| Oracle® Health Sciences ClearTrial Cloud Service Plan and Source User Guide Release 5.2 E49540-01 |
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PDF · Mobi · ePub |
| Oracle® Health Sciences ClearTrial Cloud Service Plan and Source User Guide Release 5.2 E49540-01 |
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PDF · Mobi · ePub |
This chapter covers the functions available to manage resource information in the application.
You maintain service providers, resources, billing rates, departments and functional areas, GL codes, exchange rates, and reporting regions from the Maintain menu.
You maintain service providers on the Service Provider screen. The service providers on this screen are available throughout the application and you can assign them work to complete on a study.
To maintain service providers, your system administrator must grant you the Clinical Administrator or System Administrator role.
On the Service Providers screen, click New.
The Create Provider screen appears.
Enter a service provider name, description, and select the type of service provider.
The application supports two types of service providers: sponsors and Contract Research Organizations (CROs).
From the Billing Rates Currency drop-down list, select the currency in which you will enter the hourly billing rates for this service provider.
From the Back-Office Billing Rate Location drop-down list, select the back-office billing rate location.
The back-office billing rate location determines the default billing rates for tasks that are typically centralized or conducted at a central location. Choose the country in which these tasks usually occur for this provider.
For example, if this provider is headquartered in the USA, but conducts all of its data management, biostatistics, and medical writing tasks in India, choose India for the default Back Office Billing Rate Location.
Note:
You can override the Billing Rate Location for any specific task on the Assignment tab or in the Task Manager when you create or edit a plan.Click Save.
The Update Billing Rates link becomes available for the service provider.
Click the Update Billing Rates link.
The Create Billing Rates screen appears and you can enter hourly billing rates for the service provider. For more information on entering billing rates, see Create Billing Rates Screen.
On the Service Providers screen, select the checkbox of the service provider to edit.
Note:
You can edit service providers you added to the application, but you cannot edit the default service providers included in the application.Click Edit.
The Edit Provider screen appears.
Edit the service provider information as necessary.
For more information about a field, click the field name.
For more information about the screen, see Create/Edit Service Provider Screen Fields.
Click Save.
On the Service Providers screen, select the checkbox of the service provider to delete.
Click Delete.
On the Service Providers screen, select the Deleted Providers checkbox.
Deleted services providers appear with a line through them.
Select the checkbox of the deleted service provider to restore.
Click Restore.
The application adds the service provider to the application.
You manage resources on the Resources screen. Resources can be assigned to complete work on tasks using the Task Manager. For more information about the Task Manager, see Adjust Task Effort and Labor Fees on the Labor Tab.
To maintain resources, your system administrator must grant you the Resources Administrator additional role/capability.
There are two types of resources in the application:
System-defined resources—Resources the application provides. You can edit these resources. You cannot delete system-defined resources.
User-defined resources—Resources you add to the application. You can edit, delete, and restore these resources. If you delete a user-defined resource that is being used in a plan, that resource remains available in the plan.
You can filter the Resource screen to search for resources. For information see, Define Resource Filter Dialog Box Fields.
On the Resources screen, click New.
The Create Resource screen appears.
Enter a resource code, name, and description.
In the Default Billing Rates table, enter the U.S. hourly billing rate for this resource, for each of the application provided service providers.
Enter the hourly rates for each of the years chosen as the effective rate year when planning a study. For service providers you added to the application, provide specific rates for each location on the Billing Rates screen. For more information, see Billing Rates Screen Fields.
To populate the table automatically, click Auto Fill. The Auto-Populate Rates dialog box appears. Apply an hourly rate for a selected service provider or a percentage increase for each year based on the rate specified in the selected starting year. Click Ok.
Click Save.
The application creates the resource and applies the hourly rates.
To return to the Resources screen, click Close.
You can edit both system-defined and user-defined resources.
On the Resources screen, select the resource checkbox.
Click Edit.
The Edit Resource screen appears.
