Current Version (SPARCRequest v3.1.0 and SPARCFulfillment v2.7.0)

SPARCRequest Version 3.1.0 New Features

Release Date: January 29, 2018

1. (SPARC Codes) Moving Funding Statuses Constants into Database (LA CaTS Contribution)

In this production, the funding statuses constants have been removed from constants.yml file into the backend, along with their reference.

1. (SPARC Codes) Migrate piwik_tracking.html.haml into Database

            To allow each adopting institution to easily implement their own metric tracking integration, the MUSC PiWik setting has been removed from the pivik_tracking.html.haml file to the database settings table. This tool is used to track site analytics (visit counts, duration, etc.)..

1. (SPARC Gem) Update Rubyzip Gem

Rubyzip Gem has been updated to v1.2.1 to avoid a vulnerability issue found in one of the dependencies defined in Gemfile.lock.

1. (GitHub) Documentation Updates

The content for both Readme.md and Install.md have been updated and linked to the current branch in this production.

1. (SPARCRequest) Gemfiles Pre-production Check

Hakiri Facets has been used to scan SPARCRequest gem files to check the security. Corresponding gems have been updated as required

1. (SPARCRequest) Icons Added to Step 1 (Add/Update Services)

On the SPARCRequest Step 1 page, users are not always aware the Service Catalog menu on the left side is expandable. Since there are many layers of providers, programs, cores, etc., dropdown arrow icons have been added where the organizations are expandable.

Secondly, a "shopping cart" icon was added to the "My Services" cart on the right on every page where the cart is displayed.

1. (SPARCRequest) RMID Server Warning Bug

When creating/editing a protocol in SPARC, the RMID server warning will no longer display if the RMID configuration is not turned on (in the settings table). The warning does not display in the case of the token being bad and the setting is set to false.

1. (SPARCRequest) SPARC/RMID Validation Status Bug Fix

The validation tag on short title and long title fields that indicates a protocol’s titles have been updated, according to the associated validated RMID records, was not updating correctly. This bug has been fixed with the API, and it is now refreshing (updating validation tag and titles if validated) daily at 4:30 am.

1. (SPARCRequest) Step 6 (Review Your Request) Line Item Visit Notes Bug Fix

There was a bug causing the added line item visit notes (from SPARCRequest Step 4 page or SPARCDashboard Admin Edit section) to not display on Step 6 page. This bug has since been fixed.

1. (SPARCRequest) System-generated Email "Requester" Column Feature
   System-generated emails were previously only showing the “(Requester)” notation on a study team user when all the requests under that protocol were requested by the same person. This logic has been revamped and now a “Requester” column is displayed for each request, showing the user who submitted that individual request.

1. (SPARCRequest) Epic Push Origin Bug Fix

Previously, there was a wrong type of Epic push origin ("pi_email_approval") showing up in the backend (epic_queue_records table), although there are only two types of origin (Submission Push and Admin Push). This bug has been fixed and corresponding historical data is now consistent. Secondly, the epic_queues table was showing protocols that had already been pushed to Epic, which caused issues with protocols not being able to be queued correctly. This bug has been fixed and now only shows protocols which are still waiting to be pushed.

1. (SPARC/RMID API) Method Improved for Handling Deleted RMID Record
   Previously, when a Research Master ID (RMID) used on a SPARC protocol that no longer existed (the RMID was removed by a user from the Research Master ID website), there was no feedback loop into SPARC. The RMID was still recorded in the database until the next time a user edited the protocol information (causing an error). In this production, the API rules have been changed so when a RMID is deleted, the RMID is also removed from the SPARC database (with the interfaced fields still keeping values). This function is tied with the RMID configuration.

1. (SPARCDashboard) Calendar Validation Added When Sending Request to SPARCFulfillment
            When a user clicks the "Send to Fulfillment" button on SPARCDashboard (for Service Providers to push the request to SPARCFulfillment), the calendar is now validated and an error message indicates when further info is require. This was done to prevent silent failures caused by broken calendar.

