0. Scheduler Roll-Out at HCCRC Institutions
Open Source Community Call
May 9th 2017

1. Contents Sample rollout check list Rollout phases and activities
Example small institution timeline
Data migration / ETL process
Scheduler data flow
Template building

2. Sample Rollout Checklist

3. Major Rollout Phases and Activities

4. Sample Small Institution Rollout Timeline

5. Data Migration (ETL) Approach Scheduler Roll-Out at HCCRC Institutions

6. State of Data at the Institutions
Varying methods for scheduling used at each of the four CRCs
Methods include:
Paper and pencil (scheduling book)
Turbo software
Outlook
Epic
Each method yielded different levels of available data in varying formats

7. Data Loaded into Scheduler
Scheduled visits
Each visit was put in as an overbook
Subjects
Resource intensities added to existing visit templates
Notes
Prior to data migration, studies and visit templates were modeled out and then built directly in the system, resources were added directly to the database
For some sites, we were able to move data over programmatically. For other sites, we decided to enter certain data manually based on:
Levels of effort for each approach
Data available
Developer and operational staff availability

8. Approach to ETL
Established formats in which each institution would provide their data
File format (CSV) and layout
Data formats (e.g. dates, strings)
Required close communication, trial and error with Harvard Catalyst engineers and institution engineers
Coded a program to extract institution data from the CSV files and transform it into our domain objects
Created a code branch with a copy of Scheduler code used to populate the database
Send sample data (no PHI)
Code program, including proper validation messages
Run the program on a test system and report errors
Engineer at Institution
Harvard Catalyst Engineer

9. Challenges & Lessons Learned
Because we are outside of the hospital and there is sensitive patient data, we were only able to utilize sample data when coding and testing
This caused a lot of back and forth between engineers at Harvard Catalyst and at the hospital
The method used to populate the Scheduler database is not re-usable and was a one-time effort

10. Data Flow

11. Ref. Letter
Table(s) A
sublocation B
resource
resource_annotation
line_level_annotations
resource_type
resource_sublocation C
resource_schedule
resource_alternate D
sublocation_closure_interval E
user F
study_user G
study H I J
visit_template
template_resource
template_resource_annotation K
template_approval_history L
subject M
study_subject