Protocols without any requests), serve as a Billing Manager (access to Invoicing flag within SPARCFufillment), and Allow Credit (ability to forfeit charges). Super Users also have the ability to access the SPARCReport module.

• Catalog Managers are configured within the SPARCCatalog module and have the ability to make changes within the assigned organizational hierarchical structure. There is also an additional right tied to Catalog Managers that when selected allows them to Edit Historical Pricing.

• Service providers are configured within the SPARCCatalog at a split/notify organization and receive system generated request emails from SPARCRequest. These providers also have access to process requests in SPARCDashboard. Within the Service Provider rights section you have the option to make up to three listed users the primary contact, or hold the automated emails that are sent to the service providers by clicking the appropriate boxes. At least one service provider is required on each split/notify organization, for the system notifications to work properly.

• Fulfillment users (clinical providers) are configured within the SPARCCatalog at a split/notify organization. The "Fulfillment" tag must be selected in order to enable the SPARCFulfillment module. These providers also have access to fulfill requests in SPARCFulfillment. Users can also be given the ability to manage research participants in Fulfillment by giving them the ‘Patient Registrar’ right.

• All four rights are managed in SPARCCatalog. To add a new user, simply enter their name, email, or NetID in the search box to begin the search. If your Catalog Manager will be managing the entire institution’s catalog, this right would be given at the Institution level. Catalog Manager and Super User rights can be added at any organizational level (i.e. Institution, Provider, Program, Core). Once users are added as a Catalog at the parent level for Catalog Managers and Super Users, they can no longer be added (or need to be added) at the Child level.

In addition, there is a special group of users, identified as Overlords, which can be set up from database on identities table (identities.catalog_overlord). Overlords have specific rights to create institutions, and have additional rights to pricing maps. 

To begin the setup of SPARCCatalog, only Catalog Managers with the Overlord right may add a new institution. This can be done by simply clicking “Create New Institution” on the top left side of the page. A window will pop up to allow Catalog Managers to enter the name of the new institution they are creating. The fields that are required to create an institution include: Name, Abbreviation, Order, and Color (this will appear to front-end SPARCRequest users). After the required fields are entered, Catalog Managers can assign appropriate users rights (i.e. Super Users and Catalog Managers) if the institution parent level right is appropriate. See User Rights section regarding Super Users and Catalog Managers.

In the “General Information” section Catalog Managers also have the ability to add a description of their institution. If Catalog Managers do not wish for their institution to be visible to front-end SPARCRequest users for any reason then do not select the "Display in SPARC” box in the general information. If selected, the institution will appear on the SPARCRequest homepage.

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To create a new provider under an institution, Catalog Managers can click on the “Create New Provider” below the specific institution that a user wishes for it to be under. Once selected, type in the name of the new provider and click “save” to continue. Catalog Managers now have the ability to edit that specific provider by entering data in the following Provider form sections: General Information, User Rights, and Pricing. If the provider level is set as the split/notify, then the Submission E-mails section and the Fulfillment Rights sections will also appear here. 

In the “General Information” section, Name, Abbreviation and Order are required fields. Color option only shows up for Overlord users. Catalog Managers also have the option to add a Description and/or Acknowledgment Language, select the “Split/Notify Here” by clicking the checkbox. By doing so the system will send an email to listed service providers at this level when service(s) under this level have been selected from SPARCRequest. Catalog Managers can either add a “Pricing Setup” (see pricing section) at this level or wait until the program/core level. A pricing set-up is required at one of these levels (i.e. Provider, Program, Core) in order to create Pricing Maps at the service level. If Catalog Managers do not wish for a specific provider to be visible there is an option to choose whether or not it will “Display in SPARC." If selected to Yes, the provider will be display in SPARC and if not it will remain inactive.

To create a new program under a specific provider click the “Create New Program” below that specific provider. Type the name of the new program in the box and click “save.” Here Catalog Managers have all the same options as they had when creating a new provider: General Information, User Rights, and Pricing. If the program level is set as the split/notify, then the Submission E-mails and the Fulfillment Rights sections will also appear here. Please note the following fields are required: Name, Abbreviation, and Order.

