Clinical Trial Management System (CTMS)

In the evolving landscape of clinical trials, CTMS plays a pivotal role. It facilitates enhanced productivity, provides detailed insights from data, and upholds strict compliance standards, offering a holistic solution for trial management.

What is a Clinical Trial Management System (CTMS)?

Clinical trials help establish the safety and effectiveness of drugs or medical devices in patients. A Clinical Trial Management System (CTMS) is any software used to manage end-to-end clinical trial activities, including setup, preparation, conduct, monitoring, and closeout.

Person working on laptop with icons graphically overlaid

Benefits of a CTMS

Improve trial efficiency through standardization, tracking, and data analytics.

Computer System Validation icon

1. Increase Productivity

As your organization grows, so does the complexity and number of trials, which entails sophisticated document, financial, and resource management. A CTMS provides user-friendly interfaces and one centralized repository for all study information, which reduces the need for data re-entry. Study teams can link the same information entered once to different milestones, risks, and tasks.

Clinical technology services icon

2. Enable Data-Driven Decisions

With customizable and insightful reporting, Clinical Operations can monitor key metrics (such as site enrollment status, patient enrollment, and completed subjects) to develop actionable insights. Furthermore, higher data visibility gives sponsors the real-time trial status, cutting down on avoidable delays in waiting for study team members or the CRO to provide critical information.

Expert Witness icon

3. Enhance Transparency

Many CTMS solutions can integrate with EDC, safety databases, and ePRO. As a web-based platform, a CTMS not only frees itself from physical constraints of storing large amounts of trial data, but also accelerates remote data entry, access, and processing.

Submissions icon

4. Improve Compliance

Due to concurrent studies and numerous sites, oversight of all trials is a daunting task. CTMS feature workflow automation, which reduces human error and ensures continued, timely execution of trial processes. By standardizing workflows within the system, organizations can ensure that users consistently follow in-house guidelines, trial protocols, and the latest regulations.

Key CTMS Capabilities

A robust CTMS platform should support most of the following processes:

R&D Technology icon

Study Planning & Oversight

Study Planning & Oversight

Service icon

Subject Recruitment

Subject Recruitment

Promotional review icon

Site Monitoring

Site Monitoring

Compliance

Risk & Issue Management

Risk & Issue Management

Study Planning & Oversight

  • Assess study milestones (ex: first patient in, last patient out) via user-friendly interface.
  • Reference operational data of historical trials in a centralized repository.
  • Send automatic notifications to CRAs when site visits are almost due.
Business professionals smiling at a desk reviewing data

Subject Recruitment

  • Plan subject recruitment at the study, study country, and site levels.
  • Analyze reports on patient recruitment and retention against predefined targets.
  • View subject enrollment in real-time.
Healthcare provider writing on clipboard while attending to a patient

Site Monitoring

  • Manage pre-study, site initiation, interim monitoring, and closeout activities remotely.
  • Develop operational metrics dashboard for onsite monitoring.
  • Trace protocol deviation creation, revision, and finalization via audit trails.
Lab tech using a tablet device in a manufacturing facility

Risk & Issue Management

  • Capture protocol deviations, issues, and follow-up items.
  • Implement risk assessments and mitigation.
  • Create reports to track KPIs and resolution turnaround time.
Two engineers reviewing a small computer device in front of two computer monitors
Professional business people collaborating at a conference table

Popular CTMS Systems

There are numerous CTMS vendors in the life sciences space, all of which generally provide milestone tracking, workflow automation, and visual analytics. Below, we’ve listed some solutions that our clients use:

  • Rave CTMS (Medidata, Dassault Systemes): End-to-end cloud-based platform featuring intelligent risk detection and bidirectional information transfer with Rave eTMF.
  • Siebel CTMS (Oracle): Trial management suite that improves data quality and risk analysis at both study and portfolio levels; can be integrated with advanced analytics capabilities.
  • Trial Interactive CTMS (TransPerfect): Mobile-first 360° platform that offers integrations with TI’s site feasibility, study start-up, eTMF, LMS, content management, and collaboration solutions.
  • Vault CTMS (Veeva Systems): Adopted by hundreds of organizations, Vault CTMS can consolidate with other applications in the Vault Clinical Operations Suite: EDC, Study Start Up, Payments, and Veeva Site Connect.

