Summary

This article will walk you through the steps for designing and generating billing contracts and billing reports. 

Table of Contents


With billing tools, those with ‘Admin’ privileges can create and configure billing contracts that can then be used to generate billing reports. These reports are generated by extracting metrics from the eClinical system. This manual will walk you through the steps for designing and generating billing contracts and billing reports.

The following is a complete list of the metrics currently available in the billing tool.

  • Active Users
  • CTMS Active Users
  • Active Users with Tool Classification
  • New Users
  • CTMS New Users
  • New Users with Tool Classification
  • Active Sites
  • New Subjects
  • New Subjects with Data Item Count Restrictions
  • All Training Sessions
  • Investigator Meeting Training Sessions
  • Shadow Training Sessions
  • ETrain Sessions
  • File Space Usage
  • Record Count With Data Item Restriction
  • New CTMS Studies
  • Total CTMS Studies

Configure Billing Contracts

Once the Billing Tool has been created in the Enterprise Manager, new billing contracts can be created and configured by those with Admin privileges. Billing contracts can be made up of multiple billing reports (also known as facets once they are added to a billing contract) and configured to meet the requirements of the specific contract.

Create Contract

  1. On the Desktop, select the newly created Billing Tool from the navigation menu.
  2. In the ‘Actions’ menu select ‘Create Contract.’
  3. Enter a name for the new contract.
  4. Click the ‘Submit’ button.

Configure Overriding Parameters

Billing contracts have three parameters that can be used to set a baseline for all billing reports. The billing report can then be further customized at the facet level by adding facets to the contract. The three parameters described in this section override any settings made at the facet level.

  1. In the ‘BillingContract’ table click the ‘Edit’ icon next to the billing contract that you want to configure.
  2. In the ‘Edit Contract’ form, select ‘Organization Parameter’ to view the list of available workgroups.
  3. If the workgroup should be selected at the time that the report is run, select ‘Determine value at run time.’ Otherwise, select the checkbox beside the workgroup that should be included in the billing report.
Note: All child workgroups will be included upon selection of the parent.


  1. Select ‘Organization Parameter’ again to minimize the list of options.
  2. In the Edit Contract form, select ‘Organization Exclusion Parameter.’
  3. Based on the requirements of the report, perform one of the following actions:
    • If no workgroups should ever be excluded from the report, select ‘None’ from the list of available options.
    • If the exclusion of workgroups should occur at the facet-level, check nothing.
    • Otherwise, select the checkbox beside all workgroups that should not be included in the billing report.
Note: Only those workgroups that are children of the Organization Parameter workgroups need to be selected. All other workgroups will be excluded automatically.


  1. Select ‘Organization Exclusion Parameter’ again to minimize the list of options.
  2. In the Edit Contract form, select ‘Tool Exclusion Parameter.’
  3. Based on the requirements of the report, perform one of the following actions:
    • If no tools should ever be excluded from the report, select ‘None’ from the list of available options.
    • If the exclusion of tools should occur at the facet-level, check nothing.
    • Otherwise, select the checkbox beside all sites that should not be included in the billing report.
Note: Only sites belonging to the included workgroups need to be selected for exclusion. All other sites will be excluded automatically.

  1. Click the ‘Submit’ button.

Add Facets

  1. In the ‘Billing Contract’ table, click the ‘Edit’ icon next to the billing contract that you want to configure.
  2. In the ‘Facets’ table, select ‘Add Facet…’
  3. Select the facet that you would like to include in the billing contract.
Note: The list of facets are those that have been made available by Fountayn. To request additional facets, contact a Fountayn team member.



  1. Click the ‘Submit’ button.
  2. Repeat these steps for all other facets that should be included in the billing contract.

Set Facet Parameters

  1. In the ‘Facets’ table, click ‘Preset Parameters…’ next to the facet that you would like to configure.
  2. Complete the facet form based on the available facet options.
Since these reports will likely be run multiple times, it is recommended that all Start Dates and End Dates be left blank so that they can be set at the time that the contract is run.
  1. Click the ‘Submit’ button.

Rename Facet

  1. In the ‘Facets’ table, click the ‘Edit’ icon next to the facet you would like to edit.
  2. Enter the new name for the facet.
  3. Click the ‘Submit’ button.

Delete Facet

  1. In the ‘Facets’ table, click the ‘Delete’ icon next to the facet that you would like to delete.
  2. Confirm the deletion by clicking the ‘Submit’ button.


Generate Billing Reports

Run Billing Contract

Once a billing contract has been configured, it can be run by anyone with the ‘User’ permission.

  1. On the Desktop, select the Billing Tool in the navigation menu.
  2. In the ‘BillingContract’ table click the ‘Run’ icon next to the billing contract that you want to run.
  3. Complete each facet form based on the facet options available.
  4. Click the ‘Run’ button.
    • The generated billing report can be expanded to see additional information or exported as a CSV or Excel file.


Run Individual Reports

The basic billing reports can also be run individually. However, these reports are not associated with any specific billing contract. Therefore, they are not preconfigured by an Admin.

  1. In the ‘Actions’ menu select ‘View Reports.’
  2. In the ‘Billing Reports’ table, click the ‘Run’ icon next to the billing contract that you want to run.
  3. Complete each report based on the options available.
  4. Click the ‘Run’ button.
    • The generated billing report can be expanded to see additional information or exported as a CSV or Excel file.

