P&GP chose to pursue seamless and bi-directional integration. That is, we wanted data to flow in two directions: from the electronic case report form (eCRF) to the CTMS and vice versa. We wanted a system designed to improve data reliability, to enable managers to track progress, and to allow operational applications and analytical applications in various departments to use the data. In theory, such data integration could be relatively straightforward. After all, the same data is used in different departments across the company. Unfortunately, those different departments use IT systems from different vendors, who in turn use a variety of incompatible data sources, applications and channels. Everyone may use the same data, but most users are stuck with the data in their own system.

An Incremental Approach P&GP took an incremental, evolutionary approach to data integration. One at a time, we added systems to the current integrated network, assessed the results, and applied the lessons learned to the next integration. Each integration represented a landmark on a road map sketched out in advance. Each step was planned to reach the next landmark. Moreover, each addition to the integrated network is implemented first as a pilot project, and later as a full-scale implementation.

The company began by integrating Phase Forward's InForm™ EDC and ClinPhone's IVR system. In the first study, only a few data points were integrated, mainly those dealing with demographics and randomization. After achieving this limited integration and recognizing the benefits, P&GP added other elements into the mix, including IVR diary data. So far, integrated diary data collection has only been used on two trials at P&GP, but the benefits were dramatic enough to make it a candidate for future trials as well. The successful integration of these two systems from different vendors underscores that integration can work as long as the vendor companies have the technology and personnel to support the venture. Effective integrations require an active partnership between vendor and client.

Patient screening and enrollment reveal additional benefits of EDC/IVR integration. Before the two systems were integrated, site coordinators created a case book, which they populated with patient data. The integrated system uses IVR for screening and enrollment. Now, by the time a site coordinator logs into InForm, IVR data has already populated the case books for newly enrolled patients. The coordinator can begin data entry immediately. This reduces the workload on clinicians, who do not have to transcribe diary data, calculate scores, or enter screening and demography information twice. The integrated platform enables clinical trial sites to take full advantage of each solution's capabilities, while eliminating duplication. Furthermore, integration reduces the length of our IVR calls, simplifies EDC entry, and allows investigators to view the data in real time. Moreover, entering the data only once reduces the risk of discrepancies that can occur whenever the same piece of information is entered into more than one system. The data management team must no longer look for—or query—discrepancies between two systems. Depending on the number of patients enrolled, eliminating data discrepancies could save days of effort in each study.

When planning such integrations, P&GP built in quality controls to monitor the systems and take corrective actions. The company worked at keeping the system architecture straightforward, avoiding needless complexities. For example, a "data ownership" rule made certain that a data item originating in any given system could only be changed in that system and not in any other. The change would then roll through to the integrated databases. Simple guidelines, such as the data-ownership rule, help simplify procedures for troubleshooting the systems.