ADAMS: A Users Perspective

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ADAMS A Users Perspective

• ANADO Workshop, Barbados
• Jeremy Luke, General Manager, Anti-Doping Program

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Overview

• Setting the Context
• ADAMS Implementation Plan
• Working in ADAMS
• User Names and Passwords, Athlete Consent,
  Entering Test Information, Therapeutic Use
  Exemptions, Results Management and Athlete
  Whereabouts
• Preliminary Evaluation
• Benefits, Challenges and Recommendations

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Setting the Context
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Setting the ContextCCES Background Information

• Comprehensive anti-doping program first
  established in early 1990s
• Recently implemented the Canadian Anti-Doping
  Program (Code Compliant) in 2004
• Anti-Doping Program is certified to ISO 90012000
• Conduct 3000 to 4000 tests annually
• Registered Testing Pool consists of 1000 athletes
• Total Testing Pool consists of 12,000 athletes
• Athlete whereabouts program

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Setting the ContextPrior Database and Reporting
Systems

• Microsoft Access
• Developed in-house by CCES
• Doping Control test data since early 1990s
• Therapeutic Use Exemption data since early 1990s
• Results and Anti-Doping Rule Violations data
  since early 1990s
• Creating statistical quarterly and annual reports
• Approximately 46,000 test records and 10,000 TUE
  records

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Setting the ContextPrior Database and Reporting
Systems

• Microsoft Excel
• Tracking athlete whereabouts information and
  missed tests
• Test distribution planning
• Results management
• Fax / Email / Mail
• Reporting on tests
• Reporting on therapeutic use exemptions
• Reporting on results management
• Collecting athlete whereabouts

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Setting the ContextThree Possible Options Moving
Forward

• Upgrade our current Microsoft database system
  in-house
• Develop a customized new database system with
  external assistance
• Implement ADAMS

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Setting the ContextThe Decision

• CCES decided to implement ADAMS for the following
  reasons
• Cost
• Potential harmonization with other anti-doping
  organizations
• Evolving nature of anti-doping environment
• Current database system enabled us to wait for
  ADAMS prolonged development
• Comparative analysis between ADAMS and our
  current system indicated a relatively easy
  transition

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ADAMS Implementation Plan
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ADAMS Implementation PlanPreparation

• Six months of preparation to launch ADAMS
• Part of WADA Reference Group
• Provided comments on ADAMS/suggested improvements
• Training of CCES staff
• Access to ADAMS training site
• Attended WADA hands-on training sessions
• Conducted hands-on training for all CCES staff

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ADAMS Implementation PlanIntegration

• Comparative Analysis between ADAMS and CCES
  current Database systems
• Reviewed all functions of ADAMS
• Entered all types of forms into ADAMS training
  site
• Identified key differences (for example,
  generating statistical reports)
• Incorporated ADAMS into CCES Quality System
• Wide variety of ways to enter information into
  ADAMS
• Created work instructions for staff to ensure
  consistency of data entry
• Created new systems for reporting information

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ADAMS Implementation PlanTraining of Stakeholders

• ADAMS Training for Canadian Athletes
• In-person at a national athlete forum
• PowerPoint presentation, demonstration and booth
• Focused on whereabouts component
• ADAMS Training for Canadian National Sport
  Organizations
• Full-day seminar for sport organization
  administrators
• Live demonstration and hands-on exercises
• Feedback
• Continued access to ADAMS training site

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ADAMS Implementation PlanTraining of Stakeholders

• WADAs training resources
• ADAMS User Manual
• ADAMS Video
• WADA toll-free help line
• CCES resource considerations
• Considering development of an E-learning tool
• Providing individual sessions to sport
  organizations and athletes
• Targeted email contact for ADAMS issues

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ADAMS Implementation PlanThe Launch

• Launched ADAMS on October 1, 2005
• Six months into CCES fiscal year
• Clean break from previous data to facilitate new
  statistical reporting methods
• Archived all old data in Microsoft Access and
  Excel
• Over 50,000 records stored
• Chose not to upload any information into ADAMS
• Created separate paper filing system as back up

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ADAMS Implementation PlanAn Incremental Approach

• October, 2005 Entering Doping Control Forms,
  Therapeutic Use Exemptions, Results Management
• January, 2006 Collecting Whereabouts
  Information, Tracking Missed Tests, Generating
  Statistical Reports
• April, 2006 Athlete Agents, Mission Planning,
  Test Distribution Planning, Athlete Selection
• July, 2006 Other functions

