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This section provides instructions for curating organization records.
Both data providers (via PO services) and PO web application users can create and modify Organizations and their associated roles in the PO system. The system tracks who creates and modifies organizations to ensure that data is neither overridden inappropriately nor duplicated. See How the CTRP System Processes Record Updates
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Creating New Organization Records
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| MultiExcerptName | orgcreate |
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Curating Organization Records
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| MultiExcerptName | orgcurate |
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Modifying Organization Records
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| MultiExcerptName | orgdetails |
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How the CTRP System Processes Record Updates
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The CTRP system handles updates differently for different scenarios. Doing so ensures data integrity. How the system processes updates depends on a variety of factors, including the following:
- Whether the update was to a person or an organization. If the update was to an organization, then it depends on whether the update was to the entity level (which is owned by CTRP), or to the role level (which is owned by CTEP), or to both.
- What is being updated (just name or both name and address).
- Who created the record
- Whether the record has been overwritten.
When the system considers who created the record, it considers the following user categories:
A PO Curator is a member from the PO Curation Team and logs into the PO Curation application.
PO User is a broad term to cover any user who accesses PO data. Consider the following examples:
When a Registration application user requests the creation of a new organization, the Registration application is a PO user.
When a Protocol Abstraction application user requests the creation of a new organization, the Protocol Abstraction application is a PO user.
Someone who is using the PO web services to query person and organization data from PO is a PO User. Cancer Centers and other NCI divisions and centers use PO web services.
A Data Provider is a special and privileged type of PO User. This user is considered a source of person and organization data in PO. The CTEP Enterprise Core Module (ECM) system is the primary data provider for PO.
In most cases, the system handles modifications by users other than PO Curators as Change Requests. In some cases, PO Curators and Data Providers can update data by overriding existing data. At that time, the system captures information about the user who overrode the data.
Changing the Curation Status
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| MultiExcerptName | curationstatuschange |
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Assigning Roles to Organizations
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| MultiExcerptName | orgroleassign |
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Managing Research Organizations
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| MultiExcerptName | romanage |
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Managing Identified Organizations
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| MultiExcerptName | iomanage |
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An identifier allows someone to select one record, object, or thing from a set of candidates. Each organization in the P/O Curation Portal is identified uniquely. Additionally, each affiliated organization is identified in the context of its role.
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The Organization Details page displays all details about the organization provided to date. The tab labels in the Assign Organizational Roles section at the bottom of the page display the number of each role already associated with the organization that you are curating (if applicable). The letter "P" beside the role name on each of the tabbed pages indicates that at least one role is pending curation. |
How to Manage Identified Organizations
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Follow one of the options in the table below to continue assigning roles:
Options for assigning roles to an organization
If there are... | And... | Do this |
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No Identified organization role records displayed | You want to add a role | Proceed to the next step. |
One or more organization role records displayed | The information for them is correct | Proceed with other aspects of the organization curation. |
One or more organization role records displayed | The information for them is incorrect | In the Action column for the record you want to modify, click Edit, and select an affiliated organization. |
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For instructions
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Complete the rest of the Assigned ISO II (International Organization for Standardization Instance Identifier) fields to create a unique identifier for the affiliated organization in its current role. Select or enter the appropriate information in the text fields and drop-down lists. Fields are described in the following table. Items with an asterisk are required fields.
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Field Label
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Description/Instructions
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Displayable
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Indicate whether the identifier is intended for human display and data entry. Select TRUE to indicate that it is displayable; and FALSE if it is not.
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Extension*
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Type the identifier that, when joined with the root, identifies the organization/role as a unique object.
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Identifier Name
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Type the human-readable, descriptive name for the namespace represented in the root.
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Reliability
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Root*
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Type the name of the parent organization that guarantees its global uniqueness.
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Scope
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Managing Oversight Committees
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| MultiExcerptName | ocmanage |
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Each organization in the P/O Curation system, including each oversight committee, must be identified uniquely.
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The Organization Details page displays all details about the organization provided to date. The tab labels in the Assign Organizational Roles section at the bottom of the page display the number of each role already associated with the organization that you are curating (if applicable). The letter "P" beside the role name on each of the tabbed pages indicates that at least one role is pending curation. |
How to Manage Oversight Committees
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Manage Oversight Committee Information Page
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Follow one of the options in the table below to continue assigning roles:
Options for assigning roles to an organization
If there are... | And... | Do this |
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No oversight committee role records displayed | You want to add a role | Proceed to the next step. |
One or more oversight committee role records displayed | The information for them is correct | Proceed with other aspects of the organization curation. |
One or more oversight committee role records displayed | The information for them is incorrect | In the Action column for the record you want to modify, click Edit, and proceed to Oversight Committee Type. |
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- IRB (Institutional Review Board)
- Ethics Committee
- Research Ethics Board
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- To change the information in the address section, click Edit.
