TBPT April 2006 Face to Face

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TBPT - Specimen Tracking for Cooperative Groups
Summary Face to Face April 11, 2006
Bill.martin_at_duke.edu
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Statement of Work - Objectives

• Statement of Work
• Survey cooperative groups for their specimen
  management needs and features
• Gather Use Cases
• Feature list for specimen management caTISSUE
  CORE
• caBIG compatibility review for cooperative groups
• Feature list for shipping and tracking - LabTrak
• Summary of findings
• Questions

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Survey cooperative groups - Thanks

• SWOG, ECOG, COG, EDRN, NCIC, CALGB, NCCTG, RTOG
• 100s of hours of effort Please respond to this
  survey
• Scope of the cooperative group community
• 2500 Specimen Collecting Sites
• 60 Repository or Investigative Labs
• 30,000 Users at these sites
• 25,000 Participants registered to over 100 active
  studies
• CVS Repository Use for future reference

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CVS Repositoryhttp//cabigcvs.nci.nih.gov/viewcvs
/viewcvs.cgi/coop/

• CVS Root to find SOW

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Shared documents from cooperative groups
The Groups folders contain the source documents
used for this SOW. Look for Users guides,
requirements and data model diagrams.
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SOW Deliverables

• SOW deliverables
• Survey Results
• Feature Lists
• Use Case scenarios

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SOW (1) Survey the cooperative groups for
current specimen management features

• Survey question categories Work Flow Analysis
• System Architecture
• Data entry and collection methods
• Identify features by Role
• Group administrator
• Collecting Site Clinical Research Associate
• Repository Lab Technician
• Investigative Lab Scientist
• Results - 1200 responses to over 150 questions
• Please respond to this survey - - Thanks again

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SOW (1) Cooperative Group Survey Results
COG
RTOG
ECOG
CALGB
No
Yes (Access and SQL Server
Yes. We are currently converting from Filemaker
Pro to a 4D based application (Freezerworks).
Data is currently stored in both locations.
Data is recorded in a stand alone relational
database (e.g. Access, 4D, Filemaker Pro)
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SOW (2) Create Use Case scenarios for specimen
shipping and tracking

• Work Flow Approach (Actors)
• Group Administrator
• Collecting Site - Clinical Research Associate
• Repository Lab Tissue Bank Manager
• About a dozen initial scenarios where identified
• caBIG Use Case template
• Activity diagrams
• Capture Business Rule details (For example)
• The user can not modify a shipment if received by
  the Tissue Bank
• Specimen collection date cannot be in the future
  of a shipment date

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SOW (2) Create Use Case scenarios for specimen
shipping and tracking
Initial set of Use Case Scenarios
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SOW (2) Use Case Activity Diagram
Create a shipment
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SOW (3) Create a Gap Analysis Feature List

• Actions
• Pull features from the survey results
• Pull features from shared documents (Users
  guides and Requirements)
• Review caTISSUE Core documentation run the Demo
  site to identify features
• Task objective
• Create a list of cooperative group specimen
  management features and match each feature to
  caTISSUE Core
• 43 specimen management features where identified,
  of which caTISSUE is well defined on 26

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SOW (3) Gap Analysis Feature List -
Discovery

• Cooperative Group
• Focus on Collection Site specimen management
• Expectation system for participant submission
  events
• Reports Notifications when specimens received
  at the Tissue Bank
• caTISSUE Core
• Focus on Tissue Bank
• Storage
• Distribution to investigators
• RECOMMEND Pulling features from the list and
  adding the to the next release of caTISSUE Core

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SOW (4) Objective, determine caBIG
compatibility for
cooperative group applications

• caBIG compatibility guidelines where used as the
  reference to examine (API, Data Model, CDEs,
  etc) for the cooperative group applications to
  determine compatibility level (Legacy, Bronze,
  Silver or Gold)
• The desire was to locate an application with
  sufficient compatibility such that it would be
  feasible to integrate it into caTISSUE Core
  (LabTrak or SWOG)
• Conclusion Essentially all groups are just
  beginning their caBIG efforts and LabTrak was not
  a feasible implementation. (More later)

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Cooperative group caBIG efforts

• Remote Data Entry Project
• joint cooperative group effort
• Standardize on a common form for data entry
• caBIG compliant
• Work is in progress

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SOW (5) Task 1 Create a feature list for
shipping and tracking specimens.

• Actions
• Pull features from the survey results
• Pull features from shared documents (Users
  guides and Requirements)
• Task Objectives
• Create a list of cooperative group shipping and
  tracking features for possible extension of
  caTISSUE Core
• The Specimen Tracking Feature list document was
  created identifying 57 features currently
  available or in plan for the cooperative group
  applications
• http//cabigcvs.nci.nih.gov/viewcvs/viewcvs.cgi/co
  op/Deliverables/Feature20List2028Task203.120a
  nd205.129/caBIG_Specimen_Tracking_Feature_List_V
  1.0.doc

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The Challenge Ultimately, the real challenge
for the caTISSUE Core adopters will not be a rich
list of features, but the management of
administrative data and user acceptance of a
process that extends from the collecting site, to
the repository lab, to the investigative lab and
finally to the statistical research scientist. A
standardized approach to tissue tracking
activities should be the ultimate goal for
cooperative groups, in concert with the ongoing
Remote Data Entry (RDE) development efforts.
April 11,2006
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Questions? Bill.martin_at_duke.edu
April 11,2006