Now in use!
COWBEL-Smartsheet Data Harmonization Project
The purpose of this project was to make life easier for member COWBEL universities and our participating practices - both corporate and independent practices.
Data collected is securely accessible only to those entities that are given access by the practices. No information is shared unless access is granted by the site/corporate entity.
This project helps universities meet the requirements of accreditation, eliminates clinical sites needing to provide the same information to multiple university partners and helps everyone keep track of various information about a site.
PDF overview of Project
Project Outline
COWBEL-Smartsheet Data Harmonization Solution
This training is specific to how the use the COWBEL-Smartsheet Data Harmonization Tool.
Process Flow to add a new clinical affiliate
1. Clinical Site Fills out 01. Initial Interest Form - > University is notified
2. University reviews Interest Form
3. If University approves site, the following forms are automatically sent to the site
- 02. Clinical Site Enrollment Form
- 03. Clinical Educator Enrollment Form(s)
- Agreement collection Form
The process is overseen by the University on their University Dashboard.
Access to the solution
- Request access for University link
- Request access for Corporate group link
Log into Smartsheet using the email address you previously provided.
COWBEL University Administrator Access -Training
- Check back here for training materials
- Individual Training available - contact DrJWeale@COWBEL.org
How to access and use the tool for COWBEL University Administrators.
You must log into Smartsheet using your COWBEL University email address.
Upload current practices into your Dashboard Workspace - University Admins
Use the templates below to add current sites to your University Dashboard.
This is a one step or two step process.
1. Provide all information on your current practices
- Template Link - upload information for both 1 & 2 above in one sheet
2. Provide information in two steps
- Template Link - upload practice info into Prospect tracker - Initial Interest Form
- Template Link - practice info into Clinical Site Enrollment Form
Send the Excel file to the COWBEL Smartsheet Administrator COWBEl.SSAdmin@COWBEL.org
Use Now - Add a new clinical Affiliate
Link to add a clinical site as a potential clinical affiliate in your network. This is the Initial Interest Form.
Clinical Site Access - Training
- Check back here for training materials
This reviews how to access the Dashboard for the clinical site you are associated with and how to edit/update information regarding your practice.
Individuals identified as primary practice contact, Principle Clinical Educator (PCE) or Clinical Site Administrator (CSA) will have access to the clinic dashboard via their previously provided email address.
Corporate Practice Access - Training
- Check back here for training materials
This reviews how to access the corporate dashboard that lists the sites by university that are involved in veterinary clinical education at COWBEL university sites. Editing/updating information for each practice will be similar to "Clinical Site Training" above.
Individuals identified as COWBEL corporate contacts will have access to the corporate dashboard via their previously provided email address.
COWBEL-Smartsheet Data Harmonization Project Testing
Video Overview of entire project - presented at COWBEL Conference at TAMU
Video Overview of Project - LENGTH - 39 minutes - Video Link
The meeting focused on the development and implementation of a Smartsheet-based system for managing veterinary clinical rotations and site onboarding, including discussions about agreements between universities and clinical sites.
Videos of different aspects of the project
Video overview of Sprint 1 - 1 minute 30 seconds
- Recruiting practices, entering practice information
Video overview of Sprint 2 - 1 minute
- University Dashboard
Video overview of Sprint 3 - 2 minutes 19 seconds
- Dashboards: Corporate, Practice, COWBEL Admin & User
Video preview of entire solution - 2 minutes
Video of entire solution demo - 1 hr 20 mins - starts at 4:10 of video
Training - Smartsheet
Training in Smartsheet
Six sessions regarding detailed uses of Smartsheet. These sessions are meant to get a deeper understanding of the tool and how Smartsheet may be leveraged to help in the management of various projects.
These six sessions are NOT required to use the COWBEL-Smartsheet Data Harmonization Tool.
You may wish to download the video for a smoother viewing experience.
Smartsheet Training
- Smartsheet Fundamentals Video - 1 hour 43 minutes
- Plan, Track, Automate Video - 1 hour 52 minutes
- Management Best Practices Video - 1 hour 9 minutes
- Reporting & Dashboards Video - 1 hour 48 minutes
- Introductions to Control Center Solutions Video to come
- Control Center Administration Video available upon request
Contact DrJWeale@COWBEL.org for any questions
Copyright © 2021-2025 COWBEL - Consortium on Workplace Based Education & Learning - Form more info contact John Weale at DrJWeale@COWBEL.org All Rights Reserved.
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