Integrated data platform: Backbone of cancer research office.

Abstract

e13653 Background: The management of research portfolio and workflow is crucial for every research entity in a cancer center. It ensures efficiency and quality of study startup (SSU), subject accrual, regulatory compliance, quality assurance, etc. A Clinical Trial Management System (CTMS) would help with research administration. However, for research with resource constraints, it can be difficult and expensive. In this poster, we present a budget-friendly, in-house integrated data platform to improve data integrity, centralize data storage, and automate performance tracking that has been applied in our center. Methods: We built the platform using Microsoft (MS) SQL Server, MS Access and Tableau through the following steps. First, we discussed with team leaders to determine data elements required for research portfolio tracking. Second, we designed and built a relational database in MS SQL server, including entity tables and reference tables. Third, we cleaned up historical data that was previously stored in various Excel files and transferred them into the newly built database. Fourth, based on fields in entity tables, we created different forms in MS Access as data entry interface. Lastly, we developed SQL queries to extract data, and visualized results in Tableau dashboard suite to address distinct needs. Results: Database and data entry interface were built in 2021. First set of dashboards were launched in 2022, including accruals and studies overview, active studies list, SSU timeline, iRIS directory and Protocol Evaluation and Monitoring Committee (PEMC) Review. In the following years, we kept adding new functions to the existing tools. In 2024, Quality Assurance (QA) tracker was implemented. At the end of 2025, this platform had managed 324 studies (69% therapeutic), 4097 accruals (9% therapeutic), 378 QA records (29% reviews have findings), 56 PEMC meetings (167 protocols reviewed), and 150 Institutional Review Board (IRB) continuing reviews. This platform received positive feedback across teams and leadership regarding improved efficiency and quality of research administration. Conclusions: For a research office with limited resources and lacking CTMS, this platform is a cost-effective, sustainable and replicable solution. Due to flexibility of the system, different modules can be added on as our demands expand. Centralized data storage and performance tracking improves transparency and provides a more comprehensive insight into research portfolio.