Common use of Data and Quality Management Clause in Contracts

Data and Quality Management. A. Electronic Data Management System (“EDMS”). Based upon funding, and at the sole discretion of the Recipient, the Agency may be provided with the appropriate number of licenses for authorized registered users allowing access to the Recipient approved electronic data management system (“EDMS”) database which is the official repository of data related to the ▇▇▇▇ ▇▇▇▇▇ Part A and Ending the HIV Epidemic program. Should such funding be exhausted or otherwise limited to prevent or otherwise limit the number of user identifications to be provided, the Recipient shall determine, in its sole discretion, the number of user identifications provided to the Agency who shall maintain accurate documentation relating to such user identifications. The Agency shall sign Recipient’s tracking forms for all user identifications received. 1. The Agency shall utilize the EDMS system and/or any other software, as designated by the Recipient, in the maintaining of all records and submission of reports relating to this Contract. 2. The Agency shall designate individuals to serve as Registered Users and provide the Recipient with the names of such individuals. A Registered User is an individual who is an employee of the Agency and who is designated by the Agency and agreed to by the Recipient. This term shall not include volunteers, as they shall not have access to the Recipient’s EDMS system. Designated Registered Users shall require Recipient approval prior to using the shared server. Registered Users shall comply with all data entry conventions established for the EDMS system. 3. Registered Users shall complete a User Agreement, the original of which shall be submitted to the Recipient and a copy retained in the respective employee file. Registered Users shall not have access to the EDMS system until the executed User Agreement has been received and approved by the Recipient. 4. The Agency acknowledges and agrees that each authorized username and password for the EDMS system, pursuant to this Contract, shall be used solely by the individual to whom it was assigned. Under no circumstances shall the Agency approve or otherwise permit such licenses, usernames, and/or passwords to be used or shared by or between individuals. Any such sharing or unauthorized transferring of such licenses, username, and/or passwords or the use thereof shall constitute a breach of this Contract and may result in termination. 5. No agent or employee of the Agency shall be permitted access to the shared server without having duly executed a Confidentiality Agreement, a copy of which shall be retained on-site by the Agency. 6. The Agency shall notify the Recipient, in writing, at least five (5) business days prior to any Registered User’s final day of employment. If termination is unexpected, the Recipient shall be provided with immediate written notification. 7. The Agency shall inform the Recipient, in writing, of any misuse by a Registered User of the EDMS, as well as if a Registered User should change positions with the Agency resulting in a discontinued need for access to the system. 8. The Agency shall inform the Recipient, in writing, of any new hire within one (1) week of the first day of employment to ensure the employee receives the appropriate Registered User status. 9. The Agency acknowledges and agrees that any Recipient notification associated with this Article shall be made in accordance with the “Notices” provision of this Contract. Agency acknowledges and agrees that the Agency and Registered Users shall be jointly and severely liable for any misuse of the EDMS system.