/ eIRBUpgrade End-to-End Testing Instructions
Version: 1
Date: 1/10/2019 / Testing Coordinators / Contact
Andrew Perluss / Mon-Fri 7am-4pm – (503)494-4776
David Holmgren / Mon-Fri5pm-9pm – (503)880-9126
Test site URL /

Thank you for helping us test the new eIRB system! Please use these instructions to guide you through the testing process and record your testing results.

Name Click here to enter text. / Approx. Time spent testing:Click here to enter text.
Device used for Testing / ☐Desktop – ☐PC ☐Mac
☐Laptop – ☐PC ☐Mac
☐iPad
☐Phone ______
☐Tablet ______
☐Other ______
Browser used for Testing / ☐Internet Explorer (I.E.) version:_____
☐Safari version:_____
☐Mozilla Firefox version:_____
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☐Other ______

Important Information

  • For this final round of testing please login to the system using your regular eIRB username and password.
  • The system contains approximately 2,500 test studies (2,250 OHSU & 250 VA) which have been migrated from the current eIRB system(s).
  • Not all studies have been migrated, so you may not see all of your studies in the new system.
  • An important aspect of this test will be for you to check the fidelity of the data transfer and notify a testing coordinator via emailimmediately if you find any errors.
  • The migrated test studies reflect current eIRB study data as of the time of the test migration on April 28, 2015.Any more recent modifications you may have made to test studies will not be reflected in the new system for this test.
  • End-to-end testing will test every aspect of the review process, from study creation through to approval or non-approval outcome.
  • The testing will take place over the week of July 13-17, during which time there will be back-and-forth handling of each submission as they are rapidly progressed through the review process. In order to be sure we complete all required testing during the test period, please respond as soon as possible to testing requests.
  • Contact a testing coordinator right away if you encounter a problem or have any questions.

Testing Instructions

  1. From the main page: Login in the upper right corner.
  1. Login using your regular eIRB username and password.
  1. The first thing you should see is theMy Inbox screen. This is where items that may require action from you are displayed. The My Inbox may be empty depending on your role in the system and what testing tasks may have already been assigned to you.
  1. If you do see something in your My Inbox, you canskip to step #18 on this testing form, otherwise proceed to the next step (#5).
  1. Click on the IRB link in the peach-colored bar at the top of the window.
  • The In-Review tab will display any in-process submissions. (This may be blank for you)
  • The Active tab will display all approved, active studies to which you have access.
  • The Archived tab will display closed (terminated) studies and discarded submissions. (This may be blank for you)
  • The New Information Reports tab will display in-review RNI submissions (UP & PD). (This may be blank for you)
  • The All Submissions tab will display all submissions to which you have access.
  1. Explore the available tabs to view the studies to which you have access. Migrated studies should be found in the Active and All Submissions tabs.
  2. Confirm that you only have access to the appropriate studies.
    If you see a study you do not recognize or that you believe you should not have access to, please contact the testing coordinator immediately.
  1. Open any study in the list and explore the study workspace.Verify that all information displayed is correct.
  1. Click on the Legacy eIRB ID (current eIRB system) link to open the migrated study in the legacy eIRB test system* in a new tab (you will need to login to that system separately). The legacy eIRB will remain as an archive of your study information and review history prior to migration to the new eIRB. Please confirm that you are not able to edit or perform any actions on the study in the legacy eIRB system.

If you are able to do so, please contact the testing coordinator immediately.

  1. If applicable, click on the link to view the study in eCRIS. Confirm that the correct study opens in the eCRIS testing system*.
    *Note: The testing versions of the legacy eIRB system and the eCRIS system are only available on the OHSU internal network and will not work off campus.
  2. View the study smartform and confirm that all data was migrated correctly.
    Please Note: Drugs and Device information may not have been migrated

Please make a note of the study, and indicate if you encounter any issues:

IRB#:Click here to enter text.
Issue:Click here to enter text.
  1. Explore your available actions on the left-hand side. Don’t be afraid of “breaking” anything, or of clicking the wrong button. If you see an available action or link, click it to see what happens.

