Site Visit

In the Site Visit module, the user can add a single Site Visit record, indicate specifics about the visit, such as the type of Visit Category (Clinical, Audit, etc.) and the Visit Type (Pre-study, Interim, etc.), and determine if this site visit report will be a Manual or Integrated Report (see instructions below). If the user needs to complete a Site Visit Report (also known as a Monitoring report), then the Visit Category must be Clinical.

When adding a site visit and clicking Save, additional tabs become available including Attendees, Site Visit Report, Custom Fields (if defined), and Attachments. Clicking Save again will return you to the Site Visits page and the site visit will appear on the Contact Calendar and Project Calendar.

Click Common Buttons for a description of the buttons found throughout the system and their uses.

Adding a Site Visit

Adding a Site Visit from the Contact Calendar Page

Editing a Site Visit

The Site Visit Dialog will be read-only when editing an existing record unless the current user is one of the Visit Monitors, Reviewers, Approvers, Site Visit Report Author, or has Admin Permission for the Site Visit Reports feature.

If users are instructed to use the Manual Report method, they should:

Enter the required fields (those with asterisks) on this tab, the Site Visit tab
Select the Visit Monitor if their name is not selected
Click Save and additional tabs will appear including Attendees, Site Visit Report, Custom Fields (if defined) and Attachments
Go to the Site Visit Report tab
1. Select the Report Author if different from the Visit Monitor that you selected on the Site Visit tab
2. Select Manual Report under Report Method
On the Attachments tab, upload a copy of the site visit report document

If users are instructed to use the Integrated Report method, they should:

Enter the required fields (those with asterisks) on this tab, the Site Visit tab
Select the Visit Monitor if their name is not selected
Click Save and additional tabs will appear including Attendees, Site Visit Report, Custom Fields (if defined) and Attachments
Go to the Site Visit Report tab
1. Select the Report Author if different from the Visit Monitor that you selected on the Site Visit tab
2. Select Integrated Report under Report Method
3. In the Template field, either keep Auto-Assign Template or select the appropriate Template for the Visit Type
The next step is to complete the integrated Site Visit Report. See the Help instructions at Overview (Report Tool).

As an example of indicating a site visit that runs for non-consecutive days:

Field	Description
Site	The user selects from a list of active sites. The field is required. It is read only when editing an existing record and adding a new record from the Site Visits Page or the Site Visits Tab of the Site Home Page.
Visit Category	The user selects from the list of site visit categories defined in the System Tables page. The field is required.
Visit Type	The user selects from the list of site visit types based on the selected visit category as defined in the System Tables page. The field is required.
Status	This field is required and the user selects from the following choices: Completed: visit has already occurred Planned: visit is tentative but not actually scheduled Scheduled: the date has been set for the visit (default when adding a new record)
Comment	The user enters up to 200 characters. The field is visible when editing an existing record.
Number of Days at Site	This field will accept numbers between 0.5 and the value set in the Site Visit Maximum Days configuration variable within Site Visit configuration group. The field defaults to 1.0 when adding a new records. This field is required.
First Day of Visit	The user enters or selects the date of the visit; future dates are allowed. This field allows future dates. The field is required.
Last Day of Visit	This field is required and displays the last date of the visit. A message will appear if the number of calendar days between the First Day of Visit and Last Day of Visit does not equal the Number of Days at Site minus one. This field allows future dates unless the Status is completed.
Travel Days Prior	This field accepts numbers between 0.0 (default) and 9.9. This field is required. This field will be visible when the Enable Site Visit Travel Days Configuration Variable is set to True.
Travel Days After	This field accepts numbers between 0.0 (default) and 9.9. This field is required. This field will be visible when the Enable Site Visit Travel Days Configuration Variable is set to True.
Visit Monitor	The user selects from the list of Project Team Members for the current project having a project role specified in the Site Visit Monitor Roles Configuration Variable under the Site Visit configuration group. When adding a new Site Visit record, this field will default to the current user if they are listed as available choices in the list.
Visit Co-Monitor #1	The user selects from the list of Project Team Members for the current project having a project role specified in the Site Visit Monitor Roles Configuration Variable under the Site Visit configuration group. If the Project Manager must review the report, they must not be a co-monitor of that report.
Visit Co-Monitor #2	The user selects from the list of Project Team Members for the current project having a project role specified in the Site Visit Monitor Roles Configuration Variable under the Site Visit configuration group. If the Project Manager must review the report, they must not be a co-monitor of that report.