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Contingency BioMS Contingency Procedure
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Updated 3/20/2013
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PURPOSE
Computerized systems must have a defined contingency plan for work continuation during times when the system is not available. Through use of this plan of action, sites can continue to collect, process, ship, and receive specimens in a timely fashion during system downtime.
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Contingency plans will be established to minimize any adverse effects on the operations of Alliance specimen procurement, tracking and shipping during the time of BioMS unavailability.
DEFINITION OF TERMS
Normal Hours of Operation
- 8am to 9pm Central Standard Time is the expected normal operating hours for the BioMS application.
Scheduled System Maintenance
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Unscheduled Downtime
- Unscheduled downtime, which may occur due to hardware, software, or networking failures and may cause partial or complete loss of access to system resources, can result in the system and/or servers being unavailable.
- May occur during the BioMS Normal Hours of Operation.
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Scheduled Downtime
- Scheduled downtime will never occur during normal hours of operation. As such, notification of scheduled downtime outages will not be communicated to end users directly. A list of dates and times that the system will be offline may be posted on the BioMS webpage for reference.
Unscheduled Downtime, anticipated to be less than two hours
- Unscheduled downtime which is anticipated to be less than two hours in duration, will not be communicated to end users directly. Users who experience difficulties due to unscheduled downtime during normal hours of operation will contact the BioMS helpdesk. It is recommended that collected specimens be processed as per protocol, but held for biospecimen logging and shipping in BioMS in anticipation of system restoration. An exception to this rule may be when a biospecimen is required for same day shipment and shipment must occur within two hours of the time of collection (e.g. a biospecimen is collected at 5 PM to be processed, packaged, and shipped for a 7 PM courier pick-up deadline). In this case, the procedure below should be followed.
Unscheduled Downtime, anticipated to be greater than two hours
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- http://www.allianceforclinicaltrialsinoncology.org/main/ http://www.allianceforclinicaltrialsinoncology.org/main/
- https://www.allianceforclinicaltrialsinoncology.org/main/member/standard.xhtml?path=%2FMember%2FBMS
- http://tinyurl.com/alliance-bioms
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- Reference the hard copy of the protocol for specimen collection and shipping requirements. Copies of the protocols are available at https://cbmiapps.wustl.edu/confluence/display/BP/10+-+Studies+Available+in+BioMS
- Complete the BioMS Downtime Specimen Collection Form available at https://cbmiapps.wustl.edu/confluence/display/BP/9+-+Contingency+Plan
- Complete the BioMS Downtime Shipping Manifest form available at https://cbmiapps.wustl.edu/confluence/display/BP/9+-+Contingency+Plan
- Package specimens in accordance with the shipping details provided in the Protocol.
- Send shipment to the designated repository, in accordance with the protocol details
- Email a scanned copy of the BioMS Downtime Specimen Collection Form and the associated BioMS Downtime Shipping Manifest form to Bioms@alliancenctn.org for data entry to BioMS when the system is available.
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- Upon receipt of package from a collection site, the repository will follow their site-specific downtime procedures.
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Purpose
Policy
D
Definition of Terms