General Discussions

We are beginning Cayuse implementation this summer, we are starting to look at legacy data transfer from our current electronic system, iRIS. We are worried about using a truncated version of the current application because research teams will have to start at ground zero when submitting application amendments and/or continuing reviews, and we need all of the application information transferred over for record-keeping and regulation requirements. We also don't have the manpower to input all of the current application information into the new Cayuse application for our 1022+ open studies, any suggestions on how to handle legacy data transfers in a non-truncated manner? Would anyone be willing to share how their institution handled legacy data transfers from one electronic system into Cayuse? An idea that has been presented that we do not like, is only having PDF versions of the current applications from the other system uploaded because that means the research teams still have to start from ground zero to fill out an application in Cayuse when implementation goes into effect.

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Amy Patel
IRB Analyst
Texas Tech University Health Sciences Center, Lubbock
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@Amy Patel   We are also doing implementation of HE, with plans to roll-out to our study teams in the next few months.  Like you, we determined that it was not feasible to input all information from our current IRB application into Cayuse.

Our plan is to do the skeleton shell data for our IRB studies, which includes study ID#, PI, primary contacts, initial approval date, most recent approval date, and expiration date.

Our Legacy application in Cayuse will largely mirror the New Project Application, so many of the study details will be entered.  This does still mean we need to create a database to house all of our prior IRB system's data.  

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Stacey Banks
Director, Clinical Research Support Office
Inova Health System
Fairfax, VA
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Original Message:
Sent: 05-23-2023 07:44
From: Amy Patel
Subject: Cayue HE Implementation

We are beginning Cayuse implementation this summer, we are starting to look at legacy data transfer from our current electronic system, iRIS. We are worried about using a truncated version of the current application because research teams will have to start at ground zero when submitting application amendments and/or continuing reviews, and we need all of the application information transferred over for record-keeping and regulation requirements. We also don't have the manpower to input all of the current application information into the new Cayuse application for our 1022+ open studies, any suggestions on how to handle legacy data transfers in a non-truncated manner? Would anyone be willing to share how their institution handled legacy data transfers from one electronic system into Cayuse? An idea that has been presented that we do not like, is only having PDF versions of the current applications from the other system uploaded because that means the research teams still have to start from ground zero to fill out an application in Cayuse when implementation goes into effect.

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Amy Patel
IRB Analyst
Texas Tech University Health Sciences Center, Lubbock
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Hi Amy- We chose to only migrate expedited and full board studies. We migrated the shells and then manually input the study for the researchers. We also performed a lot of pre-migration communications with researchers- we asked for the status of each expedited/full board study and we did not migrate studies that were in data analysis only or those expected to be closing prior to migration. Anything that wasn't migrated needed to be submitted as a new application. It was the best balance we could come up with to reduce time/resources for our staff, but also not require all researchers to start from scratch, and also avoid settling for truncated study files.

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Bridget Watson
HRPP Administrator
Oregon State University
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Original Message:
Sent: 05-23-2023 07:44
From: Amy Patel
Subject: Cayue HE Implementation

We are beginning Cayuse implementation this summer, we are starting to look at legacy data transfer from our current electronic system, iRIS. We are worried about using a truncated version of the current application because research teams will have to start at ground zero when submitting application amendments and/or continuing reviews, and we need all of the application information transferred over for record-keeping and regulation requirements. We also don't have the manpower to input all of the current application information into the new Cayuse application for our 1022+ open studies, any suggestions on how to handle legacy data transfers in a non-truncated manner? Would anyone be willing to share how their institution handled legacy data transfers from one electronic system into Cayuse? An idea that has been presented that we do not like, is only having PDF versions of the current applications from the other system uploaded because that means the research teams still have to start from ground zero to fill out an application in Cayuse when implementation goes into effect.

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Amy Patel
IRB Analyst
Texas Tech University Health Sciences Center, Lubbock
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