1. SUS PbR Data Load Tool Version 1.00

2. Introduction

3. The file loader has been developed to help users load the SUS PbR Extract files into an MS-Access environment It provides a “wrap” around the 4 PbR extract definitions previously provided and: –Supports simpler file loading –Provides a log of the load which includes key characteristics of loaded files –Provides an mechanism to pass files to microsoft excel –Provides a degree of security In order to support the additional functions around security, the file must be loaded with a custom workgroup file – APC.mdw. More details are provided later in this pack About the file loader

4. Changes The supplied structure tables (labelled “str…”) are now explicitly maintained as structure files used to generate new instances of the files to be loaded. –These files cannot be loaded with data but are used to generate the files to be loaded – reflecting the original guidance on the use of the file structures –There is a simple workaround if you have developed reports based on the file structure tables; this is covered in the appendix Post processing is applied to A&E and Spell tables –To null default derived age (8000) and date (1/1/1000) values –To convert times for fields which are output in old NHS format (hhmm) into properly maintained time values Amongst other things, these changes offer a mechanism for loading data into SQL server as they allow data to be transferred to SQL server using the Access to SQL server route.

5. Corrections Corrections have been made to the previous file structures: –Some field names were issued with a trailing comma in the name of the field due to an error in the software used to generate them. These have been removed and the field name will have changed in consequence –For A&E (only) the fields INTERCHANGE_BULK_REPORT_START and INTERCHANGE_BULK_REPORT_START were previously transposed and this has been corrected –For A&E and Outpatients the field: DOB has been renamed BIRTH_DATE for consistency

6. Getting started

7. Two versions of the database are provided on the SUS website at www.cfh.nhs.uk/sus/reference under the PbR subheading www.cfh.nhs.uk/sus/reference 0607structures_v100_s.mdb – for use with Access 2002 & 2003 0607structuresV100_2000_s.mdb – for use with Access 2000 These have been compiled under the relevant Access version; there are no other differences

8. Getting Started - 1 Join to apc.mdw file The database now has a custom file – apc.mdw (or apc2000.mdw for Access 2000 users) - supplied with it. This is an MS-Access workgroup file used to enforce security. The database will not open unless linked to this file. This can be done either: –By setting up a custom shortcut – this is the recommended approach –By using the workgroup administrator within MS-Access. Details of both approaches will be found in the appendix Security has been added in recognition of the fact that some users have been using the database to hold patient identifiable data. While this improves matters, it is to be emphasised that users retain responsibility for, and MUST take action to, ensure that any locally maintained patient level data is kept in a fully secure environment.

9. Getting Started 2 - Users You will be prompted for a user name. Two are pre- defined: –NHSAdmin – which has administrator rights –NHSUser – which does not There is no password the first time you use either. Once you enter the application for the first time, you will be prompted for a new password and cannot continue until you create one NHSAdmin can set up new users. The password process is the same

10. Getting Started 3 – Digital Certificate The application has been digitally signed as “SUSPbRLoadTool_R9” Depending on your local system rights, you may be able to accept the certificate on a continuing basis by clicking the “Always trust..” box

11. Getting Started 4 - First use screen If you do not enter a password you will not be able to continue (This requirement also holds for locally created accounts)

12. Loading the data Note – this part of the slide pack should be viewed as a slide show When you click to start the animation, it then proceeds automatically up until the next command

13. Initial menu Go To Next Slide

14. Click to identify file to load You can enter a description of the load here Other than for A&E you can identify the name of the table to be created here (for A&E you must enter it on the “Advanced” screen because some post processing is required first) Initial view of load screen Load for PbR extracts is pre- set, but the form will support load of other datasets Click to start animation Go To Next Slide Note that access has a limit of 64 chars when loading files – if the BT files names exceed this you may need to rename files and reduce the length

15. Identify cases to be loaded (can be more than one) Click Load Click to start animation Go To Next Slide Number of records loaded For PbR extract files the following are taken from the loaded file: Period Organisation that is subject of the run – org type and code First part of query ID – identifies query type From the loaded file – the remainder of the query uid The date the query was run by BT The date the file was loaded Load messages Note: a warning message that one record with a null key value is normal and reflects the deletion of a blank header record – the application will delete if and only if one record meets this criteria Results If import errors have been found you can see them by clicking here – or click advanced Go To Next Slide

16. Load messages – in this case the data loaded but with errors If load errors occur you can Click here to see the access generated import error table … but no problems with post processing Click to start animation Go To Next Slide

