Validate Organisations and Locations
User Guide
Author: Johanne Crawford
Version: 1.1
Date: 05/08/2011
Validate Organisations and Locations User Guide
Non Disclosure
Copyright © 2011 NIHR CRN CC.
All rights reserved.
No part of the material protected by this copyright may be reproduced or utilised in
any form or by any means, stored in a retrieval system, or transmitted, in any form, or
by any means, electronic, mechanical, photocopying, or otherwise, without the
express prior written consent of NIHR CRN CC.
Although every care has been taken in the production of this user guide, it cannot be
guaranteed that the information contained herein is without error or omission.
This user guide relates to:
Validate Organisations and Locations.
Copyright © 2011 NIHR CRN CC
Page ii of 21
Contents
Contents
WELCOME TO VALIDATE ORGANISATIONS AND LOCATIONS ........................................................ 4
PURPOSE............................................................................................................................................................ 4
SCOPE ................................................................................................................................................................ 4
ASSUMPTIONS .................................................................................................................................................... 4
OVERVIEW .......................................................................................................................................................... 4
GETTING STARTED WITH VALIDATE ORGANISATIONS AND LOCATIONS .................................... 5
TO START VALIDATE ORGANISATIONS AND LOCATIONS ................................................................................... 5
W HAT ARE UNVALIDATED ORGANISATIONS AND LOCATIONS? ......................................................................... 6
VIEWING UNVALIDATED ORGANISATIONS AND LOCATIONS .............................................................................. 6
USER SUPPORT AND HELP ................................................................................................................................ 7
TIMING OUT ........................................................................................................................................................ 9
NAVIGATING AND LOGGING OUT ....................................................................................................................... 9
VALIDATING ORGANISATIONS AND LOCATIONS ............................................................................. 11
APPROVING AN UNVALIDATED ORGANISATION ............................................................................................... 11
REJECTING AN UNVALIDATED ORGANISATION ................................................................................................ 12
REPLACING AN UNVALIDATED ORGANISATION ................................................................................................ 13
APPROVING AN UNVALIDATED LOCATION........................................................................................................ 14
REJECTING AN UNVALIDATED LOCATION ........................................................................................................ 15
REPLACING AN UNVALIDATED LOCATION ........................................................................................................ 16
VALIDATING ROLES .......................................................................................................................................... 17
AUDIT INFORMATION ........................................................................................................................................ 18
APPENDICES .............................................................................................................................................. 19
GLOSSARY ....................................................................................................................................................... 19
FEEDBACK ........................................................................................................................................................ 20
DOCUMENT CONTROL ...................................................................................................................................... 21
Copyright © 2011 NIHR CRN CC
Page iii of 21
Validate Organisations and Locations User Guide
Welcome to Validate Organisations and Locations
Welcome to Validate Organisations and Locations.
Validate Organisations and Locations is an application in the UKCRN Portfolio
Management System. Validate Organisations and Locations has been designed and
developed to allow the NIHR Service Desk team and any other users with the
appropriate permissions to validate organisations and locations requested by UK
CRN Portal account holders via the My Profile application that are not currently held
in the Contacts database.
Purpose
This document guides the members of the NIHR Service Desk team and any other
users with the appropriate permissions through the procedures to follow to validate
organisations and locations that have been added as new in My Profile by UK CRN
Portal account holders. The validation process minimises duplication within the
system and ensures all details relating to organisations and locations are accurate.
Scope
This guide relates to the Validate Organisations and Locations application in the
UKCRN Portfolio. The document is intended for use by members of the NIHR Service
Desk team.
Assumptions
It is assumed that readers are existing UK CRN Portal account holders and have the
relevant permissions to access the Validate Organisations and Locations application.
If you are not an UK CRN Portal account holder, please refer to the UK CRN Web
Portal User Guide for more information on registering for an UK CRN Portal account
before reading this guide.
