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NEW WAYS USER MANUAL - Information Services Division

1. E Info iew Microsoft Internet Explorer fe aj x File Edit View Favorites Tools Help ae Back gt 7 x E A a Search 5 Favorites E2 CJ R E y el Address https www bic scot nhs uk businessobjects enterprise1 15 desktoplaunch Infoview maingmain do objld 523077 v Go Links NHS Welcome stephb04 SCOTLAND Sey ie fl O New A L Send v My InfoView Searchtitle gt a F Standard Reports Oc ry eGwaAaB xX c Organize X Fitter All Types E iHome MDa Title Last Run Type Owner Instances My Folders iti i iti ashi CT ae k nee tnpa a Web Intelligence Document Administrator 0 E Public Folders List History Schedule Modify Pyoperties a Scotland Runs on all flags Provides nfimber of additions to DC and IP list by location of treatment and specialty for a selected period of time HEAT In drill down details such asfHCP name WL Date MUI CRN and Operational Code Description are given NHS a a CRN Audit Report Never run Web Intelligence Document Administrator 0 GaNss History Schedule Modiff Properties g awaiting Times Runs on ALL flags Allovys the user to enter a CRN and Health Board of Treatment and show all data for that case C Error Repo SD UserRi al ce ag al aie Never run Web Intelligence Document Administrator 0 Snapshot A History Schedule Mpdify Properties Standard R Excludes flag 3 Shows patients waiting for t
2. InfoYiew Microsoft Internet Explorer x File Edit View Favorites Tools Help ay x Ke i i EA X z Fag Back 7 x B A P Search Favorites E2 S7 Kee Address https ftest bic scot nhs uk businessobjects enterprise1 15 desktoplaunch Info iew logon logon object jsessionid DA37D24386DEAF9F62C34CFE79FA8C16 g Go Links NHS Welcome stephb04 SCOTLAND G o El L New S LY Sena My InfoView Searchtitle lg a Patient Waiting Lisi s 2 Document View g Find Prompts ooo E Retresh Data D y td Reply to prompts before running the query ce EI Analysis context Sending Su T Report Date 23 11 2007 00 00 00 Run Query waiting Tare Patient Type Description Daycase Inpatient Hew outpatient Planned repeat N H S Waiting Health Board NHS SHETLAND Cancel dl Full Wa SCOTLAND Last Refreshed 28042008 Report Date 2341 2007 00 00 00 Patient Type Specialty SUMMARY Total 2 More Information Select or type the values you want to return to reports for each prompt displayed here r b Refresh Date 28 April 2008 16 28 04 x Full Patient Waiting List F Discussions El Done Figure 14 prompt screen users must enter information before proceeding re Local intranet Note that all central reports are generally set up to prompt for inform
3. 58 6 Contact details Should you wish to contact ISD for further assistance in relation to using BOXI for running New Ways reports then please feel free to contact us on the appropriate number below General Business Objects Queries Stephen Bush Jane Goodall stephen bush nhs net jane goodall nhs net 0131 275 6809 0131 275 6183 Stuart Kerr stuartkerr2 nhs net 0131 275 6363 Technical problems Application errors Customer Support Desk nss csd nhs net 0131 275 7777 59
4. Flag Group 7 HCP Professional No 7 Init Start Date All Waiting Target Case vfi 1 All Case Reference Number f lt All Weeks Waiting Grouping x p gt lt AllFlag gt 4 All Flag Group lp Last Refreshed 24 03 2010 Report Date 34 12 2009 Sending Health Board NHS GREATER GLASGOW amp CLYDES Patient Type inpatient Mandatory Patient Type Specialty Le tmemt Nami g Drill Gown to Inpatient ANAESTHETICS i ROYAL HOSPITAL FOR SICK CH Drill up to Health Board of Treatment Description new query Inpatient CARDIOLOGY if GLASGOW ROYAL INFIRMARY a Drill by GLASGOW ROYAL INFIRMARY enk GLASGOW ROYAL INFIRMARY GLASGOW ROYAL INFIRMARY GLASGOW ROYAL INFIRMARY GLASGOW ROYAL INFIRMARY GLASGOW ROYAL INFIRMARY GLASGOW ROYAL INFIRMARY GLASGOW ROYAL INFIRMARY PT E ae prere Number of Waiting List De Number of Waiting List Wi Pat CHI Number Pat Full Name Patient Type Description 7 Ref Rept Date Sending Health Board Des Sending Sub Health Boarc a Speciaky Classific Descrip q Copy as text Clear Cell Contents Remove Row Remove Column 39 Format Number Jx Formula Toolbar a Edit Format Sort l 0E E E A W Local intranet Figure 35 Options available when removing an object from the report A Full Patient Waiting List Occasionally this a
5. A ES send v My Infoview Search title gt a Standard Reports c Organize X Filter All Types Welcome stephb04 E amp jHome TO Title Last Run Type Owner Instances My Folders 7 iti j iti m CO al f aaa or eaat aata Never run Web Intelligence Document Administrator 0 Gi Public Folders List l l History Schedule Modify Properties a Scotland Runs on all flags Provides number of additions to DC and IF list by location of treatment and specialty for a selected period of time E HEAT In drill down details such as HCP name WL Date MUI CRN and Operational Code Description are given NHS aa e C al CRN Audit Report Never run Web Intelligence Document Administrator 0 NSS History Schedule Modify Properties g waiting Times Runs on ALL flags Allows the user to enter a CRN and Health Board of Treatment and show all data for that case B Error Repo i kinatia r G ISD User R C al ipen i Never run Web Intelligence Document Administrator 0 B Snapshot A History Schedule Modify Properties m e Excludes flag 3 Shows patients waiting for the 4 key endoscopic tests Upper endoscopy colonoscopy lower endoscopy and Standard A cystoscopy in weeks wait grouping by location of treatment A breakdown with patient details is provided viewing Ge C 2 Full Patientiaiting List Never run Web Intelligence Document Administrator 0 History Schewyle Modify Propertie
6. File Edit Yiew Favorites Tools Help Eid Q iak gt x B TN JO search 5 Favorites E Se Fa of jd rel Address g https www bic scot nhs uk businessobjects enterprise1 15 desktoplaunch Infoview main main do objld 523077 NHS SCOTLAND Gey GB L New S EA Send My Infoview Searchtte e JB Patient VYANN S ODE s EB FRjedit Query P Edt Report 3 Run Query x 8 O 5 Ag Badd query Y A Plg Data Properties O OOOO 1 Result Objects EHI Waiting Times a re mre rs Pae Patient Type Description J Council Area Description J Specialty Classific Description J Pat CHI Number J Pat Full Name 3I Init Start Date 3 Referral Date a Referral Receipt Date j Waiting List Date List Removal Date 9 Guarantee End Date 3 Submission Date Initial Start Date 5 Effective Start Date T Flag Group Offer Start Date Clinical Organisation I Ref Rcpt Date 7 Weeks Waiting Grouping I Number of Waiting List Weeks J Location of Treatment Name Number of Waiting List Days Waiting Target Case Case Reference Number OLD J Sending Health Board Description Sending Sub Health Board Description J Mandatory Unique Identifier OLD J Effective Date OLD Waiting List Key I HCP Professional No J Availability Status J Flag a Sending Sending Health Board of Query Filters Sending Location Sending Location Code ff Reporting Date
7. E Exclude Flag 3 All Objects Hierarchies L y 3 Ei Waiting List Discussions Figure 40 The Business Objects Query Panel 1 Data contains all available dimensions measures and predefined filters prompts including New Ways derived and reference data items and organised into classes in the New Ways Universe 2 Result Objects these are the data derived reference objects that have been chosen from the New Ways universe to be part of the query behind the report 3 Query Filters Objects placed in this area will act as a restriction in the query The range of classes from Time down to Record Details contains objects that can be used in any query The following five classes Waiting at Report Date Completed Waits Offers amp Appointments Unavailability and Exclusions contain objects that can only be used in the correct context For example if you were creating a report that was going to show details of patients that had been seen and therefore removed 52 from the waiting list you could use the objects in the Completed Waits class in the query alongside the universal objects as described above but could not use the objects in the Waiting at Report Date class as they can only be used to report on patients that are still waiting etc Similarly the sub classes of the Prompts and Filters classes are clearly labeled so it should be obvious which of the pre ca
8. FON FOICI S cirerer rr r nceeteaseaenessaana ce acess 13 2 2 2 1 Board User Reports Told esas 14 2 2 2 2 Waitng Times Tode zer a 15 2 2 3 NAVIGATION SUIMIMANY cerere E E 17 3 VWVOFKING WITN ThE EXISTING TEDOMS w ccccesciescccectcauccsctencawsctescenesteaarsadseecennctaonenenesenens 18 3 1 Rereshing THOM GDOMS ictiendcccdtestieettentezatentern tee beentientrewientuatinateeatintcas 18 O22 FANE FING ENG resus osser kirpar EEO EEEE DESEO 23 3 3 More detail using linked reports ccc ccecc cece eeceeeeeeeeeeeeeseeeeeeseeeeeeneess 25 34 Saving VOUITCSUNG aeee S 26 3 4 1 as a Business Objects report ccccccecccccceccceeeeeeseeeseeeseeeseeeaeesaues 27 OZ aan ASE XE COV IPD pecrsrS nana 28 D90 PRIMING yVOUrTeS UN Sree EE 29 30 SC HCduUMO REDONS aie E A E E 29 3 6 1 Setting UP a Scheduled report sinnmar 29 3 6 2 Emailing the results in Excel PDF format cccccccceeeeeeeeeeeees 34 3 6 3 Deleng an INSlaNC Osse E E E ETA 38 4 Modifying Reports cccccccecccecccececeeeeeeceeeeeeeceeeceeeseeeseeeseeeseeseeeseeseeeaeesseesaees 39 4 1 Adding objects to existing repPOrts ec cccccccecceeceeeseeseeeeeeseeeaeeseeeeeeaeeees 41 4 2 Adding objects as drill filters 0 ccc cccceccceeeeeceeeseeeceeeseeseeeseeesaeeeeeenes 42 4 3 Checking the results of your modifications ccc eee ceccc cece eee eeeeeeeeeeeeeeeaes 44 o 6 4 4 Removing objects from existing reports
9. Go Links NHS Welcome stephb04 SCOTLAND G xAm D new B sena M Myntoview searcnttle GS EEK eee Ba amp x g Home E When eS Run object Now _ My Folders ELE Public Faldars Object will run now B Scotland in ys a E Destination GHEAT wt a L NHS Destination Email recipients ENSS Use the Job Server s defaults g Waiting Times B Error Repo From ISD User To D E B Snapshot Ce SY Viewing Message 7 7 Add placeholder x Add attachment Attachment Automatically generated C Specific name Add placeholder Pos Cancel 4 L 5 t e SG Figure 25 Setting up Email recipients for posting results from a scheduled report From this point on it is similar to writing an email You should put your email address or a description with no spaces e g Current_Waiting List in the From field the email address es of the recipient s in the To field or Cc if multiple recipients a meaningful Subject and then enter any text that you want to accompany the results in the Message field 35 Be sure to click the checkbox beside Add attachment so that a tick appears If you do not do this then the results will not be sent out along with the email when the scheduled run is completed Next it is best to select Specific name from the Attachment options as this gives the user con
