The Aphid Update

Test entry

octri — Fri, 27 Jan 2012 18:45:05 +0000

Test entry

Q: How should grant renewals be entered into Aphid?

radclifs — Tue, 22 Sep 2009 19:01:06 +0000

A: If this is a project that OCTRI is already supporting, enter the renewal as a new request on the sa

Aphid 2.5: Updates to project monitoring, reports, services and milestones

bauckal — Fri, 04 Sep 2009 22:18:47 +0000

Updates

The Program Monitor tab has been updated:
- The most recent milestone for each service is displayed.
- There’s a new column to display eIRB numbers.
- Users can filter the list on PI last name or part of a last name.
- Users can filter the list on IRB number.
- To provide more space, the “Respond” link column was removed and the ID column now an active link that takes the user to the relevant task, review, or service.
- The default number of items displayed per page has been changed to 25.
The Project tab has been updated:
- A project’s pipeline stage can be tracked.
- A project’s funding information now also tracks the PI that the funding is awarded too for the project as well as if this was a first, second, or third submission.
- The PI on record with the IRB can now be tracked separately under the regulatory identifiers.
- The list of requests related to a project now provides additional information including what services are listed under each request and the status of each of those services.
- Setting of the project priority tags can now only be changed by Front Door
The Services tab has been updated:
- Milestones can now be tracked for services – For services where milestones have been defined for that service.
- The latest milestone tracked for a service is displayed in the services summary grid.
- Additional fields were added to allow for tracking the service costs, the amount billed, and time spent on a service.
- Denied and withdrawn have been added as status options for services.
- Services start dates default to the date the request becomes active. Individual service start dates can be changed as needed.
- OCTRI Admin has been added as a new program.
- Additional services have been added to several programs.
New reports:
- “New Projects Report” – A list of new OCTRI projects.
- “ISIS Billing” – A list of ISIS services by project that are Complete with Total Time entered and Amount Billed not entered.
- “ISIS Income” – A list of ISIS services by project that are Complete or Withdrawn with Total Time and Amount Billed entered
- “ISIS Milestones for current projects” – A list of ISIS services by project that are not Complete or Withdrawn
- “ISIS Projections” – A list of ISIS services by project that are Active, Complete or Withdrawn with Total Time entered.
- “ISIS Workload” – A list of ISIS services by assignee that are not complete or withdrawn.
Updated reports:
- The “Project Discrepancy report” now lists who added the projects. It also contains new discrepancy checks between the status of the services and the status of the project.
- The “Services by program” report has been modified to allow users to filter the results by program, service start date, service end date. In addition, new columns were added for the project PI, service status, start and end dates, and assignee as well as making the project number an active link to the project.
- All three annual reports now show when a project was added into Aphid.
- The “Multi-Institution report” was updated to run more quickly.
The Search page now also searches the funding source number.
On the Request tab the order of the request type options was updated.
The dashboards Program Monitor, My Action Items and Requests I’ve Submitted have been updated to display more quickly.
The email functionality has been updated:
- A new email option is to send emails for newly added action items and again 2 days before the action items are due.
- The summary of action items for CHR Front Door was separated from the list of action items for OHSU front door.
- An administrative interface was added for toggling on email digests and how often they are sent to selected users.
For requests, the Notes tab has been simplified. Previously it contained both notes and milestones. Now milestones are tracked for services and not requests.
The flow of adding a new project or a new request has been updated to streamline entry. Users now first type in the PI and then select from the list of projects for that PI, and finally enter the new request or select an existing request.
A button for “Program Monitor” has been added to the top shortcut button bar.
There is a link to the Aphid blog at the top of all the Aphid pages.
eRA Commons ID data has been loaded into Aphid

Bug fixes:

Pager information will now save for personnel.
Corrections to several typo’s in the application.
Different types of identifiers (IRB, IACUC, and Clinical Trials.gov) can have the same number for the same project.

Q: How should I enter administrative supplements?

radclifs — Tue, 01 Sep 2009 15:13:18 +0000

Dear Front Door,

How should administrative supplements for grants currently funded and tracked in Aphid be entered into Aphid? Example, a supplement to add an additional 10% effort for the PI.

PI’s applying for multiple funding sources for same project

radclifs — Wed, 15 Jul 2009 18:06:44 +0000

Here’s one item that we’ve seen quite frequently, so I thought I’d spend some time clarifying.

Often, an investigator will apply for multiple funding for the same project, either at the same time or over some length of time. Should these be entered in Aphid as separate projects?

Aphid User Guide – Contents

radclifs — Thu, 02 Jul 2009 18:25:47 +0000

Aphid Overview

Purpose [link]
Data that needs to be collected for projects supported by OCTRI [link]
Getting help [link]

Aphid basics / First-time users

Setting up an Aphid account
Logging in
Finding your way around Aphid [link]
Aphid dashboards
Request types
Data field descriptions

Finding projects in Aphid [link]

Entering a project in Aphid [link]

Update an existing project

Add additional services [link]
Update existing services [link]

Q: Should I enter this project in Aphid? It doesn’t require IRB; how do I enter?

radclifs — Wed, 20 May 2009 17:04:06 +0000

Dear Front Door,

I am summarizing the results of a survey filled out by ORPRN member Practices and Clinicians on characteristics of their practice. The analysis was requested by LeAnn Michaels, (ORPRN manager) and I am doing this under a project agreement with the ORPRN (who will be picking up 20% of my time starting July 1) because this project needs to be completed in early June.