Overview
This guide introduces Validate Organisations and Locations, an application in the
UKCRN Portfolio Management System. It describes how to use the Validate
Organisations and Locations application to validate organisations and locations that
have been added as new in the My Profile application, by UK CRN Portal account
holders. Once validated, the organisation and locations will be incorporated
automatically into the Contacts database and accessible to all My Profile users.
Copyright © 2011 NIHR CRN CC
Page 4 of 21
Getting Started with Validate Organisations and Locations
Getting Started with Validate Organisations and Locations
Before you can access Validate Organisations and Locations, you must first have
an UK CRN Portal account and the appropriate permissions.
If you do not have the necessary permissions, or need access for additional staff
members, please contact the NIHR Service Desk via the link at the bottom right
corner of any UK CRN Portal page.
To Start Validate Organisations and Locations
To start Validate Organisations and Locations:
1.
Sign in to the UK CRN Portal in the usual way.
Further information about signing in to the UK CRN Portal is available in the UK
CRN Web Portal User Guide.
Your UK CRN Portal Home page is displayed. It contains a list of the UK CRN
Portal applications that you have permission to access. Validate Organisations
and Locations is one of the UK CRN Portal applications listed here:
Use Validate Organisations and Locations to confirm new
organisations and locations requested via My Profile.
If you cannot see Validate Organisations and Locations, you do not have the
necessary permissions. Please contact the NIHR Service Desk via the click
here link displayed at the bottom right corner of your Home page.
2.
Click Validate Organisations and Locations.
The Validate Organisations and Locations page appears.
Copyright © 2011 NIHR CRN CC
Page 5 of 21
Validate Organisations and Locations User Guide
What are Unvalidated Organisations and Locations?
All organisations and locations associated with UKCRN Portfolio Management
System applications users are held in the Contacts database. This is managed by the
NIHR Service Desk Team. All organisations and locations in the Contacts database
are available to UK CRN Portal account holders in My Profile and can be selected
when requesting new permissions for access to the UKCRN Portfolio Management
System applications.
An unvalidated organisation or location is one that does not currently exist in the
Contacts database. It has been requested as a new organisation or location by My
Profile users. Each new organisation or location is ‘pending’ and must be manually
validated before it can be added to the database. This process ensures data
accuracy and minimises duplication in situations where details may be added
incorrectly by the user.
Viewing Unvalidated Organisations and Locations
To view organisations and locations that need to be validated, you must first select a
person who has an unvalidated organisation or location in their account profile. To do
this:
1.
Open the Validate Organisations and Locations page, as described in To
Start Validate Organisations and Locations, page 5.
2.
Click in the Select person with unvalidated organisation or location box and
select the person whose organisation and location you wish to validate.
That person’s portal account details are displayed. Here is an example:
Copyright © 2011 NIHR CRN CC
Page 6 of 21
Getting Started with Validate Organisations and Locations
New organisations and locations requiring validation are highlighted in tan.
In Validate Organisations and Locations, all unvalidated organisations and
locations are displayed in the expanded view and are highlighted in tan. This makes
them easy to find and indicates they require validation.
If there are two or more unvalidated organisations and/or locations, they are
displayed alphabetically. Organisations and/or locations can only be validated in
alphabetical order. The approve and reject options are only displayed for the first
organisation or location in the list. Once this organisation or location has been
validated, the approve and reject options are displayed for the next organisation or
location.
Topic role approvers will not be able to validate roles associated with an unvalidated
organisation or location until the organisation and/or location details have been
validated.
User Support and Help
Additional help resources can be found on the Validate Organisations and
Locations page. The help topics are displayed on the page once you have selected
Copyright © 2011 NIHR CRN CC
Page 7 of 21
Validate Organisations and Locations User Guide
a user or person to validate (See Viewing Unvalidated Organisations and Locations,
page 6).
Click the User Guide and Videos link at the top right, above the Main Details
section to open the UK CRN Help and User Guides window. Click the User Guide
link in this window to view the Validate Organisations and Locations User Guide. This
provides step-by-guide guided assistance through the procedures you can perform in
Validate Organisations and Locations. The user guide is in PDF format.
