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Penn Medicine

NOTE:  REDCap has been upgraded to v14.7.3.   Thank you very much for your patience.

REDCap System Administration

 

Required Training: Existing and new users must complete the following training- "REDCap: Best Practices for Maintaining HIPAA Compliance and Protecting Personal Health Information (PHI)"

This is required training. It is available in Knowledge Link and Workday Learning. As of July 18th, REDCap users that did not complete training would have lost access. Account reactivations may take up to 7 business days. Please reach email PSOM REDCap Support for help with access.

Knowledge Link: Please make sure you are logged into Knowledge Link to access the training module.  Link to Training in Knowledge Link "REDCap: Best Practices for Maintaining HIPAA Compliance and Protecting Personal Health Information (PHI)"

Workday Learning (for University Faculty, staff, dual University + UPHS users): Please make sure you are logged into Workday Learning using your PennKey. Link to training

"REDCap: Best Practices for Maintaining HIPAA Compliance and Protecting Personal Health Information (PHI)"

NOTE: UPHS-only staff that require access to Workday Learning go through a process that identifies them as Extended Enterprise Learners. Submit a Solutions Center ticket, indicating "Learning Support" as the ticket category and the Workday Learning training you need.


REDCap Authentication: In 2019, PMACS  migrated from table based (local REDCap account) accounts to LDAP/AD.  As a result,  you can only login with your PMACS account. Any users who have not yet requested a Pennkey with PMACS credentials must do so immediately to maintain an active REDCap account. Also, please note that group and secondary accounts are no longer supported.


Courtesy Accounts: Courtesy Pennkey Affiliations expire one year after creation. Prior to deactivation, the owners of such accounts will receive email notification. Please note this is NOT SPAM. If you still require your Courtesy Account, please do NOT delete this email but respond to it as instructed.

REDCap Monthly Upgrades: REDCap is upgraded each month in order to provide the user community with the latest features and bug fixes. These upgrades are always publicized in advance. Users are strongly urged to clear their web browser's cache following each upgrade in order to guarantee the most current installed release. Since this process differs from browser to browser, if you don't know how to do this, please contact your Local Support Provider.


PASSWORDS and ACCOUNTS If you need a new account created or are unable to log into your REDCap account, please submit a KACE ticket to PSOM REDCap Support.  If you have set up your PMACS account security questions and need to reset your PMACS account, please go to PMACS Password Reset.

IMPORTANT NOTE REDCap at Penn Medicine is not a 21 CFR Part 11 compliant system.

SUPPORT Please address any technical issues to the REDCap Support Team.

 

Please log in with your user name and password. If you are having trouble logging in, please contact PSOM REDCap Support.


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REDCap Training Videos

Just Getting Started?
Explore these overviews of fundamental concepts and features.

Title Description Watch
Video
Brief Overview A quick summary of what REDCap is and what it can do.
7 minutes
Full Project Build This video provides a detailed overview of building a REDCap project and many of the features that are often involved in that.
75 minutes
Detailed Overview This video provides an overview of basic functions and features within a REDCap project. It will serve as a starting point for learning about the basic concepts of REDCap, what REDCap projects are, how to create them, and how to use them.
14 minutes
Data Entry Overview A focused exploration of basic data entry workflow. Suitable for training data entry staff.
19 minutes

Building a Project
Learn how to build and modify data collection instruments.

Title Description Watch
Video
Introduction to Instrument Development An introduction to the Online Designer and Data Dictionary methods of instrument development.
6 minutes
Online Designer This online tool is the quickest and most intuitive method for making instrument modifications.
14 minutes
Data Dictionary The Data Dictionary is your project structure in a downloadable spreadsheet file. The spreadsheet can be modified and uploaded into REDCap to make instrument modifications. To see an example, download the Data Dictionary demonstration file.
10 minutes
Project Field Types An illustration of some popular field types.
10 minutes

Basic Features & Modules

Project Type Description Watch
Video
Applications Overview A brief exploration of four popular built-in features for project or data management: 1) User Rights, 2) Data Import Tool, 3) Data Exports, Reports, and Stats page, and 4) Alerts & Notifications.
16 minutes
The Calendar This tool organizes your study by tracking upcoming milestones and events.
7 minutes
Scheduling Module This is an optional feature in longitudinal projects. The tool generates record-specific schedules based on a series of events or timepoints. Used with the calendar module, this tool greatly streamlines longitudinal data entry.
7 minutes
Data Access Groups
for multi-site projects 		The Data Access Groups feature assigns users to groups. Any user in a Data Access Group may only access their group's records. Each group is blinded to all other data/records. Users not in a group can access all data across all groups. This feature is especially useful for multi-site projects because each data collection site must usually be restricted from viewing other sites' records.
7 minutes

Types of REDCap Projects
There are several flavors of REDCap projects to choose from as you begin thinking about building your own project. Each type of project has its advantages and disadvantages, and may fit the specific needs better of one type of project over another. Please review the different types below, and you may even view a live example of each project type in action or view a short video about it.

