In a study, the Protocol Configuration and Budgets tab enables users to create and copy site-specific visit activities (SSVAs) and activity settings such as routine care, invoiceable, and activity order. When implementing a new protocol version, first copy configurations from one protocol version to another. Next, create a new budget or copy the budget from the previous protocol version.

Copy protocol configurations

To copy activities and activity settings to the new protocol version:

Once in the Finance application, in the top navigation bar, under Studies, select the study.
On the study, open the Protocol Configuration and Budgets tab.
Select the protocol version you want to copy the activities or activity settings to (destination protocol version).

Select the View Protocol Only Settings tile, then click Apply Settings From Another Protocol.

In the pop-up window, under From Version, select the protocol version to copy settings from. Under Select Settings Options, select the options to be copied to the destination protocol. You can check Select All Settings or use the checkboxes to copy only certain protocol elements to the new version. By default, all settings are checked. Options include:
1. Site-Specific Visit Activities
2. Activity Order
3. Hidden Activities
4. Activity Quantity
5. Invoiceable
6. Routine Care
7. Finance Alias
Once you are satisfied with your selections, click Apply Settings.
At the top right, a confirmation message shows that customized settings have been successfully transferred.

Create a budget for the new protocol

Once the customized activities and settings are applied, create a budget for the new protocol version, so each protocol version will have its own budget. You may start from scratch, but it’s most efficient to copy a budget from a previous protocol version.

From the Protocol Configuration and Budgets tab, select your new protocol.
At the top, select View Protocol Only Settings.
At the top right, click + Add Budget.
On the Create Budget window, enter required information:
1. Name: Choose a name you can easily associate with the protocol version.
2. Study Protocol: The study protocol will auto-fill to the new study protocol version.
3. Start/End Date: Enter a start date for the new budget. The budget end date is optional and may be left blank to keep the budget active for an indefinite period.
If a previous budget exists for this new protocol version, the window expands to show the current active budget name and end date. If needed, enter an end date for the current active budget that is prior to the start date of the new budget.

At the bottom of the window, under Budget to Copy, select the budget to copy. By default, the Budget to Copy field selects the current budget. To clear the selection and create the new budget from scratch, click the X at the right of the selected budget name.
At the bottom right, click Create Budget.

At the top right, a confirmation message shows that the budget has been successfully copied.

Manage budget start and end dates for different protocols

When you implement a new protocol version, if there are participants who will remain on the current protocol:

On the budget associated with the current protocol version, leave the end date blank to continue capturing charges for participants who are on the associated study protocol version.
Create a new budget associated with the new protocol version.

Implement a New Protocol Version