Understanding the Cost of Implementing an EDC System

Understanding the Cost of Implementing an EDC System

If you need an EDC system for a clinical trial, you can contact us at info@klindat.com

In the realm of clinical trials, the implementation of an Electronic Data Capture (EDC) system is an essential step towards streamlining data collection and management.

However, it is crucial for clinical trial sponsors to have a clear understanding of the costs associated with an EDC system implementation in order to effectively allocate their budget.

In this article, we will discuss the various factors that contribute to the overall budget for an EDC system, including user license and hosting fees, as well as additional costs related to system specification, building, testing, and data cleaning.

User License and Hosting Fees: A Major Component of EDC System Costs

When it comes to the pricing structure of EDC systems, the main cost elements typically revolve around user licenses and hosting fees.

Each EDC system provider offers their own billing scheme, but it is common for the contracting modality to involve a fixed monthly fee, which is determined based on the size of the study.

This includes factors such as the number of participating hospitals, users, and patients involved in the trial.

Opting for a fixed monthly billing scheme offers several advantages.

It allows clinical trial sponsors to accurately calculate and control the cost of the EDC system throughout the duration of the study, ensuring that it remains within the allocated budget.

Additionally, it provides predictability and stability in terms of financial planning.

EDC systems come in a variety of options, with numerous manufacturers offering a wide range of solutions worldwide.

It is important to note that different types of EDC systems exist, varying in terms of their features and complexity.

While some high-end EDC systems, developed by multinational manufacturers, offer sophisticated and powerful features suitable for large commercial clinical trials, there are also more affordable options available.

These budget-friendly EDC systems may have less advanced functionalities but are perfectly suitable for studies with smaller budgets, particularly within the context of non-profit academic clinical research.

Determining the Cost of EDC System Licensing and Hosting

To shed light on the cost range for EDC system licensing and hosting, let’s consider an example.

The monthly cost typically falls within the range of $600 to $4,000.

If we assume a 36-month study duration, the total cost for licensing and hosting an EDC system would amount to between $21,600 and $144,000, depending on the specific type of system chosen.

However, it is important to keep in mind that the use of an EDC system involves additional expenses beyond user license and hosting fees.

These additional costs are associated with various services provided by clinical research organizations (CROs), which specialize in clinical data management.

The three primary services that commonly incur additional costs include the initial system specification, building and initial testing, and data cleaning.

Additional Costs Associated with EDC System Implementation

Initial Specification of the EDC System

Before the actual implementation of an EDC system, it is crucial to specify the system according to the unique requirements of the clinical trial.

This initial specification process involves understanding the specific data collection needs, creating customized electronic data capture forms, and defining the necessary data validation rules.

The complexity and extent of this process can influence the overall cost.

Building and Initial Testing

Once the initial specification phase is complete, the EDC system needs to be built and undergo initial testing.

This involves the technical implementation of the system, ensuring that it aligns with the specified requirements.

It also includes conducting rigorous testing to identify and rectify any potential issues or bugs.

The main factor impacting this stage is the number of data forms to be built and tested.

Data Cleaning

Data cleaning is a vital step in the clinical data management process, aimed at ensuring the accuracy and integrity of the collected data.

It involves the identification and resolution of any anomalies, inconsistencies, or errors in the data sets.

The cost of data cleaning can vary depending on the complexity and scale of the study, as well as the level of data validation and cleaning required.

Considering the Study Parameters: A Case Study

To provide a more tangible example of EDC-related costs, let’s consider a hypothetical case study involving 5 clinical sites and 50 patients over a 36-month study duration in the area of oncology.

With these parameters in mind, clinical trial sponsors can work closely with their chosen EDC system provider and CRO to estimate the specific costs associated with licensing, hosting, system specification, building, initial testing, and data cleaning.

By taking into account the unique requirements and budget constraints of each study, it becomes possible to develop a comprehensive cost breakdown and ensure optimal utilization of the allocated budget.

For our budget example, these are the estimated costs, for an average EDC solution:

  • EDC licensing and hosting: 36 months x $2,000 = $72,000
  • EDC initial specification: $4,000
  • EDC building and testing: $13,000
  • Data cleaning: $35,000
  • Total cost: $124,000


When embarking on the implementation of an EDC system, clinical trial sponsors must have a thorough understanding of the associated costs.

The main cost elements typically revolve around user license and hosting fees, which are often billed on a fixed monthly basis.

However, additional costs related to system specification, building, testing, and data cleaning also need to be considered.

By carefully evaluating the specific needs of the study and working closely with EDC system providers and CROs, clinical trial sponsors can develop an accurate and comprehensive budget for EDC system implementation.

This ensures that the allocated budget is effectively utilized, facilitating efficient data collection and management throughout the study duration.

If you need an EDC system for a clinical trial, you can contact us at info@klindat.com

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