You can also access animated tutorials from this window. Click on a video link to
view demonstrations showing you how to validate organisations and locations that
have been added as new in My Profile by UK CRN Portal account holders. You can
watch, listen, and control the playback of the video.
Click
or Close this window to close the UK CRN Help and User Guides
window.
Click User Guide and Videos to view the user guide and video tutorials.
Click Help to view help topics
specific for that area.
Copyright © 2011 NIHR CRN CC
Click here to submit a query
to the NIHR Service Desk.
Page 8 of 21
Getting Started with Validate Organisations and Locations
Additional Help links (circled in red in the previous image) are also displayed in
relevant areas on the screen. Clicking on these will open a window containing
information specific to that area. Click
or Close this window to close the window.
If you wish to submit a query to the NIHR Service Desk, click the click here link
displayed at the bottom right of the My Profile page. A New Request page opens.
Enter the appropriate details and click Submit Request.
Timing Out
For security reasons, if you leave Validate Organisations and Locations inactive
for 20 minutes or more, the system automatically logs you out. You must re-enter
your log in details to regain access.
If you have not saved your data, any details you have entered will be lost if you are
automatically logged out.
Navigating and Logging Out
To navigate to your Home page from Validate Organisations and Locations, click
Back to Main Menu. To log out of the UK CRN Portal, click Logout.
Copyright © 2011 NIHR CRN CC
Page 9 of 21
Validate Organisations and Locations User Guide
Click Logout to log out of the UK CRN Portal.
Click Back to Main Menu to return to your UK CRN Portal Home page.
Copyright © 2011 NIHR CRN CC
Page 10 of 21
Validating Organisations and Locations
Validating Organisations and Locations
Approving an Unvalidated Organisation
If an unvalidated organisation is genuine, it can be approved. Once an organisation is
approved, it is added to the Contacts database and is available to all My Profile
users.
To approve an unvalidated organisation:
1.
In the Organisations section, locate the unvalidated organisation.
2.
Click Approve the organisation as entered above for this person, listed
below the organisation’s name.
Click Approve the organisation
as entered above for this person.
If this option displays Approve selected organisation as entered above for all
X people (where X  2), then X people have added this as a new organisation to
their portal account profiles. Clicking this approves the organisation for them all.
The organisation is approved and added to the Contacts database. It loses its
‘pending’ status and is no longer highlighted.
The approved organisation is added to the database and is no longer
highlighted.
Copyright © 2011 NIHR CRN CC
Page 11 of 21
Validate Organisations and Locations User Guide
You can now approve, reject or reassign the pending location for this organisation.
Refer to Approving an Unvalidated Location (page 14), Rejecting an Unvalidated
Location (page 15) and Replacing an Unvalidated Location (page 16), respectively.
Rejecting an Unvalidated Organisation
When an unvalidated organisation is rejected, all locations and roles associated with
that organisation are also removed from the user’s profile.
It is therefore important that you check whether the locations and roles associated
with an unvalidated organisation are valid before you reject the organisation. If the
associated locations and roles are valid, but the organisation is, for example, a
duplicate, then replace it with the correct organisation (see Replacing an Unvalidated
Organisation, page 13). All the associated locations and roles will be automatically
moved.
To reject an unvalidated organisation:
1.
In the Organisations section, locate the unvalidated organisation.
2.
Click Reject organisation and related roles for this person, listed below the
organisation’s name.
Click Reject organisation and related roles for this person.
If this option displays Reject organisation and related roles for all X people
(where X  2), then X people have added this as a new organisation to their
portal account profiles. Clicking this removes the organisation from all those
profiles.
A warning message is displayed in red informing you that the organisation has
been rejected and that any locations and roles assigned to the organisation will
be removed when you click Finish.
3.
Click Finish.
The organisation and any associated locations and roles are removed from the user’s
profile. The organisation is not added to the Contacts database.
Copyright © 2011 NIHR CRN CC
Page 12 of 21
Validating Organisations and Locations
Replacing an Unvalidated Organisation
If appropriate, you can replace an unvalidated organisation with the correct
organisation that already exists in the Contacts database. To do this:
1.