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Working in ADAMS
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Working in ADAMSUser Names and Passwords

• CCES approach
• CCES has 1000 athletes in its registered testing
  pool
• Registered testing pool is constantly changing
• Athletes must individually request a user name
  and password by email to CCES
• CCES confirms athlete identity by email address
  and previous athlete whereabouts forms
• Athlete is provided a user name and password and
  is directed to ADAMS training and resource
  information

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• disclaimer

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Working in ADAMSAthlete Consent

• Anti-doping organizations are required to collect
  athletes consent in order to input their
  information into ADAMS
• CCES approach
• Revising Doping Control Forms
• Revising Therapeutic Use Exemption Forms
• Requesting consent via user names and passwords
• ADAMS disclaimer

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• ADAMS Forms

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• ADAMS TUES

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Working in ADAMSEntering Doping Control Forms
and TUE Data

• CCES approach
• Did not upload any historical data into ADAMS
• Entering information in mandatory fields only
• Immediately granting access to other
  organizations to access athlete information

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Results slide
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Working in ADAMSResults Management

• CCES approach
• Currently WADA accredited laboratory not using
  ADAMS
• CCES entering results information as laboratory
  user
• CCES will enter and manage adverse analytical
  findings in ADAMS
• Investigating a method to batch upload results
  into ADAMS
• WADA working with laboratories to begin using
  ADAMS

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• ADAMS whereabouts

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Working in ADAMSAthlete Whereabouts

• Background on CCES athlete whereabouts program
• Commenced in July of 2004
• Over 1000 athletes in Registered Testing Pool
• Whereabouts collected quarterly by fax, email or
  mail
• Incentive program to encourage compliance
• Compliance program (over 99 compliance)

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Working in ADAMSAthlete Whereabouts

• CCES approach
• Athletes will have the option of submitting
  whereabouts using ADAMS by December 1, 2005
• Athletes will continue to have the option of
  submitting information by email, fax or mail
• CCES considering the option of requiring athletes
  to submit whereabouts information via ADAMS
• Initial goal to have 25 submit online for
  January 1, 2005

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Working in ADAMSAthlete Whereabouts

• CCES approach to education and training of
  athletes
• Advisory Notes to Athletes
• Trained athletes and sport organizations on how
  to use ADAMS
• Developed resources for athletes
• Targeting an incentive program
• Informing athletes of IF and WADA requirements

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Preliminary Evaluation
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Preliminary EvaluationEarly Benefits of
Implementing ADAMS

• WADA provides and maintains the system at no cost
• Meets various reporting requirements in the Code
• Less administrative time copying and sending data
  to WADA
• Will evolve with the Code
• e.g., blood testing
• Harmonization
• Sharing of information
• Available in English and French
• Canadas two official languages

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Preliminary EvaluationEarly Benefits of
Implementing ADAMS

• Internet-based software
• Accessible anywhere
• Zero technical set-up requirements
• User friendly
• Staff quickly understood ADAMS
• Response from athletes and sports very positive
• WADA responsiveness
• Mutual exchange of expertise

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Preliminary Evaluation Early Challenges of
Implementing ADAMS

• New software
• Growing pains and technical glitches
• Generating statistical reports
• Country-specific and custom reports may be
  difficult
• Harmonization
• Limited ADO and IF use
• Canadian lab not yet on board
• Limited ability to customize specific areas
• Collecting athlete consent
• Revising forms

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Preliminary Evaluation Early Challenges of
Implementing ADAMS

• Issuing user names and passwords
• Administration time spent generating,
  transmitting, and resetting passwords
• Managing two whereabouts systems
• Now accepting forms by fax, email, and through
  ADAMS
• Education and training
• For athletes
• For athlete support personnel
• For administrators

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Preliminary Evaluation Key Recommendations

• Plan
• Thoroughly consider such issues as data transfer,
  training of staff and stakeholders
• Incremental approach
• Implement ADAMS function by function
• Be prepared for problems
• Work instructions
• Entering forms, creating accounts
• Ensures accuracy and consistency of sensitive
  data
• Education
• Invest time and resources long-term in educating
  athletes and sport organizations on ADAMS

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Questions?