CTMS User Adoption: Vanderbilt’s Calculated Approach to Allegro Implementation

Kayla Leverton
Director, Services, Forte
August 23rd, 2016

According to Lauren Morrow, Clinical Trials Specialist at Vanderbilt University, “a good strategic plan makes things move faster and allows for standardization across protocols.” As part of Vanderbilt’s Allegro® CTMS implementation, Morrow helped develop a comprehensive strategic rollout plan with actionable deadlines. This resulted in successful user adoption across the institution.

Vanderbilt Case Study

Vanderbilt’s approach to purchasing and implementing a CTMS was very calculated, and they made sure to involve all users throughout the process. “There were only a few people who technically got the system up and running for standardization purposes. However, everyone has been involved in giving feedback for changes they think should be made,” Morrow said. Prior to the purchase, “all staff were invited to watch the demos and provide feedback. Everyone helped select and compare the system and recognized the benefits of having one.”

To kick off the implementation process, the leadership team, which included representatives from both regulatory and finance, met to establish priorities and deadlines. They categorized each study into one of three groups based on the urgency of entering study details into Allegro.

  • First Priority – Studies that were almost ready to open
  • Second Priority – Studies that had been open for a while
  • Third Priority – Studies that would likely open several months out

This approach enabled them to make better use of the system and staff time.

Assign a Roll-Out Team

Vanderbilt assigned a dedicated team to rolling out Allegro internally as well as training coordinators. This team entered study and review information, and also opened trials to enrollment within Allegro once data was entered. One person built the calendars for each protocol and the financial group entered the budgeting pieces afterwards. The team tracked when each step was completed in order to initiate handoff to the next person. They discussed implementation progress during weekly meetings.

Learn more about CTMS user adoption in our recent articles, “CTMS User Adoption: “CTMS User Adoption: How to Establish Staff Buy-In” and “How Communication Can Maximize Your ROI.”

Once the internal team had input all requisite study information into Allegro, coordinators took on the responsibility of managing subject visit information. This way, coordinators entered the system at a point in the process that directly corresponded with their past workflows, and were immediately exposed to the system’s value.

Coordinate Hands-On Training

The internal implementation team also facilitated training sessions for staff. In addition to the initial training that Forte Research Systems provided at the onset of Vanderbilt’s Allegro implementation, the internal team held small-group training sessions, that provided coordinators the opportunity to gain hands-on experience and to ask questions during real-time navigation of Allegro.

Learn More

To learn more about creating an effective implementation plan for your organization and ensuring successful user adoption, read our free eBook, “Implementing a CTMS: Essential Steps to Get You Started.

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