- or - - To delete the address information, click Remove.
- or - - To add another address, click Add Postal Address.
Complete the remaining Contact Information fields.
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Managing Health Care Facilities
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| MultiExcerptName | hcfmanage |
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You must identify each organization, including each health care facility, uniquely.
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The Organization Details page displays all details about the organization provided to date. The tab labels in the Assign Organizational Roles section at the bottom of the page display the number of each role already associated with the organization that you are curating (if applicable). The letter "P" beside the role name on each of the tabbed pages indicates that at least one role is pending curation. |
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An organization may have more than one health care facility associated with it. Each health care facility may have more than one postal address. |
How to Manage Health Care Facilities
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Follow one of the options in the table below to continue assigning roles:
Options for assigning roles to an organization
If there are... | And... | Do this |
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No health care facility role records displayed | You want to add a role | Proceed to the next step. |
One or more health care facility role records displayed | The information for them is correct | Proceed with other aspects of the organization curation. |
One or more health care facility role records displayed | The information for them is incorrect | In the Action column for the record you want to modify, click Edit, and proceed to Editing Health Care Facility Records. |
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In the Address Information section, click Add Postal Address, and follow the instructions in Entering Address Information .
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The information appears in the Address Information section on the Create Health Care Facility page.
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- To change the information in the address section, click Edit.
- or - - To delete the address information, click Remove.
- or - - To add another address, click Add Postal Address.
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Complete the remaining Contact Information.
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Remember to click Add after you complete each of the contact information fields. |
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, refer to the following pages:
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Editing Health Care Facility Records
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| MultiExcerptName | hcfedit |
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How to Edit Health Care Facility Records
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In the Assign Organization Roles section toward the bottom of the Organization Details page, click the Health Care Facility tab. This is the default tab.
The Manage Health Care Facility page displays the research roles currently assigned to the organization (if applicable).
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Click Edit.
The Edit Health Care Facility page appears.
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Optionally in the Alias field, enter or edit alternate names for the organization. Click Add after you enter each alternate name.
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In the Address Information section, click Add Postal Address, and follow the instructions in Entering Address Information .
The information appears in the Address Information section on the Edit Health Care Facility page.
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Complete the remaining Contact Information fields.
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Remember to click Add after you complete each of the contact information fields. |
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Curating Organization Records with Change Requests
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| MultiExcerptName | orgchangerequests |
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Users of applications that interface with the P/O Curation Portal, for example, Protocol Abstraction, can add, or request changes to, records in the system. New records appear in the Inbox with the status "Pending". Requests for changes to existing records that have been curated previously are also displayed in the Inbox, identified in the Status column by Change Request (n) where n is the number of requests.
How to Curate Records with Change Requests
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In the Action column, click Curate.
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Depending on your screen size and orientation, the system might display the two records side-by-side. In this case, the original record appears on the left side of the page, and requested changes appear on the right. Otherwise, the system might display the change request information below the original record. |
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If more than one change has been requested, select a request from the Change Request Information drop-down list at the top right corner of the requested change record.
Green asterisks next to data elements indicate changed values.
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It is possible, though rare, for a change request to include values that are identical to the record you are curating. This can occur because of the differences in data between the time you curate a record and when PO fetches data from ECM. |
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- To modify the information manually, enter the new information exactly as it appears in the change request.
- or - To modify the information automatically, beside each detail for which there is a change, click Copy.
The requested change is copied to the original record.Note You must enter aliases manually. Because Change Requests do not contain alias information, copying organization names from a change request record does not automatically modify the alias list.
- or -
- To delete a duplicate change request value, click Remove.
The duplicate change request is deleted.
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Deleting Organization Records
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| MultiExcerptName | orgdelete |
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The CTRP system retains all records, even after you have deleted them. However, the system does not display deleted records. They remain in a "Nullified" state, and are not available for curation. When you nullify an organization, you must select a duplicate organization.
How to Delete an Organization Record
- Navigate to the record of interest. See Searching for Organization Records .
In the Action column for a given organization, click Curate.
The Organization Details page displays all details about the organization provided to date.
- If you are not the record owner, click Override.
- From the New Status drop-down list, select NULLIFIED.
- Follow the instructions in Resolving Duplicate Records to select a duplicate record.
- At the bottom of the page, click Save.
Managing Families
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| MultiExcerptName | orgfamilymanage |
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An organization may belong to one or more families. Refer to Family and Organization Relationships.
How to Manage Families
- Navigate to the record of interest.
- In the Action column for a given organization, click Curate.
- In the Assign Organization Roles section toward the bottom of the Organization Details page, click Manage Family(s).
The Manage Family(s) page displays the family(s) to which the organization currently belongs (if applicable).
Manage Family(s) Page Follow one of the options in the table below to continue assigning roles:
If there are...
And...