Edit the code, name, description, and default billing rates for user-defined resources.
or
Edit the code and name for system-defined resources.
For more information about a field, click the field name.
For more information about the screen, see Resources Screen Fields.
Click Save.
You define billing rates for service providers to whom you assign work on the Billing Rates screen. After you publish the billing rates, the application shares the rates between plans.
To work with billing rates, your system administrator must grant you the Clinical or System Administrator role.
For more information about a field, click the field name.
For more information about the screen, see Billing Rates Screen Fields.
On the Billing Rates screen, from the Show rates for drop-down list, select a service provider. To see rates for all providers, select Any Provider.
From the Rate Year drop-down list, select a rate year. To see rates for all years, select Any.
Billing rates matching your filter criteria appear.
Draft versions of billing rates are not available for use in plans. You must publish billing rates to use them in plans.
You can edit published billing rates and save them as drafts until you click Publish. The application continues to use the previously published billing rates until the new ones are published. You can view past billing rates by clicking Show Revision History. For more information, see Viewing the Billing Rate Revision History.
On the Billing Rates screen, click New.
The Create Billing Rates screen appears.
From the When drop-down list, select a service provider.
From the Performs work for drop-down list, select the sponsor that is going to be charged these billing rates.
If your organization is a sponsor, select your organization or an affiliate from the drop-down list.
If your organization is a vendor, select the sponsor for whom these billing rates apply.
From the for Rate Year drop-down list, select the billing rate year to use.
When creating a plan, the effective rate year chosen in the Provider Details dialog determines which rates are used. Rates are inflated per any inflation percentages specified.
From the Base Rate Location drop-down list, select the country or region the rates you enter in the base rate column represent.
By default, the application derives the rates of all other locations using the values in the RATE VARIANCE % row. You can edit any variance or override any specific rate value.
The Currency field displays the currency in which the billing rates are expressed. The service provider selected from the drop-down list determines the currency.
For each Resource, for each location column, enter the hourly billing rate.
Each resource row represents a job title or type of employee that performs work on a study. For each resource, the application multiples the hourly rate supplied by the number of hours calculated to be necessary for employees of this type to complete the work.
The application uses generic job titles. For a description of a resource, click the resource name.
Click Save.
On the Billing Rates screen, select the checkbox of billing rates with a Draft status.
Click Publish.
The Confirm Publish Rates dialog box appears.
Click Publish.
You can edit published and draft billing rates.
On the Billing Rates screen, select the checkbox of the billing rates to edit.
Click Edit.
The Edit Billing Rates screen appears.
Edit hourly billing rates as necessary.
Click Save.
On the Billing Rates screen, select the checkbox of the billing rates to delete.
Click Delete.
On the Billing Rates screen, select the Include Deleted Rates checkbox.
Deleted billing rates appear with a line through them.
Select the checkbox of a deleted billing rate.
Click Restore.
On the Billing Rates screen, select the checkbox of the billing rates to copy.
Click Copy.
The Copy Billing Rates dialog box appears.
From the Copy from drop-down list, select the version of billing rates to copy. If there is only one option, this field is read-only.
Apply a percent adjustment to reflect inflation or other negotiated changes to the fees charged by selecting the checkbox and entering a percentage.
Click Ok.
The Edit Billing Rates screen appears.
Edit the hourly billing rates as necessary.
Click Save.
On the Billing Rates screen, select the checkbox of the billing rates.
Click Show Revision History.
The Show Revision History dialog box appears.
Click the Show Rates link to view the billing rates for a previously published set of billing rates.
The billing rates appear in a separate window.
or
Click the Open as Draft link to open the Edit Billing Rates screen.
Edit, save, and publish billing rates.
Click Close.
You maintain departments and map them to labor and costs on the Department screen. To work with departments, your system administrator must grant you the Departments/GL Codes Administrator additional role/capability.
For more information, see Departments Screen Fields.
