Navigation and Customization
Home Screen
Name of the current user
Name of the OnCore environment in which you are currently working
Home button: will return user to Home Screen (use this instead of browser back button)
Menu: contains links to each console associated with user's Access Role privileges
Favorites Bar: allows users to select items for quick access by starring most frequently used menu items; only starred items will appear in your Favorite's Bar
Announcements: contains important information such as upcoming outages and policy changes, the OnCore Support Team (OST) Help Desk information, and may helpful links
Gear icon: opens Home Screen configuration options; allows user to customize Home Screen view (See Customization below)
User Profile (click arrow by name to open): allows user to update their title and contact numbers
Show PHI: when checked, full subject details will display; when unchecked, PHI will be redacted from your view
Help: provides a drop-down list of online help resources
Logout: remember to always log out at the end of a session in order to protect PHI
Menus, Consoles, Customization, and Access Roles
OnCore is organized in to menus. Each menu contains a grouping of consoles or pages that pertain to that subject matter (Protocols, Subjects, etc.). Consoles and pages within OnCore are designed to work together and communicate from one to the other.
A console is a set of related pages for a particular workflow, function, and type of data. To customize your Favorites Bar on your home page, navigate to the Menu and star any menus, consoles, or pages you wish to appear on your home screen. Favorited items can then be arranged on the Favorite's bar using drag and drop.
Access roles determine the protocols, subjects, and data each user can view and/or edit. Access roles also determine which menus and consoles the user can access and which tasks they can complete. Some users may have multiple access roles assigned, depending on their job roles. Access roles are stacked, meaning the user's access is a combination of all privileges for all assigned access roles; you do not need to switch between access roles in order to complete different tasks.
Menus
Admin: for use by OnCore administrators
Audits/Monitoring: enables organizations to define internal audits, enter and track audit information, and provide audit summary information
eCRFs/Calendars: enables role-specific users to view an entire protocol calendar with all arms, SOC vs research-related procedures, biostat console, data manager console, CRF form creation, and/or calendar creation
ePRMS: for use by staff submitting to PRMC, faculty and staff who review for PRMC, and the PRMC coordinators to process submissions
Financials: for use by financial staff for budgeting, invoicing, and coverage analysis
My Console: designed specifically to assist subject staff in managing subject visits across all of the staff’s protocols; provides a means to view and verify visits without having to access each subject individually from the CRA Console and Subject Console
Protocols: this is the central repository for Protocol level details
Registries: data management, patient form set up, registries management, and registries reporting
Reports: OnCore provides a library of standard reports; many reports can be customized to meet your organization's needs
For more information about custom reports, please contact the OnCore Support Team at the information listed below
- Reviews: includes Committee Appointees, DSMC Console, Agenda Management, and Team Console menu items
- Subjects: contains information about subjects and provides tools to view demographic information, document consent, and view/track subject calendar visits
Consoles
Biostat Console (eCRF/calendar menu): used to extract data from OnCore for use in statistical analysis tools; view current progress of protocols related to accruals, forms, and adverse events
DM Console (eCRF/calendar menu): validation and management workspace for online forms
Coordinator Console (ePRMS menu): the ePRMS paperless committee management system allows many repetitious tasks are automated
Reviewer Console (ePRMS menu): PRMC reviewers may access and respond reviews directly within OnCore
Submissions Console (ePRMS): for studies requiring PRMC, submission is handles directly within OnCore
Coverage Analysis Console (Financials menu): provides access to perform a variety of coverage analysis tasks for a specific protocol.
Financial Console (Financials menu): allows financials coordinators access to pages for budgeting, invoicing, and many other financial workflows
My Console (My Console menu): designed specifically to assist subject staff in managing subject visits across all of the staff’s protocols, providing a means to view and verify visits (see more info below)
PC Console (Protocols menu): creation and management of protocols within OnCore; this is your starting point of the protocol lifecycle in OnCore and the backbone of the protocol information
PI Console (Protocols menu): allows users to view statuses and general information regarding open protocols associated with the user
QASMC Console (Reviews menu): consolidates and displays data captured throughout the OnCore application; may be used for additional purposes, including DSM reporting to QASMC
Team Console (Reviews menu): progress reporting and protocol managing tool used by an entire management team
CRA Console (Subjects menu): allows access to subject registrations, demographics, consent information, and details regarding individual subject visits; provides an overview for all subjects on a protocol
Subject Console (Subjects menu): provides access to a subject’s demographic information, the protocols they are associated with, consents they have signed, eligibility status, and much more subject-related information
Customization
Home Screen Customization
Customize the view of your Home Screen, visible at log in
From the Home Screen, click the gear icon located below your User Name
In the Home Screen Configuration Box, check the Add box for any Widget you would like to add to your Home screen view
Click Save
Click the Home button to view your Widgets on your home screen
To customize each Widget, click the gear icon in a specific Widget (e.g., Protocols); choose different views and customization options within each Widget, based on what you would like to see at each log in
- EXAMPLE: To make sure the protocols you are assigned to are showing up, there are a few items that need to be selected for this to happen.
