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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. See Preparing Accrual Batch Files for detailed instructions.Only Super Abstractors can upload accrual data batch files for CTEP and DCP trials.Anchor | | 6429 | 6429 | 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.|||||||||||||
| Anchor | 6509 | 6509 |
| Disease Code System | Default Code Assigned |
|---|---|
| ICD-O-3 | C998 (site code) 7001 (histology code) |
| ICD-9 | V100 |
| ICD-10 | Z1000 |
| SDC | 8000001 |
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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When a trial has accrued many subjects, rather than entering the data subject-by-subject via the user interface (UI), you can upload all study subject data into CTRP using a batch file upload. The information that follows provides all the details you need to create an Accruals batch file.
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If you are new to the batch file creation process, you can use the CTRP Accrual Batch File Tool to get you started. With it you can produce properly-formatted batch files that you can upload in the Accrual application. |
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When you create a batch file, ensure that each data element conforms to the requirements:
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After you have prepared a batch file, you can upload it to CTRP. For instructions on submitting batch files, see Uploading Accrual Batch Data Files .
Key Facts about CTRP Accrual Batch Files
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Although the CTRP accrual batch file format is CDUS-compatible, CTRP captures a subset of all the CDUS required data elements. Comparison of CTRP and CDUS Accrual Data Elements provides a list of all the CDUS fields with a note next to each field indicating whether CTRP captures it.
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Different data elements are required and expected when submitting accrual data to CTRP for Complete trials (National, Externally Peer Reviewed, and Institutional) than for Abbreviated Trials (Industrial). Instructions are provided below for preparing batch files for both Complete and Abbreviated Trials.
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Each CTRP batch text file contains accrual data for a single trial. You can compress one or more CTRP accrual batch text files into a single Zip file and then upload this Zip file into CTRP. CTRP will unzip the file and process each TXT file. Your Zip file can include batch files for both Complete and Abbreviated Trials.
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Do not include the following items in Zip files that you intend to upload:
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Each batch submission uploaded into CTRP is treated as an update to existing records or as an addition of new ones.
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If you upload data to a trial that already has accrual data, the batch file is considered an update. The system compares your new data to existing data using identifiers. When the identifiers match, existing data in CTRP is updated. When there are no matching identifiers, data is added to the existing trial. For Abbreviated trials, the system updates the accrual counts. |
An Introduction to Batch Files
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This section provides general background information about batch file structure. Subsequent sections provide specific details about the Accrual batch file structure. |
Each line of text in a batch file corresponds to one record that consists of various required or optional data elements. Each data element is separated by a comma.
Traditional Table Structure
| Column 1 | Column 2 | Column 3 | Column 4 |
|---|---|---|---|
| Row 1-Field 1 | Row 1-Field 2 | Row 1-Field 3 | Row 1-Field 4 |
| Row 2-Field 1 | Row 2-Field 2 | Row 2-Field 3 | Row 2-Field 4 |
Corresponding Comma-Delimited Structure
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Field 1,Field 2,Field 3,Field 4
Field 1,Field 2,Field 3,Field 4 |
The number of fields in a row is dictated by the number of fields required in a CTRP or CDUS record. The Complete Trial Table and Abbreviated Trial Table indicate how many fields are required in each CDUS record, and how many are required in a CTRP record. The batch file must contain values or place holders (commas) equal to the number of required fields corresponding to the CDUS format. Leave fields that are not required by CTRP blank, but keep the commas to indicate the "missing" field values.
For example, if a CDUS record requires six fields, as shown below, and the CTRP record requires only three, use commas to indicate the "missing" values.
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CDUS Field 1,CDUS Field 2,CDUS Field 3,CDUS Field 4,CDUS Field 5,CDUS Field 6
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CTRP Field 1,CTRP Field 2,,,,CTRP Field 6
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In a traditional table grid structure, the column headings indicate the order in which the field values occur. In CTRP batch files, the column heading is implicit, and the field order is sequential from left to right, beginning at Field 1.
Traditional Table Structure
| Column 1 | Column 2 | Column 3 | Column 4 |
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| Row 1-Field 1 | Row 1-Field 2 | Row 1-Field 3 | Row 1-Field 4 |
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Field #1,Field #2,Field #3,Field #4
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The first field in each record is reserved for the table name, which is always in CAPITAL letters. The exact field number for each data element is provided in the Complete Trial Record Data Field Requirements and Abbreviated Trial Record Data Field Requirements tables.
