Vendors, Sponsors & CROs

Category: Core Features | Audience: undefined | Page: 12 of 33

Table of Contents

• Key Concepts
• What You Can Do
• How To

- Add and Manage Vendors

- Add and Manage Sponsors

- Add and Manage CROs

- Link Vendors, Sponsors, and CROs to Studies

• Tips & Best Practices
• Next Steps

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Vendors, Sponsors & CROs

Manage external organizations involved in clinical trials including vendors (service providers), sponsors (trial funders), and CROs (Contract Research Organizations). Each entity type has dedicated management interfaces for tracking information, contacts, and study associations.

Key Concepts

• Vendors: Third-party service providers for clinical trial services. Track vendor details, contacts, and participating studies.
• Sponsors: Organizations that initiate, manage, and finance clinical trials. Manage sponsor information, contacts, and enable user account creation.
• CROs: Contract Research Organizations that provide support services to sponsors. Track CRO details, contacts, and email notifications.
• Vendor Information: Additional details and notes about vendor services and capabilities.
• Participating Studies: Studies associated with each vendor, showing Study ID, Protocol ID, Study Name, and Connection Type.
• Contacts: Contact persons associated with vendors, sponsors, and CROs with ability to create user accounts.

What You Can Do

• Create and edit Vendor records with name and code
• Manage Vendor Information and Contacts
• Track Participating Studies for each vendor
• Create and edit Sponsor records with complete address information
• Search and filter Sponsors by name, address, city, state, country, ZIP, phone, and fax
• Manage Sponsor Contacts with user account creation
• Create and edit CRO records with complete address details
• Search and filter CROs by name, address, city, state, country, ZIP, phone, and fax
• Manage CRO Contacts with email notifications
• Add notes to vendor records

How To

Add and Manage Vendors

Navigate to Vendors:

1. Log in to the MCT application
2. Click on the Projects tab in the main navigation
3. Click on the Vendors sub-tab to access Vendor Management

Create or Edit a Vendor: Basic Vendor Information:

1. Vendor Name : Enter the vendor name (e.g., "Continental")
2. Vendor Code: Enter an optional vendor code for internal reference

Action Buttons:

• Click Save to save vendor information
• Click New to create a new vendor record
• Click Cancel to discard changes

Required fields are marked with an asterisk

Manage Vendor Information

Add additional details about the vendor:

1. Scroll to the Vendor Information section
2. Click the Add button to add vendor information details
3. Enter relevant information about vendor services, capabilities, or notes
4. Save the information

Manage Vendor Contacts

Add contact persons for the vendor:

1. Scroll to the Contacts section
2. Click the Add button to add a new contact
3. Enter contact details (name, email, phone)
4. Save the contact information

View Participating Studies

See which studies the vendor is associated with:

The Participating Studies table displays:

• STUDYID: Study identifier (e.g., 1326, 1357, 1417, 664)
• PROTOCOLID: Protocol identifier (e.g., "DJ456.V1411.COMB157GUS10.COMB157GUS07.COMB157GUS09.COMB157GUS16.COMB157GUS12")
• STUDYNAME: Name of the study

- Test Avanir Study

- Study OQ new

- 4100 Study

- Demo Study

• CONNECTIONTYPE: Connection method (e.g., "Project")

This table shows all studies where the vendor is participating or providing services.

Manage Vendor Notes

Add documentation and notes about the vendor:

1. Scroll to the Notes section
2. Click the Show/Hide button to expand the notes area
3. Add notes about vendor performance, services, or important information
4. Save notes for future reference

Add and Manage Sponsors

Navigate to Sponsors:

1. Log in to the MCT application
2. Click on the Projects tab in the main navigation
3. Click on the Sponsors sub-tab to access Sponsor Management

Create or Edit a Sponsor: Sponsor Form Fields:

1. Sponsor Name : Enter the sponsor organization name (e.g., "Kythera")
2. Phone: Enter the sponsor's phone number
3. Fax: Enter the sponsor's fax number
4. Address1 : Enter the primary street address
5. Address2: Enter additional address information (suite, floor, etc.)
6. City: Enter the city name
7. Country : Select country from the --Select-- dropdown
8. State: Select state from the --Select-- dropdown
9. Zip : Enter the ZIP or postal code

Required fields are marked with an asterisk Action Buttons:

• Click Save to save sponsor information
• Click New to create a new sponsor record
• Click Cancel to discard changes

Search and Filter Sponsors

The Sponsors list table displays all sponsors with filtering capabilities:

Table Columns with Filters:

• SPONSOR NAME: Sponsor organization name (e.g., "Kythera") with filter icon ▼
• ADDRESS1: Primary address with filter icon ▼
• CITY: City name with filter icon ▼
• STATE: State with filter icon ▼
• COUNTRY: Country with filter icon ▼
• ZIP: ZIP/postal code with filter icon ▼
• PHONE: Phone number with filter icon ▼
• FAX: Fax number with filter icon ▼

Using Filters:

1. Click the filter icon (▼) in any column header
2. Enter filter criteria in the text box that appears
3. The table will automatically filter results
4. Click the sponsor name link (orange text) to edit that sponsor