1. (SPARCDashboard) Validations Added when Sending Protocol to Epic
   The following improvements have been done to the functions triggered by the “Send to Epic” button on the SPARCDashboard Admin Edit section “Request Details” tab:

1). The "Send to Epic" button now only displays when a protocol has been selected to be sent to Epic;

2). The "Send to Epic" button now only shows up if the service provider’s organization has services that go to Epic (see screenshot below taken for an organization without Epic-related services);

3). Validations are added to check the calendar integrity, with a popup error message "This protocol has failed to be sent to Epic because of failed validation. Please make sure the service calendar is intact before trying again" (see screenshot below).

4). When the calendar validation fails, no protocol (SOAP message) will be sent to Epic.

1. (SPARCDashboard) Epic Queue Logic Improvement

Previously, when a user went back to an existing protocol (which had been pushed to Epic before), clicked the "Add/Modify Request" button, changed users with Epic rights, and then re-submitted the protocol, it was placing the protocol into the "Authorized User Update" tab. This resulted in a protocol-level information update, but not the "Current" tab for sending the whole protocol to Epic (with calendar).

In this release, the queue logic has been improved so the protocol is only listed as a full protocol push to Epic (with calendar) when the scenario mentioned above happens.

1. (SPARCDashboard) Delete Request Disabled for Requests Already in Fulfillment

From SPARCDashboard Admin Edit section, service providers have the ability to "Delete Request" under the "Request Details" tab. In this release, a new feature was implemented to hide the “Delete Request” button, when a request has already been sent to SPARCFulfillment. This functionality was done to prevent inconsistency in records between SPARCRequest and SPARCFulfillment.

1. (SPARCDashboard) Search Field Option Tied with RMID configuration

Previously, when the RMID configuration was turned off, the "RMID" option was still showing up in the Search options on SPARCDashboard. The search option has now been tied with the RMID configuration in order to eliminate confusion with other institutions that do not use RMID.

1. (SPARCRequest & SPARCDashboard) Improved Error Message for Missing Primary PI

When creating a study or project without choosing a Primary PI, the previous error message stated "Project roles identity can't be blank." This error message was confusing to users and the language has now been changed to "Primary PI can't be blank" instead.

1. (SPARCRequest & SPARCDashboard) Epic User Update/Deletion Feature
   When a user with Epic rights is removed from existing Epic protocols, or when a user with Epic rights is changed to no Epic rights, it is now triggering the update to be automatically sent to Epic daily and maintain the consistency of records between the two systems.

1. (SPARCRequest & SPARCDashboard) Special Character Filter Added to Title and Short Title Fields

Methods have been implemented with the new release to automatically filter out special characters (such as ░ ▒ ▓ ╣║ ╗ ╝ ±, ≥) and excessive blanks in the Study Title and Short Title fields, to prevent silent failures with the SPARC/Epic interface, as well as other errors caused by special characters.

The tooltip language on the Title fields have also been updated accordingly.

1. (SPARCRequest & SPARCDashboard) Add Calendar Structure Lock for Overlords
   On SPARCDashboard protocol page, a “Calendar Structure” section has been added to display the Arm Name, Subject Count and Visit Count information.

For overlord users (such as Office of Clinical Research users), a “Lock Calendar” button is available for locking the calendar structure after a protocol has been reviewed and approved by the centralized office. The overlord users can still “Unlock Calendar” when necessary.

When a service calendar structure is locked, the users are no longer able to edit arm name, subject count, visit count, or the sequence/name of visits.

SPARCRequest Step 3

SPARCRequest Step 4

1. (SPARCRequest & SPARCDashboard) Permissible Values Display with Defined Order Bug Fix

Previously when adding a new document type into the permissible_values table, the sequence of the list displayed on the frontend was not following the order defined in sort_oder column. The methods have been updated to display the defined permissible values (such as document type, grant code, impact area, etc) by the defined order.

Before

After

1. (SPARCRequest Step 5) Form on Organization Display Bug Fix

When a form was added on an organization level (and a service level form did not exist), the form section on SPARCRequest Step 5 page (Documents, Notes & Forms) was not showing up, although the form did appear on SPARCDashboard. This bug has since been fixed and the form now appears on both sides.

1. (SPARCRequest & SPARCDashboard) Indirect Cost Rate Validation and Configuration Conflict Bug

In a previous production, indirect cost rate validation was added so that the entered number is required to be greater than or equal to 1. However, there was a bug for the validation still acting when the indirect cost rate is turned off (use_indirect_cost). For historical data with bad indirect cost rate values, users were unable to go back and fix the rate, or save the updated protocol. This bug has been fixed so the indirect cost rate validation is tied with the corresponding configuration.

