Last updated Nov 24, 2017
UK Biobank – Access Management System (AMS) Upgrade
List of Frequently Asked Questions (FAQs):
This is the system that researchers use to register to access UK Biobank resources and allows UK Biobank to validate bona fides and adjudicate application submissions
As part of UK Biobank’s strategy to respond to researcher feedback and decrease the amount of time researchers experience between registration, application submission and access to data, we have embarked on a full software overhaul in how we manage this process. Researchers will see improvements to their registration/application interface and the structure of the process, and the Access Team will see a significant improvement in the back office administration which should speed up process timings.
There are many changes being introduced, some of which will be visible to researchers and others not. The key differences will be:
- Communication through the portal – researchers will be able to send and receive messages within the new AMS portal rather than via email communication. Researchers will find an integrated online portal to manage their messages with the AMT, payments, and progress updates on the status of applications.
- One registration per researcher (for life) – researchers will only have to register once and not for each application.
- Single application process – researchers will see a change from a two-stage application process to a single-stage application process which will contribute significantly to reducing end-to-end application processing timings.
- Better project underway management – researchers will be able to manage the lifespan of their project on AMS2, i.e. from registration to project completion.
- Better integration with Showcase.
The 3rd December 2017 is the last day for researchers to submit a new registration or new application in the current AMS. We will be moving to a single stage application (rather than PAF then MAF) so the time saved using the new system will more than balance any delay now.
5. I have an application in draft and may not formally submit it for several months. What will happen to my application?
Only submitted applications will be migrated into the new system – ‘new’ applications still in draft will not be migrated. For the applications we migrate, any questions already answered will have the text migrated to the relevant questions in the new application. These applications will then be available for editing, updating, and submission through the new single application process.
We will aim to migrate researchers ongoing applications 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 fill in some gaps (based on some slight changes) in order for us to progress your application, but we will do our best to ensure no loss of information that you have already submitted.
All applications already submitted and approved will be migrated across to the new system and you will just access them through a different interface. Please note that approved Preliminary Applications will need to be updated by you to fill in some gaps, as you have not previously completed the Main Application stage.
If you have already made a payment for a stage of your application, you will not be charged again. The current model of paying at Preliminary Application (PAF) submission and again at Main Application (MAF) approval will not change when we move to a new single application (i.e. initial payment on submission and final payment before data release). Our pricing structure and fees will not be changing as part of this upgrade.
If you have an approved registration(s), you will not need to re-register. Shortly before the new system goes live we will email you a link to the new web portal to your registered email address(es). We will migrate your researcher details and all of your applications (completed and in progress) into AMS2 and send you an email to invite you to log into the new system for the first time.
Shortly before the new system goes live, training documentation will be made available on the UK Biobank website and the new system has help hover button incorporated. Our Access Team will also continue to be on hand at the same contact details to help you access and navigate the new system as required.
One registration per researcher (for life) with multiple affiliations. Researchers will only have to register once in a lifetime and not for every affiliation.
As soon as possible, but before 18th december 2017 which is when AMS will be shut down. Any pending collaborator invites will not be migrated so you will need to ask the Applicant PI to re-add you to any applications once the new system goes live.
13. I have new collaborators due to start soon who may not be able to register if AMS is down- am I able to share data with them before they are registered?
Only in certain circumstances. From the 4th December 2017, if a new collaborator is at an institute already covered by an executed Material Transfer Agreement then yes you can allow access but please send an email to the Access Team listing any new collaborators (name and institute email address) and ensure that these new collaborators register as soon as the new Access Management System is available. Where this is not the case please contact the Access Team for guidance.
The new system will be tested with the aim that it will be fully compatible and supporting access from both desktop and tablet devices.
The new system will be brought online as quickly as possible but there will need to be a period of outage of a number of weeks though we will keep this to a minimum.
You will not be able to access data once Showcase has been shut down. The new AMS will be brought online as quickly as possible to reduce delays to data release but we will keep the outage to a minimum.
All of the UK Biobank systems (registration, application and Data Showcase) will be unavailable while we migrate the data. The new system and Showcase will be brought back online as quickly as possible.