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UI BioShare is the Research Service developed around the enterprise biospecimen management application, Labmatrix.    UI BioShare allows for lab/repository privacy and security while providing a single location for prospective collaborators to query for global level/aggregate subject and specimen counts. Service features include guidance in transitioning data from legacy systems into UI BioShare, a single point of contact to initiate conversations with investigators interested in acquiring tissue, as well as subject matter expertise in both clinical research and data management systems.  UI BioShare is available for use for labs and investigators throughout campus.  Labmatrix is the name of the software application developed by BioFortis.  UI BioShare is the locally branded service associated with use of Labmatrix.  Many use the terms UI BioShare and Labmatrix interchangeably.


Table of Contents

What is UI BioShare?

UI BioShare manages and catalogs the collection, usage and storage of human subject research specimens together with associated clinically annotated subject and specimen data within a single software application. UI BioShare is a web based and easy to use application that is secured behind UIHC firewalls, back-up and audited.  The enterprise system promotes use of common ontologies and data models across labs and studies positioning the University of Iowa for simplified and more expansive collaboration. UI BioShare is currently integrated with EPIC (UIHC Electronic Health Record (EHR)) providing a push of demographic data from EPIC into UI BioShare.  Future integration is planned with the ICTS Clinical Research Data Warehouse which will include data from the EHR as well as other sources.  Examples of available data to include labs, diagnoses, medications and other discrete data from the EHR.

UI BioShare Research Service Model

The UI BioShare Research Service supports investigators by serving as a single point of contact with access to and a working knowledge of multiple repositories within the medical campus.  Investigators are able to consult with the Service Manager who correspondingly facilitates communication with applicable repositories, saving investigators valuable time and resources.  The Research Service Manager serves as Honest Broker and as such, is able to query across all participating repositories.  If information is not available within UI BioShare, the Service Manager maintains the ability to configure data from external resources that can be uploaded into Labmatrix as a unique (and private) data source to query against thereby enhancing functionality in identification of data sets and subject cohorts between projects within UI BioShare as well as those outside of the system. Additionally, investigators have increased access to domain experts from collaborators in areas of research informatics, procurement, pathology, obstetrics, oncology and human genetics.  Finally, remaining services include regulatory process guidance, data management consultation, custom configuration, trouble shooting, report generation support and user training.

 UI BioShare Research Services

Free Services

    • Overview Training
    • Hand-On Group or One-on-One Training
    • Research Development Consultation
    • Troubleshooting and Support
    • Consultation to Identify Data Sets and Subject Cohorts
    • Consultation on Use of Platform
    • System Maintenance
    • Data Back-Up

Fee for Service

    • Project Management
    • Custom Data Collection Form Development
    • Data Mining/Cleansing
    • Data Migration

How to Access UI BioShare

URLS

Firefox and Internet Explorer are supported browsers.

PRODUCTION: https://uibioshare.healthcare.uiowa.edu

TEST: https://hc-vuibiot.healthcare.uiowa.edu

User Access for Study and Lab Staff

UI BioShare is available to anyone with an authenticated HEALTHCARE ID.  Access is acquired by submitting the request for "User Account Management" within the Enterprise Service Center (ESC) request system.  More details regarding ESC processes found in "ESC Request Process" below. 

UI BioShare staff will ask for the following information related to a user account: 

      • Healthcare ID
      • Email Address
      • Study IRB Number
      • Study Principal Investigator and/or Study contact
      • Access to PHI - Yes or No
      • Role within study - Study Manager, Staff/Coordinator, Lab Staff, Student etc.
      • Workflow Access - Study Director, Request Creator, Biobank Lead, Biobank Staff, Issue Viewer

Access for Research Data and Specimens

Faculty and Staff interested in utilizing biomaterials and/or data for a study but do not have access to UI BioShare may submit a request for "Consulting" within the ESC request system.  The UI BioShare Research Service Manager will contact the requester for additional information and facilitate collaboration with applicable repositories and/or investigators.

UI BioShare Language for HawkIRB Applications

 “UI BioShare is the service focused around Labmatrix, the enterprise biospecimen management system managed by resources within the Carver College of Medicine, Holden Comprehensive Cancer Center and Institute for Clinical and Translational Science.   Labmatrix is only accessed using a healthcare id and password along with a specific study role and account privileges assigned to users as indicated by study staff.  Users that are members of IRB research teams for a specific repository may have access to PHI for the assigned study.  Users will not have access to projects for which they are not associated.  Queries and Inventory reports are initiated with UI BioShare staff providing only aggregate counts and no identifiers.  Investigators are redirected to study specific staff for additional detail and routing and/or when relevant.”

UI BioShare Functionality

Data

  • Who can see my data?
    Only those who have been given permission by the principal investigator and study team are assigned user roles with access to data entered into UI BioShare studies.  Admin who manage the technical aspects of the system have access to all data, but will not share or disseminate data serving as an Honest Broker without explicit direction of the study team as well as confirmation of all regulatory approvals if the data includes any PHI.

  • Who can edit my data?
    Only those who have been given permission by the principal investigator and study team are assigned user roles with the ability to edit data.  Access roles are given specific permissions related to read-update-create-delete data related to subjects, biomaterials, study data and stand-alone forms.  In general, each security group (lab and/or study team) will have six roles created in conjunction with their study, please see details below.  If unique permissions are needed in addition to these set roles, we can work with study teams to create and assign those unique roles.


