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This section provides instructions for uploading batch files via the Accrual user interface. It also provides instructions for resolving any errors that may have occurred during the import process.

The batch upload feature enables you to submit accrual data for multiple subjects and one or more trials at a time rather than having to enter data for each subject/study individually.

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Once you have been granted permission to submit accrual data, you can upload accrual data files singly as plain text files or in multiple text files that have been compressed into a Zip file. For instructions, refer to Requesting Permission to Submit Accrual Data and Preparing Accrual Batch Files.

Only Super Abstractors can upload accrual data batch files for CTEP and DCP trials.

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For these trials, the system assigns default patient disease codes if the disease code was not included in the batch file. The following table maps disease code systems to their default codes.
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Disease Code SystemDefault Code Assigned
ICD-O-3

C998 (site code)

7001 (histology code)

ICD-9V100
ICD-10Z1000
SDC8000001

If a trial currently has no existing study subjects, and if all study subjects are missing the disease code in the CDUS file being submitted, the system assigns the CTEP SDC "disease not specified code, i.e., " 80000001, by default. The system cannot process files in which invalid study subject disease codes are provided.

Preparing CTRP Accrual Batch Files

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Preparing CTRP Accrual Batch Files - Include v4.4
Preparing CTRP Accrual Batch Files - Include v4.4

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Accrual Batch File Data for Complete Trials

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The CTRP Accrual Batch File conforms to the CDUS file specification, but it only uses a limited number of fields from that file. Data in the rest of the fields are ignored, but the place holders (commas) must still be present in the data file, whether empty or filled.

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Note
titleBefore you begin

CTRP considers each accrual submitted as the total (cumulative) count to date. Be sure to read the information about accrual counts in Recording Participating Site Subject Accrual Counts.

Complete Trial Tables

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Accrual Tables for Complete Trials - Include v4.4
Accrual Tables for Complete Trials - Include v4.4

For a list of all the CDUS fields for these tables, refer to Comparison of CTRP and CDUS Accrual Data Elements.

Complete Trial Data Elements and Field Formats

Each row in a batch file is associated with a single record in the database. The first field in each line identifies the name of the table that a record belongs to. Subsequent fields contain different data element values for the same table. The number of fields required in each record, and the values they must contain, are provided in the Complete Trial Record Data Field Requirements table. Because many more elements are required in CDUS records than in CTRP records, many fields in your batch file will be null (contain no field values at all). In these cases, use a comma to indicate a field for which there is no datum.

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If a comma is part of the value, enclose the fields in double quotes. Otherwise the use of double quotes is optional.

Complete Trial Data Record Formats

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Accrual Data Record Formats for Complete Trials - Include v4.4
Accrual Data Record Formats for Complete Trials - Include v4.4

Complete Trial Record Data Field Requirements

The tables in this section contain detailed information about each of the data elements included in the Batch Upload file. The CDUS Accepted Values are provided to show differences in case your system is already producing the CDUS file. In most cases, both CTRP and CDUS values are accepted.

Accrual Data Elements Table with CTRP-Accepted Values

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Accrual Data Elements Table with CTRP-Accepted Values for Complete Trials - Include v4.4
Accrual Data Elements Table with CTRP-Accepted Values for Complete Trials - Include v4.4

Accrual Data Elements Table with CDUS-Accepted Values

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Accrual Data Elements Table with CDUS-Accepted Values for Complete Trials - Include v4.4
Accrual Data Elements Table with CDUS-Accepted Values for Complete Trials - Include v4.4

Complete Trial Record Data Field Formats

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Accrual Data Field Formats for Complete Trials - Include v4.4

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Accrual Batch File Data for Abbreviated Trials

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Abbreviated Studies in CTRP are those with the Data Table 4 trial submission category of Industrial. The CTRP requires users to submit accrual totals only for these trials. Do not submit subject-specific data. The CTRP Accrual Batch File uses the same file format as CDUS, but the fields are unique to CTRP.

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Note
titleBefore you begin

The CTRP considers each accrual submitted as the total (cumulative) count to date. Be sure to read the information about accrual counts in Recording Participating Site Subject Accrual Counts.

Abbreviated Trial Tables

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Accrual Tables for Abbreviated Trials - Include 20170814
Accrual Tables for Abbreviated Trials - Include 20170814

Abbreviated Trial Data Record Formats

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Accrual Data Record Formats for Abbreviated Trials - Include 20170814
Accrual Data Record Formats for Abbreviated Trials - Include 20170814

Abbreviated Trial Record Data Field Requirements

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Accrual Record Data Field Requirements - Include v4.4

Accrual Data Elements with CTRP-Accepted Values

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Accrual Data Elements Table with CTRP-Accepted Values for Abbreviated Trials - Include 20170814
Accrual Data Elements Table with CTRP-Accepted Values for Abbreviated Trials - Include 20170814

Accrual Data Elements with CDUS-Accepted Values

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Accrual Data Elements Table with CDUS-Accepted Values for Abbreviated Trials - Include 20170814
Accrual Data Elements Table with CDUS-Accepted Values for Abbreviated Trials - Include 20170814

Abbreviated Trial Data Field Requirements

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Accrual Data Field Requirements for Abbreviated Trials - Include v4.4

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Uploading Accrual Batch Files

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Uploading CTRP Accrual Batch Data Files - Include v4.4
Uploading CTRP Accrual Batch Data Files - Include v4.4

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Resolving Accrual Batch File Upload Errors

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If the email notice you received after uploading a batch file indicated that errors occurred during the the import process, you can use the following steps to correct them before re-submitting your accruals batch file.

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If the batch (.zip) file contains both valid (error-free) and invalid files, the system processes the valid files and notifies you about the files that it could not process.

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If the CTRP system was unable to identify an organization that you submitted in your batch file, it determines if the organization was nullified and merged with another organization. If so, the system includes the new organization name in the error message.

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If a CDUS batch file contains accruals for sites that have not been added yet to the trial in the CTRP, the system processes the valid sites and then emails you a list of participating sites from your file that are missing in the CTRP. You can correct this type of error by adding the site(s) to the trial and resubmitting the accrual batch file.

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How to Resolve Accrual Batch File Upload Errors

  1. Go through the list of errors described in detail in the status email you received for each line in your text file that caused the error.
  2. Correct the errors.
  3. Save the file and re-submit.

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