10. ISD users should there be a need for this Sharing reports can be done within BOXI itself or alternatively the output of the reports can be saved as Excel or PDF documents so that the results can be shared with non BOXI users It is even possible for BOXI to be set to run reports automatically and for the results to be sent out to users by email 1 3 Process for loading data to the warehouse and reporting on the results Before we begin to look at BOXI in more detail it may be helpful to learn about the process of how the waiting times data extract from your hospital PAS HISS reaches the data warehouse and where BOXI fits in to the process The validation load process is Summarised in the diagram below NHS Boards Heu Ways analysts Validation Estract of report data produced Data fvlart fememe Load report isso Directory E produced H ha u Figure 5 Summary of the validation and load process for New Ways validation tool The solid line running from SWIFT to the New Ways Data Mart represents the passage of data from the hospital PAS HISS through validation and into the data warehouse The dotted lines in the middle of the diagram represent the passage of the automated emails that are sent out by the system at key stages to selected recipients The dashed lines running towards Business Objects represent the access to the data once it has been loaded As can be seen from the diagram there are two key
11. National Services Scotland you should be aware of the relevant confidentiality requirements and adhere to these requirements Enter your user information and click Log On Ifyou are unsure of your account information contactthe help desk 0131 275 7 or email nss csd inhs net oy Stern NSSBOPROD Authentication LDAP Figure 7 Log on for the Production version of BOXI When logging in for the first time you should ensure that LDAP is selected from the available list for Authentication before entering your username and password and clicking Log On Once logged in you will see the following screen which is effectively the homepage for BOXI 11 4 Info iew Microsoft Internet Explorer e x File Edit View Favorites Tools Help a gt p m Y nT E Back agd x BEA A a P Search He Favorites g2 Address https test bic scot nhs uk businessobjects enterprise 1 15 desktoplaunch Infoview logon logon object jsessionid A44CE3C1 16CE202114EESE47476402FB5 Go Links NHS SCOTLAND Welcome stephb04 e El S fl O New S LY send M Myinfoview Searchtte e JS a9 l Home Me xX N H S Personalize InfoView now Go to InfoView Inbox SCOTLAND F esbat x o Home C My Folders C Public Folders BusinessObjects InfoView collects and presents business intelligence information and provides e Complete viewing and interact
12. above the main window as illustrated in the diagram below _2181x File Edit View Favorites Tools Help ae Q iak X r x B TN J search SY Favorites ral R a LJ rel Address https f www bic scot nhs uk businessobjects enterprise115 desktoplaunch Infoview main main do objld 523077 NHS Welcome stephb04 SCOTLAND Sax e L New A RA Send My Infoview Search title Oooo O gt a il Pull Patient VVa Ung LISI DE S Bl Mest unr EER Gone Ate le ica Bl amp SBRefresh Data I Ba BF Oe 9 Ald v iHE 8 me Bevin structure EDA Paea 1 gt BH Hes vjsteem a 2 Data Templates Map Properties T All Sending Sub Health Board Description fi gt gt All Specialty Classific Description pb Al Patient Type Daghiptien Drill pane Data R J All waiting Target Case ie J All Case Reference Number fl gt Al Weeks Waiting Grouping fe All Flag mh al 1 Full Patient Waiting List F Availability Status Last Refreshed 22 082010 Case Reference Number Council 4rea Description J Effective Start Date 7 Flag Flag Group HCF Professional No 7D Init Start Date Location of Treatment Na q Mandatory Unique Identif SUMMARY Number of Waiting List De F Number of Waiting List Wi Pat CHI Number 7 Pat Full Name J Patient Type Description Ref Rept Date Sending Health Board Des Sending Sub Health Boarc J Specialty Cl
13. ce cccecceecceeeceeeeeeeeeeeeeeseeeseeaes 4 5 Saving your modified rEPOFtS eee ceccceeeceeeseeeeeeceeeceeeseeeseeeeueseeseeeseeeaes AiG WGICUMNG TODOS corensis e e battens dacedees Editing the query behind a report paces paces a hecaracatanaenneteanedhecagacdeenauaedes SF TACQUENV PING Esco 5A Addno RESUIT ODIECUS esene EE EEEE 5 3 Adding objects as filters prompts in the query cccceceeeceeeeeeseeeeeeeees Contact details 1 Introduction This manual is aimed at new users of Business Objects XI Web Intelligence for New Ways The aim is to summarise the steps required to do the following e Logging in and out of Business Objects XI Web Intelligence e Refresh reports and apply filters to the results e Save reports to personal folders and or users area e Automate the running of reports e Modify the standard reports in order to personalise the results This should provide users with a basis of knowledge that will allow them to begin to explore the contents of the New Ways universe in Business Objects XI the information available through running the existing reports and start to think about the type of reports that would be useful to them in their own area of work The following rules will apply in the use of this manual i Business Objects XI Web Intelligence will be referred to as BOXI from this point onwards This manual should not be considered as a comprehensive step by step guide to the
14. ff Exclude Deleted Waits LAA Ostiant Patient Type Description In list All Objects C Hierarchies 1 Sending Health Board Description Equalto Sending Health Board Sendiag Location Name ey Query 1 a The description of the code representing the location where the data originated can be used with patient type as an equivalent to a computer system at a particular location TTT A ead cecal intranet Figure 42 Positioning guide when adding a Query Filter Once you see this line release the mouse button and this will add Number of Waiting List Weeks as a Query Filter The Query Filter is split into three sections name of the object argument and value SSS ee oe 7 Number of Waiting List Weeks Inlist _ Type a constant 1234 567 Figure 43 Format of a Query filter The argument will likely be defaulted to In list but for the purposes of this modified report we want the argument to be Greater than a chosen value so we need to click the small black arrow beside this which will bring up a list of available options 56 Info iew Microsoft Internet Explorer File Edit view Favorites Tools Help Eid Qe O A A G psa rre Oea A Address PETI https www bic scot nhs uk businessobjects enterprise1 15 desktoplaunch Infoview main main do objId 523077 G N e L New A EA Send My Infoview Search title BF a atie Nating List I Dede qu
15. report by clicking the Run Query button You should see that you are now prompted for four items of information Report Date Patient Type Health Board as before and now the Number of Waiting List Weeks When you are happy with your changes you can follow the steps as outlined earlier in section 4 to further modify and then save your report TRY Adding a prompt to a report Click Edit Query 2 Find Number of Waiting List Weeks in Result Objects 3 Click and hold the left mouse button to select the object and drag it down to Report Filter Place the new object in between the existing Patient Type and Sending Health Board prompts remember the black horizontal line for positioning Change the argument to Greater than and then change the value to Prompt you can change the wording of the prompt if you wish 6 Press Run Query What do you see 7 Enter the required information and press Run Query again to get your results There are many other aspects to editing the queries behind reports and you can also start from a blank sheet and build a report from scratch using the Waiting Times universe However this goes beyond the scope of this manual Hopefully by following the content and trying out some of the exercises you are now at the stage where you are comfortable with working with BOXI from a New Ways perspective and are able to achieve the aims that were set out at the start
16. reports in the Error Snapshot and Standard Report folders and the level of information that is shown when a drill down link has been activated 3 4 Saving your results Once the report has been refreshed or amended e g by using the available filters the results can now be saved either within Business Objects or perhaps more commonly saved to your PC as an Excel workbook a CSV file or as a PDF file Click the Document icon will reveal the list of saving options available to you Info iew Microsoft Internet Explorer File Edit View Favoytes Tools Help Q peck je B T pO search Se Favorites gA 2 a LJ rel Address https w bic scot nhs uk businessobjects enterprise1 15 desktoplaunch Infoview main main do objld 523077 EJ Go Links Welcome stephb04 mm m O new amp EA send M myintoview searchttte lt E lai is 2 Doc ert View QA Find 9 Undo Redo Zoom 100 lt gt ct Sub Health Board Description All values Speciatty Classific Description All values Patient Type Description All values Save as arget Case All values Yf Case Reference Number All values Weeks Waiting Grouping All values Fiag All values Save to my computer as gt NHS SCOTLAND CS with options Last Refreshed 03 12 2009 Report Date 30 11 2009 Sending Health Board Patient Type Daycase inpatient New outp
17. shared responsibility of patients GPs and hospital services to communicate changes in circumstances to facilitate efficient management of waiting and scheduling of care and to keep patients informed of their waiting status and the reasons e Replaced the system of Availability Status Codes New Ways data is submitted to ISD by the Boards and held in a national data warehouse Users are able to interrogate the data on the warehouse by running reports on a reporting application called Business Objects XI Web Intelligence 1 2 About Business Objects XI Web Intelligence BOXI 1 2 1 What is BOXI BOXI is an internet browser based tool which provides an interactive and flexible user interface for building and analysing reports on data which is held on the New Ways Data Mart in the National Data Warehouse There are a number of common terms in use when talking about BOXI 1 Universe A universe is a semantic layer which is placed between the user and the data mart The universe maps to the data items in a data mart but presents the data using everyday terms Universes are made up of a series of Objects and Classes 2 Objects These are named components of the universe that map directly to data or derived data in the data mart Objects are used in the query to retrieve data for the report There are two main types of object in use for New Ways and these are as follows with symbols q Dimensions Retrieve data that will prov
