[OCRcommunications] Velos-Florence Integration Production go-live for the New Studies

Fri Sep 8 14:07:32 CDT 2023

Hello Everyone,

Good Afternoon.

I am excited to share the news that the Velos-Florence Integration is going live in our Velos and Florence production environments on Monday, 11Sep2023. The study teams are requested to use the Velos-Florence integration enhancement for all new studies entering in Velos on or after 15Sep2023. Please find some useful information regarding the integration below.

  *   What is Velos-Florence Integration:

In this initiative, we are interfacing Velos (our CTMS) with the Florence system, which will help to automate the study folder creation and the roles/permissions in Florence. Please note that we are enabling this feature in our production environment in different phases, and this is only for new studies entering in Velos starting from 15Sep2023.

  *   Benefits:

  *   Automatically creates a study folder in Florence upon entering a new study in Velos and pushing the study to Florence (updating the study status to 'Florence Folder Requested').
  *   Prevents manual study folder creation in Florence.
  *   Automates the roles/permissions to each study in Florence based on the user's role that is entered in Velos.
  *   This also prevents any manual corrections in Roles/Permissions by individual users.

  *   What will happen to the studies that are already entered in Florence manually:
Please keep these studies as is in Florence for now. The IR team identified some issues during the UAT for the Velos-Florence integration for pre-existing studies. The integration enhancement for the pre-existing studies will go-live later and will be communicated to the study team.

  *   What is the new naming convention for the study folders:
The study folders that are created in Florence will follow the pattern as 'Velos ID - Study Long Title'.

  *   Will I get additional training/supporting tipsheets?
OCR will provide a town hall/Q&A session for you next week (meeting invite will be sent later). OCR will also provide you with updated tipsheets for new studies (tipsheet attached).

  *   What is the new process for requesting Florence access (for new users):
There is no change in the Florence access request process. Please complete your role-based training modules and submit the Florence access request forms (link available on the OCR website).

  *   Whom can I reach out to any Florence related issues or assistance?
OCR is updating a REDCap form in which you can submit all your Florence related requests to OCR like adding and/or removing additional roles, creating Binder, moving or editing study folders etc. We will provide you with the REDCap form link once it is ready. Please reach out to OCR at UTSouthwestern.edu<mailto:OCR at UTSouthwestern.edu> until the REDCap form is ready.

  *   Whom can I contact for any integration related issues (technical/IR related issues)?
For any integration related technical issues, please submit a ServiceNow ticket to the IR team by sending an email to ServiceDesk at UTSouthwestern.edu<mailto:ServiceDesk at UTSouthwestern.edu>.

  *   What are the next steps:

  *   We are requesting all the study team to use the Velos-Florence integration enhancement for all new studies entering in Velos starting from 15Sep2023. Please use the Velos-Florence Integration Tipsheet for creating a new study (attached tipsheet).
  *   OCR will reach out to the eBinder admins/SuperUsers for each department to rename or add additional eBinders if necessary. We have reached out to some of you already.
  *   We are requesting the study team to complete your role-based Florence training modules and submit your Florence access requests (if you have not completed) at the earliest but not later than 22Sep2023.

  *   Can I or my team request additional training/Q&A session?
Yes. Please reach out to the OCR team by emailing OCR at UTSouthwestern.edu<mailto:OCR at UTSouthwestern.edu>. We are happy to help you and your team.

  *   There are PIs from other departments that are conducting studies for my department. Will the new study folders be created under our departmental eBinder?
No. The study folders will be created under the eBinder that is associated with the PIs division. However, these folders can be manually moved to your eBinder. Please reach out OCR (OCR at UTSouthwestern.edu<mailto:OCR at UTSouthwestern.edu>) for any assistance in this regard.

Thanks and Regards,
Saumya

Saumya Sunny
Project Manager, Office of Clinical Research Administration
5323 Harry Hines Blvd.
Dallas, TX  75390-8818

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