UK Biobank – Access Management System (AMS) Upgrade
List of Frequently Asked Questions (FAQs):
The Access Management System is used by researchers to register for access to the UK Biobank Resource and submit applications for access. The same system is used by the UK Biobank Access Team to validate researcher bona fides and adjudicate application submissions.
As the UK Biobank Resource broadens via the addition of new data types including genotyping and imaging, research interest in using the Resource continues to grow at a substantial rate. With over 5,000 approved researchers and more than 500 application projects underway, we are investing in the re-development of the Access Management System to improve our capacity to support the increasing demand and maintain our high standards and levels of service. A key objective of the new system is to decrease the time between researcher registration, application submission and access to data for approved research projects.
There are many changes being introduced, some of which will be visible to researchers directly and others not. The key end-user differences include:
- Support communication through the new Access portal – researchers will be able to send and receive messages via the system rather than via email. With a growing Access Team, this will allow all communications to be visible in one place and allow us to improve the service to researchers. The Access portal will provide a single view to the researchers where they can manage messages with the Access Team, review their submissions, process payments and check the status of their applications.
- One registration per researcher – researchers will only have to register once and can identify themselves as being linked to multiple institutes.
- Single application process – we are moving from a two-stage application process to a single application process which will greatly reduce the time from submission to data.
- Improved management of projects underway – researchers will be able to manage ongoing project requests directly, such as requesting changes in scope or adding further data fields to their research project.
We will be introducing the new system in autumn 2017 and for now it remains ‘business as usual’. Please proceed as normal with the existing system and there is no need to delay registering or submitting an application.
5. I have an application in draft and may not formally submit it for several months. What will happen to my application?
Applications will be migrated over to the new system in a manner that does not disadvantage any researcher. We will be moving to a single application submission process and will share how applications at different stages of the lifecycle will be handled in future communications. Migrated applications will be available for editing, updating, and submitting through the new system depending upon where they are in the current process.
We will migrate applications under review to the new system as close to their current progress as possible. Moving from a two stage application process to a single application process may result in a request for you to complete some gaps (based on small changes to the new application form) in order for us to progress your application. We will ensure that there is no loss of information that you have already provided to us.
All applications already submitted and approved will be migrated across to the new system. These will appear within a projects area within your portal view, with new functionality provided to support project extensions requests and provide annual project updates as examples.