You can filter the Departments screen to search for departments. For more information, see Define Department Filter Dialog Box Fields.
On the Departments screen, click New.
The Create Department screen appears.
For more information about a field, click the field name.
For more information about the screen, see Create/Edit Department Screen Fields.
In the Code field, enter a department code.
The code is an alphanumeric code that represents the department and appears throughout the application.
In the Name field, enter a department name.
The department name appears throughout the application. Two departments cannot have the same name.
In the Description field, enter a department description.
Click Save.
To return to the Department screen, click Close.
On the Departments screen, select a department checkbox.
Click Edit.
The Edit Department screen appears.
Edit the department information as necessary.
For more information about a field, click the field name.
For more information about the screen, see Create/Edit Department Screen Fields.
Click Save.
To return to the Department screen, click Close.
On the Departments screen, select the checkbox of a department to delete.
Click Delete.
On the Departments screen, select the All Departments radio button.
Deleted departments appear with a line through them.
Select the checkbox of a deleted department.
Click Restore.
On the Departments screen, click Map Labor and Costs.
The Edit Department Mapping screen appears. There are four department mapping tabs:
Labor (Late stage)—Map labor to departments for late stage studies.
Labor (Phase 1)—Map labor to departments for Phase I studies.
Costs (Late stage)—Map costs to departments for late stage studies.
Costs (Phase 1)—Map costs to departments for Phase I studies.
For each department mapping tab, click the Change link in the upper right corner to select the mapping mode.
The Change Mode dialog box appears.
Select a mapping mode by clicking the radio button. There are four mapping modes:
Resource—Map labor to departments by resource. You map departments to internal and outsourced providers for each resource. You can provide a default department for internal and outsourced providers for all resources by selecting departments in the default row.
Location—Map labor to departments by location. You map departments to internal and outsourced providers for each location. You can provide a default department for internal and outsourced providers for all locations by selecting departments in the default row.
Task—Map labor to departments by task. Departments can be mapped to internal and outsourced providers for each task. You can provide a default department for internal and outsourced providers for all tasks by setting departments in the default row, or for all tasks within a task group by selecting departments in a task group row.
Rule (Advanced Mode)—Map labor to departments by your own criteria. For more information, see Adding a Department Mapping Rule.
Click Ok.
The Edit Department Mapping screen appears.
For each tab, do the following:
In the Default row, select a default department mapping to apply to each resource, location, or task.
In the Internal column, select a department mapping for each resource, location, or task.
In the Outsourced column, select a department mapping for each resource, location, or task.
Click Save.
On the Departments screen, click Map Labor and Costs.
The Edit Department Mapping screen appears.
Edit department mappings as necessary.
For more information about a field, click the field name.
For more information about the screen, see Edit Department Mapping Screen Fields.
Click Save.
On the Departments screen, click Map Labor and Costs.
The Edit Department Mapping screen appears.
Select a department mapping tab and click the Change link in the upper right corner.
The Change Mode dialog box appears.
Click the Rule (Advanced Mode) radio button.
Click Ok.
The Edit Department Mapping screen appears.
Click Add Rule.
The Create Department Mapping Rule dialog box appears.
On the Create Department Mapping Rule dialog box, do the following:
From the Department drop-down list, select the department to be assigned when this rule is applied.
On the Providers tab, select providers to be matched according to this rule.
Selecting the Internal and Outsource checkboxes includes all the service providers in that group.
On the Locations tab, select locations to be matched according to this rule.
Selecting the Any Location checkbox includes all locations.
On the Tasks tab, select the checkboxes of tasks to be matched according to this rule.
Selecting the Any Task checkbox includes all task groups and tasks.
On the Resources tab, select resources to be matched according to this rule.
Selecting the Any Resource checkbox includes all resources.
Click Ok.
The rule is added to the department mapping tab.
Click Save.
You maintain GL codes and map them to labor and costs on the GL Codes screen. To work with GL codes, your system administrator must grant you the Departments/GL Codes Administrator additional role/capability.