18. the Run By column This is done by clicking the checkbox to the left of the instance on the History page until a tick appears you cgh do this for more than one instance and then clicking the Delete button at the tgp of the table NHS Welcome stephb04 SCOTLAND P Sy fe Jal O New amp L amp Send My InfoView Search title v ES a History O x Full Patient Vfaiting List l Show only instances owned by me l Filt Instances By Tim Pau Resume Delete Show all instances F wl instance Time Title Run By Parameters Format Status Reschedule Iv f 19 03 2010 17 30 Full Patient Yyaiting List stephbO4 31 12 2009 00 00 00 New outpatient NHS GREATER GLASGOW amp CLYDE Web Inteligence Success Reschedule Figure 28 Deleting an instance of a report TRY Deleting an instance Select the History link under the Full Patient Waiting List report Locate the instance that you want to delete and click the checkbox next to it so that a tick appears Click the Delete button 38 4 Modifying Reports The centrally designed reports were created to be of use to the Boards but it is likely that they do not cover everything that you as a user would like them to do Luckily BOXI offers the opportunity for users to take an existing report and modify it for their own needs e g add remove details prompt for other information when refreshing etc Continuing with the example
19. the left hand list and use the opposite arrow symbol to add them to the right hand list Finally you are prompted to select the name of your Health Board from the list Once all the prompts have been updated the next step is to click F n You will see the following window showing up Please Wait Run Query NS _ar ie T LETT Last refresh time Oh Om 10 Cancel Figure 16 Time bar shown when refreshing a report Note that when you run a report for the first time the Last refresh time shown is rarely an accurate guide to how long it will take for results to be shown so it is best to just let the query run its course If you run the report again then the Last Refresh time will have updated and should be a more accurate guide if you choose to refresh the report for a second time When the Refresh process is complete the results will be displayed as follows 22 Info iew Microsoft Internet Explorer E E E x Fie Edit view Favorites Tools Help ae O Back gt r x B A Search Se Favorites gA C3 re X rel Address https www bic scot nhs uk businessobjects enterprise1 15 desktoplaunch Infoview main main do objId 523077 g Go Links NHS Welcome stephb04 SCOTLAND EA O New amp L Send My Infoview Search title v EOSO gt a Full Patient Waiting List 7OmxX 2 Document View 3 GA Find 9 Undo Redo Zoom 100 l
20. the top right of the table should change the Status to Running Depending upon the size of the report you are running it could take anywhere from a few seconds to an hour for the results to be returned At this stage you can go off and do a number of things e g schedule another report run a report manually or even log out for the day The scheduled report will continue to run in the background and the results will be stored until you go back to view the History page You can check if a report has run successfully by looking at the Status column beside the instance on the History page it should be set to Success Note that the Instance time will have been updated with the time that the report was successfully xt field to a link completed and that it will alsg have been converted from a Clicking on this link will bring up the results of your report at the time that it was run NHS Welcome stephb0o4 SCOTLAND SSB h F YA send Al My Infoview Searchtitle B D a a History OrF x Full Patient Waiting List M Show only instances owng4 by me Filter Instances By Tim Pause Resume Delet Show all instances Fo C D instance Tine Title Run By Parameters Format Sittus Reschedule 5 1903 200 17 30 Full Patient Vaiting List stephb 4 31 12 2009 00 00 00 New outpatient NHS GREATER GLASGOW amp CLYDE Web Intelligente SUNtess Reschedule Figure 24 A successful schedule
21. the user to strip out only those cases that are covered by the general waiting times standard not the same as the separate cataract or cardiac whole journey targets N will show only those cases that are not covered by the guarantee A list of all the CRNs that are included in the results A user can use this filter to isolate a particular case if they know the CRN beforehand Allows you to look at the results in different 3 week time bands 0 3 weeks inclusive 4 6 weeks through to Over 18 weeks A marker that is assigned to a record in order to indicate whether it is in error and also the level of severity of the error see section 1 3 1 User can choose between flag O or 1 or 2 or 3 where this is appropriate Allows the user to view the figures by grouping flags 0 1 together i e publishable figures Now that the report has been refreshed you will find that if you select any of these drill filters you now have a list of options to choose from Changing any of the filters will update the data in the table to reflect the new criteria TRY Working with drill filters 1 Select the following options using the appropriate drill filters Specialty Trauma amp Orthopaedic Surgery Patient Type New outpatient Waiting Target Case Y Flag Group 0 amp 1 This will return a list of patients that are were still on the waiting list at your chosen Report Date for a first outpatient appointment
22. to delete the record of scheduling the report before you can continue 48 5 Editing the query behind a report In most cases you will be looking to modify an existing Standard Report and while you have the ability to add and remove objects that form part of the original report query you are constrained by the number of objects that are brought back in the results of the query What do you do if you want to add an object that is not part of the original query The obvious answer is that you need to add more objects to the query However if you look towards the top of the screen when you are modifying a Standard Report you will see that Edit Report is highlighted but Edit Query is greyed out E Info iew Microsoft Internet Explorer E ajx File Edit View Favorites Tools Help ae A gt GE Back es x B e Pa Search STY Favorites 3 Vos Ae isl Y rel Address https www bic scot nhs uk businessobjects enterprise 15 desktoplaunch Infoview main main do objld 523077 Go Links NHS Welcome stephb04 SCOTLAND G hN GH amp news amp A Sena My InfoView Search title fo gt i amp Full Patient Waiting List f 7 Oo x Q LJ S Bedi Query 2 Edit Report SS Refresh Data a Ca TEZI ENEE page K4 1 N H He zusam A Data Templates Map Properties Fall Sending Sub Health Board Description v fp Fal Specialty Classific Descrip
23. use of BOXI as an application however we will cover many of the important points with regard to running and modifying a New Ways report using one of the Standard Reports as an example throughout It is hoped that you will take what you learn in the following pages and apply this knowledge to working with the other reports that are available The manual hopefully explains the key points in a manner that is easy for you to understand however should this not be the case further support will be available to you from ISD by using the contact details which you will find at the end of the manual 1 1 Background to New Ways New Ways of Defining and Measuring Waiting Times was originally announced in the Scottish Executive Health Department SEHD publication Fair to All Personal to Each December 2004 where proposals were made to change the way patient s waits were managed measured and monitored The aim of the changes was to make the management of waiting clear and transparent with information available to patients and a consistent approach taken throughout Scotland From 1 January 2008 New Ways e Introduced nationally consistent arrangements that take periods of patient unavailability into account when measuring and reporting waiting times e Introduced a way of dealing fairly and appropriately with patients who do not attend appointments or who refuse a reasonable offer of an appointment e Makes explicit the
24. Fo M D Instance Time v Title Run By Parameters Format Status Reschedule a 3 19 03 201017 29 Full Patient Waiting List stephbO4 31 12 2009 00 00 00 New outpatient NHS GREATER GLASGOW amp CLYDE Web Intelligence Pending Reschedule Figure 23 History page list of scheduled reports An instance is a version of the report containing the data that was available at the time the report was run As you will see from the History page the details that are presented for each instance are e Instance time when the instance was created e Title the name of the report which has been scheduled e Run By the username of the person who created the instance e Parameters contains the details entered by the user when setting the Prompts e Format the chosen format for the results Web Intelligence Excel Adobe e Status see below e Reschedule allows the user to create another instance of the report without re entering much of the detail 32 The Status field can contain a number of options depending upon the stage of running the report e Pending i e waiting to run e Running currently running e Success report has run successfully e Failed report has not run successfully When you first view the instance on the History page the Status is likely to be set at Pending as in Figure 23 However if you have chosen to schedule the report to run now clicking the Refresh icon at