Please make a note if you encounter an error or unexpected behavior:

IRB#:Click here to enter text.
Issue:Click here to enter text.
  1. Attempt to create a follow-on submission by clicking either Create Modification/CR or Report New Information.
  2. Continuing Review (Renew study only - NO CHANGES)
  3. Modification or Modification and Continuing Review
  4. Report New Information
  1. Proceed through the follow-on submission smartform. Fill out the form as if you were creating a real submission. For testing purposes, include a variety of smartform responses, and scenarios, including:
  2. Changes to study personnel and other parts of the study
  3. Modifications to documents (additions, deletions, replacements)
  4. Modifications to:
  5. Funding sources
  6. Drugs and/or Devices
  7. Recruitment
  8. Ancillary Reviews

Please note: Even though the data entered for these tests will not be retained, actual notifications are being sent to actual system user emails. Keep this in mind when entering mock data.

  1. If asked to upload a document, you can upload either “real” documents, or you can just upload a blank Word file or other document type.
  1. Once complete, you can either Notify PI, or if you are the PI, you can Submit the item.
    Please note: The PI will receive a notification, but if your PI is not able to participate in the end-to-end testing and submit the item, please contact the testing administrator via email to submit the item so that testing can proceed.

Please indicate the follow-on submission number and the study number for which it was created.

IRB#:Click here to enter text.
Follow-on submission #:Click here to enter text.
  1. After you have completed the test submission, please feel free to go back to step #5 and create another test submission. You can also click on My Inbox in the upper right and then click the Create New Study button to test the creation of a new study. You can designate yourself or a fellow tester as the PI on any test studies you create. Process any test submissions through to step #12 above, and repeat as many times as you like.

Email notifications are turned on for this end-to-end testing. The email notifications will be clearly designated as testing notifications to avoid confusion with actual study communications. Please monitor your email inbox during the testing week of July 13-17. Notifications are sent from nd will include links and information regarding the review of the test cases. Part of end-to-end testing will include checking to make sure you receive the correct notifications, and that all information and links in those notifications is correct.

The following testing steps should be completed as part of the review testing after a test case has been initiated

  1. Access submissions which require your action via either your My Inbox, or a test notification email link. You may need to login if you have not already done so.
  1. Open the submission and view the submission workspace. Explore your available actions on the left-hand side. Your available actions will vary depending upon your role and the status and type of the submission.
  1. Perform the appropriate action(s) based on your role.
  • Complete IRB, Cancer Institute, or Ancillary review activities
    See Reviewer Instructions below
  • Respond to reviewer requests
  • Submit or Resubmit item for review (PI Only)*

Don’t be afraid of “breaking” anything, or of clicking the wrong button. If you see an available action or link, click it to see what happens.

*If the review item requires submission or resubmission by the PI, you can use the Notify PI action. The PI will receive a notification, but if your PI is not able to participate in this end-to-end testing and submit the item, please contact the testing administrator via email to request the item be submitted so that testing can proceed.

Please indicate the submission number and status as well as the action(s) completed or issues encountered.

IRB#:Click here to enter text.
Action(s) completed:Click here to enter text.
  1. After you have completed the required testing action, please go back to step #16 and check for additional test submissions requiring action(s) by you. You can also return to step #5 to create an additional testing follow-on submission.
  1. If possible, login to the eIRB testing system at least once or twice a day during the testing week (July 13-17). Check your My Inboxin the system, and your email inbox for notifications so that you can complete required actions and move submissions to the next tester.

Thank you again for participating in this testing session! Please return this completed testing form to Andrew Perluss by Friday, July 17th. Include any issues you may have encountered and any other feedback you may have.

Comments/Errors
Click here to enter text. /

Reviewer Guide

As a reviewer in the eIRB system, your role in this end-to-end testing is critical. The eIRB workflows require various review activities in order to process test cases through the review process, so in order to complete all required testing during the testing week of July 13-17, please be sure to check your email inbox for testing notifications, which will have the following header to distinguish them from real review notifications:

  • Please respond to review requests as quickly as possible during the testing week.
  • Login to the testing system at least once in the morning and once in the afternoon and check your inbox for required actions.
  • Test a variety of review outcomes, and test all of your available actions.
  • Notify a testing coordinator immediately if you encounter any errors or issues which prevent you from proceeding with the review or if you have access to studies or activities that you think shouldn’t, or if you don’t have access to something you think should.