Example - Using Automobiles Instead of Patients
Suppose CDUS stores information about cars (rather than accrued patients) in its database in a table called AUTOMOBILES.
In this example, CDUS records each of the following six data elements:
- Table Name
- VIN (Vehicle Identification Number)
- Make
- Model
- Color
- Year
These data elements are arranged in the following sequence:
| Table Name | VIN | Make | Model | Color | Year |
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The corresponding comma-delimited sequence is as follows:
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<AUTOMOBILE>,<vin>,<make>,<model>,<color>,<year>
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A traditional table structure for these CDUS data elements and their values are shown below.
| Table Name | VIN | Make | Model | Color | Year |
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| AUTOMOBILE | ABC-123456 | Ford | Mustang | Black | 1965 |
The corresponding comma-delimited structure is as follows:
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AUTOMOBILE,ABC-123456,Ford,Mustang,Black,1965
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And, to extend this example, suppose that CTRP does not capture the Model nor Color of the car. In this case, the final record in the CTRP batch file would be as follows:
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AUTOMOBILE,ABC-123456,Ford,,,1965
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File Naming Conventions
The CTRP Accrual Batch File is a TEXT file with fields delimited (separated) by commas. The file can have any name. However, we recommend using the following file naming conventions:
NCI Protocol Number_date.txt (with the date format: YYYYMMDD)
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NCI-2012-00XXX_20090430.txt |
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The total number of characters in the file name including the file path must be less than or equal to 260. Use the file extensions |
Accrual Batch File Data for Complete Trials
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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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See Comparison of CTRP and CDUS Accrual Data Elements for a list of all the CDUS fields for these tables.
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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Complete Trial Record Data Field Requirements
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Accrual Data Elements Table with CTRP-Accepted Values
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Accrual Data Elements Table with CDUS-Accepted Values
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Complete Trial Record Data Field Formats
For instructions, refer to Requesting Permission to Submit Accrual Data and Preparing Accrual Batch Files. |
For instructions, refer to the following pages:
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Accrual Batch File Data for Abbreviated Trials
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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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Abbreviated Trial Data Record Formats
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Abbreviated Trial Record Data Field Requirements
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Accrual Data Elements with CTRP-Accepted Values
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Accrual Data Elements with CDUS-Accepted Values
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Abbreviated Trial Data Field Requirements
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Uploading Accrual Batch Files
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Before you begin, gather all the protocol data you need. See Preparing CTRP Accrual Batch Files for instructions. The system logs you out if it detects that you have not used the application for 90 minutes. The system also logs you out after three unsuccessful attempts to log in within 24 hours. In the event that you cannot remember your password, contact Application Support at ncicbiit@mail.nih.gov. |
Once you have created your Accrual Batch Upload file, upload it via the CTRP Accrual web interface. Existing accrual data for the study will be updated and any new data you submit will be added.
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The batch upload template currently does NOT provide a way to enter accrual disease code terminology; instead, the default value of SDC is used. |
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The batch files you submit do not delete previously accrued patients/patient data. Use the Accrual application user interface to delete accrued subjects as necessary. |
How to Upload Accrual Batch Files
- On the toolbar, click Batch Upload
The Batch Upload page appears.
Click Browse and select the .txt or .zip file that contains your accrual data.
Click Submit.
Your file is uploaded to the system and processed in the background
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- NCI Identifier
- Number of subject accruals that the system imported
- Details of any errors that may have occurred during the import process
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The system checks your submissions to ensure there are no duplicates. The system does not process a study subject record if it detects that a participating site in the same trial has registered a subject with the same Study Subject ID. The system includes details about which Study Subject IDs are affected in an error message. |
Once you have uploaded your batch file, the CTRP system continues to update the record status both by email and Accrual. To view the information you uploaded, see Downloading Accrual Batch Data Files and Reviewing and Updating Prior Accrual Submissions .
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 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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| title | For Super Abstractors |
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How to Resolve Accrual Batch File Upload Errors
- 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.
- Correct the errors.
- Save the file and re-submit.