In the General Information section, Catalog Managers have the option to add a Description and/or Acknowledgment Language. Users also have the option to select the “Split/Notify Here” by clicking the box. By doing so the system will send an email to listed service providers at this level once specific services under this level have been selected from SPARCRequest. Catalog Managers can add a Pricing Setup at this level if they have not already done so at the provider level.  A pricing set-up is required at one of these levels (i.e. Provider, Program, Core) in order to create Pricing Maps at the service level. Users can begin to create services directly under a program or proceed to creating a Core if further organizational structure is needed. If Catalog Managers do not wish for a specific Program to be visible there is an option to choose whether or not it will “Display in SPARC." If selected to Yes, the provider will be display in SPARC and if not it will remain inactive.

Under the program level a Catalog Manager can either begin to create services directly underneath the program or add new cores further organizational structure permits. If proceeding to add cores, click the Create New Core button under the specific program (if desired), type the name of that core in the box, and click “Save.” When adding a new core the Catalog Manager can edit the General Information, User Rights, and Pricing. Please note the following fields are required: Name, Abbreviation, and Order.

Cores are the last level where the “Split/Notify” can occur. If Catalog Managers do not wish for a specific Core to be visible there is an option to choose whether or not it will “Display in SPARC." If "Yes" is selected, the provider will be display in SPARC and if not it will remain inactive.

Catalog Managers can either create an individual service under the Program itself or underneath a Core. To add a service, click the “Create New Service” button either under a program or a core. Type the name of the service in the box and select whether the service type is Non-Clinical or Clinical and click “save.”  When creating a service, Catalog Managers can fill out General Information, Pricing, and Related Services sections. If the Fulfillment tag is chosen at the split/notify, there will also be a section for "Service Level Components" for a more detailed level of tracking within SPARCFulfillment. Please note the following sections are required: Name, Abbreviation, Order, and at least one Pricing Map. A Pricing Map must be added before a service can be chosen to "Display in SPARC." Likewise, a Pricing Setup must exist prior to a Pricing Map being created. If Catalog Managers do not wish for a specific service to be visible there is an option to choose whether or not it will “Display in SPARC." If Yes is selected, the service will be display in SPARCRequest; If not, it will remain inactive. The Related Services section allows Catalog Managers to pair services together an also choose if they are required and the linked quantity.

For example: when the service Serial Blood Collection is selected by a user in SPARCRequest, the service IV Access will automatically be added to the cart to ensure both services are accounted for while building a research budget. Once again, Related services can be required (not removable from the shopping cart) or optional (can choose to remove one of the services).

**To view all disabled material that has "Display in SPARC" unchecked, click the “Show All/Show Available” switch next to the catalog search bar at the top of the page. Notice all inactive organizations and services will now be shown with a disabled icon next to them.

The split/notify checkbox drives where requests are packaged/grouped, as well as where system-generated emails are sent. Catalog Managers can set up Split/Notify at the Provider/Program/Core levels. If split/notify is selected, emails will be sent to the Service Providers associated at that level of organization.

The split/notify also logically drives the display of the following sections for catalog setup: Status Options, Submission Emails, Fulfillment Rights, and Surveys.

Status Options drives the list of statuses showing up on the organization in SPARCDashboard Admin Edit section; Please refer to our status definition document for the suggested usage.

Submission Emails: The SPARCCatalog module has the ability to send out “submission” Emails. If a group email (For Example, lab@institution.com) is listed in the Submission Email section in the provider, program, or core levels, those who have access to group email will receive the system-generated email when requests are submitted or deleted. Submission emails are not required.

There is a Shareable Link to each individual service located at the service level in SPARCCatalog.  The "Copy Link" button next to the individual services' URL will allow Catalog Managers to send links to a specific services to SPARC Users. 

This link will take you to SPARCRequest with the specific service displayed, with the description already showing and the drop down side menus unfolded appropriately.  

A pricing setup is where Catalog Managers can define a percent of fee to be applied to service rates by a given funding source (federal, corporate, other, member).

