OASIS Application Data

The Office of Academic Solutions and Information Systems (OASIS) Application Data team uses institutional data sources to deliver ad-hoc queries, operational reports and dashboards to Duke's research community.

The data is used by:

  • Principal Investigators to assist with monitoring of individual projects
  • Duke's Clinical Research Units and departments to aid in research administration  monitoring and management
  • School of Management leadership to better understand the complete research portfolio. 

One of the key data resources for the Application Data team is the Research Management Data Mart (RMDM).  The vision of RMDM is to create a single source of truth for research administrative decision making across Duke Health. 

RMDM includes research-related data from many of Duke's institutional systems, including, but not limited to:

  • IRB protocol submission data from iMedRIS iRIS
  • clinical research management data from Advarra OnCore
  • research-related billing and recruitment data from Epic MaestroCare
  • research-related financial, organizational and human resource data from SAP
  • research training data from CITI, SABA, and OESO
  • research contract data from Innovate

Reports

Use your Net ID and Password to access Reports and Dashboards. Access is restricted to authorized users. To request access, please submit a Research Data Access Request or submit a request through the Service Now Portal.

 

MaestroCare Reports

RSH010 for Excel Exports - The RSH010 reports display financial transactions (hospital and/or professional billing), to assist Financial Practice Managers in reviewing charges as part of FAM processing.

     RSH010 Search by Fund Code

     RSH010 Search by Protocol

     RSH010 Search by BFR 

RSH038 HB Charges Awaiting Review - Technical Charges (Accounts) on CRC Review Workqueue (previously known as the Workqueue 2062 report)

RSH050 Charge Reconciliation Reports - The RSH050 reports assist financial personnel reconcile charges between MaestroCare and SAP.

     RSH050 Charge Reconciliation - Search by fund code (comma-separated).  Periods starting Apr 2018.

     RSH050 Charge Reconciliation Tip Sheet - Help with RSH050 Charge Reconciliation Report.

     Charge Reconciliation V1 Report - Periods starting prior to Apr 2018.

     Charge Reconciliation V1 Tip Sheet - Help with Charge Reconciliation V1 Report.

MaestroCare Protocol Access Report - This report will allow authorized users (RPM/FPM) to view a list of personnel who can view a protocol in MaestroCare, along with their role and user ID. This report will only return protocols for which there is at least one personnel with viewing rights in MaestroCare.

Personnel Reports

All Key Personnel per Protocol - Be sure to list each IRB number with "Pro" followed by eight digits. You can enter multiple IRB numbers separated by spaces. To paste a list from Excel, copy vertical column of information and click on a blank cell; choose the paste option "Transpose" and then copy the new horizontal area; paste into report field. After searching, you'll need to select the desired results and "Insert" them into the "Choices" box before clicking "Finish." Note: “wildcards” (e.g. %) do not work for this query. This includes studies with a status of 'Approved' or 'Exempt Research'. 

Specific Personnel by Person DUID - Search by Duke Unique ID (7 digits, including leading zeros). The report will display all studies for which a person is listed as key personnel regardless of CRU. This includes studies with a status of 'Approved' or 'Exempt Research'. Last updated 11/26/2018

Protocol Reports

Studies by CRU:  All Studies Currently Open with the IRB (Updated January 28, 2019) - Filter based on which IRB Review Type(s) you wish to view. A blank "IRB Approval Date" field indicates a paper conversion, with the original approval date not stored in eIRB. The Healthy Volunteers [Permitted] field will be mostly blank. The process for populating this study attribute in eResearch as part of the grid review process began in 2011. DOCR has plans to back-fill the remainder of data in the future, but study teams now still have the ability to identify subjects they enter in eResearch as healthy volunteers for any "Yes" or blank designated studies.

Protocol Deviations - This report lists safety events of the type 'Protocol Deviation/Violation, and information on these safety events. Access is restricted by Clinical Research Unit.

iRIS Study Fund Code in MaestroCare - This report shows comprehensive protocol information from iRIS, OnCore, and MaestroCare (EPIC).

Data Usage Disclaimers

Federally Funded Multi-Site Research

Sub-sites under U.S. government-funded research where a Duke investigator is the primary grant awardee require their own valid Federal-wide Assurances (FWAs) and IRB approval (occurring at least annually) for the life of the study, regardless of whether sub-sites are domestic or foreign. In addition, sub-sites, regardless of location, must be compliant with the requirements of 45 CFR 46 and applicable OHRP guidance. The DUHS IRB will work with study teams to ensure that the teams have adequate monitoring processes for their sub-sites.

HIPAA and Data Collected Internationally

When the data are in the host country, their privacy regulations apply, but when the data come back to Duke, the HIPAA regulations apply (starting with the determination of whether or not the data are individually identifiable health information (IIHI)). If it is IIHI at Duke Medicine, it is Protected Health Information (PHI), and we need to apply the same controls to the data that we do for our own patients, including the storage of electronic data on our Duke Medicine servers when the data are here. There are some "extra" things that we have to do to address the lack of an individual authorization associated with consent for research. Please contact the DUHS IRB or the Office of Audit, Risk and Compliance (OARC) for help in these circumstances.

 
If you are experiencing technical difficulties with an existing report, please contact the DHTS Service Desk.

Call 919-684-2243 (select "4" for research) or submit an online request via the DHTS Service Portal

Please submit new data requests via the OASIS Application Data Request Form.

 

The OASIS Application Data Solutions team is here to assist you with your research reporting needs. We can develop ad-hoc data requests (data pulls), standing reports, Tableau dashboards or provide access to existing reports. 

RMDM is supported in part by the Duke CTSA grant [UL1TR001117].