32 - “Use of Technology and Automation to Reduce Administrative Burden on Committee Management”

Background:  As an NCI Designated Cancer Center, our Protocol Review and Monitoring Committee maintains 6 Scientific Review Committees and 1 Protocol Monitoring Committee, with approximately 1600 studies under its purview. We identified a need to leverage technology and automation to efficiently process and manage the workload.

Program

Description:  We implemented the following tools to offload administrative aspects of Committee management: (1) Automating communications directly from our Clinical Trial Management System, including decisions and query communication. We track timepoints and observed overall reduced processing time via CTMS data. (2) Utilizing ZoomAI Companion to take meeting minutes. We collected feedback on quality of minutes from Chairs and administrative team on reduced burden of meeting management. Team continues to proof-read AI notes for accuracy. (3) PRMC dashboard. Includes automatic data output from CTMS into visual representation based on institutional goals. Dashboard success is noticed by overall reduction in processing times, submission reviews management, and committee decision output. (4) Microsoft OneDrive for committee agenda management has created a collaborative and efficient system for Committee Members and administrative team to form agendas and manage review assignments. This was formerly manually managed by individual reviewer emails. Committee members were surveyed to determine ease and success of use.

Program

Assessment:  During FY25 (July-June), following implementation of the PRMC dashboard, OneDrive Meeting Agendas, Zoom AI Meeting Minutes, and automatic letter send outs for approvals and query notifications, we observed a decrease in initial study review approval timelines of 46%. Prior to using the dashboard for our accrual progress monitoring, the team was 8 months behind on reviewing and reporting accrual probation determinations to study teams. We are now current to the month. There are 6 committee meetings per month. Since utilizing ZoomAI we are now consistently meeting turnaround between 24-48hrs for meeting minute finalization to Committee Chairs. Additionally, verbal feedback from Committee Chair reviews notes improved quality of the minutes. Key policy updates have helped standardize our increased rigor, including establishing defined timelines for submission to committee assignments, reviewer responses deadlines, determination letter release expectations, and a clear escalation pathway for quick follow-ups. Embracing technology has allowed us to manage a large and growing portfolio of studies without a corresponding increase in staff, as well as allowing for improved SRC timelines related to trial activation.

Limitations: We have identified limitations within our CTMS regarding study submissions. Some functionalities are currently not achievable, and we aim to integrate RedCap for submissions that are not feasible within the CTMS. The specific CTMS limitations include missing fields, inadequate documentation functionality, and a lack of tracking mechanisms for pending responses. By integrating the utilization of programs like RedCap, we aim to resolve these issues while maintaining automation and minimizing the manual workload.

Discussion:  The increased visibility and data transparency identified areas for improvement. We aim to enhance processes regarding Non-Human Subjects Research and Quality Improvement projects by utilizing a Redcap Submission and Questionnaire system. We plan to automate tracking responses and eliminate manual response reminders to PIs/reviewers, which has led to delays in final determinations and added administrative workload. Lastly, we will explore automation for the protocol monitoring committee and expand our dashboard for study safety findings and trends. In discussions with other centers, many aspects of committee management are completed manually. CTMS dashboards and automation integrations can improve timelines and reduce workloads.