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<body lang="EN-US" link="#0563C1" vlink="purple" style="word-wrap:break-word">
<div class="WordSection1">
<p class="MsoNormal">Thank you for your question, Kiley.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">We are requesting the study team to use the Velos-Florence integration enhancement for all studies conducted by the UTSW faculty in UTSW and other performance sites (CMC/Parkland). So, if the study is conducted by a UTSW faculty in CMC,
this applies.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<p class="MsoNormal"><span style="mso-ligatures:standardcontextual"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="mso-ligatures:standardcontextual">Thanks and Regards,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="mso-ligatures:standardcontextual">Saumya<o:p></o:p></span></p>
<p class="MsoNormal"><span style="mso-ligatures:standardcontextual"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="mso-ligatures:standardcontextual"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;color:#1F497D;mso-ligatures:standardcontextual;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-ligatures:standardcontextual;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-ligatures:standardcontextual;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-ligatures:standardcontextual;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-ligatures:standardcontextual;mso-fareast-language:JA"><o:p> </o:p></span></p>
<p class="MsoNormal"><a href="https://urldefense.com/v3/__http://www.utsouthwestern.org/__;!!MznTZTSvDXGV0Co!DWhYoEgewUCAQ9g48qaPm1ZWotC3yJoRqkGiUgBkdZPW9YYySFeMdeM8889fnYjVD8D4graXgw8WoWpkO-ymFvRmdqg1lJVlbCjvEdA$"><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_2" src="cid:image001.png@01D9E262.6FCB09F0"></span></a><span style="color:#002060;mso-ligatures:standardcontextual;mso-fareast-language:JA"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#002060;mso-ligatures:standardcontextual;mso-fareast-language:JA"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#002060;mso-ligatures:standardcontextual;mso-fareast-language:JA"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Book Antiqua",serif;color:black;mso-ligatures:standardcontextual;mso-fareast-language:JA">+++++CONFIDENTIALITY NOTICE++++++++</span><span style="font-size:9.0pt;font-family:"Book Antiqua",serif;color:#1F497D;mso-ligatures:standardcontextual;mso-fareast-language:JA"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Book Antiqua",serif;color:black;mso-ligatures:standardcontextual;mso-fareast-language:JA">All information included in this Communication, including attachments, is strictly confidential and intended
solely for use by the addressee(s) identified above, and may contain privileged, confidential, proprietary and/or trade secret information entitled to protection and/or exempt from disclosure under applicable law. If you are not the intended recipient, please
take notice that any use, distribution, or copying of this Communication is unauthorized and may be unlawful. If you have received this Communication in error, please notify the sender and delete this Communication from your computer. Please note that any
views or opinions presented in this email are solely those of the author and do not necessarily represent those of UT Southwestern. University of Texas Southwestern Medical Center, 5323 Harry Hines Blvd., Dallas TX 75390 (<a href="http://www.utsouthwestern.edu/" target="_blank"><span style="color:purple">http://www.utsouthwestern.edu/</span></a>)</span><span style="font-size:9.0pt;font-family:"Book Antiqua",serif;color:#1F497D;mso-ligatures:standardcontextual;mso-fareast-language:JA"><o:p></o:p></span></p>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b>From:</b> Kiley Poppino <Kiley.Poppino@UTSouthwestern.edu>
<br>
<b>Sent:</b> Friday, September 8, 2023 2:29 PM<br>
<b>To:</b> OCR <OCR@UTSouthwestern.edu>; ocrcommunications@lists.utsouthwestern.edu<br>
<b>Subject:</b> Re: [OCRcommunications] Velos-Florence Integration Production go-live for the New Studies<o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif;color:black">Hi Sammy, <o:p></o:p></span></p>
</div>
<div>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif;color:black"><o:p> </o:p></span></p>
</div>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif;color:black">I have a follow-up question to this email. If the performance site to which these new studies will be conducted at are NOT UTSW, but rather at CMC, does this requirement