Export Reports

  1. After running a report, click ‘CSV’ or ‘Excel’ depending on the type of file that you want to export.
    • A new window will open with export options depending on the file type that you choose.
  2. Edit your output settings.
  3. 3. Click the ‘Download File’ button.

Definitions

Overriding Parameters

When set, the parameters discussed in this section will override all settings made at the facet level.

Organization Parameter

This parameter is used to select the workgroups that should be included in the billing report. All children workgroups will be included upon selection of the parent.

Organization Exclusion Parameter

This parameter is used to exclude specific workgroups from the billing contract. Only those workgroups that are children workgroups of the Organization Parameter need to be specified. All workgroups that are not children of the Organization Parameter are automatically excluded.

Tool Exclusion Parameter

This parameter is used to exclude specific sites. Only sites belonging to the workgroups selected for the Organization Parameter need to be specified. All other sites are automatically excluded.

Facets

Each facet corresponds to a different metric that can be tracked with the system. All facets are measured by the specified start and end date within the report. When not attached to a billing contract, facets are referred to as billing reports.

Active Sites

All active sites to which users have access.

Active Users

All users who had access at any time during the specified date range. This facet does not include users with access to CTMS.

Active Users with Tool Classification

All users who had access to a site of either Training or Production classification, depending on the option selected, during the specified date range.

All Training Sessions

This facet reports on training according to the way a course’s ‘format’ is set in Training. The available options are remote, online and classroom.

CTMS Active Users

All users who had access to the CTMS tool at any time during the specified date range.

CTMS New Users

All users who have been added to a CTMS workgroup for the first time during the specified date range (users who have had access removed and restored are not counted).

ETrain Sessions

All online sessions.

File Space Usage

The total file space used by all workgroups.

Investigator Meeting Training Sessions

All classroom training sessions.

New CTMS Studies

CTMS studies that have been created within the start and end date of the billing report.

New Subjects

Subjects who have been enrolled within the start and end date of the billing report.

New Subjects with Data Item Count Restrictions

Subjects who have exceeded the specified data item threshold within the date interval.

New Users

All users who have been added to a trial within the workgroups for the first time (users who have had access removed and restored are not counted).

New Users with Tool Classification

All users who have been added for the first time to a site of either Training or Production classification depending on the option selected. This will not exclude users that no longer have access.

Record Count With Data Item Restriction

All subjects who have more than the specified number of data items.

Shadow Training Sessions

All remote training sessions.

Total CTMS Studies

Number of CTMS studies that existed within the start and end date of the billing report.

Facet Options

Depending on the facet, different options will be available to configure the billing reports.

Course Type

Type of course used for the training session

Data Collector Tools (Excluded)

The sites that should be excluded from the billing report

End Date (exclusive)

Since the events on the end date are excluded from the report, this date should be the day immediately after the end of the billing cycle.

Exclude Randomization Manager sites

If set to ‘Yes,’ sites that are used to store randomization information will not be included in the billing report. If this should not be determined until the report is run, you can select ‘Determine at run time.’

Exclude sites that have child sites

If set to ‘Yes,’ all sites with children sites will not be included in the billing report. If this should not be determined until the report is run, you can select ‘Determine at run time.’

Exclude sites with no records enrolled

If set to ‘Yes,’ all sites with no subjects enrolled will not be included in the billing report. If this should not be determined until the report is run, you can select ‘Determine at run time.’

Exclude Subjects by Dynamic Status

With this parameter, all subjects who have the specified dynamic status will not be included in the report.

Exclude Subjects by Subject Status

With this parameter, all subjects who have the specified subject statuses such as an alert status or SDV status will not be included in the report.

Exclude Subjects marked as Deleted

If set to ‘Yes,’ all subject who have been deleted from the system will not be included in the billing report. If this should not be determined until the report is run, you can select ‘Determine at run time.’

Exclude Subjects with less Data Items than

All subjects who have less data items than the number specified for this parameter will not be included in the billing report.

Exclude Tools that are currently deactivated

If set to ‘Yes,’ this will prevent deactived sites from being included in the billing report. If this should not be determined until the report is run, you can select ‘Determine at run time.’

Exclude Trial Manager sites

If set to ‘Yes,’ this will prevent all Trial Manager sites from being included in the billing report. If this should not be determined until the report is run, you can select ‘Determine at run time.’

Excluded Workgroups

Workgroups that should not be included in the billing report.

Start Date (inclusive)

The first date of the billing cycle.

Tool Classification

The type of sites that should be included in the report. If the classification should not be specified until the report is run, you can select ‘Determine at run time.’

User Category

The types of users that should be included in the billing report.

File Output Settings

Excel File Settings

  • Max Column Width – always leave this setting with the default value
  • Print as Landscape – sets the excel spreadsheet to print as landscape
  • Use Adaptive Cell Width – resizes the width of the cells to fit the length of the column names
  • Wrap Cell Text if Necessary – resizes the height of the cells to fit the length of the column names

CSV File Settings

  • Column Delimiter – the character that separates each column name and value
  • Column Qualifier – the character that surrounds a column name or value
  • Line Separator – designates how line breaks are coded in the file

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