How to access PIMS:

Use the dashboard buttons below. You may need to enter your wisc.edu email address to activate single sign-on (SSO).

POD 1  POD 2  POD 3  POD 4  POD 5  POD 6 

Pediatrics  Radiotherapy  Billing Compliance  Fiscal 

Regulatory (new studies)  Regulatory (amendments)  Radiotherapy 

Amendment Counts 

What is PIMS:

The Protocol Intake & Management System (PIMS) is a web-based project management system developed in May 2021 at the UW Carbone Cancer Center to more efficiently manage the activation and administrative maintenance of studies, to decrease the duplicative entry of study information for multiple collaborators, and to provide visibility into the status of study activities across multiple centralized groups. The system is built using Smartsheet, a dynamic project management software, and is utilized by all centralized teams within the Clinical Research Central Office (CRCO) and by some non-centralized Disease-Oriented Teams within the Cancer Center.

PIMS Help/Contact Information:

• • PIMS Teams Channel
  • For issues or enhancement requests, submit a JIRA ticket

Additional Information:

Visit the below links/documents to learn more about PIMS and its use within the UWCCC.

• [Link for document 127321 is unavailable at this time]
• PIMS New Protocol Data Field Definitions (DFDs)
• [Link for document 127322 is unavailable at this time]
• PIMS Amendment/Change Data Field Definitions (DFDs)

Tips/Best Practices:

• Create a new record (Protocol or Amendment/Change) from the dashboard using the New button.
• Use NA as opposed to leaving a cell blank. This will ensure that Regulatory/Fiscal/Billing Compliance do not have to question if you mistakenly missed an answer.
• Send an email, or use the @ chat function, to let PRMC know you have requested a new protocol number. The same should be done for Regulatory/Fiscal/Billing Compliance once you have submitted the intake information.
• As needed, update information in PIMS as close to real time as possible, to keep our operations running smoothly.
• Edit your record directly from the dashboard by clicking on a row and using the pop-out Details panel.

Which studies must be entered into PIMS:

PIMS captures data on studies within the CRCO, Pediatric Oncology and Radiotherapy/BCNS. Projects considered by a DOT should be entered into PIMS to allow full protocol portfolio tracking. 

Entry into PIMS is required for:

• Studies that are selected by DOTs to activate, regardless of study type
• Interventional studies that are considered and declined by DOTs
• Amendments or changes to active studies *add examples - what changes do Reg/Finance/Compliance want to see/track? Q: what do you need PACs to enter in PIMS  

Entry into PIMS is recommended for clinical research projects, regardless of study type that may be considered for opening, including:

• CDA
• Grant or LOI submission
• IIT in development
• Cooperative group protocols relevant to your DOT

The PIMS record will be created as soon as a project is being considered (e.g., start of CDA processing, LOI submission, cooperative group protocol posted to CTSU). The new number request and intake to central teams (billing compliance, regulatory, finance) will occur within PIMS, after the PIMS record is created. Therefore, if you are responsible for submitting new number requests and intake forms, check with your manager and/or within PIMS to ensure you are working off the already created PIMS record before requesting a duplicate PIMS record.

Protocol Consideration:

Interventional studies considered by the DOT are entered into PIMS for annual aggregate review by the Protocol Review and Monitoring Committee (PRMC). PRMC staff will continue to send regular reminders to ensure data on interventional studies declined by DOTs is available. Refer to the [Link for document 47296 is unavailable at this time] for additional information.