For more information about a field, click the field name.
For more information about the screen, see GL Codes Screen Fields.
You can filter the GL Codes screen to search for GL codes. For more information, see Define GL Code Filter Dialog Box Fields.
On the GL Codes screen, click New.
The Create GL Code screen appears.
In the Code field, enter a code.
The code is an alphanumeric code that represents the GL code and appears throughout the application.
In the Name field, enter a name for the GL code.
The GL code name appears throughout the application. Two GL codes cannot have the same name.
In the Description field, enter a description about the GL code.
Click Save.
On the GL Codes screen, select the checkbox of a GL code you want to edit.
Click Edit.
The Edit GL Code screen appears.
Edit the GL code information as necessary.
For more information about a field, click the field name.
For more information about the screen, see Create/Edit GL Code Screen Fields.
Click Save.
To return to the GL Code screen, click Close.
On the GL Codes screen, select the All GL Codes radio button.
Deleted GL codes appear with a line through them.
Select the checkbox of a deleted GL code.
Click Restore.
On the GL Codes screen, click Map Labor and Costs.
The Edit GL Code Mapping screen appears. There are four GL code mapping tabs:
Labor (Late stage)—Map labor to GL codes for late stage studies.
Labor (Phase 1)—Map labor to GL codes for Phase I studies.
Costs (Late stage)—Map costs to GL codes for late stage studies.
Costs (Phase 1)—Map costs to GL codes for Phase I studies.
For each GL code mapping tab, click the Change link in the upper right corner to select the mapping mode.
The Change Mode dialog box appears.
Select a mapping mode by clicking the radio button. There are four mapping modes:
Resource—Map labor to GL codes by resource. You map GL codes to internal and outsourced providers for each resource. You can provide a default GL code for internal and outsourced providers for all resources by selecting GL codes in the default row.
Location—Map labor to GL codes by location. You map GL codes to internal and outsourced providers for each location. You can provide a default GL code for internal and outsourced providers for all locations by selecting GL codes in the default row.
Task—Map labor to GL codes by task. GL codes can be mapped to internal and outsourced providers for each task. You can provide a default GL code for internal and outsourced providers for all tasks by selecting GL codes in the default row, or for all tasks within a task group by selecting GL codes in a task group row.
Rule (Advanced Mode)—Map labor to GL codes by your own criteria. For more information, see Adding a GL Code Mapping Rule.
Click Ok.
The Edit GL Code Mapping screen appears.
For each tab, do the following:
In the Default row, select a default GL code mapping to apply to each resource, location, or task.
In the Internal column, select a GL code mapping for each resource, location, or task.
In the Outsourced column, select a GL code mapping for each resource, location, or task.
Click Save.
On the GL Codes screen, click Map Labor and Costs.
The Edit GL Code Mapping screen appears.
Edit GL code mappings as necessary.
For more information about a field, click the field name.
For more information about the screen, see Edit GL Code Mapping Screen Fields.
Click Save.
On the GL Codes screen, click Map Labor and Costs.
The Edit GL Code Mapping screen appears.
Select a GL code mapping tab and click the Change link in the upper right corner.
The Change Mode dialog box appears.
Click the Rule (Advanced Mode) radio button.
Click Ok.
The Edit GL Codes Mapping screen appears.
Click Add Rule.
The Create GL Code Mapping Rule dialog box appears.
On the Create GL Code Mapping Rule dialog box, do the following:
From the GL Code drop-down list, select the GL code to be assigned when this rule is applied.
On the Providers tab, select providers to be matched according to this rule.
Selecting the Internal and Outsource checkboxes includes all the service providers in that group.
On the Locations tab, select locations to be matched according to this rule.
Selecting the Any Location checkbox includes all locations.
On the Tasks tab, select the checkboxes of tasks to be matched according to this rule.
Selecting the Any Task checkbox includes all task groups and tasks.