still apply?<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif;color:black">Sincerely,
<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif;color:black">Kiley<o:p></o:p></span></p>
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<p><b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#45668E">Kiley Poppino</span></b><span style="color:#242424"><o:p></o:p></span></p>
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<p><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:black">P: (214) 456-8981</span><span style="color:#242424"><o:p></o:p></span></p>
<p><span style="font-size:10.0pt;color:black;background:white">E:</span><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:black;background:white"> <a href="mailto:Kiley.Poppino@utsouthwestern.edu">Kiley.Poppino@utsouthwestern.edu</a></span><span style="font-size:11.5pt;color:#242424"><o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="color:black">From:</span></b><span style="color:black"> OCR <<a href="mailto:OCR@UTSouthwestern.edu">OCR@UTSouthwestern.edu</a>><br>
<b>Sent:</b> Friday, September 8, 2023 2:07 PM<br>
<b>To:</b> <a href="mailto:ocrcommunications@lists.utsouthwestern.edu">ocrcommunications@lists.utsouthwestern.edu</a> <<a href="mailto:ocrcommunications@lists.utsouthwestern.edu">ocrcommunications@lists.utsouthwestern.edu</a>><br>
<b>Subject:</b> [OCRcommunications] Velos-Florence Integration Production go-live for the New Studies</span>
<o:p></o:p></p>
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<p class="MsoNormal"> <o:p></o:p></p>
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<p class="xmsonormal">Hello Everyone,<o:p></o:p></p>
<p class="xmsonormal"> <o:p></o:p></p>
<p class="xmsonormal">Good Afternoon.<o:p></o:p></p>
<p class="xmsonormal"> <o:p></o:p></p>
<p class="xmsonormal">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="xmsonormal"> <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="xmsolistparagraph" style="margin-left:0in;mso-list:l4 level1 lfo1"><b><u>What is Velos-Florence Integration:</u></b><o:p></o:p></li></ul>
<p class="xmsolistparagraph">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="xmsonormal"> <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="xmsolistparagraph" style="margin-left:0in;mso-list:l12 level1 lfo2"><b><u>Benefits:</u></b><o:p></o:p></li></ul>
<p class="xmsolistparagraph" style="margin-left:.75in;text-indent:-.25in;mso-list:l0 level1 lfo3">
<![if !supportLists]><span style="font-size:10.0pt;line-height:105%;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>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></p>
<p class="xmsolistparagraph" style="margin-left:.75in;text-indent:-.25in;mso-list:l0 level1 lfo3">
<![if !supportLists]><span style="font-size:10.0pt;line-height:105%;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Prevents manual study folder creation in Florence.<o:p></o:p></p>
<p class="xmsolistparagraph" style="margin-left:.75in;text-indent:-.25in;mso-list:l0 level1 lfo3">
<![if !supportLists]><span style="font-size:10.0pt;line-height:105%;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Automates the roles/permissions to each study in Florence based on the user’s role that is entered in Velos.
<o:p></o:p></p>
<p class="xmsolistparagraph" style="margin-left:.75in;text-indent:-.25in;mso-list:l0 level1 lfo3">
<![if !supportLists]><span style="font-size:10.0pt;line-height:105%;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>This also prevents any manual corrections in Roles/Permissions by individual users.<o:p></o:p></p>
<p class="xmsolistparagraph" style="margin-left:.75in"> <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="xmsolistparagraph" style="margin-left:0in;mso-list:l3 level1 lfo4"><b><u>What will happen to the studies that are already entered in Florence manually:</u></b><o:p></o:p></li></ul>
<p class="xmsonormal" 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="xmsonormal" style="margin-left:.5in"> <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="xmsolistparagraph" style="margin-left:0in;mso-list:l1 level1 lfo5"><b><u>What is the new naming convention for the study folders:</u></b><o:p></o:p></li></ul>
<p class="xmsonormal" 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="xmsonormal" style="margin-left:.5in"> <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="xmsolistparagraph" style="margin-left:0in;mso-list:l11 level1 lfo6"><b><u>Will I get additional training/supporting tipsheets?</u></b><o:p></o:p></li></ul>
