COE Outreach Management System
What is the COE Outreach Management System (OMS)?
The OMS is a REDCap-based project that tracks community outreach events from the initial request through post-event evaluation. It was developed by the Office of Community Outreach and Engagement (COE) at Moffitt Cancer Center.
The OMS captures the full lifecycle of an outreach event. The community partner's request, the planning effort, the event details, attendee demographics, and the post-event evaluation are linked through a unique event ID.
We are making the project file and the standard operating procedure manual available to other cancer centers and outreach teams.
Why use the OMS?
The OMS provides a ready-to-adapt framework for managing community outreach activities, reducing the need to build a system from the ground up. It connects outreach requests, event activities, participation, and community feedback in one system, helping outreach teams consistently document their work and generate information that can support program improvement and reporting.
What does the OMS capture?
The OMS includes 7 forms: one landing page, two community-facing surveys, and four internal forms. Together, these components capture information commonly needed to document and report outreach activities including: who requested the outreach, where it occurred in the catchment area, what was delivered, who attended, staff involvement, and community feedback.
Landing page (English/Spanish). Provides survey routing English and Spanish.
Community outreach request form (English/Spanish). Public-facing form for community partners. Captures the requesting organization and contact information, counties served, the event details and venue, the service and topic requested, target setting, audience, and population, and how the partner learned of the outreach program. The system generates the unique event ID automatically.
Event details form. The internal record of what happened. Request status and staff assignment, what was delivered, verified event location and county, final attendee count, staff time on site, partner and requestor type, and headcounts for staff, faculty, leadership, trainees, and volunteers. Declined and canceled requests can also be tracked. Attendee forms, sign-in sheets, and photos can be attached to the event record.
Event preparation form. Materials, handouts, setup items, and quantities. Provides an opportunity to systematically document planning efforts to ensure that teams are well prepared for events in advance.
Post-event evaluation form. Community-facing survey that allows partners to provide feedback on the request process, the speaker, the information provided, and whether they would work with the program again.
QC form. Leadership verification that attendee data had been entered into the system, plus the referring internal source.
Attendee form. Participant demographics of people reached, including age, race, ethnicity, country of origin, county and zip, preferred language, insurance status, and prior cancer diagnosis. Personal fields are tagged as identifiers in REDCap.
The OMS includes 4 configured arms, so you can add your own attendee form versions for different event types without rebuilding the structure.
Before you adopt the OMS
Confirm that your institution provides REDCap. REDCap is software your organization installs and runs on its own servers. You do not download it as an individual. Most academic medical centers and universities already have it through a research informatics core, a CTSA hub, or a survey shared resource, and access is usually free to staff. Ask your research informatics or IT group before planning to implement the OMS
How to get the OMS
Fill out the request form at https://redcap.link/MoffittCOEOMS. We will send you the REDCap project XML file and the SOP manual.
REDCap lets you import project metadata and instruments directly, so you can load our structure into your own instance and then edit it. Expect to rename fields, cut arms you do not need, and rewrite the SOP for your workflow.
So far, we’ve received 74 requests for the OMS from 49 institutes in 27 states.
How to acknowledge use of the OMS
If you adapt the OMS for your own work, please include this statement in reports, presentations, or publications that use it:
"This project uses an outreach management system adapted from the Outreach Management System developed by the Office of Community Outreach and Engagement at Moffitt Cancer Center (P30-CA076292)."
Contact
Nathanael B. Stanley, PhD
Office of Community Outreach and Engagement
Moffitt Cancer Center
12902 Magnolia Drive, MRC-COE, Tampa, FL 33612
(813) 745-4816
nathanael.stanley@moffitt.org
Funding
Supported by Moffitt Comprehensive Cancer Center Community Outreach and Engagement (P30-CA076292).
5-year evolution of the COE Outreach Management System, from SQL-based to REDCap.