Our Approach to Clinical Trial Management Systems

Compliance

Business Requirements

CTMS solutions are not one-size-fits-all. Determine which features are nice-to-have, and which ones are critical for your organization. For example, if a high degree of...

Read More

Business Requirements

CTMS solutions are not one-size-fits-all. Determine which features are nice-to-have, and which ones are critical for your organization. For example, if a high degree of customization and data migration tools are must-haves, confirm that potential vendors will support those needs.

Read Less
Decentralized Clinical Trials icon

Budget

CTMS should be viewed as an investment. Licensing, system support, and subscription fees may be continuing costs that should be compared against your department’s budget. Consider how pricing...

Read More

Budget

CTMS should be viewed as an investment. Licensing, system support, and subscription fees may be continuing costs that should be compared against your department’s budget. Consider how pricing may change as you add more studies and system users.

Read Less
Clinical technology services icon

Timeline

Consider each vendor’s proposed implementation timeline against the time constraints of your company. If your first study site activation is in two months, narrow consideration down to...

Read More

Timeline

Consider each vendor’s proposed implementation timeline against the time constraints of your company. If your first study site activation is in two months, narrow consideration down to vendors who can complete the project in that timeframe.

Read Less
RD Solutions Consulting icon

Complexity

Purchasing a CTMS is an investment not only of money, but also of time and effort. Regardless of organization size, it is a challenge to manage clinical trial data (a responsibility...

Read More

Complexity

Purchasing a CTMS is an investment not only of money, but also of time and effort. Regardless of organization size, it is a challenge to manage clinical trial data (a responsibility traditionally managed by CROs). How much training will your staff need to learn the system properly? Additionally, factor in your team’s adaptability and buy-in when selecting a particular solution.

Read Less
Quality & Compliance icon

Compliance

Does the CTMS software meets all requirements imposed by HIPAA, GDPR, and 21 CFR Part 11? Assess the vendor’s agility in releasing new features to support evolving regulations.

Compliance

Does the CTMS software meets all requirements imposed by HIPAA, GDPR, and 21 CFR Part 11? Assess the vendor’s agility in releasing new features to support evolving regulations.

Read Less

ProPharma: Your Organization’s Preferred Partner

ProPharma's R&D Technology team understands the criticality of selecting the right CTMS and excels in aligning your companies’ needs with regulations and GxP system best practices. Our comprehensive approach and expert knowledge ensure that your organization is set up for long-term success. Our team has extensive experience in the following areas:

Service Category

How We Can Help

Strategy & Business Process Optimization

  • System Selection
  • Roadmap Development

Regulatory Operations

  • Staff Augmentation

Implementation Support

  • Project Management
  • Configuration
  • Data Governance and Migration
  • Controlled Document Creation (SOPs and Job Aids)
  • Training

Validation

  • Validation Coordination
  • User Acceptance Test Scripts

Managed Services

  • Release Management

Clinical Trial Management System Experts

If you are interested in implementing or optimizing CTMS, ProPharma's R&D Technology team comprises experienced consultants who can advise your digital transformation. If you are interested in partnering with ProPharma on any of the services above, contact us via the form below. We look forward to working with you!

News & Insights

Orchestrating Excellence: How ProPharma Bridges Vendors to Deliver Unified, High-Quality Outcomes

August 7, 2025

Orchestrating Excellence: How ProPharma Bridges Vendors to Deliver Unified, High...

Discover how ProPharma enhances collaboration and quality in drug development by expertly coordinating and communicating with multiple vendors for unified, high-quality outcomes.

European Marketing Authorization Success: The Critical Role of Quality and Compliance

August 4, 2025

European Marketing Authorization Success: The Critical Role of Quality and Compl...

Achieve European market success with robust quality and compliance solutions, ensuring seamless market entry and long-term growth through expert QP support

Pros and Cons of Working with a CRO

July 31, 2025

Pros and Cons of Working with a CRO

Explore the pros and cons of working with a Contract Research Organization (CRO) and how ProPharma sets a new standard in clinical development success.

ProPharma Appoints Marshall Florence, Former FDA Labeling Expert, as Vice President, Labeling & Strategy to Advance Strategic Labeling & Promotional Review

July 8, 2025

ProPharma Appoints Marshall Florence, Former FDA Labeling Expert, as Vice Presid...

