Action Items Report

Staying up to Date With Data Entry, Queries, and Review

The action items report displays the following information:

NOTE: The last two bullet items above can be found in the Action Items Report Example below.


Prerequisite: User has access to the Action Items Report

Access Action Items in the Reports menu on the web browser or mobile app.

Web Browser:

aiwebmenu

Mobile App:

Once open, tap one of the sections to expand the list. This action will cause the records to be retrieved and a count to display:

A metric for each section will display based on the number of records in that section. Read below for more information on each section of this report.

Note about the counts displayed:

Metrics on the Web Browser will display the number for whatever is being filtered and shown in the table.


On the Mobile App, the metric will always display the number of records across all Provider sites that the current user is a member of. Once the list is opened up, the list may show other provider site data if the user is not a direct member of the site but has access to the data.

 


Data Changes Awaiting Reasons

These are records where data was changed but a reason was not provided by the user. The system keeps this as an action item because data workflow will be held up until the change reasons are provided.

Batch Reasons

Prerequisite: User has access to Action Items Report, Global Provide Reasons

In the event a large list is produced - normally from data changes made in a version migration where the reason for all changes is the same - there is a function for applying a reason in batch to the entire list. This is done via a “Resolve All” button.

When Resolve All is used, it will apply that reason to ALL records in the study that have the change reason flag still waiting - regardless of any filter applied in the table.

 


Missing Forms

Forms that are required within the visit schedule and the visit window has passed before the subject exited the study.

The number displayed will be based on the last time the system updated the table for the study. If the date last updated does not match today's date, it can be refreshed with the rebuild button.

If the system is currently working to update the list, it will indicate:

On a given day, if the report has already been rebuilt, other users in the study will see that updated listing without needing to perform the same action.

A form is missing if:

  • The form is required in a visit schedule, the form’s visit window has passed, and the form has not yet been saved.
  • The form is not hidden by a condition
  • The subject has not exited the study with a date that falls within the visit window

The number of missing records is also reflected in the Dashboard Report.

 


Workflow Review Levels

Forms that are ready for the corresponding review level to perform the review task.

Prerequisite: The current user's role is assigned to the workflow level and that user role has access to the Action items report or;

The user role has access to Action items report, Review action items

In the resulting list, a reviewer can tap on the 'Go To Form' column to open the record for review, or use the subject ID to open that subject's casebook.

If batch activities have been enabled by the study Administrator, there will also be checkboxes on the table to select batches of records for performing review or bypassing review.

AIreviewLevel

For larger studies, the table will show data but may continue updating the count displayed in the section header. If all records are needed for exporting purposes, wait until the section header indicates the loading is complete.

If a review level requires field level source verification (FLSV), those records will also display, even if all the fields on the form have not been source verified. If the reviewing user has permissions to batch review, any records requiring FLSV will not be batch reviewed unless all fields on the form are first locked.
For users with access to bypass records in review, FLSV fields will be ignored and the records will be pushed to the next workflow level (if applicable).


Factors that can prevent records from being ready for review

  • Contains open queries
  • Data changes flagged and awaiting a reason
  • Forms omitted at a given workflow level based on the form design
  • Not yet reviewed at the previous level

 

Excluding Forms from Missing

This function is temporarily disabled. If a form is missing and shouldn't be, the Study  Builder needs to configure a hide condition based on the criteria/exception causing it to not be required.

If forms are counted as missing based on a defined visit schedule, there could be uncommon exceptions that require that those forms be excluded from the missing count. The action items report allows this to be done.

To exclude forms, check the box next to the record and tap the button below. This function is permission-dependent on the role security settings.

AIMVExcluded

To view excluded forms, check the filter at the top or export the entire list to see which ones have been excluded. 

The total count for missing forms is reflected in the action items and dashboard reports. Within a subject’s individual casebook, the record will still display within the visit schedule as missing.