Workflow for an integration with Catalent Clinical Supply Services

This workflow applies to shipments when you use an integration with Catalent Clinical Supply Services for shipments, and it applies to all types of shipments, including the initial shipment to a site, a resupply shipment that is generated automatically when resupply runs, and a manual shipment.

Want details about the workflow when you don't use an integration for shipments?

Prerequisites for clinical supply managers

1. Shipment ID prefixes created in Oracle Clinical One Platform must consist only of numbers. When you set the prefix on the Supply Settings tab, in the Shipment Settings section, choose one of the following options:
   • Use Depot ID: If Depot IDs have been defined using numbers only
   • Enter Prefix: Enter a prefix and make sure the value consists only of numbers
   • None: If no prefix is used
2. To make sure depot users at a Catalent-managed depot facility are notified by email about an order, in Oracle Clinical One Platform, on the Depots tab, check that the email field for depots managed by Catalent Clinical Supply Services is left blank. The integration is configured to send emails to the appropriate recipients.
3. Catalent expects protocol values between 5 and 30 characters long, therefore the value for Study Title in Oracle Clinical One Platform must be defined accordingly.

Workflow for a shipment when you use an integration with Catalent Clinical Supply Services for shipments:

1. When a new shipment is raised, the status of the shipment changes to Pending in Oracle Clinical One Platform. This activity happens both manually or automatically, depending on how the resupply conditions are set in the study.
2. When the shipment request is acknowledged by the depot, the status of the shipment changes to Confirmed in Oracle Clinical One Platform. This activity is automated.
3. The depot adds a ship date and a tracking number to the shipment, if available. The status of the shipment changes to In Transit in Oracle Clinical One Platform. These updates are automated.
4. The following updates can happen both automatically or manually, depending on how the integration is configured:
   • If the integration is configured to support this and the courier provides the information: Catalent Clinical Supply Services receives delivery information from the courier. The integration sets the status of the shipment to Received in Oracle Clinical One Platform. The status of all the kits included in the shipment automatically changes to Available.

     Additionally, the Date Received is updated in Oracle Clinical One Platform to reflect the date the integration processed the delivery file. This date may not always match the date at which the shipment is delivered by Catalent Clinical Supply Services.

   • If the integration isn't configured to interpret the delivery as a receipt: A site user must manually mark the shipment as Received in Oracle Clinical One Platform.

Note:

If you need to update (add or remove kits from a shipment) or cancel a shipment after the shipment request has been sent to the depot, you must contact Catalent Clinical Supply Services directly. If you make any updates to shipments from within Oracle Clinical One Platform, the changes won't be sent to the depot. When the shipment is marked as Received, this status update applies to the entire shipment and all its kits are presumed Available. Therefore, all the kits in the shipment, including kits added after the original request, are updated once the shipment is received.

What if an order is sent to Catalent Clinical Supply Services in error?

If a shipment request is sent in error, the clinical supply manager must contact Catalent Clinical Supply Services and request the shipment's cancellation. Once Catalent Clinical Supply Services cancels the order in their system, the shipment status changes to Invalid in Oracle Clinical One Platform. To allow the resupply process to create a new shipment the next time inventory runs, the clinical supply manager must also explicitly cancel the shipment in Oracle Clinical One Platform.

Note:

Catalent Clinical Supply Services will only be able to cancel the order if the shipment hasn't been sent yet.