Department of Health NHS Research and Development Programme Health Technology Assessment Proposal for Research Project Electronic Form Program Installation & Use Instructions for Version 14.07 ----------------------------- HTA Clinical Trials proposals for research projects must be submitted using the electronic form (e-form) computer software provided by HTA. These notes explain how to install the e-form software and how to use it. Guidance Notes about completing your applications using the e-form are provided in a separate Adobe PDF file. Further information and guidance is also provided by the on screen help 'Assistant'. The e-form software will work with Windows XP, Windows 2000 and Windows 2003. Note that HTA is using a new version of the e-form software and previous versions of the e-form should not be used. CONTENTS ======== 1. INTRODUCTION 2. INSTALLATION OF THE OFFICEFORMS FILLER SOFTWARE 3. RUNNING THE FORM FILLER PROGRAM 4. SAVING YOUR FORM DATA 5. RESTORING YOUR FORM DATA 6. VIEWING THE NOTES FOR GUIDANCE 7. SHARING YOUR E-FORM DATA 8. SUBMITTING YOUR APPLICATION TO HTA ON CD OR BY E-MAIL 9. GETTING MORE HELP 1. INTRODUCTION =============== The e-form software can be downloaded from the HTA website or may be provided on CD. The e-form software consists of 4 files: (a) This Readme.txt file explaining how to get started with the e-form software. (b) OfficeFormsFiller.msi. A program to install the Toplevel OfficeForms Filler software on your computer. (c) HtaPform1407HtaCt.ofm. A file containing the definition of the proposals e-form. (d) Guidance1407.pdf. An Adobe PDF file containing additional Notes for Guidance. These installation notes assume you will store the e- form and related files in folder C:\HtaProp. If you store the files elsewhere you must reinterpret these notes accordingly. 2. INSTALLATION OF THE OFFICEFORMS FILLER SOFTWARE ================================================== To install the OfficeForms Filler software (i.e. run the program OfficeFormsFiller.msi) you must have ADMINISTRATOR privileges on your computer. If you are not an ADMINISTRATOR of your computer you may need to call on your IT support for help installing the form filling software. Either: (a) Download the four files from the HTA website and store them in C:\HtaProp on the hard disk of your computer. or (b) Copy the files on the CD to the folder C:\HtaProp on the hard disk of your computer. Run the program C:\HtaProp\OfficeFormsFiller.msi to install the Toplevel OfficeForms Filler software on your computer (you need administrative permissions on your computer to do this successfully). If you do not have sufficient permissions to install the OfficeForms Filler software the installation process will not work (though it may appear to). To check the OfficeForms Filler software is installed properly: (a) Click the Windows Start button and choose All Programs (b) Find the 'OfficeForms' entry in the Windows Start menu. If you cannot find the 'OfficeForms' entry then the OfficeForms Filler software was NOT successfully installed. 3. STARTING A NEW PROPOSAL ========================== To start a new proposal simply find file HtaPForm1407HtaCt.ofm in Windows Explorer and double- click it. The OfficeForms Filler program should start and display a new blank proposal e-form. Alternatively you can run the OfficeForms Filler program and open the proposal e-form as follows: (a) Click the Windows Start button and choose All Programs. (b) Find the 'OfficeForms' entry in the Start menu. (c) Select 'OfficeForms Filler' from the submenu. The OfficeForms Filler program should start. Next you must open the proposals e-form definition (OFM) file. (d) Use the Open Form (not Open Data) command of the OfficeForms Filler program to open the file C:\HtaProp\HtaPForm1407HtaCt.ofm. A new blank proposal e-form should appear on your computer screen and you can now start filling in the form. Note that the procedure for restoring previously saved form data is slightly different from starting a new proposal, for details see RESTORING YOUR FORM below. 4. SAVING YOUR FORM =================== When you save your form data it will be saved to an OFD (not OFM file). You will need to specify the folder into which the OFD file is saved (e.g. C:\HtaProp) and a name for your form data file (just choose something meaningful to you). You should save your form data to your hard disk frequently. Simply take the Save option in the OfficeForms Filler program. You may not be able to complete the form in one session, so at the end of each session, you should save your form data in a file (remember its name) in a folder (C:\HtaProp is suggested). Once you have saved an OFD file you no longer need the OFM file because you will always use the OFD file from then on. The only reason why you might need to use the OFM file again is if you want to start an entirely new and different proposal from scratch. 5. RESTORING YOUR FORM ====================== When you next want to work with your previously saved form simply double-click the form (OFD) file in which you previously saved your form. Alternatively you can: (a) Start the OfficeForms Filler program (b) Use the Open Data (not Open Form) option to open the OFD (not OFM) file you previously saved (in C:\HtaProp). (c) Carry on completing the proposals e-form. 6. VIEWING THE NOTES FOR GUIDANCE ================================= Notes for Guidance are provided in the Adobe PDF document 'Guidance1407.pdf'. To view the notes simply double-click the document file. Please note that you must have Adobe Acrobat Reader installed on your computer. 7. SHARING YOUR E-FORM DATA =========================== If you complete part of the proposals e-form and then wish to send your form to a colleague for continued completion then you need to send them your OFD (not OFM) file. Your colleague will not be able to use the OFD file unless they have installed the OfficeForms Filler software on their computer (using the OfficeFormsFiller.msi Installer package). 8. SUBMITTING YOUR APPLICATION TO HTA ON CD OR BY E-MAIL ======================================================== You may submit your application form file and your flow diagram by email to the HTA or you can send them on a CD. How to do these things is explained just below. SUBMITTING YOUR APPLICATION TO HTA BY E-MAIL -------------------------------------------- If you wish to e-mail your proposal, send the form data (.OFD) file and your flow diagram as e-mail attachments to htaprop@soton.ac.uk. In the e-mail message please state the file name of your Attached .OFD file(s) (and the names of any other files submitted). SUBMITTING YOUR APPLICATION TO HTA ON CD ---------------------------------------- The e-form software does NOT contain facilities to burn your proposal to CD, you must use your own CD burning software to create your CD. To submit your proposal on CD: (1) Prepare your proposal using the e-form software. (2) Ensure you have saved the latest copy of your proposal OFD file to your hard disk. (3) Use your CD burning software to create a CD containing the e-form file (saved in step (2)) and any other files of data in support of your proposal. (4) Using a suitable pen, write the lead applicant's surname and HTACT on the label side of the CD. (5) Using another computer with a CD ROM drive, test your CD to ensure that the relevant files have been stored and they can be read by a second computer. For example, you could copy all the files on the CD to the hard disk of the computer to make sure they can be read properly. (6) Submit your CD (along with the papers relevant to your proposal) to HTA. To protect the CD from damage it should be submitted in a plastic jewel case. There must be only one application on the CD. CD TECHNICALITIES ----------------- You should burn your CD using the ISO9660 or Joliet file system. The ISO file system is the one most CD burning software uses automatically to record CDs containing computer data. The CD should be recorded as a single session and closed after burning (so sessions cannot be added later). Do NOT use a rewritable CD to submit a proposal, use a 'write once' CD-ROM disk. Applications on DVDs are not acceptable. 9. GETTING MORE HELP ===================== If, even after you have carefully read all the instructions, you encounter difficulties completing your application form, please go to our Web page http://www.hta.ac.uk/FAQ/clinicaltrialsFAQ.htm This contains a compilation of Frequently Asked Questions and Answers on the electronic form. If your particular question is not addressed on our web page, please contact us on 023 8059 5621. 15 June 2007