Clinical Research Professionals Working Group Mapping ProjectMapping Tool Instruction ManualVersion: Sep 25, 2018

The Workforce Engagement & Resilience initiative (formerly known as the Clinical Research Professionals Working Group (CRPWG)) at Duke mapped incumbent employees into new clinical research job classifications. This is being done with the use of a tool developed in REDCap. Below, we describe how to use the tool to collect employee report of job responsibilities and competencies, and how the manager will review and edit the employee’s report. Finally, a document is created for each employee that summarizes the information from the employee and manager REDCap tool for review by the committee. This is used in combination with an updated CV. All information is logged in a centralized database.

Instructions for setting up the REDCap tool

1. Upload the data dictionary into REDcap

2. Set user permissions

3. Go into “my project setup” for the entire project

4. Click “online designer”

5. Go into survey settingsa. Employee survey (Research Professionals Mapping Tool – Employee)

i. Choose centralized email address where you would like to collect notification of employee completion. Note that this email address must already be included in the list of users.

ii. Insert the following in the “survey completion text” box: Thank you for taking the survey. It will now be routed to your manager for review and approval.

iii. Go to “Survey Access” and choose “allow”, “save” and return laterb. Manager Routing

i. Change nothingc. Manager survey (Research Professionals Mapping Tool – Manager)

i. Change automated invitations to include the following1. Coming from centralized email (probably the same one in 5.a.i.)2. Subject should read: Please review mapping questionnaire for

[emp_fname] [emp_lname]3. Body of email should read: Hello, [emp_fname] [emp_lname] recently

completed the job classification questionnaire. Please review the responses by using this link. Thank you in advance.

4. Make sure to send the survey after “manager routing” has been completed.

6. Test the tool thoroughly before putting it into production. We suggest:a. Ask at least 5 people to test. You can use the instructions below for sending and routing the

REDCap tool.b. Assign each to be an employee and manager – for example:

i. Mary as employee, Joe as manager

ii. Joe as employee, Drew as manageriii. Drew as employee, Mark as manageriv. Sue as employee, Claire as managerv. Claire as employee, Mary as manager

c. Ensure that the routing is working appropriately – each “manager” should have received their employee file; once the manager completed her review and submitted the REDCap tool, it should show as a completed file in REDCap.

Instructions for sending and routing the REDCap toolEmployees from an entire unit will be sent the REDCap tool on the same day, as much as possible. This will be completed after receipt of the CV (to ensure that employees do not use the tool to engineer their CV). Note that managers were all introduced to the tool in a 45-minute training session prior to receiving the tool. Here, the committee explained what they should expect, and how they can answer a few questions employees might have. This training session may be available upon request.

Procedure:1. Send an email to each employee, from centralized e-mail address. You can also send to a large bcc

list as the survey link is public. The email reads:

Dear research professional,

As you know, (organization conducting mapping) has embarked on a job classification project to achieve the following goals: 1) contemporize existing job descriptions for staff primarily involved in the performance of clinical research; 2) clarify and communicate competencies required for each new description; 3) provide progression opportunity for staff in clinical research positions; and 4) ensure staff members who work primarily in clinical research are appropriately classified and compensated and are aware of training and competency requirements. This project is led by faculty and staff represented across (who is on the mapping committee).

As part of this project, we are mapping incumbent staff into the new classifications. You have already provided your CV to your manager, which is step 1 in the process. In addition, we request that you fill out the REDCap tool, to help us understand your job responsibilities. This will be reviewed by your designated manager.

[link to tool – REDCap; send the public link found by clicking on ”Manage Survey Participants” and then clicking on the tab called “Public Survey Link”]

Please complete the tool in the next week, unless otherwise instructed by your manager. It will take approximately 30 minute, so please allocate enough time to provide thoughtful responses. If you have questions, please contact us at (centralized e-mail address)

Thank you in advance,(organization’s title)

2. At this point, the employee should be completing the tool. A few notes about the tool from the employee’s perspective:

a. Most items are requiredb. They must hit “complete” for the tool to be submitted and the data to be received

c. It takes roughly 30 minutes to complete

3. Once the employee has completed the tool, an email notification will arrive in the designated central email box:

a. From the email, click on the REDCap link to be taken directly to the employee’s REDCap record.

b. Click on “manager routing form” in the left panec. Enter email address of manager

i. Note: this was chosen as the method because employee error in inputting incorrect manger e-mail address. This information will need to be obtained ahead of time by the committee organizing the mapping. We recommend storing this information in a file such as MS Access.

d. Mark Completee. Save recordf. The manger will then receive a copy of the employee’s data

4. Manager receives a copy of the Redcap tool: a. Manager will be able to view the answers that the employees providedb. The manager will then agree or disagree with each employee’s answer

i. Agree: Manager will do nothing with the dataii. Disagree: Manager will choose the answer that they believe best fits the employee’s

jobc. Manager completes survey and submitsd. The survey is now complete by all parties and data may be exported

Instructions for creating a summary report for each employeeIn order for the committee to map employees, we provide the committee member with a summary report and CV. Below are instructions for creating the summary report.

1. Export data from REDCap into Excel.a. Export the “raw” data file save.b. Export the “label” data file save.

2. Open both of the exported files you have just saved.a. Open the “CRPWG_Exceltool_FINAL” file.b. Go into the corner of the “Employee_Data” tab and click to highlight the entire tab. Then

right click in the tab. An option to “clear contents” should appear. Clear the contents in the “Employee_Data” tab. It is important that you do not “delete” as this will remove the prepopulated formulas from the file.

c. Repeat the prior step for the “Labels” tab.d. Copy and paste everything from your exported raw data file into the “Employee_Data” tab

and copy and paste everything from your exported labels data file into the “Labels” tab.e. The subsequent tabs should auto-populate, culminating in the file that will be used to

generate the employee summary – this information is found in “For mailmerge” tab f. Before moving on, ensure that all data look correct in “For mailmerge” tab g. While you are on the “For mailmerge” tab go to File and Save As. Ensure you save the file as

a CSV file. It will only save the tab you are currently viewing, so please ensure you are on the “For mailmerge” tab. If you do not save as a CSV file, the comments provided will not populated in full; as an Excel file only captures 250 characters.

h. Save this file with a meaningful name – you will be calling on the data to produce the summary

3. Merge the data into the employee summary report a. Open the Word document “Mapping_SummaryReport_FINAL” mail merge shell b. Save the file with a new name c. Click on “Mailings” in the upper fieldd. Choose “Select recipients”e. Click “Use existing list”f. Find the CSV document where you have stored the REDCap data (from step 2g)g. Word will ask you to if you want to use “Windows default” for the coding. Click “ok”h. The document may be previewed with the “Preview results” buttoni. To print the Mail Merges click “Finish and Merge” and print or edit the documents needed

Note – if you want to pre-sort your summary reports in some way, you may wish to add another tab to the Excel document and sort the data there.

Questions about the process? Contact wer-jobs@dm.duke.edu.