Does the project need to be entered in Aphid? If so, what do I do about the stage of the project? It isn’t subject to IRB approval, because it’s not actually research but a summary of membership.

How should subprojects of a larger project be entered in Aphid?

radclifs — Tue, 05 May 2009 17:15:47 +0000

Some projects utilizing OCTRI resources actually consist of several sub-projects. This is often the case with Center grants (e.g. U- or P- grants) where the main grant funds smaller distinct projects, as is the case with the OCTRI grant and its Pilot awardees. Other times, the IRB will request that a protocol submitted for a project funded by a single NIH grant be split into two parts, such as an observation arm and an interventional arm.

Use the following guidelines when deciding whether to enter the subprojects in Aphid or just the main project. If one of the following is true, you might want to consider tracking the subproject as its own Aphid project.

Is the subproject scientifically distinct?
Is there a separate PI for the subproject? (we can report on multiple investigators for a single project if it makes sense).
Does the subproject have a separate IRB number?

It is a good idea to reference the main project when you enter the project in Aphid. That way, when we verify funding or IRB information, we will be able to easily see the connection. Here are some ways to do that:

If the subproject shares an IRB # with the main project and has a different PI, enter the IRB PI’s name in the IRB description field.
If the funding source for the main grant has a different PI from the subproject, enter the PI name in the Grant Title field.
Enter the main project name in the Working Title field for the project (e.g. this project is a subproject of…).

Entering a project in Aphid

octri — Mon, 20 Apr 2009 00:30:18 +0000

Before entering a project in Aphid, search to see if it already exists. For more information, see Finding projects in Aphid.
From the Aphid Home screen, click Add New Request.
Fill out the Request Information tab and click Save. (see also Request types [link])
Click on the project tab.
If adding an existing project to the request, enter search terms in the Title or PI Last Name search fields and click Filter. Click Select to add the project to the request.
If adding a new project to the request, click Add New Project. Enter the project details and click Save. Project staff, funding, etc. cannot be added until after you click Save.
Click on the Services tab. Choose your program from the drop-down list. Select the service checkboxes and click Save. Click on the Notepad and pencil icon next to the service in the Current Services list to update the service description, start/end dates or assignees.
Click on the Send for Review tab, enter a message and send the request to the Front Door. The Front Door will check the request for additional services that might be useful for the project, send the request through any required reviews, and start gathering data needed for the annual report. Be sure to include a note so the Front Door knows if this is just an fyi or if it needs to take some action.

Finding projects in Aphid

octri — Mon, 20 Apr 2009 00:30:05 +0000

It is important to verify that a project does not exist in Aphid before creating a new project. Keep in mind that many projects in the Formation [link] or Proposal [link] stages may not have the final project information (e.g. titles may be in draft form).

There are several ways to find a project in Aphid. See also Aphid Dashboards [link]

Finding projects with the Projects button

This method is useful if you know the name of the PI or the project title.

Click the Projects button (located in the navigation bar below the OCTRI/Aphid logo and is present on all Aphid screens).
Type part of the title or the PI’s last name in the appropriate search box and click the Filter button. [NOTE: This search works best if you use only part of the project title, rather than pasting in the entire title.]
Use the institution filter checkboxes to reduce the search results (optional). Checking two boxes will show projects that involve BOTH institutions (e.g. KPNW and OHSU).
Click on ID, Title, or PI at the top of the column to sort by that column.
Click View to the right of the PI name in the search results to see the details of the project.

Finding projects with the Staff button

This method is useful if you don’t know the name of the PI, but know the Co-Investigator or study staff name. This is also useful if the PI was incorrectly entered as a Co-Investigator.

Click the Staff button (located in the navigation bar below the OCTRI/Aphid logo and is present on all Aphid screens).
Type part of the first or last name in the appropriate search box and click the Filter button.
Click Select to the right of the staff name to see the staff details.
Scroll to the bottom of the Staff details screen to see all projects that this person is associated with (any role).
Click the Note and Pencil icon to the right of the project to see the project details.

Finding projects with the Search button

This method allows you to search for keywords in most Aphid fields, including project title, abstract, staff names, service details, tasks and notes. The search results will display the item where the keyword is found (e.g. if the keyword is found in the project abstract, the search results will display the abstract).

Click the Search button (located in the navigation bar below the OCTRI/Aphid logo and is present on all Aphid screens).
Type one or more keywords in the search box and click the Filter button. [For a more detailed search, click on Advanced Search.)
Click View to the right of the search result to see the details for that project, request, service, task, etc.

Finding recently added projects

This method will not work for legacy projects imported from CRIS because they will often pick up the old CRIS number, but it does provide a good sense of what has been entered recently.

Click on the Projects button at the top to pull up the projects list.
Click on the ID column so that the highest numbers projects show up at the top.