ProPharma appoints former FDA labeling expert as VP, Labeling & Strategy, enhancing strategic labeling, promotional review, and regulatory consulting expertise to accelerate drug development and...

ProPharma Recognized for AI Excellence at ECCCSA

January 31, 2025

ProPharma Recognized for AI Excellence at ECCCSA

ProPharma wins Silver at ECCCSA for AI innovation in Medical Information, enhancing efficiency and quality in delivering accurate medical information.

ProPharma Appoints Brian Tuttle as Chief Financial Officer

October 21, 2024

ProPharma Appoints Brian Tuttle as Chief Financial Officer

ProPharma appoints Brian Tuttle as CFO to drive financial strategy and accelerate global growth, leveraging his 20 years of life sciences industry experience.

ProPharma Recognized for AI Excellence at ECCCSA

January 31, 2025

ProPharma Recognized for AI Excellence at ECCCSA

ProPharma wins Silver at ECCCSA for AI innovation in Medical Information, enhancing efficiency and quality in delivering accurate medical information.

ProPharma Receives 2024 CPHI Regulatory and Compliance Award

October 9, 2024

ProPharma Receives 2024 CPHI Regulatory and Compliance Award

ProPharma wins CPHI Pharma Award for excellence in regulatory and compliance innovation, enhancing efficiency and accelerating market access for life-saving therapies.

ProPharma Honored in the 2024 Clinical Trials Excellence Awards

September 24, 2024

ProPharma Honored in the 2024 Clinical Trials Excellence Awards

ProPharma honored with Clinical Trials Excellence Award 2024, recognizing their outstanding contributions in the pharmaceutical industry.

Case Study Simplifying Global MLR Review: Local Expertise at a Global Scale

August 4, 2025

Simplifying Global MLR Review: Local Expertise at a Global Scale

Struggling to streamline MLR review across international markets? Discover how our team helped a leading pharmaceutical company reduce review timelines, ensure regulatory compliance, and eliminate...

Case Study Successfully Executing a Tech Transfer in a Week - ProPharma

July 29, 2025

Successfully Executing a Tech Transfer in a Week

Discover how ProPharma supported a $3B pharmaceutical tech transfer that was executed in just 3 days, relocating five complex product lines. The plan included FDA alignment, pre-approved protocols,...

Case Study Obesity – Accelerated Timelines - ProPharma

July 29, 2025

Obesity – Accelerated Timelines

A mid-size biotech needed fast U.S. market entry for an obesity trial. ProPharma activated 20 sites in 30 days and enrolled 300+ patients—meeting goals despite an increased sample size. Strategic...

Avoiding Common Pitfalls During FDA Inspections

July 29, 2025

Avoiding Common Pitfalls During FDA Inspections

Starting August 2025, the FDA will conduct unannounced inspections at non-U.S. sites. This webinar explores common inspection pitfalls and how to maintain global inspection readiness with expert...

Inside FDA Review: Crafting a Quality ANDA Labeling Submission

July 22, 2025

Inside FDA Review: Crafting a Quality ANDA Labeling Submission

Gain rare, insider insight into the FDA’s expectations for ANDA submissions in this session led by Marshall Florence, PharmD, a former FDA reviewer who recently joined our team. With firsthand...

MAH Essentials: Ensuring Compliance for European Market Entry

July 10, 2025

MAH Essentials: Ensuring Compliance for European Market Entry

This webinar covers the key responsibilities of Marketing Authorization Applicants/Holders and Qualified Persons in the EEA/UK, including pharmacovigilance requirements, legal entity setup, and...

News & Insights

Orchestrating Excellence: How ProPharma Bridges Vendors to Deliver Unified, High-Quality Outcomes

August 7, 2025

Orchestrating Excellence: How ProPharma Bridges Vendors to Deliver Unified, High...

Discover how ProPharma enhances collaboration and quality in drug development by expertly coordinating and communicating with multiple vendors for unified, high-quality outcomes.

European Marketing Authorization Success: The Critical Role of Quality and Compliance

August 4, 2025

European Marketing Authorization Success: The Critical Role of Quality and Compl...

