Before Moving Your REDCap Project to Production:

If you have created, tested and finalized your instruments and project set-up, you are ready to move your project to Production status.  Once your project moves into Production, you can start entering data.  When you request that your project moves to Production, the REDCap support team will review and approve the change.  To make this process easier, please make sure that the following things are done before you move your project to Production:

1. 1. Make sure that your project is fully set up and tested!
      You should have all of your data collection instruments (for example, all of your surveys and case report forms) and your overall project setup finished. Test your project by entering test data records to make sure everything is functioning correctly before you move your project into production. You will have the option to delete the test records when you submit the project for move to Production.
      
      
   2. Check that all of the users on your project have REDCap accounts and have completed the necessary training. 
      
      • Current HIPAA Training* 
        • Required for all users accessing SMPH REDCap
          • To check if UW staff have completed HIPAA training at UW-Madison, you can use this training look-up tool
        • HIPAA Training can be completed here: UW-Madison HIPAA Training
          • Includes training options for UW staff and external collaborators (if needed - external collaborators may provide a completion certificate from their institution/organization)
        • *HIPAA Training is not required for the Global Health REDCap instance since PHI is not allowed in this instance.
          
          
          
      • REDCap User Rights Training
        • One-time training required for all UW-Madison project users with this high-level access on ANY REDCap project
          • Highly recommended for quality improvement and operational support projects
        • Self-enroll for the training here:https://canvas.wisc.edu/enroll/M7FDAT
          • Only available for users with a NetID
            
            
      • REDCap Project Design & Setup Training
        • One-time training required for all UW-Madison project users with this high-level access on ANY REDCap project
          • Highly recommended for quality improvement and operational support projects
        • Self-enroll for the training here: https://canvas.wisc.edu/enroll/9G87PN
          • Only available for users with a NetID
            
            
      • FDA REDCap Training
        • Additional training is required for access to this REDCap instance. The required trainings can be found on the FDA Project Team Guide. 
          
          
   3. Review the fields in your project for identifiers. 
      All of the data fields that could be considered an identifier should be marked. This includes names, dates, address or geographical information more specific than state, e-mail addresses, phone number, etc. For more information on what should be marked as an identifier and how to mark identifiers in REDCap, see Identifiers in REDCap.
      
      Global Health REDCap: Identifiers related to medical/health information (PHI) are NOT allowed in the Global Health REDCap instance.
      
      
   4. Double check that the information is correct in your main project settings.
      In your main project settings, make sure that you have filled out 'Purpose of this project.'
      
      
   5. Based on the project type (purpose), you may need to fill out additional information. Select your project purpose below to see any additional requirements.

Periodically, SMPH REDCap administrators will contact project owners to update their project purpose appropriately.

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Research

For research projects, additional requirements apply:

Provide additional details in Main Project Settings (found in the Project Setup tab > Modify project title, purpose, etc.)
Make sure the following fields are filled out in the Main Project Settings:

• Project Title
• Purpose of this project
• Name of P.I.
• Email of P.I.
• IRB Number
• Type of research

Quality Improvement

Operational Support

Practice / "Just for Fun"

Other

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How to Move your project to Production:

*NOTE: Projects that have more than 30 records and are still in Development status will be contacted about moving the project to Production or Archiving it.  Real study data SHOULD NOT be entered in a project when in Development.

If you have completed all of the above checks, you are ready to move your project into Production!  To request that a REDCap project be moved to Production, open the project, select the Project Setup tab. At the bottom of the screen, click the 'Move to Production' button.

After you click this button, you will get the option to decide if you wish to Keep ALL or Delete ALL of the data that has been entered (if it has been entered only for testing purposes).

Click 'Yes, Move to Production'.

This will send an email to the SMPH REDCap administrators. The REDCap administrators will review your Project Setup to ensure the necessary data has been documented.

If all of the above is complete, your project will be moved to production.

When your study is no longer collecting study data, and there is no longer a need to edit study data, notify the REDCap administrators (REDCap@ictr.wisc.edu) that your study can be archived. When your study is archived, you will no longer be able to enter or edit data, but it will remain accessible and exportable for an undetermined amount of time. Research projects will no longer be charged the annual fee after the study is archived.

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If you have a UW-Madison REDCap project and have questions about moving a project to Production, please send them to REDCap@ictr.wisc.edu