25. Folders History Schedul Wiodify Properties Excludes flag 3 Provide ull list of patients that are waiting on a specified date and how many weeks they have been waiting a Favorites ie The user has the ability to cho the date they wish to see the list for the Health Board s they wish to see the list for and the Inbox patient type s Inpatient Outpatient they wish to see the list for Within the resulting report the user can filter results by Patient g L Public Folders Type and Specialty g L Scotland Pog bail esa iah SE Dy ee 3 E Web Intelligence GE HEAT a Full Patient Waiting List_target list ver run Dacamant stephbO4 0 Figure 36 Marking a report for deletion Once you have done this head just above the list and click the Delete icon X You will be prompted for a response to confirm that you want to delete the report s Click OK and the report will be deleted TRY Deleting a report 1 Locate the report that you would like to delete you must be the owner 2 Click the checkbox to the left of the report name so that a tick appears 3 Click the Delete icons TIP You may encounter an error at this point which states that you cannot delete the report even though you are the report owner If this happens then you should look at the History for this report What you may find is that other users may have scheduled and therefore created an instance of the report You will need to ask the users
26. NHS ws oe National Services Scotland NEW WAYS USER MANUAL Business Objects XI BOXI Web Intelligence Guide Version 2 0 Mar 2010 Prepared by Stephen Bush ISD Waiting Times Programme Distributed Version Control Version ome Change thor 14 12 09 Updated sections screenshots following Stephen Bush es ope implementation of Refresh Raa 24 03 10 Updates to existing sections and inclusion Stephen Bush of new content background information scheduling reports Contents Mis WIM QUI CHOM sceaed tec etree ts sccent E a hace eaaeadonaees seen 1 1 1 BaCKGrouna 10 NEW VVAVS pacshteeetartre tare atetaveate tr alba ele deleteerieteieewtbeae 2 1 2 About Business Objects XI Web Intelligence BOXI ce ccececeeeeeeee ees 3 1 2 1 Whats BOX ob nacdsnmanentnecsaienionamasuntonenasentansmonadbande R 3 22 Core TUNCUOMAIMY verseciecotsratovebsaborsbovelovelsvotevebsvatqvenseouloolduowluctiusuleueuedes 5 1 3 Process for loading data to the warehouse and reporting on the results T 1 3 1 NV ANID AMON StagG sesane n aod rind a EA E EE 8 139 2 Eo OES G e e PE E E EE A E A T E EE E EN EE S 9 1 39 39 Snapshot PUDICAUON erisin iiaa a a a a 9 IO Other RESOUNO Sarrea R IRRE ERREARI 10 2 NEW VaV O O 11 21 LOGOGING IN ANC outo BOX inisi o o A ir 11 22 Navigation iN BOX as dasosehoncsicnuhondccceSentecesSontsonebondiodeionttadehasdiadehasdsaneGandtodchaces 13 2 2 1 MY FOIOS rena aa a ee ee ee eee 13 2 2 2
27. Rept Date Sending Health Board Des Sending Sub Health Boarc q Specialty Classific Descrip y 2m Last Refresh Date 22 March 2010 10 47 36 ik Ss tf is FS aia a e je Local intranet Figure 30 Report in Modify mode You should notice immediate differences from the previous view of the report You still have a blank results screen but there are a number of new icons that allow you to format and edit the report directly and you can also now see the list of Objects on the left hand side of the screen that are part of the query for the report You may also notice that several of the objects in the list although part of the query are not directly represented in the results However the underlying data for these objects are available to the user when the report is refreshed which allows users to make a number of changes to the central reports so that they fit better with their requirements 40 4 1 Adding objects to existing reports To add an object to the report choose one from the list in this example we will use Location of Treatment Name and click and hold down the left mouse button to select it Drag the chosen object to the position on the table where you want it to go you will notice a blue bar appearing at various positions within cells as you drag the object across the existing report This is important as it will help to guide you to the position where you want to insert the object as in the illust
28. ance History Schedule Modify Properties Excludes flag 3 Previously known as the MMI VVaiting Times Outturn Report Shows Available and unavailable patients for 3 consecutive month ends by wait Web Intelligence Document Figure 38 Options available when saving a copy of a central report The first option Move to New Folder cannot be used as you do not have the rights to move reports from the Error Reporting Snapshot or Standard Reports folders The last two options deal only with shortcuts to the report in the folder and so you would still be unable to edit the query behind the report This leaves the second option in the list Copy to New Folder as the one that you need to use 50 Ignore the fact that the option mentions New Folder as once selected a new screen will open and you will see that BOXI allows you to save a copy of the report to the existing folders Ensure that you click the Favorites folder before selecting OK Once you have saved a copy of the report go to your Favorites folder and then click Modify under your saved version of the report When the report opens you should immediately notice that the Edit Query button is now active A Info iew Microsoft Internet Explorer Bal x File Edit View Favorites Tools Help a Back gt i x a A a Search S Favorites O e2 X a rel Address https www bic scot nhs uk businessobje Ajenterprise1 15 desktop
29. assific Descrip y TR AS Ls gt Arranged by Alphabetic order OL Full Patient Waiting List q gt x Last Refresh Date 22 March 2010 10 47 36 Ey ma eed ea B el Local intranet Figure 32 Location of the Drill pane Si Mandatory Unique Init Start Effective Patient Type HCP Professional A CRN Identifier Date Start Date Total Patients 42 As before there will be an icon to help you position the new filter though this time a cursor is used rather than a blue bar tion Pir 4 Al sopslale asien TA _ will place a new filter to the left tion pl T Al Specalty Clsssiic Description H TAI _ will replace the existing filter tion ple 4d al Specialty Classific Description 44l will place a new filter to the right Figure 33 Positioning guide for adding an object to the Drill pane to be used as filters for the results TIP Initially you may find that you are not able to add filters to your report as the Drill pane may not be active depending on the report that you are trying to modify A quick check that you can do is to look for the Drill button which you will find near the top middle of the report If the Drill pane is active then this button will have an orange background Pril if it is not active then the button will have a grey Ch Drill background If the Drill pane is inactive then simply click the Drill button and you can then add filters to your co
30. atient ory Unique it Sta ective ays Weeks Weeks Wait Identifier Date ate Wait Wai Grouping Daycase ANAESTHETICS RaT i o ie LA 28082009 29 10 2009 46 Weeks 05 10 2009 05 10 2009 7 9 Weeks 0411 2009 16711 2009 D 3 Weeks 041172009 18 11 2009 D 3 Weeks 0411 2009 16 11 2009 D 3 Weeks 041172009 11 11 2009 D 3 Weeks 16 11 2009 16 11 2009 0 3 Weeks 16 11 2009 16 11 2009 0 3 Weeks RAHINAN IRHAHIONANNN 1A 2 AI Waak Full Patient Waiting List Refresh Date 8 December 2009 16 00 12 x ae mene a Figure 18 Options for saving results 26 3 4 1 as a Business Objects report To save the results in the format of a Business Objects report choose Save as from the options under Document this will take you to another screen From here you can change the name and description of the report by typing directly into the text boxes and also choose the location you want to save the report to by clicking on the or symbols beside the folders in the list Info iew Microsoft Internet Explorer E 15 y X File Edit View Favorites Tools Help as sa 0 x A D Search STY Favorites al r g rel Address https www bic scot nhs uk businessobjects enterprise1 15 desktoplaunch Infoview main main do objlId 523077 NHS a ame SCOTLAND FE co Links Welcome stephb04 G amp HH i O new amp RA send My InfoView Searchtitle gt i a
31. ation e g dates patient type etc prior to running the query For some of the reports you will notice that the prompt fields are already populated this will be the last set of criteria used by the report designer prior to its release as a Standard Report You should just ignore what is there as you will be entering your own details as follows In this report the first prompt is for a Report Date so that the report can return the list of patients still waiting on the list at the time of the chosen date e g 31 12 2009 The date can either be typed directly into the text box provided or by clicking the 20 calendar icon to the right of the text box navigating your way through the month years and clicking on your chosen date The next item of information that is requested is the Patient Type Description Here you are presented with the following options Retresh Values Fa Patient Type Description Planned repeat Daycase Planned repeat Inpatient Planned repeat Outpatient Return outpatient Figure 15 Options available when prompted for Patient Type Description The list on the left shows the options available to you and the list on the right shows the options that have been chosen to be part of the query TIP Note that the above set up available options on the left chosen options on the right will also be the case for most non date prompts in other reports
32. blication as a warning but was still used in reports amp national publications national Flag 1 analysis This data fails business validation but the reason for that failure does e S NOT affect the calculation of wait other analysis This data can therefore be included BEE pte She Flag 2 national stats in waiting calculations locally This data fails business validation Bo NOT USE and the reason for that failure for WAITING ime analysis would prevent an accurate aE Re calculation of wait to be achieved for Error This should NOT be included Flag 3 pre eee locally in any waiting analysis activity Figure 6 Data error flags Note that a record can have more than one error as each record in an extract will be checked against the full set of validation rules i e if an error is found on a record the validation continues to check the record against the remaining rules in order to highlight any further errors before moving on to check the next record The flag that is applied to a record is a reflection of the most serious error which is attached to the record e g a record with a flag 3 error as well as a flag 1 error will be assigned a flag 3 overall as this is a more serious error as it affects the calculation of a waiting time for the record 1 3 2 Load stage A separate automated email is sent to Board contacts and ISD to confirm the load Once this has been received users are able to run the Standar
