Guidance on accessing feasibility services through CPMS

NIHR Clinical Research Network
Accessing Feasibility Services through the Central Portfolio Management System (CPMS): Guidance Document
Version: V1.1, Date: March 2019

Accessing our feasibility services

This guide provides step-by-step instructions to help you with your application, but you can also contact our Study Support Service Helpdesk at supportmystudy@nihr.ac.uk.

CPMS can is accessed through the following link: https://cpms.nihr.ac.uk/

Logging in for the first time

You will need register as a user and create an account, please see our guide on getting started.

This account will enable you to use our services for multiple studies, provide real-time tracking and an archive of previous requests.

Creating a new commercial submission for a new study

1. Once you are logged into the system, select the ‘Study Submissions’ icon from the toolbar that appears when you hover your mouse to the left of the screen.
2. Click on ‘CREATE SUBMISSION FOR A NEW STUDY’ in the top right corner of the screen.
3. An agreement page will open which outlines how the information you submit will be used. Please ensure you review this information carefully before proceeding to complete the relevant submission sections.
4. Click the ‘Agree and proceed’ box in the bottom left of the form, and the ‘PROCEED TO SUBMISSION’ button will become visible. Click the button to continue.
5. A small amount of information is required to create your initial study submission before you can request the required feasibility services. Once you have provided the relevant information, click the ‘CREATE STUDY FOR SUBMISSION’ button.
6. You are now ready to request the feasibility services required for your study. A unique identification number or ‘CPMS ID’ will be generated in the top right corner of the screen. This will be used to access and track this particular study within your account.
7. Complete the information requested on screen. All the fields marked with a red asterisk * are mandatory. Move through each tab by clicking the ‘NEXT’ button. There is also a ‘BACK’ button to go back to a previous tab, or you can jump between tabs by clicking on the tab name.
8. The information required in each tab is context sensitive and will change according to the information you provide and the specific services you select on the ‘Services’ tab. For example, if you select the Early Feedback service, an Early Feedback tab will appear to collect the necessary information needed to deliver that service for your study.
9. When you move along each tab, the information you have entered is automatically saved. You can also click the ‘SAVE & CLOSE’ button to save your progress and return to the submission at a later time.
10. The ‘Attachments’ tab allows you to attach documents against the study submission that are relevant to the study.

A dropdown list allows you to upload the following documents:

• Study Protocol / Synopsis - is required for Early Feedback requests in order to be sent to our expert reviewers to provide feedback on. It is also required for site service requests to assess the study’s eligibility for CRN support.
• Schedule of Events / Study Procedures – if available, this is required for site service requests to provide a basic overview of study activities for sites to confirm interest in taking part in the study.
• Company Feasibility - details of any previous feasibility undertaken for the study to avoid us contacting the same sites.
• Contact Information - additional contact(s) the Clinical Research Network staff should correspond with in relation to the feasibility services that haven’t already been provided in the submission.
• Other - any additional document(s) you want to share that could support the service request(s) you’ve applied for.

11. 10. To upload a document click ‘Choose file’, locate the file you want to upload from your computer, select the relevant document type from the drop-down list (which appears when you click the ‘Select document type’ text) and click ‘UPLOAD’.
12. 11. Once you have navigated through the tabs, you will be taken to the ‘Confirmation’ tab which allows you to submit your service request. There is also the opportunity to provide any additional study information you haven’t been able to place elsewhere in the submission, or leave any questions you would like us to respond to. Click the ‘SUBMIT’ button, which will notify us that a request for our feasibility services has been made.
13. 12. If you have not completed any of the mandatory fields, or if any of the information cannot be validated, your service request cannot be submitted. Red text will appear above the tabs detailing which fields require attention. Once those fields have been amended, you will be able to submit through the ‘Confirmation’ tab.

After submission has been completed

1. Once you have submitted your study, you will see a ‘Study Submissions’ page in your account. In this section your submission will be stored and available to view.
2. To view the status of your submission, select the relevant study and scroll down to the ‘Submissions for Study’ heading. This will also tell you the date you submitted your study for our services. The example below shows a submission which is ‘Pending Validation’.
   As the service request progresses, the status will change to ‘In Progress’.
3. To access your study submission again, make sure the study is selected and click on the date at the bottom of the page under ‘DATE CREATED’.
4. Early Feedback reviews and expressions of interest collated in the Site Intelligence form can be found under the ‘Attachments’ section in the ‘RESPONSE & ATTACHMENTS’ tab.
5. Expressions of Interest returned through the Side Identification service can be found by clicking on the paper icon against each site listed under the ‘Site Identification’ section in the ‘RESPONSE & ATTACHMENTS’ tab.

Requesting further services for the same study

Further feasibility services can be requested for the same study by going back to the ‘Study Submissions’ page.

1. Select the relevant study submission and click the ‘ADD NEW SUBMISSION TO SELECTED STUDY’ button.

Proceed as from section B3. above.