Achieve European market success with robust quality and compliance solutions, ensuring seamless market entry and long-term growth through expert QP support

Pros and Cons of Working with a CRO

July 31, 2025

Pros and Cons of Working with a CRO

Explore the pros and cons of working with a Contract Research Organization (CRO) and how ProPharma sets a new standard in clinical development success.

Previous Post Arrow Next Post Arrow
ProPharma Appoints Marshall Florence, Former FDA Labeling Expert, as Vice President, Labeling & Strategy to Advance Strategic Labeling & Promotional Review

July 8, 2025

ProPharma Appoints Marshall Florence, Former FDA Labeling Expert, as Vice Presid...

ProPharma appoints former FDA labeling expert as VP, Labeling & Strategy, enhancing strategic labeling, promotional review, and regulatory consulting expertise to accelerate drug development and...

ProPharma Recognized for AI Excellence at ECCCSA

January 31, 2025

ProPharma Recognized for AI Excellence at ECCCSA

ProPharma wins Silver at ECCCSA for AI innovation in Medical Information, enhancing efficiency and quality in delivering accurate medical information.

ProPharma Appoints Brian Tuttle as Chief Financial Officer

October 21, 2024

ProPharma Appoints Brian Tuttle as Chief Financial Officer

ProPharma appoints Brian Tuttle as CFO to drive financial strategy and accelerate global growth, leveraging his 20 years of life sciences industry experience.

Previous Post Arrow Next Post Arrow
ProPharma Recognized for AI Excellence at ECCCSA

January 31, 2025

ProPharma Recognized for AI Excellence at ECCCSA

ProPharma wins Silver at ECCCSA for AI innovation in Medical Information, enhancing efficiency and quality in delivering accurate medical information.

ProPharma Receives 2024 CPHI Regulatory and Compliance Award

October 9, 2024

ProPharma Receives 2024 CPHI Regulatory and Compliance Award

ProPharma wins CPHI Pharma Award for excellence in regulatory and compliance innovation, enhancing efficiency and accelerating market access for life-saving therapies.

ProPharma Honored in the 2024 Clinical Trials Excellence Awards

September 24, 2024

ProPharma Honored in the 2024 Clinical Trials Excellence Awards

ProPharma honored with Clinical Trials Excellence Award 2024, recognizing their outstanding contributions in the pharmaceutical industry.

Previous Award Arrow Next Award Arrow
Case Study Simplifying Global MLR Review: Local Expertise at a Global Scale

August 4, 2025

Simplifying Global MLR Review: Local Expertise at a Global Scale

Struggling to streamline MLR review across international markets? Discover how our team helped a leading pharmaceutical company reduce review timelines, ensure regulatory compliance, and eliminate...

Case Study Successfully Executing a Tech Transfer in a Week - ProPharma

July 29, 2025

Successfully Executing a Tech Transfer in a Week

Discover how ProPharma supported a $3B pharmaceutical tech transfer that was executed in just 3 days, relocating five complex product lines. The plan included FDA alignment, pre-approved protocols,...

Case Study Obesity – Accelerated Timelines - ProPharma

July 29, 2025

Obesity – Accelerated Timelines

A mid-size biotech needed fast U.S. market entry for an obesity trial. ProPharma activated 20 sites in 30 days and enrolled 300+ patients—meeting goals despite an increased sample size. Strategic...

Previous Resource Arrow Next Resource Arrow
Avoiding Common Pitfalls During FDA Inspections

July 29, 2025

Avoiding Common Pitfalls During FDA Inspections

Starting August 2025, the FDA will conduct unannounced inspections at non-U.S. sites. This webinar explores common inspection pitfalls and how to maintain global inspection readiness with expert...

Inside FDA Review: Crafting a Quality ANDA Labeling Submission

July 22, 2025

Inside FDA Review: Crafting a Quality ANDA Labeling Submission

Gain rare, insider insight into the FDA’s expectations for ANDA submissions in this session led by Marshall Florence, PharmD, a former FDA reviewer who recently joined our team. With firsthand...

MAH Essentials: Ensuring Compliance for European Market Entry

July 10, 2025

MAH Essentials: Ensuring Compliance for European Market Entry

This webinar covers the key responsibilities of Marketing Authorization Applicants/Holders and Qualified Persons in the EEA/UK, including pharmacovigilance requirements, legal entity setup, and...

Previous Webinar Arrow Next Webinar Arrow