33. ce that that the table is too big for your screen If you have this problem you can maximise the results screen by hiding the folder list To do this click the Toggle Navigation icon ANE which you will find near the top left of the browser window To bring the folder list back into view simply click the icon again Note that most screenshots in the remaining sections of this guide will have the folder list hidden from view You will notice that you are initially met with an empty screen or a blank table outline with no results This is a feature when opening all the Standard reports in BOXI Another area to note is the series of what looks like drop down lists above the main results screen These are the drill filters that were mentioned earlier and will allow the user to drill down to more specific cohorts groups of data depending upon what options are chosen At the moment you will see that the default for each drill filter is set to No value Again this is because the report does not contain any data 19 In order to populate the table and activate the drill filters the report must be refreshed with new data To begin this process you need to click the Refresh Data icon towards the top right of the browser window circled in Figure 14 below In the case of this report you are prompted to enter information on Report Date Patient Type Description and Health Board
34. ction may remove the data but not the column or row itself If this occurs then right click on the column or row again and select Remove column or Remove row for other reports where this is appropriate from the list In order to remove objects from the drill pane simply drag and drop the items back into the list of objects on the left hand side 45 TRY Removing objects from a report Find Location of Treatment Name in the results table and remove this by right clicking on the column and selecting the appropriate option from the list OR Find Location of Treatment Name in the Drill pane and remove this by clicking and dragging the drill filter back to the list of objects 4 5 Saving your modified reports Once you are happy with the modifications that you have made to your version you should then think about saving the report However before you do that you should purge i e remove any data from your report prior to saving TIP Saving your modified reports to your own Favourites folder means that you know that only you can view the data figures the next time you open the report If however you are saving the report to your Board User Reports folder then this opens it up to all other users in your Board so you may wish to ensure that your report is blank when opened like the central reports In order for you to do this it is important that you save your final version at the right p
35. d Reports in BOXI to check the effects of their updated file on their figures 1 3 3 Snapshot Publication Waiting times figures for NHS Boards in Scotland are published nationally every quarter and the figures are based on a snapshot of the New Ways data which is taken from the national data warehouse around one month prior to the publication The snapshot provides a fixed position on which the figures can be analysed by ISD checked by Boards and then published The snapshot data is held in a separate area from the current data in the warehouse meaning that the Boards can continue to submit updates to the warehouse without affecting the figures that are to be published The figures that are published are based on Flag 0 1 data and therefore ISD advise that any analysis that is carried out for management purposes should also be restricted to flags 0 1 Flag 2 data should only be used in combination with flags O and 1 when carrying out high level analysis of waiting times e g number of patients waiting over 12 weeks Flag 3 data should only be used in combination with flags 0 1 and 2 when analysing activity at the most general level e g number of patients added to the list where a waiting time calculation is not required 1 3 4 Other Resources A number of other resources are available to assist you when working with New Ways data and can be accessed from the website using the following links Waiting T
36. d run 33 TRY Setting up a scheduled report in BOXI Select the Schedule link under the Full Patient Waiting list report Leave the default options for When Destination and Format Modify the Prompts and select chosen values before clicking Apply Click the Schedule button You will be taken to the History page where you will see the instance that you have created Spend 5 10 minutes doing another task then return to the History page and check to see if the report has run successfully you may need to click the Refresh icon to update the Status field lf successful click the Instance time to open up the results 3 6 2 Emailing the results in Excel PDF format The scheduling functionality can be extended so that it emails the results out to users and other colleagues who may not have access to BOXI once the run has been completed This can be achieved by choosing different options in Destination and Format when setting up a scheduled report In the previous example the default options for both sections Default Enterprise location and Web Intelligence respectively were kept however these are not suitable if the user wishes to send out the results by email As Web Intelligence documents can only be viewed in BOXI this format cannot be used in this case which leaves the user to choose between Microsoft Excel and Adobe Acrobat PDF The choice here will depend on t
37. e Document Administrator 0 Diagnostic Waiting Summary and breakdown Never run Web Intelligence Document Administrator 0 History Schedule Modify Properties Excludes flag 3 Shows patients waiting forthe 4 key endoscopic tests Upper endoscopy colonoscopy lower endoscopy and cystoscopy in weeks wait grouping by location of treatment A breakdown with patient details is provided Full Patient Waiting List Never run Web Intelligence Document Administrator 0 History Schedule Modify Properties Excludes flag 3 Provides a full list of patients that are waiting on a specified date and how many weeks they have been waiting The user has the ability to choose the date they wish to see the list for the Health Board s they wish to see the list for and the patient type s Inpatient Outpatient etc they wish to see the list for VVithin the resulting report the user can filter results by Patient Type and Specialty Monthly Management Information MMI 10 02 2010 11 39 Administrator 1 View Latest Instance History Schedule Modify Properties Excludes flag 3 Consists of a Main Waiting Times MMI and a dental MMI and shows available and unavailable waiting target case patients for 3 consecutive month ends Includes sections on all referral sources and outpatients with procedure Web Intelligence Document Monthly Waiting Times Summary 12 02 2010 11 54 Administrator 1 View Latest Inst
38. e of BOXI and means that you can automatically run reports and send out the results to specific users even those who do not have access to BOXI themselves TRY Emailing the results from a scheduled report in Excel PDF format Select the Schedule link under the Full Patient Waiting list report Leave the default option for When but choose Microsoft Excel or Adobe Acrobat for Format and Email recipients for Destination Fill out the details in the Email form as described above putting your own email address in the To field in order to test out the process Modify the Prompts and select chosen values before clicking Apply 5 Click the Schedule button You will be taken to the History page where you will see the instance that you have created Spend 5 10 minutes doing another task then return to the History page and check to see if the report has run successfully you may need to click the Refresh icon to update the Status field If successful check your email inbox for the results Note that it may take a few minutes from the time the scheduled report was completed successfully to the resulting email appearing in your inbox 3 3 6 3 Deleting an instance An instance of the report and the data held within it will remain available to users on the History page until it has been deleted NB this can only be done by the user who created the instance username displayed in
39. eport and view the changes you have made 44 4 4 Removing objects from existing reports Having added objects to the report either to the results or to act as filters and viewed the results of your modifications you may decide to remove the objects that you have just added or any others that you do need to see on your version of the report In order to do this right click on the title of the object in the table and select Remove from the list that pops up as shown in Figure 28 Info iew Microsoft Internet Explorer File Edit View Favorites Tools Help Back o x Eer 39 Search ST Favorites E 2a W rel Address https www bic scot nhs uk businessobjects enterprise1 15 desktoplaunch Infoview main main do objId 523077 g Go Links NHS Welcome stephb04 SCOTLAND VEAN Gh Lj New F R send F Myinfoview Searchtte e es JS 3 a ag diti m Eat Query E Edit Rey F Refresh Data 9 iat Ry A db m y E 6 B Brview structure Del ea Page M 4 1 gt A Arial Rj E z s A Data Templates Map Properties all Sending Sub Health Board Description hb Vall Specialty Classific Description fle 4 All Patient Type Description file Data fal 1 Full Patient Waiting List _ Availability Status 7 Case Reference Number Council 4rea Description Effective Start Date Flag
40. ery E Edit Report SBRun Query g Ba 38 Badd query Y A A P sk 1 Result Objects Patient Type Description 7 Council 4rea Description I Specialty Classific Description J Pat CHI Number J Pat FullName lt I Init Start Date Referral Date 3 Referral Receipt Date j Waiting List Date 3 List Removal Date 6 Guarantee End Date 5 Submission Date 9 Initial Start Date Effective Start Date 5 Offer Start Date Ref Rept Date Weeks Waiting Grouping I Number of Waiting List Weeks I Location of Treatment Name J Number of Waiting List Days Waiting Target Case Case Reference Number OLD J Sending Health Board Description 4 Sending Sub Health Board Description J Mandatory Unique Identifier OLD Effective Date OLD 7J Waiting List Key HCP Professional No I Availability Status J Flag Flag Group Equal to Not Equal to Greater than uery Filters reater than or Equal to Sf Query Fil Greater than or Equal t HH Record Details ff Exclude Deleted Waits Less than a HA Waiting at Report Date EHA Completed Waits J Patient Type Description In list Less than or Equal to EHA Offers amp Appointments Between EHA Unavailability T Number of Waiting List Weeks HH Exclusions Not Batwesn D poe A ee onoe 1 Sending Health Board Descriptio In list Fal All Objec