1. (SPARCCatalog) Use Boolean Flags for Available Statuses and Editable Statuses

             The method for saving the available and editable statuses has been improved, so that it is more efficient storing and updating the changes with the statuses from SPARCCatalog actions.

1. (SPARC Script) New Service Linking Import Script

A new script has been created for importing the hospital service linkage (technical service and professional service) into SPARCCatalog from an excel spreadsheet. For example, at MUSC there are 5561 couples of HB and PB services that are now linked. Now, when a user chooses a HB/PB service, the corresponding PB/HB service will appear in the shopping cart automatically (see the screenshot below for an example).

1. (SPARCReport) Service Pricing Report Improvement

The previous service pricing report was not easy to differentiate among services (such as hospital services with similar names). Secondly, when running the report at a higher level, the lowest denominator of the organization that service belongs to didn’t display on the report (i.e. Core or Program). The following changes have been made to improve this report:

          1). For the filter of this report, the "Additional Codes" section was added, for users to choose whether to include "CPT Code," "Revenue Code", "Order Code", and/or "EAP ID" into the report for their purpose.

 2). All organizational levels are now shown (i.e. "Institution/ Provider/ Program/ Core") for the listed services in the report.

SPARCFulfillment Version 2.7.0 New Features

1. (SPARCFulfillment Code) Upgrade to Rails 5
   SPARCFulfillment has been updated to use the latest Rails version in this release.

1. (SPARCFulfillment) Domain Moved to MUSC Internal
   Clinical providers who are not working on campus could previously log into SPARCFulfillment without VPN in. This could have led to security issues when viewing patient health information on a device which was not authorized through MUSC-secure internet.

In order to prevent any future security issues, improvements have been made to remove SPARCFulfillment from external facing domain, so users can only log into Fulfillment through MUSC secure network (or VPN).

Note that SPARCFulfillment still communicates with SPARCRequest (outside-facing) the same way as before.

1. (SPARCFulfillment) Requested Quantity Bug Fix

Previously, there was a silent failure when the requested quantity for a non-clinical service (one-time fee) was 0 (from SPARCDashbaord Admin Edit section) and the request was pushed to Fulfillment, which was causing the request to not show up. This bug has been since been fixed and now allows SPARCFulfillment to take in requests with quantity of 0, too.

1. (SPARCFulfillment) Order the List of Clinical Providers Bug Fix

When assigning tasks to clinical providers from the "All Task" tab in SPARCFulfillment, or assigning a clinical provider for a follow-up procedure, the list was previously out of order and also showing duplicated providers when a provider is granted access to multiple organizations. In this production, the clinical providers are now unique and the list of provider names is displayed alphabetically.

1. (SPARCFulfillment) Notes on Custom Visits Not Showing Bug Fix

There was a previous bug causing the user-entered notes on custom visits to not show in SPARCFulfillment, although the data was saved in the database. This bug has since been fixed.

1. (SPARCFulfillment) New Type of Visit Added in Participant Tracker Section

Inside Participant tracker, under the chosen visit, a new option has been added for "PFT Only" (PFT = Pulmonary Function Testing) on the dropdown list for clinical providers to choose from. This was requested so users could further differentiate and report on types of visits.

1. (SPARCFulfillment) Pricing Map Validation Added for Clinical Services

When a clinical service is marked as completed, there is now a validation in place to check whether a valid pricing map is available for the fulfillment date. Previously, there was a silent fail without an error message or explanation.

1. (SPARCFulfillment) Pricing Map Validation Added for Non-clinical Services

A pricing map validation now occurs in when a fulfillment is created, to ensure that a valid pricing map is available for that date. Previously, this failed silently without an error message or explanation.

1. (SPARCFulfillment) Invoice Report Updates

Improvements have been made to the Invoice Report to include the Research Master ID (RMID), Primary PI Affiliation, and Billing/Business Manager(s) columns.

In addition, percent subsidy now also displays for non-clinical services (previously only showing for clinical services).

1. (SPARCFulfillment) 24-hr Wait Time Logic Removed for Visit Report

There was a previous existing logic for not showing visits that were started less than 24 hours ago. This rule is no longer applicable and this logic has been removed in order to make the visit report display real-time data.

