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</head>
<body lang="EN-US" link="#0563C1" vlink="#954F72" style="word-wrap:break-word">
<div class="WordSection1">
<p class="MsoNormal">Hello Everyone,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Good Afternoon.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">I am excited to share the news that the Velos-Florence Integration is going live in our Velos and Florence production environments on
<b><i><u>Monday, 11Sep2023</u></i></b>. The study teams are requested to use the Velos-Florence integration enhancement for
<b><i><u>all new studies entering in Velos on or after 15Sep2023</u></i></b>. Please find some useful information regarding the integration below.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraphCxSpFirst" style="margin-left:0in;mso-add-space:auto;mso-list:l6 level1 lfo3">
<b><u>What is Velos-Florence Integration:<o:p></o:p></u></b></li></ul>
<p class="MsoListParagraphCxSpLast">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 <b><i><u>for new studies entering in Velos starting from 15Sep2023</u></i></b>.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraphCxSpFirst" style="margin-left:0in;mso-add-space:auto;mso-list:l0 level1 lfo5">
<b><u>Benefits:<o:p></o:p></u></b></li></ul>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraphCxSpMiddle" style="margin-left:.25in;mso-add-space:auto;mso-list:l4 level1 lfo1">
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’).<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:.25in;mso-add-space:auto;mso-list:l4 level1 lfo1">
Prevents manual study folder creation in Florence.<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:.25in;mso-add-space:auto;mso-list:l4 level1 lfo1">
Automates the roles/permissions to each study in Florence based on the user’s role that is entered in Velos.
<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:.25in;mso-add-space:auto;mso-list:l4 level1 lfo1">
This also prevents any manual corrections in Roles/Permissions by individual users.<o:p></o:p></li></ul>
<p class="MsoListParagraphCxSpMiddle" style="margin-left:.75in;mso-add-space:auto">
<o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraphCxSpLast" style="margin-left:0in;mso-add-space:auto;mso-list:l5 level1 lfo6">
<b><u>What will happen to the studies that are already entered in Florence manually:<o:p></o:p></u></b></li></ul>
<p class="MsoNormal" style="margin-left:.5in">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.<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-add-space:auto;mso-list:l12 level1 lfo7">
<b><u>What is the new naming convention for the study folders:<o:p></o:p></u></b></li></ul>
<p class="MsoNormal" style="margin-left:.5in">The study folders that are created in Florence will follow the pattern as ‘<b><i><u>Velos ID – Study Long Ti</u></i><u>tle’</u></b>.<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-add-space:auto;mso-list:l1 level1 lfo8">
<b><u>Will I get additional training/supporting tipsheets?<o:p></o:p></u></b></li></ul>
<p class="MsoNormal" style="margin-left:.5in">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).<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-add-space:auto;mso-list:l9 level1 lfo9">
<b><u>What is the new process for requesting Florence access (for new users):<o:p></o:p></u></b></li></ul>
<p class="MsoNormal" style="margin-left:.5in">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).
<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:-4.5pt;mso-add-space:auto;mso-list:l2 level1 lfo14">
<b><u>Whom can I reach out to any Florence related issues or assistance?<o:p></o:p></u></b></li></ul>
<p class="MsoNormal" style="margin-left:.5in">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 <a href="mailto:OCR@UTSouthwestern.edu">
OCR@UTSouthwestern.edu</a> until the REDCap form is ready.<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:-4.5pt;mso-add-space:auto;mso-list:l14 level1 lfo15">
<b><u>Whom can I contact for any integration related issues (technical/IR related issues)?<o:p></o:p></u></b></li></ul>
<p class="MsoNormal" style="margin-left:.5in">For any integration related technical issues, please submit a
<i><u>ServiceNow ticket</u></i> to the IR team by sending an email to <u><span style="color:#0070C0"><a href="mailto:ServiceDesk@UTSouthwestern.edu">ServiceDesk@UTSouthwestern.edu</a></span></u>.<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraphCxSpFirst" style="margin-left:0in;mso-add-space:auto;mso-list:l3 level1 lfo10">
<b><u>What are the next steps:<o:p></o:p></u></b></li></ul>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraphCxSpMiddle" style="margin-left:.25in;mso-add-space:auto;mso-list:l8 level1 lfo16">
We are requesting all the study team to use the Velos-Florence integration enhancement for
<b><i><u>all new studies entering in Velos starting from 15Sep2023</u></i></b>. Please use the Velos-Florence Integration Tipsheet for creating a new study (attached tipsheet).<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:.25in;mso-add-space:auto;mso-list:l8 level1 lfo16">
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.<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:.25in;mso-add-space:auto;mso-list:l8 level1 lfo16">
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.<o:p></o:p></li></ul>
<p class="MsoListParagraphCxSpMiddle"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraphCxSpLast" style="margin-left:0in;mso-add-space:auto;mso-list:l13 level1 lfo12">
<b><u>Can I or my team request additional training/Q&A session?<o:p></o:p></u></b></li></ul>
<p class="MsoNormal" style="margin-left:.5in">Yes. Please reach out to the OCR team by emailing
<a href="mailto:OCR@UTSouthwestern.edu">OCR@UTSouthwestern.edu</a>. We are happy to help you and your team.<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-add-space:auto;mso-list:l11 level1 lfo13">
<b><u>There are PIs from other departments that are conducting studies for my department. Will the new study folders be created under our departmental eBinder?<o:p></o:p></u></b></li></ul>
<p class="MsoNormal" style="margin-left:.5in">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 (<a href="mailto:OCR@UTSouthwestern.edu">OCR@UTSouthwestern.edu</a>)
for any assistance in this regard.<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thanks and Regards,<o:p></o:p></p>
<p class="MsoNormal">Saumya<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;color:#1F497D;mso-fareast-language:JA">Saumya Sunny
<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Book Antiqua",serif;color:#1F3864;mso-fareast-language:JA">Project Manager, Office of Clinical Research Administration
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Book Antiqua",serif;color:#1F3864;mso-fareast-language:JA">5323 Harry Hines Blvd.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Book Antiqua",serif;color:#1F3864;mso-fareast-language:JA">Dallas, TX 75390-8818<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Book Antiqua",serif;color:#002060;mso-fareast-language:JA"><o:p> </o:p></span></p>
<p class="MsoNormal"><a href="https://urldefense.com/v3/__http://www.utsouthwestern.org/__;!!MznTZTSvDXGV0Co!Dt8qwXFZHZCgGopAtW6N9qaXqJ5ncB-AABEBc5McxNHxu2hmKrTHWihu-GTLjwKGvFrQemBg97BmYHer1Y-r98SR2UYjsZbpXDiCFNk$"><span style="color:#002060;mso-fareast-language:JA;text-decoration:none"><img border="0" width="163" height="43" style="width:1.6979in;height:.4479in" id="Picture_x0020_1" src="cid:image001.png@01D9E24F.B3AEA040"></span></a><span style="color:#002060;mso-fareast-language:JA"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Book Antiqua",serif;color:black;mso-fareast-language:JA">+++++CONFIDENTIALITY NOTICE++++++++</span><span style="font-size:9.0pt;font-family:"Book Antiqua",serif;color:#1F497D;mso-fareast-language:JA"><o:p></o:p></span></p>
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