investigator-oversight | Investigator oversight and responsibility | Built ×9 | Is the administrator of the system independent of the people who enter and sign the clinical data? Is the investigator's responsibility for eligibility, delegation and signature exercised only by the investigator? Can the person who runs the study alter the data it collects? Are authority checks and separation of duties built into how roles can be defined? Is consent recorded before any procedure, and eligibility decided by the investigator? Are the roles checked for separation of duties when they are created? Is delegation of trial tasks recorded and signed by the investigator before a delegate can act? Is eligibility determined by the investigator and no one else? Is site staff access authorized by the principal investigator before it begins? |
delegation | Delegation of trial tasks and training of delegates | Built ×10 · Partly built ×1 | Is a role limited to the data entry its task needs? Is the investigator's responsibility for eligibility, delegation and signature exercised only by the investigator? Does the site's staff have access only after the investigator has authorized them? Is the creation of a study attributable, and is there always someone accountable for it? Can a site start enrolling before its ethics approval and training are on record? Can the organization show who holds which role, where and since when, at any time? Are temporary deviations from a role controlled, time-limited and approved? Is access to the system limited to authorized individuals, and are roles defined before people are given access? Is delegation of trial tasks recorded and signed by the investigator before a delegate can act? Is site staff access authorized by the principal investigator before it begins? Does the system stop an untrained person from working? |
informed-consent | Informed consent | Built ×5 | Is a protocol change implemented under control, with participants consenting again where required? Can a participant be enrolled without eligibility confirmed and consent on record? Is consent, and consent to a changed protocol, recorded and linked to what the participant then follows? Is consent recorded before any procedure, and eligibility decided by the investigator? Is informed consent recorded before any study procedure, and is a participant's consent history kept? |
protocol-compliance | Protocol compliance and deviations | Built ×8 · Not built yet ×1 | Is the schedule of assessments (which forms at which visits) controlled and part of what is tested and signed? Is a protocol change implemented under control, with participants consenting again where required? Are the reasons a participant leaves the study recorded in a standard form, with the safety follow-up that remains owed? Can a participant be enrolled without eligibility confirmed and consent on record? Can a site start enrolling before its ethics approval and training are on record? Is the visit schedule and its windows controlled as part of the validated design? Are protocol deviations recorded, classified and reviewed, and are reportable ones identified? Is entry outside the allowed window controlled and justified? Does the system allocate participants to treatment, or manage drug supply? |
data-corrections | Data changes, corrections and their traceability | Built ×6 · Partly built ×1 · Customer responsibility ×1 | Are out-of-range values flagged for review rather than silently accepted or refused? Is a query closed by someone independent of the person who raised or answered it? Is each value attributed to the person who entered it, and can a saved value be changed only with a reason? Is data review independent of data entry, and is the resolution of a discrepancy confirmed by someone other than the person who answered it? Is every correction traceable, with the reason, and the original preserved? Is every change to a clinical value traceable, reasoned and independent of the person who first entered it? Does a failing check always leave a record that a human has to look at? Who decides that an answer is acceptable, and how quickly must queries be handled? |
data-governance | Data governance: access, audit trail, security of trial data | Built ×13 · Partly built ×1 · Not built yet ×2 | Can a reviewer check independently that the audit trail is intact? Is every operation behind an access check, or can a script do what a screen refuses? Is access limited to authorized people, by role? Can one person do everything on a study? Can an administrator override a separation rule? Can an auditor examine the records and the audit trail without being able to alter them? Is access for external supply staff limited to what their task needs? Is the freezing of the database a controlled act that two people sign, knowing what was still open? Can access be withdrawn immediately when a person leaves, and does it leave a record? Are access credentials controlled, and does the system end unattended sessions? Is access to a study granted only to named, attributable people, with every grant and withdrawal recorded? Can the person who raised a query also answer or close it? Is the final lock of the database controlled and attributable to two people? Is access to clinical data limited to those who need it, including through exports? Can a blinded study be run, and is the allocation hidden from people who should not see it? Is every read of a participant's data recorded, so that access can be reviewed? |
computerised-systems | Computerised systems used in the trial | Built ×14 · Partly built ×1 · Not built yet ×2 | Is the configuration of a study under change control, so that "what was in force on this date" can be answered? Is anything the AI produced accepted without a person reviewing it, and is its use recorded? Can the exact design that was tested and signed be produced, and matched to the data? Is a form tested before it is used for real data? Are changes to a released data-collection design controlled, tested and approved before they take effect? Is the person who designs the data collection kept away from the data it collects? Is the release of a validated configuration approved by independent people, and by whom? Does the sponsor approve a release independently of the people who built and tested it? Is a study's data-collection design built under change control from the start? Is a change to the system's configuration validated and approved before it affects real data? Is the system tested for its intended use in an environment kept apart from real data? Is AI used on clinical data, and could its output enter a record without a person accepting it? Can a change to a validated, running study be introduced without losing control of what was captured under the earlier version? Is the whole path from design to production controlled, tested and approved by independent people? Is there documented evidence that the software is tested, and do those tests run before a revision is released? Is the system validated for its intended use, with evidence? Is there a validation package: IQ, OQ, PQ and a traceability matrix? |
monitoring | Monitoring and source data verification | Built ×4 · Partly built ×2 | Is source data verification independent of data entry, and is its evidence tied to the value verified? Can oversight of site conduct be exercised without the ability to change the site's data? Can a monitor verify data against source, with the evidence tied to the exact value and protected from the person who entered it? Can the sponsor and the team see the state of the study without anyone preparing a separate report? Does the system support risk-proportionate monitoring and central monitoring? Are query response times tracked against a target? |
safety-reporting | Safety reporting | Built ×2 · Partly built ×4 · Not built yet ×1 | Is there an independent medical review of serious events, kept apart from the site's report? Are the reasons a participant leaves the study recorded in a standard form, with the safety follow-up that remains owed? Does the system produce or send expedited safety reports? Is the time the site became aware of a serious event recorded, with a deadline derived from it? Are serious events tracked from awareness to reporting, follow-up, independent medical review and reconciliation, with every step attributable? Is the chain from an event to its regulatory report, follow-up, medical review and reconciliation recorded, timed and attributable? Is medical coding of adverse events and medications supported? |
essential-records | Essential records and their retention | Built ×3 · Partly built ×1 · Customer responsibility ×1 · Not built yet ×2 | Are documents version-controlled, and can an earlier version be produced? Are regulatory documents version-controlled and approved, with a record of who handled them? Are essential documents kept with their versions, and can the version in force on a date be produced? Can a document be something other than what it says it is? Will the records still be available, and readable, throughout the retention period? Can a participant's source file be attached to a form? Is the register a trial master file? |
quality-management | Quality management and risk-proportionate controls | Built ×2 · Partly built ×3 · Customer responsibility ×1 · Not built yet ×2 | Can the sponsor and the team see the state of the study without anyone preparing a separate report? Can the state of the whole study's data capture be seen at a glance without a separate report that could disagree with the data? Does the system support risk-proportionate monitoring and central monitoring? Are query response times tracked against a target? Can the system's performance be shown at the size of the intended study? Who decides that an answer is acceptable, and how quickly must queries be handled? Is the site told when a query is raised or becomes overdue? Is the site told when a query is raised or when one becomes overdue? |