In the Organisations section, find the unvalidated organisation.
2.
Click in the Select correct organisation box and choose the correct
organisation from the dropdown list. The Select correct organisation list
displays all existing organisations in the Contacts database.
The organisations in this list are sorted in order of decreasing similarity to the
unvalidated organisation, based on name. The most similar is displayed first.
3.
Click Assign selected organisation for this person.
Click Assign selected organisation for this person.
If this option displays Assign selected organisation for all X people (where X
 2), X people have added this as a new organisation to their portal account
profiles. Clicking this replaces the unvalidated organisation with the selected
organisation in all these profiles.
4.
Click Finish.
The unvalidated organisation is replaced by the organisation selected from the list.
Copyright © 2011 NIHR CRN CC
Page 13 of 21
Validate Organisations and Locations User Guide
This existing organisation replaces the unvalidated organisation.
The organisation is therefore no longer highlighted as pending.
You can now approve, reject or reassign the pending location for this organisation.
Refer to Approving an Unvalidated Location (page 14), Rejecting an Unvalidated
Location (page 15) and Replacing an Unvalidated Location (page 16), respectively.
Approving an Unvalidated Location
If an unvalidated location is genuine, it can be approved. Once a location is
approved, it is added to the Contacts database and is available to all My Profile
users as a valid location.
If both an organisation and its location are unvalidated, you must approve the
organisation before approving its associated location.
To approve an unvalidated location:
1.
In the Locations section, find the unvalidated location.
2.
Click Approve, to the far right of the location.
Click Approve.
The location is approved and added to the Contacts database. It loses its
‘pending’ status and is no longer highlighted.
Copyright © 2011 NIHR CRN CC
Page 14 of 21
Validating Organisations and Locations
The approved location is added to the system and is
no longer pending.
When a location is validated, it is linked to the organisation to which it has been
assigned.
3.
Click Finish.
Once a location is validated, any associated roles can be validated by the appropriate
role validator.
Rejecting an Unvalidated Location
When an unvalidated location is rejected, any roles associated with that location are
also removed from the user’s profile.
It is therefore important that you check whether the roles associated with an
unvalidated location are valid before you reject the location. If the associated roles are
valid, but the location is not, then replace it with the correct location (see Replacing an
Unvalidated Location, page 16). All the associated roles will be automatically moved.
To reject an unvalidated location:
1.
In the Locations section, find the unvalidated location.
2.
Click Reject location and related roles, to the far right of the location.
Click Reject location and related roles.
Copyright © 2011 NIHR CRN CC
Page 15 of 21
Validate Organisations and Locations User Guide
If this option displays Reject location and related roles for all X people (where
X  2), then X people have added this as a new location to their portal account
profiles. Clicking this removes the unvalidated location and related roles from all
these profiles.
A warning message is displayed in red informing you that the location has been
rejected and that all roles assigned to that location will be removed when you
click Finish.
3.
Click Finish.
The location and any associated roles are removed from the user’s profile.
Replacing an Unvalidated Location
If appropriate, you can replace an unvalidated location with a location that already
exists in the Contacts database. To do this:
1.
In the Locations section, find the unvalidated location.
2.
Click in the Select correct location box and choose the appropriate location
from the dropdown list. The list displays all locations held in the Contacts
database, and the organisations to which they have been assigned.
The locations are sorted in order of decreasing similarity to the unvalidated
location, based on postal details. The most similar is displayed first.
The appropriate location
(from the Contacts database). The associated organisation.
3.
Click Assign correct location & org for this user.
If this option displays Assign correct location & org for all X people (where X
 2), then X people have added this as a new location to their portal account
profiles. Clicking this replaces the unvalidated location with the existing location
in all these profiles.
Copyright © 2011 NIHR CRN CC
Page 16 of 21
Validating Organisations and Locations
Click Assign correct location & org for this user.
4.
Click Finish.
