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Confidential –
Completed protocols across all clinical trials incurred an
average of 2.3 amendments
Each required an average of 6.9 changes to the protocol
Phase III studies required 8.5 changes per amendment
http://csdd.tufts.edu/news/complete_story/pr_ir_sep-oct_2011
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Confidential –
Protocols are more complex
CRFs are larger
Clinical trials are lasting longer
Clinical trials are global
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and those numbers are growing…
Confidential – 10
Deployment Challenges
Staggered deployments due to IRB approvals
Manual deployments are subject to human error
Why do these impacts occur?
Confidential – 11
Data Migrations
Moving data from Version 1 to Version 2
Site downtime
Lost data
Why do these impacts occur?
Confidential – 13
Factors that affect time, cost and risk
Mid-study Change Challenges
Change Management
Deployment Challenges
Data Migrations
Multi-system Impact
Confidential – 15
What role should technology play?
Support Real-World Changes
Inclusion / Exclusion
Range checks
Extension visits
…to name a few
Confidential – 16
What role should technology play?
Improve Operations
Reduce cost
Accelerate timelines
Lower risk
Confidential – 18
Overcoming challenges. Change Management
Does the tool support a process-oriented approach to change management?
Design
Test
Approve
Release
Confidential – 19
Overcoming challenges. Change Management
Does the tool produce supporting documents like blank CRFs and annotated CRFs?
Confidential – 20
Overcoming challenges. Change Management
Does the tool identify what changed between study revisions so that you can support risk-based verification?
Change Version 1 Version 2
1 – Age Question Text
Are you 18 or older? Are you 17 or older?
2 – Temperature Edit Check
35.0 < temp < 37.0 35.0 < temp < 37.3
Confidential – 21
Overcoming challenges. Change Management
Can you easily and consistently move study revisions through separate design, test and approve environments?
Design Test Approve Release
Study Revision 2
Confidential – 22
Overcoming challenges. Deployment Challenges
What utilities are in place to support the mid-study deployment process?
Change Type Element Utility
Add Edit Check Reconcile data
Remove Edit Check Reconcile data
Add Question (All Patients)
Update Questions
Add Question (Specific Patients)
Update Question Type Change answer options
Remove Question
Add Form
Confidential – 23
Overcoming challenges. Deployment Challenges
Does the update cause downtime or data entry inaccessibility for the sites?
Confidential – 24
Overcoming challenges. Data Migrations
Use a tool that does not have to move data for mid-study change updates.
If you have to move data in the tool, create a “checksum” script to ensure the data are safely transferred from one version to the next.
Confidential – 25
Overcoming challenges. Multi-system Impact
Don’t lose sight of today’s connected environments!
If your EDC is connected with Coding, CTMS, Randomization, lower risk with a Change Assessment Checklist
Is anything changing that might affect connections with other systems?
Confidential – 27
How can the process flow? Design
Identify the change (e.g. a simple edit-check update)
Designer makes the change in the online development environment, reviews her work and flags the version for testing.
Confidential – 28
How can the process flow? Test
The tester loads the version, reviews the configuration difference report and is ensured only the temperate edit was modified (release classified as low risk).
The tester runs tests, everything passes and they flag the version for UAT.
Confidential – 29
How can the process flow? Approve
Clinical reviews the modification and approves the version.
Confidential – 30
How can the process flow? Deploy
The project manager coordinates the deployment with the study team.
A mid-study change utility is run to identify data that falls outside the updated normal range.
The sites are never down.
Confidential –
Mid-study changes happen
Factors that create delays, add cost and risk include: Change management Deployment challenges Data migrations Multi-system impact
Technology should Support real-world changes Improve operations
Process-oriented technology appropriately applied can help Reduce cost Accelerate timelines Lower risk
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