Strengthening the research study approval process in khayelitsha eastern sub-structure (kess), western cape, south africa
1
khayelitsha eastern substructure, 1. Western cape department of health and wellness (WCDHW), khayelitsha eastern sub-structure, cape town, South Africa
2
Faculty of Health Sciences, University of Cape Town, Cape Town, South Africa
3
Faculty of Health Sciences, Stellenbosch University, Cape Town, South Africa
Popul. Med. 2026;8(Supplement Supplement 1):A1806
ABSTRACT
INTRODUCTION:
Before the introduction of the Research Information Management System (RIMS); the substructure office received research requests from the Provincial Health Research Unit (PHRU), which were shared with facility-based research leads. An Excel spreadsheet was used to track these requests and outcomes. Delayed feedback times were associated with this process, creating a backlog for research requests. in March 2025, RIMS was implemented to streamline the approval process by allowing for the electronic submission of research proposals and monitoring of research outcomes within Khayelitsha Eastern Substructure (KESS).
METHODS:
RIMS is a real-time dashboard developed on the Microsoft Fabric and Power BI platform allowing for the electronic submission of research proposals and monitoring of research outcomes within the provincial Department of Health. The KESS Research Committee (KESS RC) was established in April 2025 comprising of five facility-based research leads and four Sub-structure level officials. The committee served as a central structure to review recommendations of facility-based research leads and provide final determinations on research requests. An automated shared KESS RC mailbox was created for receipt of research requests from PHRU, for distribution of requests to respective facility leads and to provide feedback to applicants via PHRU.
RESULTS:
A total of 63 pending requests were reviewed, 71% (45/63) were approved and 29% (18/63) declined. 133 research requests were received in 2025; 70% (94/133) approved, 22% (29/133) declined and 8% (10/133) pending. The pending requests include ethics approval expiration, facility resource availability and clarity on research proposals. The average turnaround time (TAT) for research proposal outcomes was reduced from 170 days to 22 days.
CONCLUSIONS:
The establishment of RIMS supports an efficient research monitoring system, which reduces TAT for research projects approvals process.
Before the introduction of the Research Information Management System (RIMS); the substructure office received research requests from the Provincial Health Research Unit (PHRU), which were shared with facility-based research leads. An Excel spreadsheet was used to track these requests and outcomes. Delayed feedback times were associated with this process, creating a backlog for research requests. in March 2025, RIMS was implemented to streamline the approval process by allowing for the electronic submission of research proposals and monitoring of research outcomes within Khayelitsha Eastern Substructure (KESS).
METHODS:
RIMS is a real-time dashboard developed on the Microsoft Fabric and Power BI platform allowing for the electronic submission of research proposals and monitoring of research outcomes within the provincial Department of Health. The KESS Research Committee (KESS RC) was established in April 2025 comprising of five facility-based research leads and four Sub-structure level officials. The committee served as a central structure to review recommendations of facility-based research leads and provide final determinations on research requests. An automated shared KESS RC mailbox was created for receipt of research requests from PHRU, for distribution of requests to respective facility leads and to provide feedback to applicants via PHRU.
RESULTS:
A total of 63 pending requests were reviewed, 71% (45/63) were approved and 29% (18/63) declined. 133 research requests were received in 2025; 70% (94/133) approved, 22% (29/133) declined and 8% (10/133) pending. The pending requests include ethics approval expiration, facility resource availability and clarity on research proposals. The average turnaround time (TAT) for research proposal outcomes was reduced from 170 days to 22 days.
CONCLUSIONS:
The establishment of RIMS supports an efficient research monitoring system, which reduces TAT for research projects approvals process.
| eISSN: | 2654-1459 |
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