On the Resources tab, select resources to be matched according to this rule.
Selecting the Any Resource checkbox includes all resources.
Click Ok.
The rule is added to the GL code mapping tab.
Click Save.
You maintain exchange rates on the Exchange Rate Tables screen. An exchange rate table allows you to create and define your organization's standardized rates for each currency to be used in your plans.
To work with exchange rate tables, your system administrator must grant you the Exchange Rates Administrator role.
Exchange rate tables you create on this screen can be shared by multiple plans. When you update an exchange rate table, all plans using the table automatically update with the new conversion rates.
For more information about a field, click the field name.
For more information about the screen, see Exchange Rate Tables Screen Fields.
You apply a published exchange rate table to a plan on the Overview tab. You cannot apply a draft exchange rate table to a plan.
You can filter the Exchange Rate Tables screen to search for exchange rate tables. For information on filtering screens, see Define Exchange Rate Table Filter Dialog Box Fields.
On the Exchange Rate Tables screen, click New.
The Create Exchange Rate Table screen appears.
In the Details section, in the Name field, enter a name for the exchange rate table.
This name appears throughout the application.
In the Description field, enter a description of the exchange rate table.
In the Currency Exchange Rates section, in the Use rates as of field, enter or select a date from the Calendar icon and click Apply to populate the currency exchange rates from a certain date.
In the Currency Exchange Rate fields, enter the currency exchange rates for each location.
To save the exchange rate table as a draft, click Save Draft.
or
To make the exchange rate table available for use in plans, click Publish.
To return to the Exchange Rate Tables screen, click Close.
On the Exchange Rate Tables screen, select the checkbox of the table to edit.
Click Edit.
The Edit Exchange Rate Table screen appears.
Edit the exchange rates as necessary.
For more information about a field, click the field name.
For more information about the screen, see Create/Edit Exchange Rate Table Screen Fields.
To save the exchange rate table as a draft, click Save Draft.
or
To make the exchange rate table available for use in plans, click Publish.
Clicking Publish replaces values in any plans currently using the exchange rate table. All plans using the exchange rate table automatically update with the new conversion rates.
To return to the Exchange Rate Tables screen, click Close.
On the Exchange Rate Tables screen, select the checkbox of the table to delete.
Click Delete.
On the Exchange Rate Tables screen, click the All Exchange Rate Tables radio button.
Deleted exchange rate tables appear with a line through them.
Select the checkbox of a deleted exchange rate table.
Click Restore.
Group reporting regions for studies based on your global organizational structure and accounting practices with the Edit Reporting Regions screen.
You map countries to reporting regions. Mapping allows you to view the budget by location with the Monthly Budget by Reporting Region report, available from the Reports tab.
To work with reporting regions, your system administrator must grant you the Reporting Regions Administrator role.
For more information about a field, click the field name.
For more information about the screen, see Reporting Regions Screen Fields.
On the Edit Reporting Regions screen, click New Reporting Region.
A blank entry appears in the Reporting Region Name column.
Enter a reporting region name.
Click Save.
On the Edit Reporting Regions screen, in the Reporting Region Name column, click the reporting region name or the Pencil icon.
The reporting region name becomes editable.
Edit the reporting region name.
Click Save.
To delete a reporting region, click the associated Trash Can icon.
When reporting regions are deleted, the application removes the country mappings.
On the Edit Reporting Regions screen, click Map Countries to Reporting Regions.
The Map Countries to Reporting Regions dialog box appears.
For each country, from the Reporting Region drop-down list, select a reporting region.
To save your changes and keep the dialog box open, click Save.
or
To save your changes and return to the Edit Reporting Regions screen, click Save and Close.
On the Edit Plan screen, click Reports.
A list of available study reports appear.
Click the Monthly Budget by Reporting Region link.
If you have locations in the plan that are mapped to reporting regions, the Monthly Budget By Reporting Region report appears.
Click Ok.
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