41. es Predefined filters Classes and Objects will be covered in greater detail in the third module which deals with modifying BOXI reports 1 2 2 Core functionality There are four key functional elements to BOXI and they are as follows a Querying The first stage in gathering data for the report is to query the source data which you do by Refreshing the data in the Business Objects report s This process is summarised in the following diagram Workstation Web Intelligence Data Server Warehouse Refresh Data to Query converted to run the query SQL SQL is executed to extract the data Report is Report is generated displayed Figure 2 Summary of the data query process using BOXI b Reporting Once you have retrieved the data it can be presented in a number of ways e g tables crosstab charts bar line pie etc Weeks Waiting Patient Type 5 000 Qi 7002 991 m 4 000 2 237 c MASHER OOO 3 000 a FAR NOSF amp THROAT FNT 8 2 000 BAS IHON I FRUI OY E Z 1 000 681 15 3 6 266 0 ieee 0 3 Weeks 7 9 Weeks 13 15 Weeks 45 Weeks 10 12 Weeks Over 18 Weeks Patient Type Description Weeks Waiting Grouping E Day inp E New Figure 3 Examples of data presentation using Business Objects 5 c Analysing Data can be analysed at different levels e g aggregated figures lists individual records etc depending upon the needs of the user It is also possible to link reports
42. f their Board are to be found Note that Board users will only be able to see the data from their own Board when using these reports Clicking the symbol beside Waiting Times will reveal four sub folders Error Reporting Snapshot Reports Standard Reports and Viewing Gallery Error Reporting Contains the central error reports that allow a user to look at a summary breakdown or detailed list of errors once a file has been validated Snapshot Reports The reports in this folder will return figures that are based on the most recent snapshot of data and will not take into account any changes made by submissions between snapshot dates For example let s say that a snapshot of data was taken on 28th January and the next snapshot was not due until 28 April A file submitted and loaded to the warehouse on 15 February would have no effect on the figures produced by the reports in this folder as the data it looks at is fixed until the next snapshot date 28 April in this example and will not be updated before then If a user wanted to see what effect the new submission had on their Board s figures they would have to run the equivalent reports in the Standard Reports folder Standard Reports The reports in this folder will return figures that are based on the most recently loaded files to the warehouse so will change depending upon the frequency of submissions In the exam
43. g Health Board Figure 22 Options for scheduling a report 30 The first setting is for the user to specify When to run the report The default value is Now but clicking the arrow icon will display a list of all available options e g Daily Weekly N day of the Month etc This gives the user a great deal of flexibility when setting up a scheduled report and the chosen option will depend on the type of report and how often the data is updated The next setting is Destination i e where does the user want to send the results The options available here are e Default Enterprise location this is effectively where the report sits at the moment Standard Reports in the case of the Full Patient Waiting List report e Inbox located in My Folders see section 2 2 1 Will send a copy of the results to the BOXI Inbox of your chosen recipients you would need to know their username to be able to do this e Email recipients will deliver the results externally to email addresses which are set by the user Note that if the user wants to maintain the BOXI functionality e g prompts drill filters etc then you must keep the default option If the user prefers working with fixed data or simply viewing tables charts in another format then you can choose to email the results The next setting is Format The options available here are e Web Intelligence i e keeping the results in the sa
44. gh the folder tree by clicking the symbol beside Scotland and then NHS will reveal two sub folders one with the name of your Board and the other called Waiting Times Note that each Board will have their own folder at this stage which can only be viewed by their own users 2 2 2 1 Board User Reports folder Clicking the symbol beside your Board folder and opening out the sub folders should leave you with a view that looks similar to the following using Highland as an example G Folders H HesrnaBGx g Home a C My Folders E Favorites FA Inbox g C5 Public Folders a E Scotland E NHS g C Highland g 6a Highland Waiting Times User Reports m LavYaiting Times Figure 10 Navigating Public Folders The important folder for the purposes of this manual is the sub folder of the Board Name Waiting Times Folder which is called User Reports circled above as this provides an area where you can save reports that only can be accessed by the other BOXI users in your Board TRY Find the User Reports folder Navigate through the folder tree as described above and find the User Reports folder for your Board This folder will be referred to as the Board User Reports folder in later sections 14 2 2 2 2 Waiting Times folder The Waiting Times folder is where the centrally designed reports that are common to all users of the New Ways BO Universe regardless o
45. he 4 key endoscopic tests Upper endoscopy colonoscopy lower endoscopy and a aa cystoscopy in week wait grouping by location of treatment A breakdown with patient details is provided viewing Ge C 2 Full Patient vVaiting List Never run Web Intelligence Document Administrator 0 Histon Schedule modify Properties Excludes Tats Provides a full list of patients that are waiting on a specified date and how many weeks they have been waiting The user has the ability to choose the date they wish to see the list for the Health Board s they wish to see the list for and the patient type s Inpatient Outpatient etc they wish to see the list for Within the resulting report the user can filter results by Patient Type and Specialty C 2 Monthly Management Information MMI 10 02 2010 11 39 Web Intelligence Document Administrator 1 View Latest Instance History Schedule Modify Properties Excludes flag 3 Consists of a Main Waiting Times MMI and a dental MMI and shows available and unavailable waiting target case patients for 3 consecutive month ends Includes sections on all referral sources and outpatients with procedure Ci 2 Monthly Waiting Times Summary 12 02 2010 11 54 Web Intelligence Document Administrator 1 4 gt View Latest Instance History Schedule Modify Properties v Discussions i Loading page fiat a TE find r E 4 Local intranet Figure 21 Schedule report link 29 The Schedule
46. he type of report and also what the recipient s of the emailed results will want to be able to do with the results If the recipient only needs to view the tables lists charts on the report then either option could be chosen However if the recipient wishes to work with the results e g annotate highlight figures create a Pivot table from a list of data etc then Excel is the only option Note that the same process will apply no matter which of the two formats is chosen The default option or second option Inbox for Destination cannot be used as we want the results to be sent outside of BOXI Instead the remaining option Email recipients should be chosen Please note you may notice that there a couple of 34 extra options for the Destination File location and FIP server if you have already changed the format to either Excel or Adobe Acrobat However these options cannot be used because the Web Intelligence server is on a separate network from the Boards and therefore security issues will prevent these options from working correctly Once the Email recipients option has been chosen a checkbox appears with the statement Use the Job Server s defaults Removing the tick will result in the following 2 Info iew Microsoft Internet Explorer i 8 x File Edit View Favorites Tools Help E Back gt E x BRC ue gt _ Search nee E2 vals y te A kaal rel i in main j g
47. hown in Figure 8 though other users may have a slightly different view if you have previously used BOXI for working on other applications e g A amp E data HEAT System Watch etc However for the majority of users the initial folder list on the left should be the same giving you a choice of two folders My Folders and Public Folders This folder list is the main method of navigation in BOXI and this section will provide a brief Summary on how you can find your way around by using this list 2 2 1 My Folders As you might expect from the name My Folders is a personal area that can only be accessed by the user Clicking on the symbol beside will reveal two sub folders Favorites and Inbox as in the diagram below E Folders H aes gpaax g amp eHome g La My Folders Favorites 3 lInbox Figure 9 Navigating My Folders The Favorites folder is where a user can save copies or results of reports that they may be working on running and saving reports will be covered in a later section The Inbox folder also has a use BOXI effectively has an internal email system between users but this will not be covered in this manual 2 2 2 Public Folders Public folders contain areas that are common to all Board users and also areas which are common to all BOXI users 13 Clicking on the symbol beside Public Folders and then continuing to navigate throu
48. ide the basis for the report Usually character type data e g names dates codes etc Measures Retrieve numeric data that is the result of calculations on data held in the data warehouse Other common items that can be found in the universe alongside the various Dimension and Measure objects are Y Predefined filters Created by the universe designer in order to capture the most common often complex set of restrictions that are used when querying the data e g waiting target case and such filters are made available in the universe so that the user does not have to recreate the filters in every report 3 Classes These are a logical grouping of related objects measures filters Each class can also contain one or more sub classes The screenshot below shows some of the Classes with sub classes and Objects currently in use within the New Ways universe HH Completed Waits Minimum Days Notice 7 Episode Length 7 No Days Unavailable Affecting Wait _ ay Days on Waiting List _ Weeks on waiting List 7 Weeks Wait Grouping s 3 wait List Number OL 3 wait List Number of Patients i Offers amp Appointments eS Unavailability Exclusions as Prompts EL tea Filters E gs Flag Filters ia Waiting at Report Date Filters PP Waiting Target Case Hf Exclude Deleted Waits HHH be PE Figure 1 Classes and Objects in the New Ways universe Dimensions Measures Classes and sub class