17. Newly created files Go To Next Slide Following data load of all PbR Extracts

18. Sending files to Excel

19. Click to identify table or Query Click to open file dialog for file save Click Export Go To Next Slide Click to see drop down of available tables / queries Note: To extract a subset of data to excel: use MS-access to write a select query Save the Query In the MS-Access query window click right against the query, and write a description for the query The query will be available for extract through the Save to Spreadsheet form

20. The load screens in more detail

21. Appending data to a table The Append flag to append multiple files into the same table. The append flag can only be set from the “Advanced” screen, though it is repeated for information on the main screen. If it is important that files are processed in order, this can be controlled by inserting a numeric value in the [SEQ] field – data is loaded in ascending order. If the append flag is not sent any existing table with the same file as the output will be deleted

22. Loading Your Own Data Tables names are based on the following conventions: –Structure files – used as the framework for loading data commence with “str” –Output files – which will contain loaded data – start with “tbl” These naming conventions are used primarily to limit drop-downs An output file name with a leading Tilde, once specified, cannot be changed and is used when a fixed table name is required to support post processing Specification files –Are specified via the “Advanced” tab within the native text load functionality of MS-Access: File>Import>External Data>[choose text file]>Advanced>[Create Specification]>Save as –Once saved the specification can be accessed via the dropdown on the detailed screen

23. Flags The following flags are available for use by administrators through the advanced window. They may be useful when loading local data IsPbRExtract Indicates that after load data should be extracted from the data to populate the fields relating to organisation, unique ID etc Protect Prevents the relevant record being deleted from the database. (Note that output table names are not protected from change unless preceded by a tilde (“~”) IsRepeatLoad Indicates that the most recent version of the record should be copied back to provide a structure for the next load

24. Setting up your own loads The following is not the only approach, but works 1.Choose the load option at the bottom of the screen and identify a temporary table name and identify the file to be loaded. 2.You may need to change the heading for with/without headers on the detailed screen (open by clicking “Advanced”) 3.Load the file 4.Inspect the file and rename columns and set column parameters as required. 5.Delete all episodes in the file and rename to str*** 6.If necessary to maintain a specification file, undertake a manual load, naming the “str” file. Save the specification 7.Clear the str file by deleting all records 8.Set IsRepeatLoad and Protect flags

25. Appendix 1 Security set up

26. Appendix - Workgroup files Important –if you create a new database of your own while joined to APC.mdw, you will only be able to open it while linked to APC.mdw and with the users identified in APC.mdw –Backup the APC.mdw file and keep it secure – if it becomes corrupted you cannot access the application Note –Although you can save the.mdw file anywhere, it is best to locate it in the same directory as the system.mdw file as it becomes easier to switch between the system and apc files –The default directory for the system.mdw file is: "C:\Documents and Settings\ \Application Data\Microsoft\Access

27. Option 1 - Using Workgroup Administrator For Access 2002 & 2003 work group administrator can be found by following the menu path: –Tools>Security>Workgroup Administrator>Join For Access 2000 you must use the separate workgroup administrator supplied with office tools Note the location of system.mdw (the default workgroup file) as you may want to rejoin it Browse to and open the apc.mdw file (APC2000.mdw for Access 2000)

28. Creating a custom icon Open the folder where Microsoft Access is installed (located by default in C:\Program Files\Microsoft Office\Office11). Right-click the Microsoft Access program icon, and then click Create Shortcut. Right-click the shortcut icon just created, click Properties, and then click the Shortcut tab. Replacing the in the text below with the file path appropriate to your system, replace the entry in the Target: field with the text below: –the text assumes that access is loaded in the default location –It is easiest to prepare the string you want to use in a text editor and then cut and past it into the Target field –There are advantages in placing the APC.mdw file in the same location as the system.mdw file – see next slide "C:\Program Files\Microsoft Office\OFFICE11\MSACCESS.EXE" " \0607structuresV100_S.mdb" /wrkgrp " \apc.mdw" Note After you create a shortcut you can put it on your desktop, or in a folder or add it to the Start menu. Search Microsoft Windows Help for "adding shortcuts" for more information. Option 2 - Using a custom shortcut

29. Appendix 2 If you have already written queries based on files with names starting “str…”

30. Appendix 2 – existing use of “str” table names Use this application to load text files into defined “tbl” files Take a backup copy of the database which contains the existing application Link from the old application to the relevant files in the load application using File>Get external data>Link Tables Create the links Delete the tables in the old application which will replaced by those loaded through the load application Rename the linked tables to the old table names