Slide Deck - AURA Project - University of Chicago

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AURA-IRB
Fundamentals

Agenda
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• Introductions
• Websites/Resources
• Training Opportunities
• Background
• FAQs
• Additional Benefits
• Roles
• AURA Help Desk
• AURA Listserv
• System Notifications
• System Overview
◦ Personal Workspace
◦ Study Workspace
◦ Smart Forms
◦ Navigation
◦ Activities

AURA-IRB Trainers
Introductions
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Candace Washington, cdwashington@uchicago.edu; 2-2925
Steve Aldape, saldape@uchicago.edu; 4-2182
Attendees
Anything specific you are hoping to get out of today’s
session
Any questions you want to make sure are addressed
before you leave

AURA-IRB Reporting
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Questions about the data warehouse How to pull reports
AURA-IRB Reporting Help Desk:
auradw-help@lists.uchicago.edu
Kim Griffin
Senior BI Analyst
Business Information Services/IT Services
The University of Chicago
(773) 834-2653
kgriffin@uchicago.edu
David Weiland
ITS/Business Information Services
The University of Chicago
(773) 702-8931
dweiland@uchicago.edu

Websites/Resources
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Websites/Resources
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• AURA Project (http://aura.uchicago.edu)
◦ Training Section
http://aura.uchicago.edu/page/aura-irb-training
◦ IRB Offices
Links to each office on the AURA Homepage

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Training Opportunities

Training Opportunities
• Initial Submission (IS) classes
◦ Separated by type of research
BSD- Drug/Device/UCMC Patients
SBS & SAA - Surveys, Interviews, Focus Groups,
Observational/Psychological Testing
• AURA IRB - Additional Workflows (AM/CR/UP)
◦ NOT separated by the type of research
For all research types (BSD, SBS, SAA/Chapin Hall)
• AURA IRB - Department Administrators
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◦ Primarily for grants and contracts administrators who prepare
funding proposals with human subjects.

Training Opportunities
• Department specific sessions
◦ As requested
◦ As availability permits
• One-to-one sessions
◦ As requested
◦ As availability permits
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Background

Background
• Huron Consulting Group / Huron Education
◦ Offers a series of modules (Click Commerce)
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We currently have deployed the Grants modules (AURA-Grants)
AURA-IRB is currently rolling out April 2 nd
AURA-COI will be the next module implemented
Once stabilization occurs in all three module, a needs assessment
can again be conducted and we can plan accordingly for the future.
◦ These modules are highly customizable
Future optimizations are already in the works for AURA-Grants
These on-line systems will updated regularly

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FAQs

FAQs
• Why are we moving to a new system We have
IRB-Wise for the BSD and SBS after-all
◦ IRB-Wise was a “home grown” solution
It is not a sustainable solution
No longer internally supported
No plans for future updates
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◦ The Huron/Click modules are an out of the box solution
that is highly customizable
Our own programmers/analysts work with the Click developers
Modules are in many educational institutions across the country

FAQs
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• One system for all Human Subjects researchers
◦ BSD, SBS, SAA/Chapin Hall
• Reduce the administrative burden on faculty and
staff
Only the questions that are applicable to your research protocol
• Reduce the regulatory compliance risk for the
University
◦ All IRBs are using the same set of questions/smart forms
• Transparency for the research team
◦ Can what state the study is in
◦ Can see any history associated with the protocols

FAQs
• How will the data from the current IRB-Wise
system be imported into AURA-IRB
◦ Conversion will be done electronically
Manual corrections for converted data (as necessary)
◦ Issues
Smart form may reflect outdated version of study
New questions – will not be answered
◦ Legacy View
For all converted records
Can see the data from the original record in IRB-Wise
Use to answer required fields in AURA-IRB
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Additional Benefits
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Additional Benefits
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• Main Application always displays the current depiction
of the study
◦ Can view previous versions in the “snapshots”
◦ Alleviate versioning issues
• Question validation & “Hide/Show Errors”
• COI & Training (HSP) Information tracked in system
• Approved Documents in one place
• Create study templates
◦ PI/C0-Investigator lists
◦ Standard language
Recruitment
Confidentiality precautions, etc.

Additional Benefits
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• Reporting Capabilities
◦ Department Administrators can request access to the
data warehouse from their respective IRB office.
◦ Pull pre-built reports or customize their own
◦ The Reporting Team will be conducting trainings (dates
to come).
The reporting go-live dates is roughly two weeks after AURA-IRB
goes live

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Roles

Roles
• Your roles in AURA-IRB will be set-up for you
◦ Registered User
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Everyone who gets a paycheck from the University will have this
role automatically
You’ll be able to log into the system
◦ Additional roles will be predetermined by the AURA-IRB
Functional Team in conjunction with the appropriate IRB
Director(s).
◦ If you need additional roles/access in the system
Email the AURA Help Desk and they will coordinate the proper
addition/access accordingly

AURA Help Desk
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AURA Help Desk
• AURA has dedicated support staff
◦ Email AURA-Help@uchicago.edu for system related
questions.
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I can’t log in from off campus. Help!
I can’t find the study I started yesterday. Help!
How do I add people to my research team
How do I route a study to the IRB for review
Where do I find my approval letter
◦ You may also email non-system related questions and the HD
will follow up with the appropriate parties and respond
accordingly with the answer or your next steps for a solution.
◦ If you would prefer to speak with a person, just send the HD a
quick email that says, “Please call me @ 1-1234”

AURA Help Desk
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• Please also continue to reach out to your normal
channels of support
◦ IRB Staff and Directors
◦ Any other supporting office

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AURA Listserv

AURA Listserv
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• Subscribe to the new AURA-IRB listerv: aurairb@lists.uchicago.edu
◦ This listserv communicates important announcements to
the IRB community.
Training offerings, help tips, system enhancements and other
related information
◦ The link to sign up:
https://lists.uchicago.edu/web/info/aura-irb

AURA Listserv
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• If you are in the BSD-IRB also subscribe to
irbcontacts@lists.uchicago.edu*
◦ The link to sign up:
https://listhost.uchicago.edu/mailman/listinfo/irbcontac
ts
Subscribing to this list will allow you to receive periodic updates
from the BSD/UCH IRB office regarding new policies, new forms,
meeting date changes, training information, and other IRB
information.
*This is just for users (RT, PI) - NOT IRB members.

System Notifications
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System Notifications
• AURA will normally send notifications when your
action/attention is required
◦ You may click through this notification to access the
study’s workspace to perform the necessary
review/endorsement/action
◦ Check Junk mail and white-list the system email from
AURA
May want to set up a filter depending on your email volume
◦ What email address will the AURA-IRB system
notifications come from
_aura-irb@uchicago.edu
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Log into AURA-IRB
Training Environment

Log in
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AURA-IRB Environment
https://aurairbtrain.uchicago.edu/irbTrain
BSD Research Team Member:
_mditka
Non-BSD Research Team Member: _ghalas
Password for all users: aurairb2012

Additional Log-ins (BSD People)
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Research Team member:
Principal Investigator:
IRB Staff:
IRB Administrator:
IRB Director:
Designated Reviewer:
_mditka
_bguy
_mjordan
_jjackson
_sbartman
_jspringer
Password for all users: aurairb2012

Additional Log-ins (Non-BSD People)
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Research Team member:
Principal Investigator:
IRB Staff:
IRB Administrator:
IRB Director:
Designated Reviewer:
_ghalas
_fwright
_hcaray
_spippen
_rsanto
_tskilling
Password for all users: aurairb2012