Program Managers Session

1
Program Managers Session

• Juggling Data for Clinical Research Training
  Programs

2
Program Managers CommitteeShanta Layton, Chair
-- University of PennsylvaniaKaren McCracken --
Oregon Health and Science UniversityBárbara
Segarra -- University of Puerto RicoAngela
Slattery -- University of WisconsinCheryl Sroka
-- Emory UniversityKaren Weavers -- Mayo Clinic
College of Medicine
ACRT Meeting Session Sub-Committee Shanta
Layton Karen McCracken Angela Slattery Karen
Weavers
3
A Sample of Constituency
Institutions Albert Einstein College of
Medicine University of Southern California, San
Francisco Duke University Medical Center and
Durham Emory University University of
Florida Harvard Medical School Johns Hopkins
School of Medicine Kansas University Mayo Clinic
Center for Translational Science
Activities University of Minnesota Northwestern
University Feinberg School of Medicine Oregon and
Health Science Weavers University of Puerto
Rico Penn State College of Medicine University of
Pennsylvania, Medical University of South
Carolina University of South Florida University
of Texas Tufts University Washington University
School of Medicine University of Washington
University of Florida Health Sciences
Center University of Wisconsin-Madison Yale
University
4
A Sample of our Constituency
Titles K30 Program Administrator Academic
Coordinator Associate Director, Graduate Training
in Epidemiology Program Coordinator (5) K30 CRTP
Program Director Education Coordinator Senior
Research Administrator Interim Director for
Operations Education Program Coordinator Academic
Coordinator CTSA Operations Manager Administrativ
e Coordinator (2) Executive Director Program
Operations Specialist Associate Director,
Advanced Post Graduate Program in Clinical
Investigation Director of Operations  Research
Program Manager Academic Program Manager Program
Assistant, Advanced Postgraduate Program in
Clinical Investigation Director, Educational
Programs Professor of Pediatrics, Epidemiology
and Public Health, and Investigative
Medicine Director, CRT Program and Chief Division
of General Internal Medicine
5
The Program Managers' Juggling Act
protocol tracking
IRB compliance
career development
course management
evaluations
monitoring budgets
student services
NIH Reporting
admissions
inquiries
Alumni relations
marketing
recruiting
6
Panel Presentations
7
Applications/Admissions Data University of
Pennsylvania Center for Clinical Epidemiology
and Biostatistics Shanta Laytonshanta2_at_mail.
med.upenn.edu
8
Applications/Admissions Data
Software MS Access

• Academic Programs
• Master of Science in Clinical Epidemiology
• PhD in Epidemiology

Parameters of Applicant Pool

• 100 inquiries annually
• 50 from applicants in a clinical fellowship on
  campus
• 50 Half from external or non-clinicians (mostly
  PhD)
• 30 are put through pre-screening process

• 70 full applications (60 MSCE, 10 PhD)

• 45 MSCE 1-2 PhD admits

• 35 MSCE and 1-2 PhD matriculants

9
83 fields of application data Basic Data Entry
Form
10
Interviewer Form
PHOTO
11
Overall Applicant Report
12
Funding Details for Each Applicant
13
Advising Assignments
14
NIH Grant Tables
15
Interface for other to view reports without
affecting data
Application reports for others to view data
without affecting it.
16
My Struggle with Data Tracking

• Auto-population of data from the application form
  into our database
• Multiple users problems
• Linking (relating) tables for more robust
  querying
• Database development take time to get training
  or sub-contract it out.

17
(No Transcript)
18
Academic Tracking OHSU Human Investigations
Program (HIP)

• Certificate in Human Investigations
• 18 credits didactic course work
• All courses are offered by HIP program
• Includes choice of one elective module
• 6 credits capstone project
• Mentored project
• Non-thesis
• Master of Clinical Research (MCR)
• Additional 6-8 credits required coursework in
  focus area
• Remaining credits through other graduate programs
• MPH, Basic Sciences, Biomedical Informatics
• Individualized to trainees educational goals
• Non-degree track
• CTSA grant T32 and K12 participants to do MCR

19
Other program details

• Access Data Base
• Shadow system to OHSU Banner system
• Program tracking
• Application and admission
• Program status
• active, graduate, program, track, leave, withdraw
• Courses registration, grades
• Course registration
• HIP 500 level courses program registers
• Other graduate courses student registers

20

• Program Status
• Need better way of tracking actions taken by date
• Cumbersome when trainees switch between tracks
  (i.e. non-degree gt certificate gtMCR)

21

• Course Registration (Transcript sub form)
• Banner system is official record
• Tracking of courses at a glance
• Block registration for all trainees
• Most courses are required and in sequential order
  until spring of 2nd year
• pre-registration allows for planning
• Changes planned
• Running total of credits

22
Capstone (Mentored Project)

• Tied to registration for credits and final grade
• Notes allow to track progress or changes

23
Tables for Academic Tracking

• Student Information table
• Application and admissions
• Personal and professional information
• Program status
• Transcript table
• Course Information table
• Faculty table

24
Queries for Academic Tracking

• Courses query
• Reports for registration
• Updating grades
• Capstone progress query
• Progress for active students
• All student status table
• Totals (active, graduate, withdrawn)
• Reports use MS Word merge or Excel rather than
  Access!