  • What if the information I want to collect is not available on existing forms?
    There is a set of forms that have been developed by UI BioShare Working Group, a multidisciplinary group of representative from campus repositories, to be used in order to collect consistent information across repositories and labs using a common data model.  However, there are use cases for which additional forms can be developed.  These forms are developed keeping the enterprise framework of keeping data consistent with a common data model in order to apply forms for similar needs across repositories rather than create new forms for each group that my collect similar information.

  • My existing project data is in another system, can I move it to Labmatrix?
    Yes.  During consultation and conversation related to setting a project and/or facility up in Labmatrix, data migration needs will be addressed.  There may be fees associated if there is substantial effort needed in order to clean and map legacy data into required formats for UI BioShare.  The UI BioShare Research Manager will work with groups to create a timeline and plan for migrating data.

Data Requirements/Minimal Footprint 

Basic Navigation

  • Storage
  • Searches 
    • Quick Find 
      You may type in biomaterial or subject id, name etc into the 'find' window located in the top right of the Labmatrix top tool bar.  This is a 'find as you type' field that will show you possible corresponding options to select from.

    • Search Menu
      Within the top toolbar in the Labmatrix window, 'Search' may be selected.  Users may define specific search parameters for studies, subjects or biomaterials using these more detailed searches.

Workflow Tram(s)

  • Workflow Role Permissions


  • Workflow Tram Use Case Scenarios
    • UI BioShare Analysis Request Process:  Includes processes for (1) Analysis Request; (2) Fulfillment; (2) Intake
      • Analysis Requests:  Used to initiate any experimental investigation of an existing biomaterial 
      • Transfer Requests:  Used to move biomaterials from one facility to another - this can be for internal or external facilities for which an ongoing transfer of materials is approved and analysis request approval is not needed with each request
      • Fulfillments: The Fulfillments workflow is initiated when an 'Analysis Request' or 'Transfer Request' has been created for biomaterials that are in a facility with storage enabled and after the requests have been approved and a 'Fulfillment Order' has been generated
      • External Fulfillments:  External Fulfillments are created when an Analysis or Transfer Request includes biomaterials that are in a facility without storage enabled
      • Intakes: Intakes are used to track the transfer of biomaterials from one facility to another and are initiated once fulfillments are complete.
      • Destruction Requests: Used to initiate the destruction of any biomaterials tracked within UI BioShare
         
      • Destructions:  The Destructions workflow is initiated when the destruction request includes biomaterials that are in a facility with storage enabled and the 'Destruction Request' has been approved and a 'Destruction Order' has been generated
      • External Destructions:  External Destructions are created when the Destruction Requests are created with biomaterials that are in a facility without storage enabled
      • Issues:  The Issues workflow is used to process any problematic or unusual biomaterials.

  • Documentation

Qiagram Reports/Queries

  • Creating or Modifying a Report

    Reports Tabs
    In order for a report written in Qiagram to appear within the Reports Tab on either Study, Subject or Biomaterial the report must be saved within the 'Shared' → 'General Reports' folders in the folder tree within Qiagram.  If the report should be visible to only study team members, a study sub-folder should be created under the appropriate folder ('Subjects' if it is a subject report) and assign permissions as apply by 'Right Clicking' and selecting 'Properties.' 

    For the report to show results only applicable to the specific study, subject or sample that is visible, the filters must include a 'criteria' with the 'Subject ID' for a subject; 'Biomaterial ID' for a biomaterial or 'Study ID' for a study set as a variable.
     

  • Quick Reference Facts

    • When setting filters, the list options will only show you what data is available within the data set you've established.  Meaning, if no 'blood-plasma' samples have been entered, you will not see 'blood-plasma' as an option when filtering results for 'tissue site'
    • To use a saved query to identify materials for an analysis request, the query output fields must include 'biomaterial id' without the data source appended for the column (field) of data.  When selecting the fields that will appear in the output, deselect the 'Append data source name to each column' checkbox just above the 'Run Query' and 'Cancel' buttons; this box is automatically checked. 
    • Reports can be scheduled to run on a regular basis with email notifications and/or results sent automatically.  If results include PHI, they should not be attached to the email, but rather set with a link to the report within UI BioShare.

ESC Request Process

To request services for UI BioShare, follow the procedures for ESC (Help Desk Support).  Navigate to UI BioShare (As Below: Located within (1) Service Catalog; (2) Research & Academic Computing; (3) UI BioShare).   Select the applicable hyperlink to begin an 'incident' to request services.  More than one service will need to be requested as separate requests/incidents.

URL: https://service.healthcare.uiowa.edu/CherwellPortal

(1)


(2)

(3)


Request Options

  • Create New Study/Facility: To request the addition of a new study or facility in UI BioShare
  • Report Notifications: To request creation, edit or deletion of a scheduled report notification
  • Create/Modify Aliquot Templates: To request a new or request changes for an existing aliquot template
  • Request Form/Field Change: To request field option changes or additions and/or to request new data collection fields
  • Build Custom Report: To request creation or assistance with creation of custom report within Qiagram.
  • Migration Data: To request assistance in data migration from legacy systems (Excel, Access etc) into UI BioShare
  • Build Custom Form: To request domain specific fields or forms that do not currently exist within the existing standardized forms.
  • UI BioShare Account Creation/Modify: To make a request for a new user account or to request deactivation of a user account
  • Report an Incident: To report a bug or issue with UI BioShare that needs attention.
  • UI BioShare Consulting: Consulting for UI BioShare Projects and Use.
  • UI BioShare Training and Education: Request one-on-one or group training and education for UI Bioshare and/or Qiagram.