Map Labor and Costs to Departments

By editing department mappings, you can manage all mappings of ClearTrial-defined labor and indirect costs to departments to apply to plans.

Departments can be mapped to internal and outsourced providers for each task. To work with departments, your assigned ClearTrial System Administrator must grant you the Departments/GL Codes Administrator additional role/capability.

For use case scenarios, see the Department and GL Code Manager Scenarios, available on the Oracle Help Center.

• Add a User-defined Department
  You can define and add a department to your plan.
• Edit Default Department Mappings
  You can provide a default department for internal and outsourced providers for all tasks by setting departments in the Default Row, or for tasks within a task group by setting departments in a task group row.

Add a User-defined Department

You can define and add a department to your plan.

1. From the Maintain menu, select Departments/Functional Areas.
2. On the Departments screen, click New.
3. On the Create Department screen, in the Code field, enter a department code.

   This alphanumeric code represents the department and appears throughout ClearTrial. For example, the code for the Biostatistics department might be ST.

4. In the Name field, enter a unique department name.
5. In the Description field, describe the department.
6. Click Save.
7. To return to the Departments screen, click Close.

Edit Default Department Mappings

You can provide a default department for internal and outsourced providers for all tasks by setting departments in the Default Row, or for tasks within a task group by setting departments in a task group row.

1. From the Maintain menu, select Departments/Functional Areas.
2. On the Departments screen, click Map Labor and Costs.

   There are four department mapping tabs:

   • Labor (Late stage)
   • Labor (Phase I HV)
   • Costs (Late stage)
   • Costs (Phase I HV)

   Note:

   Phase I HV refers to the ClearTrial-defined Phase I (Healthy Volunteers) Work Breakdown Structure (WBS). Late stage refers to the ClearTrial-defined Phase I (Oncology/Vaccines) through Phase IV (with or without IND) WBS.
3. If you want to map at a different level or by a different dimension, click the change link to the right of the Mapping by Task field, and then, on the Change Mode screen, click the radio button for the level of mapping you want to conduct.
   • Resource—Map labor to departments by resource. You can map departments to internal and outsourced providers for each ClearTrial-defined resource.
   • Location—Map labor to departments by location. You can map departments to internal and outsourced providers per plan location.
   • Task—Map labor to departments by task. You can map departments to internal and outsourced providers for each task.
   • Rule (Advanced Mode)—Map labor to departments by your own criteria. For more information, see Add a Department Mapping Rule.
4. Click Ok.
5. On the Edit Department Mapping screen for the selected mode, do the following on each tab, saving your selections on each tab:
   1. In the Default row, select default department mappings for internal and outsourced tasks from the drop-down lists.
   2. In the Internal column, select a department mapping for each resource, location, or task.
   3. In the Outsourced column, select a department mapping for each resource, location, or task.
6. Click Save.

• Restore Default Department Mappings
  You can restore the ClearTrial-default department mappings to their default settings.
• Add a Department Mapping Rule
  You can map labor to departments by your own criteria.

Restore Default Department Mappings

You can restore the ClearTrial-default department mappings to their default settings.

1. On the Edit Department Mapping screen, on each tab, click Restore ClearTrial Defaults.
2. Confirm that you accept that your user-defined mappings will be replaced with ClearTrial defaults by clicking Yes.

Add a Department Mapping Rule

You can map labor to departments by your own criteria.

1. From the Maintain menu, select Departments/Functional Areas.
2. On the Departments screen, click the Map Labor and Costs button.
3. Click the change link to the right of the Mapping by Task field, click the Rule (Advanced Mode) radio button, and then click Ok.
4. Click Add Rule. For more information about a field, click the field label to display online help.

   The options that appear on the Create Department Mapping Rule screen are determined by your mapping level/mode selection.

5. From the Department drop-down list, select the department to be assigned when this rule is applied.
6. On the Providers tab, select the providers.
   • To include all of the internal and outsourced service providers, select the Any Provider check box.
   • To include all the service providers in the Internal group, select the Internal check box.
   • To include all the service providers in the Outsource group, select the Outsource check box.
   • To include specific providers, select their check boxes from the Internal and Outsource lists.
7. On the other tabs, select specific locations, costs, tasks, or resources or Any to include all.
8. Click Ok to add the rule.
9. Click Save.