TrackERB: Holy Name University Ethical Review Board Document Tracking System

Managing   research submissions is crucial for the Ethical Review Board (ERB) at Holy Name University. The existing process involves manually submitting documents and sending a soft copy through email. These processes result in difficulty monitoring submissions, uncertainty about submission statuses, lack of notifications for relevant individuals, and communication problems with reviewers. To tackle these issues, the researchers developed a web-based document-tracking system called TrackERB, simplifying submission management and improving tracking efficiency.The system was developed using Laravel. Charts.js was used for graphical data visualization. DOMPdf was used to generate PDF reports, and the Vonage Communications API was used to send SMS-based notifications. The development environment was set up using Laragon. TrackERB serves as a centralized system for submission tracking, empowering users—including the ERB Head, ERB staff, Reviewers, and Research Advisers—to track submission progress, receive instant status updates, and ensure reviews are completed in a timely manner. A usability test was conducted with the system’s intended users to assess its effectiveness, efficiency, and user satisfaction. The evaluation, based on the System Usability Scale (SUS), resulted in a score of 91.19, indicating an above-average usability rating. The results demonstrate that TrackERB significantly improves submission tracking by enhancing accessibility, automating notifications, and providing clear status updates. In conclusion, TrackERB offers a reliable and efficient solution for managing ERB submissions, addressing the limitations of traditional email-based tracking. The system streamlined the review process by improving workflow efficiency and transparency, benefiting all stakeholders involved in research submission and evaluation.