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CENTRAL QUALITY MANAGEMENT SYSTEM:
DATA UPLOAD GUIDELINES
Version 5
May 2014
CQMS: DATA UPLOAD GUIDELINES
Version 5
May 2014 Page 2 of 11
1. Access to CQMS
CQMS is accessed via a secure log-in on the TROG website www.trog.com.au. Simply click on the link
at the top of the homepage and you will be taken to the log-in page for the system.
Figure 1: Accessing CQMS
You have been issued with a unique username and password which you should enter into the specified
fields on the log-in page. If you didn’t receive these or if you have any trouble logging into the system
please contact the Helpdesk ([email protected]).
Figure 2: CQMS Log-In Page
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1.1 Helpdesk
The CQMS Helpdesk is available to answer any queries relating to the use of CQMS/SWAN and the
associated e-learning training package. Please contact the CQMS Helpdesk on the following email:
2. Dataset Upload Instructions
2.1 Accessing the ‘Checklist Form’
Once you have entered your log-in details in CQMS you will be presented with your personal desktop.
Click on the ‘checklist form created’ link which is located in ‘My Forms’ as shown below.
Figure 3: Accessing the ‘checklist form’
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When you click on the link you will be taken to the checklist form for that patient. The checklist form
contains a list of the required information for the patient and a repository for the dataset. Sections of
the checklist form are now collapsible to maintain a streamlined look to the form. In order to view a
section, simply click on the tab for that section and it will open within the form.
Figure 4: Sample ‘checklist form’
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2.2 Uploading the Dataset
To upload files to the checklist form, please click on the ‘files’ tab to expand that section.
Figure 5: Sample ‘checklist form’
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To upload a Radiotherapy Treatment Planning (RTP) dataset, please click on the ‘RT Plan Upload’ link
under the Files section. This uploading option is to be used ONLY for the RTP dataset (e.g. DICOM-RT or
RTOG exported plan including CT dataset, plan, structures and DRR information).
Figure 6: RT Plan Upload
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You will be directed to a page where you can search within your local computer directory for the files
to be uploaded.
Figure 7: File Upload page
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All datasets should be zipped as one file for upload as CQMS will only allow the upload of a single file
each time.
Figure 8: Uploading a zipped file is recommended
Once you have clicked the ‘Upload File’ button you will be transferred back to the checklist form. File
upload speed will depend on your local network connection but generally takes from a few seconds to
a minute.
Please note: de-identifying software has now been built into CQMS, which de-identifies the patient
data files at the point of upload. The patient name and ID are replaced with the trial number and
patient reference number, and the sex is replaced with O (for other). The date of birth is replaced with
the date of upload. The programming follows the recommendations in DICOM Standards, Supplement
142 “Clinical Trial De-identification Profiles”.
As a result, there is no longer any need to anonymise the patient data before exporting: the process is
automatic. This only applies to DICOM data exported from treatment planning systems; all other data,
such as screendumps, will need to be de-identified as before.
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2.3 Uploading Supporting Documentation
Additional information may be requested to be submitted for review, for example, jpeg
verification images and pdf copies of the RT prescription and daily dose record. These files must
be submitted using the ‘Other Upload’ button on the checklist and not submitted using the ‘RT
Plan Upload’ option.
Figure 9: Other Upload
Please note: The upload option you select for submitting plans / documents maps the repository
where these files will be stored and how they will be accessed. It is therefore important that you use
the correct button for the appropriate files.
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2.4 Diagnostic Imaging Requests
The new version of CQMS has the capability for submission of diagnostic imaging uploads. This
data will only be required for submission if specifically requested in the QA Checklist that is sent to
sites upon registration of the patient on trial. Please use the ‘Diagnostic Imaging Upload’ option
only if this information has been requested and you have been directed to submit the data for
review. This upload option should not be used for any CT data relating to the RT treatment plan.
Figure 10: Diagnostic Imaging Upload
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2.5 Completing the Checklist
Once the dataset has been uploaded the files will be displayed under the files section and will
automatically un-zip. Please complete the remaining sections of the form including the ‘file export
format’ and ‘ICRU reference point’ field requirements and then ‘save’ the form to complete the
dataset submission. Once you have saved the form as ‘complete’ this will remove the form from your
desktop and it will no longer be accessible. If you require access to the form to submit any further
information, please contact the QA Office who will re-allocate the form to you.
Figure 11: Completing the ‘checklist form’