49. imes Recording Manual This manual defines each of the New Ways data items and describes the recording rules and codes used http www isdscotland org isd 4581 html Validation manual This manual gives detail of the validation that is applied to waiting times records that are submitted to the ISD Warehouse Each validation rule has a reference error message affected data items rule notes and flag detail http www isdscotland org isd 4581 html Frequently Asked Questions The FAQs section groups a number of common questions by subject area e g Non attendance Unavailability etc and how the New Ways rules are applied in each case http www isdscotland org isd 4544 html 10 2 New Ways on BOXI BOXI can be accessed by ISD and NHS Board users for refreshing and editing standard reports and creating their own reports The web address for access is as follows https www bic scot nhs uk 2 1 Logging in and out of BOXI Having followed the above link clicking on Login will show the following screen it would be a good idea to save a link to this screen as a favourite bookmark in your browser or on your desktop if you are going to be using BOXI on a regular basis Log Onto InfoView NHS Scotland is committed to maintaining confidentiality Every effort has been made to ensure the security of Information held by the organisation If you are authorised to view confidential information which is held by NHS
50. ion for query amp analysis reporting and performance management e Integrated collaboration with threaded discussions intuitive navigation and support for 3rd party documents e Advanced scheduling and distribution capabilities making it easier to share information with others Discussions ee eee I 8 H Local intranet Figure 8 Initial Business Objects homepage In order to log out of BOXI all you have to do is click the small padlock icon 3 amp which you will find towards the top right of your screen Note that this icon will be found in the same corner of the screen on the majority of pages when using BOXI so you will be able to log out at any point TRY Logging in and out of BOXI 1 Log in to BOXI with the username and password that has been assigned to you remember to choose LDAP in the Authentication list before clicking Log On Once logged in look for the padlock icon see above on the homepage and click it to log out of BOXI You should now be viewing the Log On screen again Your username and LDAP authentication should already be populated this time around so type in your password and log back in to BOXI 12 2 2 Navigation in BOXI Having logged in to BOXI you will notice that the homepage is split into two parts On the left hand side is a list of folders and on the right hand side is the welcome screen First time users should see an identical screen to that s
51. it is not just specific to Patient Type It is also worth noting the search box at the bottom left of prompt screen marked by the binoculars icon It has no real purpose in this instance as the left hand list only contains seven options but in other reports you could be faced with a long list of options here e g the Waiting Times Error Report where you are prompted for a filename You can use this search facility to home in on the particular file ID or location code part of the filename to help you find the one that you are interested in When you are working with other reports you may find that the list on the left may occasionally be empty when prompted for information If you come across this then Refresh Values icon above the left hand list and this should populate simply click the the list with the appropriate information If that doesn t work then call ISD 21 As you will see the default in this report is that all available patient types will be part of the query However we are only interested in Day case Inpatient and New outpatient so the other options need to be removed In order to do this select each of the unwanted patient types in the right hand list by clicking on them with your left mouse button and then click the arrow symbol between the two lists to remove them If in another report you were adding items to the query then the reverse would be true you would choose the item s on
52. launch Infoview main main do objld 523077 hd 3 Go Links NHS Welcome stephb04 SCOTLAND SQ DH new e Z RA send M myintoview Searchtte e JS amp Full Patient Waiting Lis FO L ce S Edit Query J Ec ef Refresh Data wi EG iat ay T A ah YE E me GS Brien structure bei eo Page M 4 1 gt N H Wes Ui F Se28i2 A Data Templates Map Properties lt fal Sending Sub Health Board Description hl J All Specialty Classific Description vfl All Patient Type Description ple i Data il al Waiting Target Case hb q All Case Reference Number v fle 4 al Weeks Waiting Grouping h q all Flag vp le J All Flag Group gt Full Patient Waiting List a a J Availability Status Last Refreshed 2502 2010 7 Case Reference Number E 7 Council 4rea Description J Effective Date ry J Flag J Flag Group Ree Unique HCP Professional No y HCP Professional t Identifier Init Start Date Laratinn nf Treatment Ala Figure 39 Edit Query now active in report Clicking on the Edit Query button leads to the Business Objects query panel 51 5 1 The Query panel The query panel is split into three sections as illustrated below A Info iew Microsoft Internet Explorer if le x File Edit View Favorites Tools Help ae peck 7 kg r x B A Lp Search STY Favorites E2 J isl z m rel Address https www bic
53. link is found alongside three other links under the report name We will take a closer look at History later as it also has a part to play when scheduling reports Modify and Properties will be covered in the next section Clicking the Schedule link for the Full Patient Waiting List report will reveal the schedule screen with the following options e When e Destination e Format e Caching Options e Server Group e Events e Prompts Caching Options Server Group and Events will not be used but clicking the symbol beside the other four options should result in the following screen info iew Microsoft Internet Explorer 8 x File Edit View Favorites Tools Help ay sack X E 2 A K Search Se Favorites O CJ E LJ rel Address g https www bic scot nhs uk businessobjects enterprise 1 15 desktoplaunch Info iew main main do objld 523077 NHS SCOTLAND Sr ai N E E P New F RA Send My Infoview Search title a gt Ga T Fa E Se x Full Patient Waiting List E amp pHome C My Folders Instance title Full Patient Waiting List g Public Folders g Scotland El When GB HEAT Run object Now go G NHS nss Object will run now g waiting Times E Destination Destination Default Enterprise location E Format Format Web Intelligence i Caching Options Server Group Events E Prompts Report Date 24 02 2009 00 00 00 Patient Type Sendin
54. me format as the report e Microsoft Excel e Adobe Acrobat i e PDF However as highlighted earlier the drill filter functionality will not be carried over if you choose to save the results in either Excel or PDF format so although you are able to view the results in Excel PDF formats from within the BOXI interface you will not be able to drill down into the resulting data any further Finally the user has to set the Prompts for the report Clicking the Modify values button will reveal the prompt screen which should be familiar to users as it is almost 31 identical to what is presented when the Refresh Data button is clicked when running a report normally Once the required details have been entered the user must click the Apply button to return to the Schedule screen For the purposes of demonstrating the Schedule facility in the following pages we will retain the default options for When Now Destination Default Enterprise location and Format Web Intelligence Once happy with the Prompt options that have been chosen clicking the Schedule button will create an instance of the query and display the details on the History page NHS Welcome stephb04 SCOTLAND Sr sy Sy fa fal O new ka Send F My Infoview Search title IS ES E History 0 Ff xX Full Patient Waiting List l Show only instances owned by me Filter Instances By Time Pause Resume Delete Show all instances
55. mp Full Patient Waiting List Save Document E General Title Full Patient Waiting List Provides a full list of patients that are waiting on a specified date and how many weeks they have been waiting The user has the ability to choose the date they wish to see the list for the Health Board s they wish to see the v Keywords l Refresh on open l Permanent Regional Formatting Description E Location CE my Folders E L Public Folders amp scotland E NHS nyss El C waiting Times C Error Reporting sD User Reports E Snapshot Reports E By E Local intranet Figure 19 The Save Document screen Note that users are unable to save their reports to any of the Waiting Times sub folders Error Reporting Snapshot Reports Standard Reports and Viewing Gallery as only administrators have the rights to do this You can however save your reports in your Board User Reports folder or in your own personal Favorites folder Once you are happy with your settings click OK to save you may need to scroll to the bottom of the browser window to find this TRY Save the results as a BOXI report to your Favorites folder 2 3 4 2 as Excel CSV PDF To save the results of a report to your computer in another format using Excel as an example click on Document Save to my computer as and select Excel from the list that appears options as in Figure 18 earlie
56. nned filters and prompts can be used in any given context 5 2 Adding Result Objects In order to add a new object to the Result Objects for an existing query you must first locate the object in the Data section by navigating through the appropriate folders As an example for the Full Patient Waiting List Report you may wish to add the Sending Location Name to the query as you plan to use this as a drop down filter TIP There is an alternative way to locate an object if you are not already familiar with its location in the folders within the Data section Click on any of the folder names in the Data section and then start typing the name of the object that you are looking for What you should see is a temporary search box appearing at the top of the Data section and the highlighted folder object changing based on what you are typing until it settles on the object that you were looking for Note that if you type the wrong name then the colour of the text in the temporary search box will turn red and no maich will appear alongside what you have typed To remove this press the backspace button until you have removed what you had typed and then try another name Once you have found the chosen object it can be dragged and dropped into the Result Objects the position of the object is not important here only that it is included as one of the Result Objects as in the following screenshot 53 E info iew Microsoft Internet E
