Entrada/Elentra update

As may you know, a decision was made a few months ago to use Entrada as the technology support system for competency-based medical education. Recently, Entrada has rebranded. Effective immediately, it will be known as Elentra ME.

As the School progresses through the implementation, updates will be shared broadly across the School. This update provides more details on the install, training and what individuals can expect in the coming months.

In the July 2018 release, the School will only be using the competency-based medical education (CBME) resident evaluation feature of Elentra ME, and will not be using the rotation scheduling feature.

When will Elentra ME launch at Schulich Medicine & Dentistry?

Elentra ME will launch in several phases. 

Phase one will be available on July 1, 2018 to the five postgraduate residency training programs mandated to transition to CBME by July 1, 2018. These programs are: Surgical Foundations, Urology, Emergency Medicine, Nephrology and Medical Oncology.   

Access will be provided to users prior to that date for testing and training. We expect to have the testing and training dates available in the next week. 

Phase two will launch in July 2019. This includes the 2017 cohort, (Otolaryngology – Head and Neck Surgery, and Anesthesia & Perioperative Medicine) which went live in ePortfolio last year will migrate to Elentra during Phase two.

Other cohorts will launch at predetermined times, and we will release a full rollout schedule early in May 2018.

What are the major Elentra ME project milestones that have been completed?

  • Elentra infrastructure installed:
    This means that the servers have been installed, and have been loaded with Elentra ME.
  • Postgraduate Medical Education Organization Structure created:
    This means that the top level internal structure to support the departments has been created.
  • Academic departments created:
    This means that the internal file structure to support the programs has also been created.
  • User accounts created from records in the Active Directory and Schulich Administrative System:
    This means that your account details in Elentra come from the SAS system, and your Elentra user name and password is the same as your network login.
  • Add the CBME Module into Elentra:
    This means that the CBME framework is now installed on the Elentra server.
  • Connect User Accounts to the Active Directory:
    This means that we will connect the user accounts to the Network Active Directory service so that passwords can be managed by the network.

What are the ELENTRA ME System implementation project milestones that are coming up?

  • Data Sharing Agreement Signed off (Late: New Estimate - April 27)
    This means that the Royal College has not yet signed our data sharing agreement allowing
    easier upload capabilities with entrustable professional activities (EPAs) and milestones set by the Royal College.  Timing to be confirmed.
  • Create Test Department / Programs / User IDs (April 28)
    This means that we will have a demo server available to train users.
  • Publish Project Communication Plan (April 30)
    This means that the project plan will be made available to all stakeholders for clarification.
  • Load EPAs, Milestones, and Key and Enabling Competencies (May 15)
    (Delayed due to Data Sharing Agreement not signed)
    This means that administrators from Queen’s University will load the files required to create EPA assessment forms in the Elentra ME system for the five programs launching in July 2018.

What about Training?

A comprehensive training package which will include training for all system users, including residents, faculty, program administrators and others is being put together. It is anticipated that there will be instructor led training, training videos, documentation and more. 

The training is tentatively scheduled to begin near the end of May. Contact will be made with departments independently to help schedule users training in the respective departments.

When do we shut down our other legacy systems like One45?

There is still a significant amount of work to do to in order to be able to shut down any other legacy systems, so for at least the next year the legacy systems will remain in use. 

As more programs launch in Elentra ME, and as the extended legacy functionality migrates to Elentra, we will be re-evaluating the situation and more information will be released.

Who can I talk to if I have questions?

If you have any questions about the Elentra System Implementation or CBME in general, please email our support team at: elentra.support@schulich.uwo.ca