Project details can be edited, provided the project is not closed or archived.

 

Project Code & Meeting Date

 

The Project code is generated in a default format YYYY_nnn, where the project is the n’th project in the YYYY calendar year based on the Date Received (n.b. this format can be changed prior to system implementation).  If it is modified, and derives from a field like ‘Meeting Date’, then this field must be completed before saving.

Once saved, the meeting cannot be updated. The list of meetings is derived from all future meetings that can still accept project submissions. If no meeting date is set, an alert is created.

Users can also associate the project with other meetings via the meeting management  option.

 

Project Code External / Other 

 

The project code external / other field caters for the scenario where a project is known by the researcher as a 'code' other than the one generated by HRECTrack for your HREC.
It may be an internal 'code' that the researchers have created, or one that another HREC has generated.

In any event, it can be entered here, and searched via the basic and advanced search functions.

 

Title

 

The title field provides the main description for the project, and is always required.

It support the conversion of text to special characters, as per the “Interface Overview” section at the start of the document.

 

Comments

 

Comments provide an additional area to provide project information.

It support the conversion of text to special characters, as per the “Interface Overview” section at the start of the document.

 

 Research Area

 

Defines the research area for the project.

 

 Category

 

Defines the category for a project, and as below, also impacts the Dispose On or After Date.

 

 Category(s) Of Participants

 

Defines the category or participants for a project.

 

 Expected Number of Participants

 

Defines the expected number of participants for a project.

 

 Status

 

Enables the project status to be tracked, and also has a number of flags associated with each phase.

It should be noted that the system will NOT stop you selecting an invalid state, however, it will raise alerts via the  icon if there are any inconsistencies.

 

 

1. ‘Disposed’ is a status that the system sets when the user enders a value for ‘Disposed Date’. It is not available in the status dropdown by default.

2. These states are considered 'Approved' states.

3. These states are considered by the system as pre-approved states.

4. These states may have sub states (e.g. Approved - Extension, or Study Complete - Extension Not Approved).

n.b. the key dates “Date Approved”, “Date Closed” and “Date Archived” cross-reference these status flags to provide an alert via the  icon if a flag and/or date are out of sync.

 

 Phase

 

Allows for the phase of the project to be recorded.

 

 Billability

 

Allows for the billability of the project (and associated documents) to be specified.

 

 Level Of Risk

 

Specifies the level of risk for the project. Must be set otherwise an alert is created. 

Historically this used to tie closely to the Ethics Review Type, however it was modified to represent a basic risk scale.

 

 Ethics Review Type

 

Specifies the type of ethics approval required by the project. The ethics details are handled on the Compliance pages (), see Compliance sections for further details.

n.b. once the project is approved, the “Ethics Review Type” option cannot be altered. Must be set otherwise an alert is created.

 

 HREC Member

 

Enables the selection of a HREC Member for the project.

Since a User can be associated with a HREC Member, then that user can automatically 'see' the project, and this is indicated via the Project Users page.

This HREC Member link also applies where they are associated with project documents, actions, amendments, or severe adverse events.

 

HREC’s Involved / Approved 

 

Allows the number of other HREC’s involved to be entered. Where the number involved does not equal the number approved, an alert is noted via the status icon (). In addition, the status icon displays, and remains blue ().

 

 Principal Investigator (PI)

 

Can also be selected for the project. Full options for selecting the Co-Ordinating/Chief (CI), Principal (PI), and Contact investigator / researcher are available via the Project > Researchers   option.

 

Is Insurance Required 

 

Is a key flag for compliance. If required, it enables the insurance page under the compliance section, as well as enabling the “Next Insurance Review Date” field in the “Key Dates” section. If this option is NOT ticked, then the “Next Insurance Review Date” field, and the insurance page are disabled. Note that if insurance has been entered against a project, this option can no longer be disabled.

 

Date Received

The date that the project was received. Defaults to today's date when a new project is being created.

 

Date Approved

 

The date that the project was approved. Please note that if the date is set, but the project status is not set to ‘Approved’, the system sets the status when changes are saved.

 

Date Expected Start

The date that the project is expected to start. Note that if a date is specified, it needs to be after the Received Date.

 

Date Expected Completion

The date that the project is expected to complete. Note that if a date is specified, it needs to be after the Received Date.

 

Date Closed

 

The date that the project was closed. If a date is set here, a corresponding closed status should be selected, otherwise an alert  is created.

 

 Next Ethics Review Date

 

Provides a simple date entry for the next ethics review date. If the entered date is within the configured alert period, the system :-

1.Creates an alert ,

2.Turns this label red,

3.Turns the label on the Compliance page under the ethics section red.

The  button takes the user to the Compliance page.

Note that this is only available/editable where the ‘Ethics Review Type’ requires an ethics review.

This date is removed once a project is closed.

 

 Next Progress Report Date

 

provides a simple (and initial) date entry for the next progress report date. Only entered here initially to trigger the first progress report reminder, since the first actual progress report captures a “Date Valid To” field, that in turn sets the new next progress report date. The  button takes the user to the  Progress Report page. This date is defaulted to “Approved Date” plus 12 months if not specifically entered when the project is being approved.

This date is removed once a project is closed.

 

 Next Insurance Renewal Date

 

Can only be set via the Compliance – Insurance screen. If the “Is Insurance Required” option is set, this option is enabled. The  button takes the user to the Compliance - Insurance page. 

This date is removed once a project is closed.

If the "Is Insurance Required" flag was accidentally ticked, and you need to clear the date field, simply un-tick it, save the change, and the date will blank itself.

 

 Date Archived

 

The date that the project was archived. If a date is set here, a corresponding archived status should be selected, otherwise an alert  is created. Once set, the projects status icon changes to archived (), with the tooltip providing details.

 

 Dispose On Or After Date

 

Is the date at least X years beyond the Closed Date. X is defined in the “Can Dispose X Years After Close” section, and cannot be less than the minimum years defined for the selected project  Category (or overridden by some statuses). This minimum value is not displayed by the system; however it is defaulted, and validated during project saves, so the system will let you know if the value is lower than the minimum required. To force the minimum, set a value of zero (0), and the system will set the minimum for the category (or status). Once a valid date is specified, the system blocks changes to the “Can Dispose X Years After Close” field. A trick here (if you are unsure how the minimum is being derived) is to enter one (1), which is most likely less than the minimum, and the alert displayed blocking the save will give you full details of why one (1) is to low – hence how the system is deriving the minimum. Any issues here creates an alert .

 

 Disposed Date

 

The date that the project was disposed. If a date is set here, it needs to be today or in the past, and after the Dispose On or After Date, which in turn needs to be X years after the Closed Date. Once set, the projects status icon changes to disposed (), with the tooltip providing details. Any issues here creates an alert .

 

 Invoicing Details 

The projects invoicing details can be entered in this section.

Items of note are :-

•Project Invoice Summary - gives a summary of total amount invoicable, and outstanding,

•Invoice Amount - is the invoicable amount for the project,

•Agreed Document Amount - is the default invoice amount that will appear for documents if they are flagged as billable. Can be left at '0.00' if no default document amount applies.

All other fields are as is, and can appear in reports and can be searched in advanced search.

Note that any/all dollar values are entered as per user requirements regarding GST/VAT. If the policy is to store ex-GST values, then enter these, otherwise enter inc-GST totals.

 Is Invoiced 

Indicates whether the project has been invoiced or not. Note that this flag is defaulted to not-invoiced, and is disabled if the ‘ Billability’ option is set to a non-billable option.

The advanced search supports finding non-invoiced projects via the 'Can Invoice' and more specifically the 'Project Can Invoice' search options.