1. (SPARCFulfillment) Klok Import Validation Added for Admin Rate and Pricing Map

The following logic has been added when running a Klok import to enhance the pricing accuracy:

1). Admin override pricing (defined in SPARCDashboard Admin Edit section for this protocol/request) will overwrite other service pricing when it exists;

2). Fulfillment dates are now compared with the pricing map effective date ranges if there are more than 1 pricing maps exist on the fulfilled service, and the appropriate pricing map is used for the imported fulfillment entries.

1. (SPARCFulfillment) Stricter Klok Import Resource Format Rule
   The Klok resource import rule has been updated to be stricter. This was done so entries would error out and show up in the proof report and import report.

1. (SPARCFulfillment) Rails 5 Update Issue Fix (LA CaTS Contribution)
   A couple issues with loading files after the Rails 5 updates have been fixed.

List of Programming Changes with Links to GitHub

SPARCRequest v3.1.0:

• (SPARCRequest) SubService Requests Without a Service Requestor View commit
• Open Source View commit
• Deletion Validation Requests in Fulfillment View commit
• (SPARCRequest) Email “Requestor” Column Feature View commit
• Audit Recovery View commit
• Revert “Identity_id & unit_factor issue” View commit
• Service Pricing Report Changes View commit
• MUSC Staging View commit
• Fixing Incorrect Names in Settings Import File View commit
• (SPARC/RMID API) Handling Deleted RMID Record View commit
• (SPARCRequest) Epic Push Origin Bug View commit
• (SPARCCatalog) Service Linking Import Script View commit
• RMID Service Error to Appear if RMID is Enabled in Settings View commit
• NoMethodError Occurred in protocols#create View commit
• (SPARCDashboard) Tie Search Field Option with RMID Configuration View commit
• (SPARCRequest) Adding Selected Colum to Available and Editable View commit
• (SPARCRequest & SPARCDashboard) Duplicate Study Types Found View commit
• (SPARCRequest & SPARCDashboard) Epic User Update/Deletion View commit
• (SPARCRequest & SPARCDashboard) Better Language Missing PI View commit
• Fixing Indirect Cost Validation View commit
• Notes Table Bug View commit
• Survey Report Change Header View commit
• Moving funding_statuses from Constants.yml Along With References View commit
• Create Locked Calendar Option View commit
• (SPARCDashboard) Validate Calendar when Sending Protocol to Epic View commit
• (SPARCDashboard) Validate Calendar when Sending Protocol to Fulfil. View commit
• (SPARCRequest & SPARCDashboard) Permissible Values View commit
• Need to Remove the service_id Column from Service Provider Table View commit
• Migrate piwik_tracking.html.haml into Settings Table View commit
• Readme Update View commit
• md Update View commit
• Update rubyzip Gem View commit
• Add Special Character Language View commit
• Epic Current Queue Bug View commit
• Calendar Lock Move Visit Fix View commit
• Permissible Values Should Follow The Sort Order Defined View commit
• Validate Calendar When Sending Protocol to Epic View commit
• Coverage Analysis Report Bug View commit
• Step 5 Organization Forms Not Showing Bug View commit 
• More Coverage Analysis Report Deprecated Calls View commit
• Coverage Analysis Report Fix View commit 
• Consolidated Request Cost Display View commit

SPARCFulfillment v2.7.0

• Make The Klok Import Resource Format Rule Stricter                         View commit
• Order the List of Clinical Providers View commit
• Participant Tracker: Add New Type of Visit View commit
• Removing Logic That Limits Reporting on Visits >24 Hours Old View commit
• Adding Percent Subsidy Column to Invoice Report View commit
• Fix Custom Appointment Notes Not Displaying View commit
• Pricing Map Validation View commit
• Missed Deleting Parameter From Query View commit
• Fix For Production View commit
• Adding Business Mgr. and RMID Columns to Invoice Report View commit
• Railes 5 Upgrade View commit
• Changing Validations for Quantity Requested View commit
• Gemfiles Pre-Production Check View commit
• New Participant Report View commit
• Per-Patient Per-Visit Pricing Map Validation View commit 
• Order the Clinical Providers for Follow-Up             View commit
• Rails 5 upgrade issues                                                                                                 View commit