Pricing setups can only be created at the provider, program, and core levels. Once a Catalog Manager clicks “Add Pricing Setup,”all the required fields (with an asterisk next to them), such as display and effective dates, need to be filled in before saving. Specified Catalog Managers with "Can Edit Historical Pricing" rights can update any field in an existing pricing setup.

There are seven types of funding sources (i.e., College, Federal, Industry, Investigator, Internal, Foundation, Unfunded Student Research) that can be mapped to 4 different levels of rates (i.e., Federal Rate, Industry Rate, Other Rate, and Member Rate) in a pricing setup, to meet the needs of flexible logic-driven pricing based on funding situations.

For example, if a pricing setup is defined at the program level at 50% for Federal and Member funding sources vs. 100% for Corporate and Other funding sources, services under that program will be charged 50% of the full service rate for Federal and Member and 100% of the full service rate for Corporate and Other. In this scenario, an EKG (service) that costs $40 (service rate) will then be $20 (research rate) for studies with Federal and Member funding sources, vs. $40 (research rate) for studies with Corporate and Other funding sources.

A pricing map is required for each service to indicate how much the service costs. Both Display Date and Effective Date are required fields that determine when a pricing map is displayed in SPARCRequest and when it goes into effect. The Service Rate is the full cost of a service. Once a Service Rate is entered, the rates for each funding type (i.e. Federal, Corporate, Other, and Member) are automatically calculated from the previously defined Pricing Setup at the provider, program, or core level. There are Override Rate fields next to each calculated rate that allow Catalog Managers to define a price for an individual service if it doesn't follow the calculated rate by pricing setup. In the event a rate Override is used, frontend SPARCRequest users would then see the price entered in the Override field.

Next, fill in the following required fields for Clinical or Non-clinical Services (set in the General Information section for a given service): Unit Type (i.e. weeks, days, samples, etc), Quantity Type (hours, each, slides, etc), Quantity Minimum (the minimum number required for requesting a specific service), Unit Factor (the divisor used the requested service quantity). The Quantity Maximum is the maximum number allowed for a specific service. Lastly, you can select the Exclude from Indirect Cost if you choose to exclude indirects. Notice that Unit Type, Quantity Maximum, and Exclude from Indirect Cost options only apply to non-clinical services.

For example, if an assay needs to be bundled every 40 samples to be processed, the Unit Factor would be set to be 40 for pricing calculation. So when a user request for 10 samples, they must purchase all 40 sample in that bundle.   

Automatic pricing adjustment allows Catalog Managers at the provider, program, and/or core level to increase or decrease all existing service prices on a specific date on the chosen level by a certain percent. A new pricing map is then auto-created with the specified percent of change.

For example: if all lab pricing is increasing by 5% on July 1, 2018, Catalog Managers can utilize this functionality to make the 5% pricing change instead of adjusting each laboratory service pricing map. Note that display and effective dates must not equal existing pricing map dates and cannot fall before a given pricing map date. Automatic pricing adjustments also allows for decreases in pricing by simply entering a (-) negative percent of change.

In the “Status Options” section, Catalog Managers can select all statuses, either under the Provider, Program, and/or Core levels, depending on where the split/notify is selected. Catalog Managers can decide to use Default Statuses (Awaiting Requester Response, Complete, Draft, Get a Cost Estimate, In Process, On Hold, and Submitted) or to select a list of desired statuses from the Status Options. In either case, Draft, Get a Cost Estimate, and Submitted are default to be selected (and can not be removed), because these 3 statuses are essential ones used by the system. 

In addition, if the logged-in user is an Overlord, then he or she will also have the ability to set up or modify the "Editable" statuses. See more details about the definitions and functionalities about statuses here. 

In order to activate Fulfillment in SPARCCatalog, the Fulfillment tag must be selected in the “General Information”section to populate the Fulfillment section. This Tag is only available for a Split/Notify organization. In this section, users will be able to add/remove Fulfillment Rights. Rights can be given at either the program or core level depending upon where the split/notify is selected.