Implementing a complex clinical trial management system (CTMS) like OnCore at a large research institution is no small feat. With over 1,000 end users trained in just a few weeks, this implementation exemplifies how a strategic, phased, and blended learning approach can support effective technology adoption in clinical research. A clinical research training specialist at a leading academic cancer center offers insights into how his team managed this enormous undertaking and shares valuable lessons learned along the way.
A Phased Approach to OnCore Implementation
This research institution approached their OnCore implementation in three key phases, each with a unique focus.
Phase One: New Protocols
The first phase targeted staff working on new clinical studies. By focusing on new studies initially, the team could introduce OnCore gradually, allowing users to learn the system without overwhelming their existing workloads. Approximately 1,100 end users were trained over 25 business days, leveraging a blended learning model. This approach combined eLearning modules with instructor-led training (ILT), enabling users to familiarize themselves with the system through online learning and apply their knowledge in practical, hands-on sessions.
Phase Two: Existing Protocols
Once new studies were integrated, the focus shifted to ongoing clinical trials. This phase involved more complex data migration and a stronger emphasis on change management to ensure staff transitioned smoothly from the old system to OnCore without disrupting ongoing research.
Phase Three: Financial Implementation
Financial integration added a significant layer of complexity. Ensuring accurate tracking of study costs and revenue through OnCore is critical to the sustainability of clinical research programs. While this phase was only recently completed, the team incorporated lessons learned from earlier stages to refine their approach, including giving users additional opportunities to practice in the system before going live.
Blended Learning: The Key to Effective Training
A crucial success factor in this approach was the blended learning model, which combined online training with in-person instruction. The training team worked closely with the CTMS vendor to develop custom eLearning modules to provide foundational knowledge on OnCore’s various functions. These modules, covering both subject and regulatory management, were followed by ILT sessions where users could ask questions and engage with the system in a safe environment.
This approach gave learners multiple opportunities to engage with OnCore before using it in their day-to-day work. During the ILT sessions, for example, users worked with mock scenarios to simulate real-world tasks like enrolling patients and managing regulatory documents, helping ensure they felt confident using the system.
Lessons Learned and Areas for Improvement
While the implementation was largely successful, the team identified two areas for improvement. First, effective communication across a large institution proved challenging. Despite using multiple channels—emails, newsletters, and the intranet—some staff members still reported not receiving critical information about the rollout. This experience highlights the importance of having clear, consistent messaging across multiple formats to ensure all stakeholders are informed.
The second lesson centered on assessing user competency after training. Although users completed eLearning modules and attended ILT sessions, it remained difficult to assess whether they had truly mastered the system. As a result, the institution implemented additional quality assurance measures to evaluate how well staff were using OnCore in their daily tasks and to identify areas where further training might be needed.
Final Takeaways
One of the most positive outcomes of the implementation effort was the camaraderie and collaboration it fostered across the institution. The need to work closely with various departments – finance, clinical, regulatory – strengthened teamwork and helped ensure a successful implementation.
Looking ahead, the training specialist emphasizes the importance of leadership support and adaptability in training strategies. From creating more tailored learning plans to refining communication methods, organizations looking to implement a CTMS can learn from this institution’s experience: strategic planning, collaboration, and a flexible training approach are critical to success.
In the ever-evolving landscape of clinical research, this large-scale OnCore implementation exemplifies technology adoption is about more than just software, it’s about building the right support systems to ensure research professionals can use these tools effectively to advance their work.