Manage Sponsor Contacts

The Sponsor Contacts section displays contacts associated with sponsors:

Sponsor Contacts Table Columns:

• SPONSOR NAME: Name of the sponsor organization with filter icon ▼
• CONTACT NAME: Name of the contact person with filter icon ▼
• EMAIL: Contact email address with filter icon ▼
• ON PROJECT: Checkbox indicating project association
• STATUS: Current status with filter icon ▼

- Shows "Create User" link (orange) for creating user accounts

Manage Contacts:

1. View the contact list in the Sponsor Contacts table
2. Use filter icons to search for specific contacts
3. Click Create User link to create a user account for a contact
4. Check/uncheck ON PROJECT checkbox to associate contacts with projects

Contact Management Icons:

• 📊 Add contact icon: Add Sponsor Contact
• 👤 User icon: Select Contact

Example Entry:

• Sponsor: Kythera
• Contact: Dan D
• Email: [email protected]
• Status: Create User (link to create account)

Add and Manage CROs

Navigate to CROs:

1. Log in to the MCT application
2. Click on the Projects tab in the main navigation
3. Click on the CROs sub-tab to access CRO Management

Create or Edit a CRO: CRO Form Fields:

1. CRO Name : Enter the CRO organization name (e.g., "INC Research")
2. Phone: Enter the CRO's phone number
3. Fax: Enter the CRO's fax number
4. Address1 : Enter the primary street address
5. Address2: Enter additional address information (suite, floor, etc.)
6. City: Enter the city name
7. Country : Select country from the --Select-- dropdown
8. State: Select state from the --Select-- dropdown
9. Zip : Enter the ZIP or postal code

Required fields are marked with an asterisk Action Buttons:

• Click Save to save CRO information
• Click New to create a new CRO record
• Click Cancel to discard changes

Search and Filter CROs

The CROs list table displays all CROs with filtering capabilities:

Table Columns with Filters:

• CRO NAME: CRO organization name (e.g., "INC Research") with filter icon ▼
• ADDRESS1: Primary address with filter icon ▼
• CITY: City name with filter icon ▼
• STATE: State with filter icon ▼
• COUNTRY: Country with filter icon ▼
• ZIP: ZIP/postal code with filter icon ▼
• PHONE: Phone number with filter icon ▼
• FAX: Fax number with filter icon ▼

Using Filters:

1. Click the filter icon (▼) in any column header
2. Enter filter criteria in the text box that appears
3. The table will automatically filter results
4. Click the CRO name link (orange text) to edit that CRO

Manage CRO Contacts

The CRO Contacts section displays contacts associated with CROs:

CRO Contacts Table Columns:

• CRO NAME: Name of the CRO organization with filter icon ▼
• CONTACT NAME: Name of the contact person with filter icon ▼
• EMAIL: Contact email address with filter icon ▼
• ON PROJECT: Checkbox indicating project association
• STATUS: Current status with filter icon ▼

- Shows "Create User" link (orange) for creating user accounts

• EMAIL NOTIFICATION: Checkbox for enabling email notifications

Manage Contacts:

1. View the contact list in the CRO Contacts table
2. Use filter icons to search for specific contacts
3. Click Create User link to create a user account for a contact
4. Check/uncheck ON PROJECT checkbox to associate contacts with projects
5. Check/uncheck EMAIL NOTIFICATION checkbox to enable/disable email notifications

Contact Management Icons:

• 📊 Add Contact icon: Add CRO Contact
• 👤 User icon: Select Contact

Example Entry:

• CRO: INC Research
• Contact: Tammy Ice
• Email: [email protected]
• Status: Create User (link to create account)
• Email Notification: Checkbox available

Tips & Best Practices

• Complete Required Fields: Always fill in required fields (marked with ) before saving vendor, sponsor, or CRO records
• Use Vendor Codes: Create standardized vendor codes for easy reference and integration with internal systems
• Filter Tables: Use the filter icons (▼) in column headers to quickly find specific vendors, sponsors, or CROs
• Create User Accounts: Use the "Create User" link in contacts tables to give contacts system access when needed
• Email Notifications: Enable email notifications for CRO contacts who need to receive system alerts
• Track Studies: Review the Participating Studies table to see vendor involvement across projects
• Document Information: Use the Vendor Information and Notes sections to document important details about vendor services
• Address Completeness: Enter complete address information including country, state, and ZIP for accurate record keeping
• Contact Management: Maintain up-to-date contact information for smooth communication with external organizations
• Project Association: Use the ON PROJECT checkbox to indicate which contacts are actively involved in current projects

Next Steps

• Add vendor contacts to enable communication and user account creation
• Associate vendors with participating studies to track involvement
• Create sponsor contacts and enable user accounts for sponsor portal access
• Configure CRO contacts with appropriate email notification settings
• Use the Vendor Information section to document vendor capabilities and services
• Review the Participating Studies table to understand vendor engagement across your portfolio
• Export vendor, sponsor, and CRO contact lists using the export icons for reporting

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