Team Collaboration & Documenting: What Rocket can do for you?

Tara Helmer

VICTR

August 15, 2015

What is ROCKET?

• A web-based tool for sharing information and documents, allowing members to collaborate by building and sharing web pages.

• Dynamic and user-friendly, allowing for two-way sharing of information between workspace members.

• Self-serving - members can edit and maintain the workspace per the needs of the group.

ROCKET can be found on StarBRITE (https://starbrite.vanderbilt.edu/).

Who can access ROCKET?

Anyone

• Any member of the Vanderbilt and Meharry communities (with a valid VUNet ID and password) can access ROCKET and create a workspace.

• External users can be added to a workspace by a Vanderbilt or Meharry workspace owner/admin. External users can only access existing workspaces in collaboration with a Vanderbilt/Meharry user.

Adding/Managing Members

• Managed in Workspace Membership • By default the person who creates the workspace is an

Admin• Only an Admin can add new people to the workspace; there can

be multiple Admins/workspace• Members are added with designated User Rights:

• Admin – can do anything, i.e., Manage members, Create, Read, Write, Delete, Sort, Lock pages, create Short URLs, delete a Workspace for all users,

• Create - Add/create pages• Read (default) –Read-only view• Write – Create content on the pages; Can Clone workspaces to

new workspaces, send Notifications to Workspace Members• Delete - Delete content/pages within the workspace• Sort - Sort pages in the workspace Table of Contents

New - Bulk Add Feature1.

2.

3.

4.

Enter email addresses

New - Bulk Add Feature

5.

• All members added using Bulk Add must get the same rights initially (these can be modified individually later)

• You can also give all members the same expiration date if desired; again this can me modified for individual users once they have been added

• Don’t forget to click Add Users

6.

• All new users just added are highlighted in green

• Click update to finalize• If you don’t want ROCKET to send

an automated notification to the user and/or a copy of the automated notification to you, uncheck the respective boxes before clicking update

Dashboard

Dashboard Features

New PHI Safe Workspaces

Manage Workspaces

Your Dashboard provides a place to Create New Workspaces, Search Workspaces, Organize Workspace Displays [with tags and dates], and receive Notifications.

Note, notifications are messages sent from Workspaces. To guarantee you also receive these via email, check the “Send emails” option.

Receive and Manage notices from your Workspaces

Your Dashboard

My Projects• Create New Workspace• Search Workspaces – limited to Workspaces for which you are a

member• Organize Workspaces – Create and Manage tags, Hide Workspaces,

Sort workspaces with self-customized labels or associated dates Workspace Tools• Settings (Admin users) – rename; select PHI protection (if applicable)

• Clone (Write users) – copy content of the workspace into a new space• Members (Admin users) – manage membership• Delete (Admin users)– permanently deletes the workspace for everyone • Create a Short URL (Admin users)

Notifications• By default, these appear in your Dashboard; check Send emails to receive

as an email as well• Options: Scheduled Reminders and Instant Messages

Get additional information and help about ROCKET

Populating A Workspace

Starting with a blank slate, Admins/Members with create privileges can begin to add content/pages.

On the pages, members with the appropriate privileges can add and organize: • blocks of text• headers• dividers• lists (bulleted, numbered and checklists)• tables• Files (which includes pictures) NEW: add multiple files at

once!

Private vs. Public pages:• By default all pages in a workspace are private – only

viewable/editable by workspace members• You can make one or more pages public to share a read-only

version with anyone in the world

Adding Multiple Files

5. Click Save

1. Click files in Inset Bar

2. Click Browse

3. Choose the first document and then click/hold control and click other documents

4. Click Open

Workspace Tools

Page Tools

Add or copy a pageRevert to previous page versionDelete this pageMake a page private/Make a page publicLock a page/ Unlock a page

Sharing Tools Share Links Export this page Share access to additional persons

Messaging Tools Reminder (Schedule) Send a Message (Immediate)

HIPAA Compliant Workspaces

PHI Safe Workspace

Note: Only Workspace Admins can make a workspace PHI Protected. To begin, select “Settings” in the tool icon pop up.

Selecting PHI Protection

• By checking PHI Protection, your workspace will be HIPAA compliant. • Please note, this action cannot be undone. Once you have

designated the Workspace as PHI protected, all pages in the workspace will be made private.

• You are given the option to move all public pages in the workspace to a new non-PHI space if you would like.

HIPAA Compliant Workspaces

Features not Available in HIPAA Compliant Workspaces:• Copying Pages into

Non-PHI protected workspaces

• Exporting content to email

• Public Pages

What specific PHI protections are offered through ROCKET?

• Only invited users can access PHI Protected Workspaces, and thus download or access an information on the site.

• Numerous warning at various points in the space to remind users of their obligation to protect patient data

• ROCKET application only allows unique user IDs and includes measures for an emergency access procedure, automatic log off and encryption and decryption.

• Additional measures within ROCKET prevent users from sharing data on ROCKET with unauthorized users. Usual features such as exporting pages to email and making pages public have been deactivated

Note: Even though additional protections are in place, it is still the responsibility of the Workspace Admins to ensure only individuals with proper approval are given access to the Workspace.

Why might one want to use ROCKET to help protect patient information?

• Project teams are not physically located in the same place.• Needing a single location to access information related to

work as well as reviewed MRNs or Patient data relevant to the study/project

• Needing members to have immediate and returned access to the data, but also the need to expire access after a particular point (ROCKET allows admins to give access up to a specified expiration date if need be)

• Minimizing number of steps to access and the dispose of current available data for the work.

Potential Use Cases for ROCKET

• Review and Application tracking for Training Submissions• Grant Submission Planning and Collaboration• Manuscript Organization and Development• Committee Operations Planning• Lab Meetings documentation• Webpage to contain all Research Resources for a Facility• Course Development and Communication• Conference Planning• Newsletter Distribution and Archiving• Graduate Student Qualifying Exam Scheduling and Review Organizing• SOP Development for Programs• Database Management Documentation• Documenting Team reviews of Shared work• ….

Potential Use Cases for HIPAA Compliant Workspaces

• Sharing Study Data across Multiple Institutions• Multiple department collaborations• Study planning and oversight• Clinical Trial Consent documentation and appointment scheduling• PHI protected workspaces may be useful for teams for reason other than sharing

PHI data.• …

Use Case – The VICTR Studio Program

Use Case - Share information about Tools

Using Pictures in ROCKET

More than one image in block - placing more than one image in a file block you can illustrate instructions using screenshots.

Use Case - Defining Standards

Sticky Notes to Aid with Editing/Communication

Use Case - Manuscript Development

• Collect all the information in a quick and easy display for all Authors

• Can use creative ways to move/structure your pages to organize your content for the manuscript

What’s next?

• “Excel-like” blocks -- Integrating spreadsheet functionality as a new type; will eventually include the ability to create formulas

• REDCap integration with ROCKET • Templates• … (depends on user feedback)

Feedback

• ROCKET has evolved greatly in the past six months largely due to suggestions/feedback from users.

• Send us your feedback so ROCKET can continue to evolve• Use the “Provide Feedback” and “Report a Bug” links to

quickly notify the VICTR team of any issues, comments, or suggestions

• Contact Jacqueline.Kirby@Vanderbilt.edu or Tara.Helmer@vanderbilt.edu