The Provincial OnCore Support Team (POST) will walk your team through a training and migration process by:
- Providing team engagement materials in advance
- Building your protocols, calendars, and budgets
- Training your team
- Conducting protocol handoff meetings for each of your studies
For security and compliance purposes, training is mandatory to gain access to the system.
Step 1: Express your interest
To begin the process, have one team member complete the Getting Started form (found at the bottom of this page). You will need to provide some basic information and select the timing for your training and study migration.
Step 2: Team and trial intake
POST will reach out to collect some information from you. This includes details about your team members and their roles so that they receive the right training. POST also needs information about your protocols so that they can build your studies in OnCore for you.
Step 3: Complete the required training
Before you receive access to OnCore, you and your team will need to complete the required training. Each staff member whose job duties require access to OnCore must complete the required training for their role(s). As the system offers a collaborative environment where entire teams can work together, your team will be trained as a group. By doing so, you’ll be able to start using OnCore at the same time.
Step 4: Start working in OnCore
POST will schedule a protocol handoff meeting for each of your studies. As these meetings take place, your team accounts will be activated in the production environment, and you will take over your OnCore protocols with guides to help you know what to maintain.
Following intake, your team will take part in a series of self-directed eLearning modules on Advarra University and live training sessions.
Session 1: Basics & Protocol Management
This session gets you comfortable navigating in OnCore. You will learn where to store protocol level information in the PC Console. All Team members participate in this session.
Session 2: Subject Management
This session introduces you to the CRA and Subject Consoles. You will learn how to register a subject to a protocol and navigate their visit calendar. This session is for people who will have Subject and/or Financial management roles in OnCore.
Session 3: Financial Management
This session introduces you to the Financials Console. You will learn how to create an invoice and reconcile payments. This session is for people who will have a Financial role in OnCore.
Session 4: Additional Topics
This recorded session introduces you to other OnCore functionality that can benefit your team. You will learn about task lists, reports, effort tracking and other consoles. All team members participate in this self-paced session.
Protocol Handoff Meeting
Lead coordinators and financial administrators meet with POST to review the details of their study build in the production environment. You will learn how to take over management of your studies in OnCore.
Consider the following items before you sign up to ensure your team is prepared to start using OnCore.
The studies that benefit most from being managed in OnCore are clinical trials that need to track participant visits and invoice sponsors. Existing studies can be migrated into OnCore in varying levels of detail (customizable to your needs).
As you prepare, compile a list of the studies you’d like migrated into OnCore. The following questions should be considered:
- Which of your existing studies do you wish to migrate into OnCore (consider the study status and the projected closure date)?
- Do you have new studies currently in start up?
- Do you have new studies for which you will soon commence start up activities?
POST will require the protocol and the budget to build your studies in OnCore.
If you’re unsure of where to start, POST can consult on which of your studies would be best suited for OnCore.
Every team has different clinical trial management needs, which is why OnCore is fully customizable. The value your team gets from OnCore depends on your specific needs. This could be anything from participant tracking and financial reconciliation to staff workload and effort tracking.
POST can help you explore the various features of OnCore and implement the ones of most valuable to you.
Before you sign up, the following questions should be considered:
- Is your PI supportive/interested in transitioning to OnCore?
- Do you know which parts of OnCore will benefit your team the most?
- Do you have a clear idea of who performs which roles on your clinical trials?
Learning a new system doesn’t happen overnight—especially with an expansive tool like OnCore. Your team will need to dedicate sufficient time for training and study migration activities. The entire process takes approximately 4-weeks.
POST will be your primary partner during the training and data migration period. They’ll be your go-to contact for all questions and will lead important set-up activities on your behalf (including building your studies and user accounts in OnCore).
Before you sign up, you should consider the following questions:
- Does your team have the time to commit to training?
- Would you like to be set up in OnCore prior to opening a new study?
- Are there new team members who should be trained to use OnCore (instead of being trained on existing processes)?