Why academic and health system research organizations are rethinking “free” platforms
Most Academic Medical Centers, health systems, and hospitals don’t lack technology. They lack a unified operating layer governing research execution.
Over time, research operations are stitched together from tools that are familiar, accessible, and often free:
- Systems like REDCap for data capture
- SharePoint for document management
- Email for coordination
- Spreadsheets for tracking
- Homegrown workflows to fill the gaps
Each tool solves a narrow problem. None were designed to manage end-to-end trial execution at scale. That’s where a unified Site Operations Management System (SOMS) changes the equation.
The Structural Risk of “Free” Systems in Enterprise Research
Tools like standalone research data capture platforms and SharePoint are widely adopted because they feel accessible and familiar. But flexibility becomes fragility as research portfolios grow.
What starts as a workaround becomes the operating system, and that’s when systemic risk emerges:
- Visibility depends on manual updates
- Oversight happens after delays occur
- Standardization varies by department or site
- Leadership relies on reconciliation rather than real-time intelligence
No single tool is “wrong.” But none of them were designed to work together.
What is an eClinical Command Center (SOMS)?
A Site Operations Management System (SOMS) is a unified operating model for clinical research execution. It functions as an institution’s eClinical command center, providing centralized visibility, structured workflows, and continuous operational control across the entire research portfolio.
Rather than relying on disconnected tools, SOMS integrates the core systems required to govern, execute, and oversee trials in a single coordinated environment:
- CTMS for study management, patient recruitment, and financial tracking
- eReg/eISF for regulatory documentation, compliance, and inspection readiness
- eSource for protocol-driven data capture at the point of care
- Participant engagement tools (Text, Pay, Engage!) to manage communication, payments, and participant engagement
- Analytics and intelligence (Devana) for real-time performance visibility, pipeline management, and operational insight
This integrated platform model transforms clinical research from a fragmented set of activities into a managed, measurable system. SOMS enables institutions to actively manage performance, standardize execution, and maintain continuous oversight across studies, departments, and sites.
What SOMS Actually Changes (In Practice)
1. Visibility moves from retrospective to real-time trial oversight.
Instead of reconciling reports across exported data capture platforms, SharePoint folders, and spreadsheets, with SOMS acting as a centralized “eClincial command center,” leaders gain:
- A single, current view of trial execution
- Immediate insight into where work is slowing
- Early signals of emerging risk
Oversight becomes continuous, not something done before a meeting or inspection.
2. Standardization is established and automatically enforced.
In fragmented environments, standardization depends on training, memory, and individual effort. Even well-run organizations experience variation across departments, coordinators, and studies because consistency is not structurally enforced.
With SOMS, standardization is built directly into the operating system.
- Workflows are structured by design
- Milestones, ownership, and timelines are system-defined and tracked
- Alerts, notifications, and task assignments ensure consistency in execution
- Regulatory documentation follows standardized structure and controls
- Performance becomes measurable across the enterprise
Consistency is no longer dependent on individual discipline. It becomes an inherent property of an organization’s operations.
3. Trial start-up becomes measurable and improvable.
Standalone research data capture platforms and SharePoint can store information, but they can’t answer:
- Where start-up actually slows
- How long contracts and budgets take
- Why some studies activate faster than others
- How many patients were seen per coordinator
This challenge is particularly acute in AMCs and health systems where multiple layers of review, regulatory oversight, and departmental coordination significantly increase complexity and contribute to longer activation timelines.
With SOMS, start-up becomes fully visible, measurable, and manageable, providing:
- Full visibility into the entire start-up pipeline
- Precise measurement of activation timelines and cycle time performance
- Immediate identification of bottlenecks and stalled studies
- Real-time version control, document tracking, and regulatory coordination
- Automated notifications and workflow-driven accountability
- Operational intelligence to continuously improve performance
In fact, organizations adopting SOMS have reported measurable improvements, including approximately 20% faster study start-up timelines, driven by centralized oversight and streamlined workflows.
4. Inspection readiness becomes part of daily operations.
In fragmented environments, inspection readiness is often reactive. Teams must locate documents across SharePoint folders, email threads, local drives, and spreadsheets — verifying completeness, confirming versions, and reconstructing audit history under time pressure. This introduces risk, uncertainty, and significant administrative burden.
With SOMS, compliance is embedded directly into daily operations:
- Version control is automatic and continuous
- Standardized naming conventions are enforced by design
- Complete audit trails are maintained automatically
- Regulatory completeness is visible in real time
- Ownership and accountability are clearly defined
- Gaps are identified and resolved early
Inspection readiness shifts from episodic preparation to continuous control.
5. Leadership gains foresight, not just oversight.
In fragmented environments, at best, leadership receives reports. In a unified SOMS model, leadership receives intelligence.
With embedded analytics, CTMS performance data, and Devana-powered portfolio intelligence:
- Bottlenecks are identified before timelines slip
- Resource strain becomes measurable before burnout
- Underperforming studies are flagged before sponsor confidence erodes
Decisions are no longer based on static monthly reports. They are informed by live, structured data flowing directly from SOMS, enabling proactive trial management.
The Bottom Line – Why This Matters Now
Free or generic platforms were never meant to run enterprise clinical research. They solve individual problems, but they don’t provide system-level control.
SOMS is the eClinical command center that AMCs, hospitals, and health system research organizations need to:
- Centralize oversight
- Standardize execution
- Improve performance
It doesn’t replace the work teams do every day. It turns that work into a managed, measurable, and defensible operating model.
Ready to replace fragmented tools with true operational control? Explore the RealTime SOMS platform solution here.