Project log book

Project log book

This website offers a project database. Each registration in the project database gets an optional electronic log book.

Why a log book?

  • The discussion forum being accessible from any place having Internet access may increase communication within the project team.
  • The parts Daily notes and Decisions will enable the project team to have an overview of activities and decisions, usually difficult after a year or two.
  • Ensure scientific trace-ability. An external reviewer can be given read access to the log book in case the project later needs a revision.
  • A common requirement for a log book is trace-ability and that none in the project team shall be able to make changes. This is why a simple text file edited on the local computer is not considered sufficient. The log book offered as part of this project database ensures trace-ability.

The link between the log book and the project database

A project has a beginning and an end. Smaller projects may results in a single publication while larger projects may results in several PhD theses and many publications. Smaller projects are sometimes parts of a larger project. This project database gives you the option of registering smaller projects even if the larger overarching project is also registered.

Your decision whether you register projects only at highest level or also at a smaller level should be guided on if and how you want to use the electronic log book every project description is allocated. Every project description in this database gets the option of having a log book. Sometimes it is practical if the log book embrace a project of reasonable size suggesting that it is a good idea to also register large projects as several smaller.

The different parts of the log book

information Daily notes
The principal investigator (or a few co-workers) makes a short note under the tab Daily notes every time something was done in the project. This will be an activity log.
information Decisions
Make a note every time a decision that may affect the outcome was made. State why the decision was needed, who participated in the decision and describe what the decision was.
information Adverse Events

Any unwanted event in the study is an adverse event. Classify each adverse event as one of:

  • Expected non-serious adverse event (ENS-AE).
  • Expected serious adverse event (ES-AE).
  • Unexpected non-serious adverse event (UNS-AE).
  • Unexpected serious adverse event (US-AE)

An event should be classified as serious if it results in

  • Death
  • A life-threatening event
  • Admission to hospital (or prolongation of existing admission)
  • A significant impairment of the ability to conduct normal life functions
  • Increased investigational or treatment costs
  • A congenital anomaly/birth defect
For each event state if you believe it to be related to the procedures or treatments given in the study (this opinion may later change). All serious adverse events and all unexpected events must immediately be reported to the ethics committee and if relevant also to the Therapeutic Goods Administration (or similar authority for projects conducted outside Australia). Expected non-serious adverse events can usually be reported on a regular base, often every three or six months. Document all adverse events here as well for your own records.
information Discussions
This is a place for the project team to have discussions. This part of the log book is threaded so you can comment on posts from others.

Note that what you write in any part of the log book cannot be changed later. Mind what you write. You can edit errors a few minutes after saving. After that the text becomes locked. Any further editing will preserve the original text with the possibility of making it visible.

Practical advice on how to use the log book

  • The log book used in this system only allows entering plain text, no images. If you need to have images as part of your log book then you can paste them in a paper based log for images and refer to them in the text. If images are frequently being a part of your log book then we recommend that you consider other options than this log book.
  • Every post can have a maximum length of 3000 characters (approximately equal to 1½ A4 paper). If you need to write a single longer note (unusual) split the note into more than one note.
  • In research involving humans it is advisable to have a code list for identifying single persons. If you need to refer to events related to single persons do not use information that can identify them. Using a code number is preferred.

Who can access the log book?

You have to log in to get access to any of the log books you are involved in. To find them:

  1. Log in.
  2. Click on the menu My pages and then on any of the sub-menus: My projects (where you are principal investigator), Me as co-worker/investigator (projects where you are a co-worker/investigator) or Me as advisor (projects where you are involved as advisor / supervisor).
  3. Look under the tab Current projects. When you find the right one click on its ID number.
  4. The project description will present itself. Click on a button labelled logbook located in the upper part of the window. The log book will popup in a new window.

How do I initiate the log book for a project the first time?

The person registered as principal investigator states for each co-worker/investigator or advisor if they shall have read only or also write access. This is done separate for each part of the log book. A recommendation is that most persons in the project team is given read access to all parts and also write access to the discussion forum. We recommend that the number of people having write access to the other parts are limited. You may do as you find practical.

When a project is registered for the first time and when co-workers / investigators or advisors are added then the question about read / write access appears. Tick the correct access for each added person. If you already have a project description and later want to add read / write access to the loog book then the principal investigator must:

  1. Log in
  2. Find the correct project description (Go to the menu My pages and then to the sub-menu My projects. Bring up the correct project description by clicking on its ID number.
  3. Click on the button Edit (located in the upper part). You may now edit the project description.
  4. Click on the button add/change coworker or add/change supervisor depending on which person you want to give access.
  5. You can now add in more persons (if they have created a personal profile) or give existing persons altered access to the log book.
  6. For an existing person click on edit near their name.
  7. State their access in each part of the log book. Then click on Save and return
  8. Repeat this for each person where you want to change log book access.
  9. When you have altered access click on Return to document (located in upper right corner)
  10. Save the whole project description by clicking on Proofread and publish and finally click on Publish. Both these buttons are located at the right bottom.
This page is used by more portals using Researchweb.  


Project log book, from James Cook University