Pcap/Epidemiology Specimen Tracking System

PCaP/Epidemiology Specimen Tracking System

Goals and Objectives Initial goal was to create a specimen tracking system for the UNC/LSU Prostate Cancer study that would integrate with a subject tracking system for the same study.

Objectives Accurately track all specimens from field collection to storage Handle Protected Health Information (PHI) appropriately Be as unobtrusive as possible in lab – (i.e. build a system to aid their processes, not ask them to change processes to match system.) Develop for re-usability Allow flexibility in field offices while promoting adherence to protocol

Design Constraints Remote sites need to do office production-style work with data (mail merges, etc) Security of data across Internet Specialized label printers Study protocol Too little time, too little money

Design Decisions/Equipment Specialized label printers from Brady Scanners (or Imagers) for reading 2D labels Oracle backend database with MS Access/VB as a front-end Access/VB allowed: quick user interface development flexible read-only use of data by study staff (e.g. mail merges, ad hoc reports) interfacing with Brady printers no linked tables – thus, better data protection, fewer “accidents” manual control of data reads and writes using ADO via VB (circumvents MS Access’ dangerous, automatic data writes) Citrix remote application server encrypted data delivery cost-effective maintenance friendlier to small-pipe networks just-in-time training opps via “shadowing”

Workflow Most workflow was designed into the user interface using “wizards”, or step-by-step programmed procedures, to help all users follow the same protocol for critical specimen handling processes. A sample workflow illustrates simple processes from collection of specimen through aliquoting and storage.

D:\Docs\2018-04-15\09a48f50cd040b337d805c1389e2d283.doc Akers - 1 Personnel Two programmers with database design experience did the requirements analysis, design, and development. One programmer focused on implementing the Oracle structures and stored procedures. The other programmer designed and implemented the user interface and interfaces to the label printer and 2D imager.

The lab staff and project staff participated extensively in determining protocol, describing information needs, critiquing prototypes, etc.

Sample Data Points Specimen Table SpecimenID Subtype ProcessYear StudyID Tissue ProcessTime SubjectID DepletedReason CurrLocation SubjectSpecimenNumber MergedToSpecimenID CurrRoom ProgenitorID MergedFromSpecimenIDs CurrFreezer ParentID CurrMeas CurrRack AliquotNumber CurrMeasUnit CurrBox SiblingNumber Concentration CurrPosition Suffix ConcentrationUnit AddedDate LabIdentifier ProcessType AddedUserID TPFNumber ProcessLab ModifiedDate State ProcessMonth ModifiedUserID Type ProcessDay SessionID

Movement Table Records a movement record each time a specimen is moved from one place to another. Result is a complete history of where specimen has been/how it was handled.

Comment Table Allows unlimited comments on a specimen.

Progenitor Table Contains characteristics of all original specimens collected by the study.

D:\Docs\2018-04-15\09a48f50cd040b337d805c1389e2d283.doc Akers - 2