The unvalidated location is replaced with the location selected from the list.
This existing location replaces the unvalidated location. The location is
therefore no longer highlighted as pending.
You can replace an unvalidated location with an existing location in the Contacts
database. If the existing location has been assigned to a different organisation, then
both will be added to the user’s profile.
Once a location is validated, any associated roles can be approved or rejected by the
relevant validator.
Validating Roles
If you have the appropriate ‘role approver’ privileges, you can also validate roles in
Validate Organisations and Locations.
If you do not have the appropriate ‘role approver’ privileges, the option to approve or
reject roles is not available.
For more information on validating roles, please refer to the Validate Roles User
Guide.
Copyright © 2011 NIHR CRN CC
Page 17 of 21
Validate Organisations and Locations User Guide
Audit Information
Validate Organisations and Locations also provides audit information. Audit data
buttons are displayed on the page once you have selected a person with an
unvalidated organisation or location. Here is an example:
Click Audit data to view audit information.
To view the audit information, click on the appropriate Audit data button. An Audit
Log window opens. It displays all audit information specific for that area. The
following table describes the different Audit data buttons and the information they
provide.
This button…
In…
Provides information about…..
Audit data for
contact details
Main Contact
Details
Changes to any fields in the Main Contact Details
section.
Audit data
Organisations
Changes to the associations between the person
and the organisation and job title changes.
Audit data
Locations
Changes to the associations between the person
and the location.
Audit data
Roles
Changes to the associations between the person
and the role.
Copyright © 2011 NIHR CRN CC
Page 18 of 21
Appendices: Glossary
Appendices
Glossary
TERM
DEFINITION
CC
Coordinating Centre.
Contacts Database
A database of people, organisations and locations currently
used to support the UKCRN Portfolio Management System.
NIHR CRN
National Institute of Health Research Clinical Research
Network.
UK CRN
United Kingdom Clinical Research Network.
UKCRN Portfolio
Management System
The suite of applications used to manage details and activities
of studies in the UK CRN Portfolio Database. The application
suite includes My Profile, Portfolio System & Recruitment,
Industry Study Portfolio, Reports, Validate Roles, Validate
Organisations and Locations, People Administration, Local
Portfolio Management System (LPMS), Local Research
Network Finance and Contacts.
UK CRN Portal
A web page that provides access to the core applications
within the UKCRN Portfolio Management System.
Unvalidated Location /
Organisation
A new location or organisation that is not in the Contacts
database. Unvalidated locations and organisations may be
added by UK CRN Portal users, via the My Profile application.
Validated Location /
Organisation
A location or organisation that has been approved and exists
in the Contacts database.
Copyright © 2011 NIHR CRN CC
Page 19 of 21
Validate Organisations and Locations User Guide
Feedback
Please report any problems you encounter with Validate Organisations and
Locations. If you experience any problems using the application, please contact the
NIHR Service Desk via the link displayed at the bottom right corner of the screen.
Please give as much detail as you can about the nature and circumstances of the
problem.
We hope you enjoy using Validate Organisations and Locations.
Copyright © 2011 NIHR CRN CC
Page 20 of 21
Appendices: Document Control
Document Control
The controlled version of this document is maintained electronically and accessed via
the User Guide link on the Validate Organisations and Locations page and the NIHR
CRN CC website (http://www.crn.nihr.ac.uk/can-help/funders-academics/nihrcrnportfolio/portfolio-user-guides/). If you are reading this in printed form or as a local
copy, you should refer to these locations to ensure that you are using the latest
version.
Document Information
Title
Validate Organisations and Locations User Guide
Version
1.1
Author
Johanne Crawford
Effective Date
05 Aug 2011
Supersedes
Validate Organisations and Locations user Guide v1.0
Revision History
Version
Date
Author
Comments
1.0
05 Aug 2009
JC
First version.
1.1
05 Aug 2011
JC
Replacement of the term “accrual” with the term
“recruitment” (CR0311).
Rebranded document.
Copyright © 2011 NIHR CRN CC
Page 21 of 21