Do this
No research family records displayed
You want to add a family
Above the Action column, click Add, and follow the instructions in Adding Organizations to Families .
One or more family records displayed
The information for them is correct
Click Return to Organization Details, and continue with the curation.
One or more family records displayed
The family membership is not valid
In the Action column for the record you want to modify, click Remove.
One or more organization role records displayed
The information for them is incorrect
In the Action column for the record you want to modify, click Edit, and follow the appropriate steps in Changing Functional and Hierarchical Relationships .
- Click Save, and then click Return to Families.
The organization is added to the family.
Importing CTEP Organization Records
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| MultiExcerptName | orgimport |
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You can import existing organization records from CTEP to the P/O Curation Portal rather than entering them into the system manually. The P/O Curation Portal system populates its records with the CTEP data based on the CTEP IDs you provide. Organizations imported from CTEP are designated "Pending" until they have been curated. When you change the status of the organization to "Active", the system changes any associated research organizations or health care facilities that have CTEP IDs to the same status (i.e., "Active") automatically.
How to Import CTEP Organization Records
- On the main menu, in the Organization section, click CTEP Import.
The CTEP Organization Import page appears.
- Do one of the following to import the data:
- To import multiple records simultaneously, under File, click Browse, and navigate to the file containing the IDs you want to upload. The file must be in the form of a text document, with each of the CTEP IDs listed individually on one line.
- or - - To import individual records, in the CTEP ID field, type the CTEP ID of the organization record you want to import. This function enables you to import new organizations as they are added in CTEP rather than having to import an entire batch of records that you may have imported previously.
- To import multiple records simultaneously, under File, click Browse, and navigate to the file containing the IDs you want to upload. The file must be in the form of a text document, with each of the CTEP IDs listed individually on one line.
Click Upload.
Info The system maintains both CTEP and P/O Curation Portal IDs with each organization record imported.
Searching for Organization Records
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| MultiExcerptName | orgsearch |
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How to Search for Organization Records
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Provide as much information as you can about the organization. You are required to provide at least one search criterion.
The following table describes the available search criteria.
Organization search criteria
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Search Criteria
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Description
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Enter the Cancer Therapy Evaluation Program's identification number.
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The system searches for CTEP IDs associated with the organization's Research Organizations and/or Health Care Facilities and Identified Organization roles. |
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Organization ID
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Enter the number that NCI assigned to the organization.
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Status
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Select the current curation status. For status descriptions, see Changing the Curation Status.
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Organization Name
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Enter part of the organization’s name, or, to narrow your search, enter the entire name.
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Family Name
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Enter part of the name of the family that the organization belongs to, or, to narrow your search, enter the entire name.
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Address Information
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Enter or select information in the address fields.
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You can select a State from a drop-down list if you select United States from the Country list first. |
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If you select both pending role check boxes, search results include only those organization records that contain both pending HCF roles and pending RO roles. |
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If the organization you were looking for is not listed, you may have searched too narrowly (that is, you may have provided too much information about the organization). If the list of results is very long and contains many organizations that are similar to yours, you can narrow your search by providing more information. If you still don’t find your organization in the CTRP system, you can create it as a new one. For instructions, see Creating New Organization Records . |
Resolving Duplicate Records
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| MultiExcerptName | duplicaterecord |
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To ensure that there are no duplicate, or near-duplicate records in the system, search the CTRP database for the organization name before you create a new organization record or begin to curate an existing one. This is especially true for organizations with similar names. For example, organizations that are members of the same family may contain part of the family name.
If you find a duplicate record in the system, nullify the one you are currently curating. When you select the duplicate, the system merges the roles from the nullified organization to the duplicate one (the record
already in the system) automatically.
If the system detects conflicts when merging the roles of the nullified organization, it will nullify the conflicting information associated with the nullified organization and copy over any contact information to the role of the duplicate organization.
How to Search For Duplicate Records
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In the Action column for a given organization, click Curate.
The Organization Details page displays all details about the organization provided to date.
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If you are not the record owner, click Override.
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From the New Status drop-down list, select NULLIFIED. See Changing the Curation Status .
The Basic Identifying Information section expands to display a new Select Duplicate button.
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To select the duplicate record (i.e., the record you want to keep), next to Duplicate Of ORG ID, click Select Duplicate.
The Find Organization(s) page appears.
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Provide as much information about the organization as you can, and then click Search. You must use at least one search criterion.
The search results represent the organizations that you can select as a duplicate of the record you are curating.
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Do not select as a duplicate the same organization that you are currently curating. Doing so will nullify the organization. |
To select the record that you want to replace the one you are currently nullifying, in the Action column, click Select. If the search results do not return a duplicate, click Back to Search Form and search for the organization using different criteria.
The ORG-ID (organization identifier) of the duplicate you selected is displayed in the Basic Identifying Information section on the Organization Details page.
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