Using Excel in project management
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This is a short description on the use of Excel in research project management. Excel can very well support small-scale, even multicenter, clinical trials in updating the status of the trials. For instance, its powerful reporting tools (such as PivotTable) enable users to generate quick statistical data for progress tracking.
![Designing database
STEP 2: CREATE TABLES
• Create fields for raw parameters (site, date of enrollment, number of
delivered CRFs)
• Create fields for calculated parameters
• Year of enrollment = YEAR([@Date of Enrollment])
• Month of enrollment = MONTH([@Date of Enrollment])
• Remaining No of CRFs = COUNTIFS(…) – COUNTIFS(…)
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Using Excel in project management
- 1. Using Excel in project management Hoang Bao Long, M.D. Clinical Research Coordinator Oxford University Clinical Research Unit
- 2. Research project management Pre-implementation > Regulatory documents > Human resources > Facilities > Coordination planning During implementation > Site checking visits > Facilities (cont.) > Data verification > Data entry & management > Monitoring Post-implementation > Inventory checking > Data management > Close-out procedures 2
- 3. Questions during implementation Patients enrolled/followed • How many per site? • How many per month/week? Facilities • How many CRFs/files left? • How many kits/lab consumables left? Samples • How many collected/transferred/stored? • Any mismatches? Progress update • Anyone without training? • Any monitoring visits to conduct? 3
- 4. Why to question? • Progress update: • Is the study running smoothly? Any sites behind? • All samples transferred and stored? Any samples missing? • Inventory check: • Continuous provision of study facilities • Limited capacities at study sites • Better for management of study consumables/inventory • Handover minutes (related to finance) 4
- 5. Example: Nga’s CRP study • Research question: Effectiveness of CRP POC test on antibiotic prescription rate in patients with mild-to-moderate acute respiratory infection. • RCT, 10 sites (9 OPCs & Ba Vi hospital), control:intervention 1:1, adult:children 1:1 • Targets: 2000 patients (200/site) • Monitoring visits: 1st – 20 pts; 2nd – 100 pts; 3rd – 200 pts 5
- 6. Example: Nga’s CRP study CRP test (site) Urine sample CRP test (site) DAY 0 DAY 3-5 DAY 14 Enrollment (site) Follow-up (site) Interview (OUCRU) Update study status 6
- 7. Example: Nga’s CRP study • How many patients enrolled / come back for follow-up / interviewed? (per site / per month) • How many urine samples collected? Any mismatches (patients come for follow-up but no urine samples, patients not come for follow-up but have urine samples) • How many consumables left? (CRFs, ICFs, urine containers, kits, lancets, tips) • How many CRFs entered to CliRes? • Any sites need training? Reached targets for monitoring? 7
- 8. Using database in project management • 2-dimension table: the simplest way • Concepts: 1. Field (columns) 2. Record (rows) 3. Key • Parameters: • Raw parameters: direct input from files/CRFs • Calculated parameters: based on raw data 8 1 2 3
- 9. Excel in project management STRENGTHS • Good way to create 2-dimension tables • Functions: rapid calculation of parameters • Pivot Table & Pivot Chart: a good tool for summary • Filter: quick access to a subset of records • More visual than other biostatistical softwares 9
- 10. Excel in project management 10
- 11. Excel in project management WEAKNESSES • Unable to perform customized and complex summary • Tricky to unexperienced users (requires knowledge about database management and functions) • Very limited reference to other databases 11
- 12. A new feature since Excel 2007: Tables • Previous versions: “Area” • Complicated reference • Need redefining if the dataset is expanded • Since Excel 2007: “Table” • Simple reference: tables and fields have names • Recognized in every sheet • Automatically expand when a new field/record is added • Formulas become universal Demo: Academic Meeting Demonstration.xlsx 12
- 13. Designing database STEP 1: PLAN YOUR MANAGEMENT • Your questions output data • Output data input data • Examples: • How many patients enrolled per site/month? • How many CRFs left? 13
- 14. Designing database STEP 2: CREATE TABLES • Create fields for raw parameters (site, date of enrollment, number of delivered CRFs) • Create fields for calculated parameters • Year of enrollment = YEAR([@Date of Enrollment]) • Month of enrollment = MONTH([@Date of Enrollment]) • Remaining No of CRFs = COUNTIFS(…) – COUNTIFS(…) 14
- 15. Generating reports • Reporting tables: • Making use the same principles with other source tables • Visual (changes seen immediately) • Can be customized using functions • Pivot Table/Chart: • A rapid way to generate reports • Need to refresh when changing source tables • Limited customization to some predefined functions Demo: 05HN CRF Log.xlsx 15
- 16. Summary • Resources management is important. • Timely provision of facilities and support • Avoid regulatory and financial issues • Management has to be continuously done. • Excel: a preliminary but good tool to manage research projects. • Effective features: tables (since Excel 2007), functions, filter, pivot table/chart. • Users need to learn database management and Excel. 16
- 17. THE END Thank you for listening!