Project Type Description Watch
Video
Types of Projects This video describes two major decisions that must be made when building a REDCap project. It also briefly illustrates how these decisions affect which type of project is used.
3 minutes
Traditional Project
(classic model with data entry forms)
 The traditional project is used for basic data collection. All data is entered directly in REDCap by users who log in. Multiple data collection instruments are often defined. This project type is suitable for most data collection needs. It can capture longitudinal data, including adverse event reporting or other collection that does not have a pre-defined schedule or end-point.
3 minutes
Single Survey Project The Survey module allows a REDCap instrument to be completed by survey respondents who do not log in. Data can also still be entered by REDCap users (who do log in). This video explores all the major features of the survey module, including survey distribution. A single survey project has only one data collection instrument, which is used as a survey.
5 minutes
Longitudinal Project
(multi-use data entry forms,
abstract time-points)
 The Longitudinal module allows any data collection instrument(s) to be completed multiple times for each record. The same data may be captured repeatedly. The module uses an event grid to define clear timepoints used for data collection. The longitudinal module is best suited to very structured studies which do NOT last indefinitely. Clinical trials frequently use this project type.
3 minutes
Longitudinal Project
+ Scheduling
(multi-use data entry forms,
defined time points)
 This project type uses two modules. The Longitudinal module allows any data collection instrument(s) to be completed multiple times for each record. The Scheduling module adds record-specific schedules onto a study calendar, using the longitudinal event grid. Schedules can be generated and modified. The longitudinal module is best suited to very structured studies which do NOT last indefinitely. So this project type is useful for large, multi-site clinical trials needing a quick and easy way to schedule patient visits.
3 minutes
Operations
(use case for non-study/non-trial)
 REDCap can be used for almost any type of data collection. The most common uses are clinical research and trials. However, REDCap is also suitable for administrative and educational data, workflow tracking, quality improvement, biobanking, registries, and non-human research. This example explores a traditional project type being used to capture and track operational bookkeeping information.
2 minutes

Special Features within REDCap Projects
Every REDCap project is capable of utilizing special features, some of which can be enabled by normal users and some by REDCap administrators. Below is a listing of these features.

Feature Description Watch
Video
Defining Events in Longitudinal Projects Defining events is a requirement of the Longitudinal module. That module allows any data collection instrument(s) to be completed multiple times for each record. The module uses an event grid to define the timepoints used for data collection. This video illustrates how to define the timepoints (also called events).
5 minutes
Designating Instruments for Events in Longitudinal Projects Designating instruments is an optional step of the Longitudinal module. That module allows any data collection instrument(s) to be completed multiple times for each record. The module uses an event grid to define the timepoints used for data collection. This video illustrates how to designate which instruments are completed at each timepoint.
3 minutes
Repeating instruments and events In-depth overview of how to set up and utilize the Repeating Instruments and Repeating Events functionality in both classic and longitudinal projects.
33 minutes
REDCap Mobile App The REDCap Mobile App is an app that can be downloaded onto a tablet or mobile device to allow REDCap data to be collected locally on that device without the need for an internet connection (either wifi or cellular signal). If a user downloads the app, they must explicitly be given mobile app privileges in a given REDCap project in order to set up the project on the app. Once a project has been set up on the app, data can be collected in an offline fashion and then later synced back to the REDCap server.
2 minutes
Locking Records The locking feature freezes data. Users can still view existing data, but they cannot modify it unless they have the needed User Rights permissions. This video illustrates the basics of how instruments are locked. Refer to the built-in help resources and locking applications for more detailed instructions about locking management.
2 minutes
Data Resolution Workflow This advanced tool enables a powerful data query management system.
5 minutes
Project Dashboards An overview of how to use Project Dashboards, with some examples utilizing Smart Charts, Functions, and Tables.
23 minutes
Smart Charts, Functions, and Tables An overview of how to use a new category of Smart Variables called Smart Charts, Smart Functions, and Smart Tables.
14 minutes
Multi-Language Management How to utilize the Multi-Language Management feature that allows users to display data entry forms, surveys, alerts, and several more items in multiple languages.
9 minutes