25
Career and Research Tracking

• Angie Slattery
• Research Program Manager
• University of Wisconsin-Madison
• as6_at_medicine.wisc.edu

26
Clinical Investigator Preparatory Program
Statistics

• 34 active trainees
• 111 past trainees
• Other programs on campus
• Certificate in Clinical Investigation (CIPP)
• MS in Population Health Sciences
• MS and PhD in Biostatistics
• Capstone in Biostatistics
• MS and PhD by committee

27
Semi-Annual Progress Reports

• Active trainees are emailed a web link to
  complete progress reports in January and June of
  each year.
• The form is completed on-line and downloaded into
  our database.
• Information is for the previous six months.

28
Semi-Annual Progress Reports

• Progress report requests information on
• Courses completed, time spent outside of class on
  coursework, effect of courses on work schedule.
• Work hours, clinical responsibilities
• Research progression
• Barriers encountered
• Mentor relationship
• Productivity
• Short-term and long-term goals

29
Semi-Annual Progress Reports

• Complete an on-line self-assessment survey
• Biostatistics and Study Design
• Ethics
• Leadership and Management
• Scientific Research
• Presentation and Teaching
• Scientific Writing
• Submit most recent CV.
• Finally, trainees are asked if they would like to
  meet with our staff to discuss progress or
  concerns.

30
Semi-Annual Progress Reports

• CIPP Trainee Progress Report
• We use Web Survey to host the progress report.
• Data is imported into our SurveyPro database.

31
Annual Trainee Evaluations

• Every July we quantify each scholars progress
  through review of his or her CV.
• We calculate number of
• Awards
• Committee service activities
• Publications
• Abstracts and Presentations
• Grants

32
Annual Mentor Evaluation of Trainee

• Mentors are asked to complete an annual
  evaluation of each trainee.
• Mentors opinion on
• Trainees abilities in core competencies
• Progression towards independence
• How often mentor and trainee meet
• Comments or concerns regarding trainee
• Program improvement suggestions
• Evaluations are submitted to us via hardcopy.

33
Alumni Tracking

• We track alumni for five years post program
  completion.
• We track
• Current title
• Current mentor relationships
• Time devoted to research and clinical activities
• Publications, presentations and abstracts
• Funded research
• Major awards

34
The Good, The Bad and The Frustrating

• Good
• - Comprehensive tracking
• - On-line forms
• Bad
• - Sometimes dont get support from mentors and
  fellowship directors
• - Department was reluctant to support SurveyPro
• Frustrating
• - Scholars and mentors dont fill out
  evaluations in a timely manner
• - Process of getting forms on-line ready

35
(No Transcript)
36
(No Transcript)
37
Mayo Clinic College of MedicineCenter for
Clinical Translational Science (CTSA)Education
Resources

• CTSA Impact on Program Databases
• Karen Weavers
• Director of Operations

38
From K30 in 1999 to CTSA in 2006

• K30 1999
• Certificate MS in Clinical Research
• U54 2006
• Certificate MS in Clinical Research
• PhD in Clinical Translational Science
• AAS in Clinical Research Coordination
• Medical student courses research rotations
• CME in Clinical Translational Science

39
Database Design

• When designing your database needs consider the
  following
• Areas of growth
• Support needs
• Reporting requirements

40
Ability to accommodate growth of

• Additional Programs
• Scholars transfer between programs
• Scholars concurrent enrollment in programs
• Tracking concurrent degree progress and program
  progress

41
Ability to accommodate growth of

• Additional Schools
• New timelines
• New processes
• New metrics
• Additional Campuses

42
Ability to accommodate growth of

• Additional staff
• Security where is it located?
• Access who can access it?
• Data Integrity how is data entered?

43
CTSA Education Committee
Sherine E. Gabriel, MD, MSc Director
W. Charles Huskins, MD, MSc Associate Director
Karen M. Weavers Director of Operations
Evaluation
Recruitment/ Communications
Curriculum
Mentoring/FacultyDevelopment
Post-DoctoralPrograms
Pre-DoctoralPrograms
CR Coordinators/ContinuingEducationPrograms
10-04-06
44
Progress Scholar Enrollment
45
Progress Course Enrollment
866
847
774
737
720
440
268
46
(No Transcript)
47
Next steps

• Add PhD track
• Develop Database access policies
• Develop regular reports
• Develop mentor database