Reports Frequently Asked Questions

Question

Answer

How frequently is report data refreshed?

Almost all report data is refreshed every two hours.

Can it take longer than two hours for report data to refresh?

Yes, if you enter data into Verily Viewpoint Site CTMS after the data refresh process has started, the new data may not be captured until the next data refresh. For example:

• 6:30 a.m. ET: Process to refresh data starts.

• 6:35 a.m. ET: You add new data into the application.

• 8:30 a.m. ET: Process to refresh data starts, including new data added at 6:35.

• 10:30 a.m. ET: Process completes and the new data is visible.

Why are some of the reports I see empty?

In some cases, time needs to elapse (up to two weeks in some cases) to allow data to accrue before report data will display. If you do not see data in your report, check with your Client Engagement Manager.

Is there a minimum amount of data needed for reports?

Yes, this varies by report. In order for report results to display, the required data elements need to be set up in Site CTMS, as described on the Minimum Data Needed for Reports user guide. To see an up-to-date list of these reports along with the minimum data needed for each, see the Minimum Data Needed for Reports guide.

I’m not sure how best to leverage a certain report or dashboard. Where may I get more info?

See the Report Dictionary, which summarizes the report columns, visualizations, and report filters available on each report in Insights.

I’m looking for a certain field. Is there a list of all the reports and their associated columns and filters?

Yes, the Report Dictionary is updated frequently and lists all the reports and the associated columns and filter options.

Why can't I see all report categories in the top navigation bar?

You must be assigned an access role permission to view specific report categories. Contact your site administrator or Client Engagement Manager for more information.

When exporting report data, what is the preferred format?

The recommended export format depends on how you intend to use the data. You can download the dashboard in CSV or PDF format. From a tile, options include PDF, JSON, TXT, PNG, CSV, and others. Exporting data to CSV format enables you to group, sort, and filter data while maintaining formatting.

Why am I only seeing 500 rows of data when I download? How do I see more?

To optimize download speed, 500 rows is set as the default. To download more than 500 rows, at the top right of the tile, use the Tile Actions dropdown to download, and under Advanced Data Options, select the All Results radio button. Also, remember to adjust filters as needed to show all desired data.

When I try to export from a report or dashboard, why am I not getting the results I expect?

You can export the entire report by clicking near the top right of the dashboard, or a specific segment of data by clicking near the top right of each individual tile.

What does the system consider a screen failure?

Participant Profile: Status = Screen Failed

• Screening and Enrollment Information: Refused Consent

• Screening and Enrollment Information: Ineligible

• Screening and Enrollment Information: Declined Enrollment

How is enrollment defined?

Enrollment is all participants where enrollment = true within the application, excluding participants with a status of Screen Failed.

In the Enrollment Dashboard, where is the site information coming from?

The site information is based on participant enrollment and the study location selected when adding a patient to the study.

In the Enrollment Dashboard, where is the investigator coming from?

In the participant record, the Enrolling Investigator must be selected on the Screening and Enrollment page.

• To select an enrolling investigator for a study participant, when completing enrollment, at the bottom of the Screening and Enrollment page, select an Enrolling Investigator from the dropdown. This must be selected for each study participant.

• Don’t see the investigator in the Enrolling Investigator dropdown? To add an investigator to the drop-down menu, in the Admin application, go to Study > Site Team, and then add a new site team member with the role of investigator.

In the Enrollment Leaderboard and Enrollment Dashboard, where is the target # pulled from? Where can we enter or edit the target enrollment number?

To add a target enrollment number for your study, enter it in the Admin application. Go to Studies>Sites and enter a site study enrollment target. Your Client Engagement Manager can also enter this information when initially publishing a study.

How does the Enrollment Leaderboard report calculate the total number of participants?

Any participant who has been screened or enrolled will be included in the total number. This includes the number of Screen Failures.

Why are my Staffing Reports blank?

For staffing data to be included on Staffing Reports, the Active Investigator, Active Research Coordinator and Active Data Coordinator must be selected on the Staff tab for study participants.

• To select staff for a study participant, on the Staff tab, select the Active Investigator, Active Research Coordinator, and Active Data Coordinator. These must be selected for each study participant.

• Don’t see the staff person in the Active Investigator, Active Research Coordinator or Active Data Coordinator dropdown? To add staff to the dropdown menu, in the Admin application, go to Studies > Site Team, and then add a new site team member and select the staff role.

Why can’t I see Startup reports?

Startup Reports are available to clients who use the Site CTMS Enterprise application and have entered milestone data for their studies. If you have access to Enterprise but cannot see Startup Reports in Insights, contact your Client Engagement Manager.

Where may I export data outside of the Insights module?

Site CTMS enables you to export detailed data within TrialPath, Finance, and Enterprise. See the Export Data from Site CTMS reference guide for a complete list of available exports, the data included, and the location of the export.

Insights contains a Finance Reconciliation Data Extract. Why doesn’t the AR Outstanding on this data extract match the outstanding AR in the Finance application?

The Finance Data Extract (in Insights) and Accounts Receivable Dashboard (in Finance) classify outstanding charge differently:

• The Accounts Receivable page in Finance shows this broken into two totals: Total Outstanding AR and Total Pending AR.

• The Finance Reconciliation Data Extract classifies both Pending and Applied charges as “Outstanding”. If you have any charges still in pending status, then the Data Extract total will equal the sum of the Total Outstanding AR and Total Pending Amount.