<p class="xmsonormal" 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="xmsonormal" style="margin-left:.5in"> <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="xmsolistparagraph" style="margin-left:0in;mso-list:l9 level1 lfo7"><b><u>What is the new process for requesting Florence access (for new users):</u></b><o:p></o:p></li></ul>
<p class="xmsonormal" 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="xmsonormal" style="margin-left:.5in"> <o:p></o:p></p>
<p class="xmsolistparagraph" style="margin-left:1.0in;text-indent:-.25in;mso-list:l6 level1 lfo8">
<![if !supportLists]><span style="font-size:10.0pt;line-height:105%;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><u>Whom can I reach out to any Florence related issues or assistance?</u></b><o:p></o:p></p>
<p class="xmsonormal" 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="xmsonormal" style="margin-left:.5in"> <o:p></o:p></p>
<p class="xmsolistparagraph" style="margin-left:1.0in;text-indent:-.25in;mso-list:l10 level1 lfo9">
<![if !supportLists]><span style="font-size:10.0pt;line-height:105%;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><u>Whom can I contact for any integration related issues (technical/IR related issues)?</u></b><o:p></o:p></p>
<p class="xmsonormal" 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="xmsonormal" style="margin-left:.5in"> <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="xmsolistparagraph" style="margin-left:0in;mso-list:l2 level1 lfo10"><b><u>What are the next steps:</u></b><o:p></o:p></li></ul>
<p class="xmsolistparagraph" style="margin-left:.75in;text-indent:-.25in;mso-list:l8 level1 lfo11">
<![if !supportLists]><span style="font-size:10.0pt;line-height:105%;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>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></p>
<p class="xmsolistparagraph" style="margin-left:.75in;text-indent:-.25in;mso-list:l8 level1 lfo11">
<![if !supportLists]><span style="font-size:10.0pt;line-height:105%;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>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></p>
<p class="xmsolistparagraph" style="margin-left:.75in;text-indent:-.25in;mso-list:l8 level1 lfo11">
<![if !supportLists]><span style="font-size:10.0pt;line-height:105%;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>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></p>
<p class="xmsolistparagraph"> <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="xmsolistparagraph" style="margin-left:0in;mso-list:l5 level1 lfo12"><b><u>Can I or my team request additional training/Q&A session?</u></b><o:p></o:p></li></ul>
<p class="xmsonormal" 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="xmsonormal" style="margin-left:.5in"> <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="xmsolistparagraph" style="margin-left:0in;mso-list:l7 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?</u></b><o:p></o:p></li></ul>
<p class="xmsonormal" 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="xmsonormal" style="margin-left:.5in"> <o:p></o:p></p>
<p class="xmsonormal"> <o:p></o:p></p>
<p class="xmsonormal"> <o:p></o:p></p>
<p class="xmsonormal"> <o:p></o:p></p>
<p class="xmsonormal">Thanks and Regards,<o:p></o:p></p>
<p class="xmsonormal">Saumya<o:p></o:p></p>
<p class="xmsonormal"> <o:p></o:p></p>
<p class="xmsonormal"> <o:p></o:p></p>
<p class="xmsonormal"><b><span style="font-size:12.0pt;color:#1F497D">Saumya Sunny
</span></b><o:p></o:p></p>
<p class="xmsonormal"><span style="font-size:9.0pt;font-family:"Book Antiqua",serif;color:#1F3864">Project Manager, Office of Clinical Research Administration
</span><o:p></o:p></p>
<p class="xmsonormal"><span style="font-size:9.0pt;font-family:"Book Antiqua",serif;color:#1F3864">5323 Harry Hines Blvd.</span><o:p></o:p></p>
<p class="xmsonormal"><span style="font-size:9.0pt;font-family:"Book Antiqua",serif;color:#1F3864">Dallas, TX 75390-8818</span><o:p></o:p></p>
<p class="xmsonormal"><span style="font-size:9.0pt;font-family:"Book Antiqua",serif;color:#002060"> </span><o:p></o:p></p>
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<p class="xmsonormal"><span style="font-size:9.0pt;font-family:"Book Antiqua",serif;color:black">+++++CONFIDENTIALITY NOTICE++++++++</span><o:p></o:p></p>
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