- Click on the gear symbol in the top right-hand corner of the widget
- A new window will pop-up so you can choose the settings. You will want to Change the 'No' boxes to 'Yes' and check the boxes in the 'Role' section that you would like included. Once you do that, you will want to click on the 'Please select a role' hyperlink in the same box.
- In the box that pops up, you will choose all the roles that you have been assigned in any of your protocols, then click on 'Save'.
- Now you will see the roles you selected in the Display Assigned Role Section, if you missed one you can always click on 'Edit Role(s)' to add or remove roles. If correct you will now click on 'Close' and your widget should now have all your assigned protocols in your home page widget.
- Click on the gear symbol in the top right-hand corner of the widget
Bookmarking Protocols
Bookmark protocols to allow them to appear in the Protocols widget your Home page
From the menu, navigate to Protocols > PC Console
- In the Select Protocol search box, search for the protocol you wish to bookmark (e.g., study number, HRPO number) and click it when it populates
- The protocol information will appear in the banner; click on the star icon (next to the PC Console heading) to bookmark your protocol
- Unclick the star if you wish to remove the bookmark
Bookmarking Subjects
Bookmark subjects to allow them to appear in the Subjects widget on your Home page
- From the menu, navigate to Subjects > CRA Console
- In the Select Protocol search box, search for the protocol you wish to bookmark (e.g., study number, HRPO number) and click it when it populates
- Once protocol is selected, in the Accrual Details box, click on the Epic MRN of the subject you wish to bookmark
- Once your subject is displayed in the Subject Demographics box, click on the star icon (next to the Subject Console heading) to bookmark this subject
- Unclick the star if you wish to remove the bookmark
Tips
- Click “Submit” early and often. Submit sometimes serves as a "Save" button on OnCore pages.
- Do not use the browser “Back” button.
- Use only one instance of OnCore at a time.
- The supported browsers for OnCore v.15 are: Google Chrome, Mozilla Firefox, Mac OS X Safari, and Internet Explorer 8, 9, 10, and 11.
- Disable pop-up blockers while using OnCore.
- If you have turned off pop-up blockers, and still cannot see the pop up window activated by your selection, check to see if the pop-up window is open behind your current window or, if applicable, displayed on another monitor in use.
- Consult Required Fields Definition/Instruction pages for more information on field completion.
- Inquiry mode is view only, whereas Update mode means that the fields are editable.
- Vertical Navigation Tabs represent the different areas within each console (e.g., PC Console > Main, Treatment, Institution, Accrual, Status, etc.)
- Horizontal Navigation Tabs represent the different options within each vertical tab (e.g., PC Console > Treatment > Details, Disease Diagnosis)
- Further information is located in the “?” in the top right corner of almost every page.
- When adding a new subject registration/enrollment, notify the OnCore Support Team if your patient info does not auto-populate, or is incorrect.
- Log in credentials are either WUSTL Key or BJC-Net ID.
Aside from our User Manual, every time you see the ? symbol in the upper right-hand corner of a page in OnCore, you can click it to take you to the vendor’s help page.
Using My Console
My Console is designed to assist research staff in managing subject visits and provides a personalized view of OnCore data, displaying relevant information to the current user. There are four main vertical tabs:
- Protocols: view all protocols to which user has been assigned as protocol staff, with protocol status of open to accrual, closed to accrual, suspended
- Terminated or Closed with IRB will not populate in this view
- Subjects: displays all subjects to which the user is assigned as subject staff
- Initially, only active subjects are displayed, but you may customize this view, sort, and link to each patient from this view
- Subject Visits: contains two horizontal tabs:
- Occurred Visits: monitor the completion, submission, and monitored status for eCRFs
- Pending visits: quickly update information regarding upcoming subject visits in one place
- My Calendar: displays your subject visits in a month by month calendar view
- Checkboxes on the bottom of the calendar allow you to customize the display default settings, per your preferences
Shortcuts
Rocket Icon
You can access the new Jump to location window using the keyboard shortcut Ctrl+K (Cmd+K on a Mac), by clicking the rocket icon that appears to the left of the user menu at the top of pages in the application or using a screen reader. From the Jump to location window, users can navigate to other pages including all locations listed in the main menu, the home page, the user profile, the Learning Portal, and any additional help links that have been specified in Application Settings > Help Menu > Additional Help Links. You can search for locations in the list using the search field at the top. Locations are listed in alphabetical order.
Dates
When entering calendar dates in OnCore, the following date shortcuts may be used:
Shortcut | Resulting entry |
t | Inserts the current date |
t +/- n | Inserts a date n days from today (e.g., t+2 = two days from today) |
w +/- n | Inserts the current date plus/minus n number of weeks |
m +/- n | Inserts the current date plus/minus n number of months |
y +/- n | Inserts the current date plus/minus n number of years |
mb or me | Inserts the beginning or end of the month respectively May be used alone or in combination with +/- n |
yb or ye | Inserts the beginning or end of the year, respectively May be used alone or in combination with +/- n |