57. of the Full Patient Waiting List report if you felt that there was an important piece of information that was missing from the report results you can start the process of adding this by going back to the list of reports in this case you would choose the Standard Reports folder and clicking on the Modify option underneath the title of the report as demonstrated in the figure below Info iew Microsoft Internet Explorer JA o A a x File Edit View Favorites Tools Help ae O Back x a A K Search Se Favorites gA gt ga Leal rel Address https www bic scot nhs uk businessobjects enterprise1 15 desktoplaunch Infoviewmainj main do objId 523077 Go Links NHS Welcome stephb04 SCOTLAND G A fel I New amp FA Send v My Infoview Searchtte e 2 J958 a gt Reports FT PX E eSa x c Organize X Filter All Types o amp pHome a C My Folders C 2 CRN Audit Report Never run li ied Administrator 0 Public Folders History Schedule Modify Properties g B Scotland Runs on ALL flags Allows the user to enter a CRN and Health B ard of Treatment and show all data for that case o NHS 7 3 m Diagnostic Waiting Summary and Web Intelligence ii Sanss ao rea 28 10 2009 12 00 Document Administrator 2 g waiting Times View Latest Instance History Schedule Modify Propelies rgs Excludes flag 3 Shows patients waiting for
58. of the table 3 Save the report to your chosen location 4 6 Deleting reports Having modifed a report or saved a copy of a colleague s report in your Favourites folder you may decide that you do not wish to keep it and would therefore like to delete the report Note that you can only delete a report if you are marked as the owner so you will be able to delete your modifed copies of the reports but not the Original versions in the Standard Snapshot Error Reports folders To delete a report click the Toggle navigation button Se Or towards the top left of your screen to bring up the folder navigation list if it is not already showing and then click on the name of the folder containing the report that you would like to delete The reports contained in this folder will now be listed in the main part of the screen To the left of each report in the list you will notice a checkbox Locate the report that you want to delete and click the checkbox next to it so that a tick is displayed as in figure 36 you can repeat this step if you are planning to delete more than one report 47 NHS SCOTLAND Welcome stephb04 G HN E El O New A EA Send My Infoview Search title IS i a g E Folders l Favorites OT Xx a E A B a S x ge Organize Fitter All Types v ar i gt x Aj ATS ic YYOCW NNEMYCIILE g amp pHome M QJ Full Pati Jaiting List Never run Daen stephbO4 0 a E La My
59. oint If you were to modify a report refresh the data to check that it works and then save and close the report the data figures would be displayed every time the report is opened If you were to modify a report refresh the data to check that it works purge the data from the report and then save and close the report the report would be blank every time the report is opened Purging the data in a report when in Modify mode is very straightforward All you have to do is click the icon to the right of the Refresh Data button and answer Yes when prompted by a pop up window This will clear the data from your report and saving the report at this stage will ensure that your report will always be blank when it is opened 46 The process for saving a report in Modify mode is very similar to that outlined earlier in section 3 4 1 the only real difference being the icon that you have to click on to save a report or the results of running a report Whereas before you first had to click the Document icon in order to save the report in Modify mode you must choose the disk icon i e similar to Excel Word etc Once you have clicked on the disk icon the steps and screenshots are identical to those outlined in the earlier section TRY Purging the data and saving a modified report 1 Run the report to ensure that the table is populated 2 Click the Purge Data icon to clear the contents
60. onsecutive month ends by wait Pe Neb Intelligence er i Z M E es P r a Local intranet Figure 29 Location of the Modify option on a report Once you have clicked on Modify you should get the following screen 39 Info iew Microsoft Internet Explorer ae x File Edit Yiew Favorites Tools Help a Q sec X Y x B A J Search 5 Favorites O R w z rel Address https www bic scot nhs uk businessobjects enterprise1 15 desktoplaunchjInfo iew main main do objld 523077 NHS SCOTLAND SBN L New RA Send My Infoview Search title FF amp 9 Full Patient Waiting Lisi og e BEIM S B Refresh Data X B BF Ow ATE E i el rve Structure A ey iPage M4 1 gt g Bye gt r A oat Templates Map Properties vasa All Specialty Classific Description h TJ All Patient Type Description v fl gt gt Data fal SI Full Patient Waiting List J Availability Status Last Refreshed 22 032010 q Case Reference Number Council 4rea Description q Effective Start Date I Flag J Mandatory Flag Group Unique Init Start Effective HCP Professional No canter pE HCP Professional t CRN Identifier Date Start Date Init Start Date J Location of Treatment Na q Mandatory Unique Identif SUMMARY Number of Waiting List De F Number of Waiting List Wi J Pat CHI Number 7 Pat Full Name Total Patients q Patient Type Description Ref
61. ple given above the figures produced by the reports in this folder would update once the file submitted on 15 February had been loaded to the warehouse This is an important difference between the reports in the two folders and users should be aware of this as there are reports that are common to both folders e g Full Patient Waiting List 15 e Viewing Gallery This folder acts as a showcase for modified reports that may be examples of best practice or could provide a model that other Boards may wish to adopt depending on their own reporting needs All Board users can view and run the reports in this folder TRY Check out the central reports Click on the folder names to view the contents of each of the Waiting Times sub folders Look through the list in each sub folder and read the names and descriptions in order to familiarise yourself with the reports The eagle eyed amongst you may also have spotted that Error Reporting Snapshot Reports and Standard Reports all have a further sub folder with the words Drill Down in the title Note that the reports in these folders are components of several of the reports in the main folders and should not be used on their own TIP You can personalise your BOXI homepage in a number of ways One way is to set preferences so that you do not have to navigate the folder tree every time you log on but instead be directed straight to the reports that you will use
62. pulated you can navigate through the pages of results using the arrow icons at the top middle of your screen l1 M The drill filter values have also been populated and therefore the default is now set to All values We shall now take a closer look at the available drill filters for the Full Patient Waiting List Report which are as follows 23 Sending Sub Health Board Description Specialty Classific Description Patient Type Description Waiting Target Case Case Reference Number Weeks Waiting Grouping Flag Group An option that will only be of use to NHS Greater Glasgow amp Clyde and NHS Highland as it allows those Boards to split out the component parts of the Board that resulted from the merger of sites when NHS Argyll amp Clyde was split up e g NHS Highland can view their figures in two parts the previous Highland configuration pre 2006 and Argyll amp Bute as well as viewing their combined figures A list of the specialties that are in the results Choosing one from the list will allow the user to look at the waiting list for a particular specialty A list of the patient types in the results Note that this filter will essentially be redundant if the user has only selected one patient type when prompted for this information on refreshing the report This is a filter that is found on many of the central reports and the options presented here are All values Y and N Choosing Y allows
63. py of the report as described above TRY Adding a drill filter to a report Open the Full Patient Waiting List report in Modify mode 2 Find Location of Treatment Name in the list of objects on the left hand side 3 Click and hold the left mouse button to select the object and drag it over to the Drill pane Place the new object in between Sending Sub Health Board and Specialty Classification 43 4 3 Checking the results of your modifications You also have the ability to run reports within the Modify environment which allows you to test the effects of your changes prior to saving a final version of your modified report To do this simply click on Fefresh Data ag you would do normally E Prompts a a X Select or type the prompt values For each prompt below Patient Type Description Daycase Inpatient New outpatient Planned repeat Daycase Planne Health Board MHS SHETLAND i Select a custom date che 23 11 2007 00 00 00 Taj e ae Search All values f FA Refresh Data Cancel Figure 34 Prompt screen when in Modify mode Note that the prompt screens in Modify mode can look different to what you used previously though they will still ask you to enter the same information TRY Checking your modifications Click Refresh Data to bring up the Prompts screen and enter the prompts as normal Click the Refresh Data button to run the r
64. r A dialog box will then appear as in figure 20 below giving you the option of opening direct to Excel or saving as an Excel file to your chosen destination e g your desktop or a network drive If you have chosen the Excel option by mistake you can also select Cancel at this point A Info iew Microsoft Internet Explorer TE 18 x Fie Edit view Favorites Tools Help ae Q Back 9 D ae ol pe Search Ye Teva g athe z A rel g Go Links Welcome stephb04 a R Document View 3 GA Find 9 Undo Redo Zoom 100 4 M a b F Refresh Data yy ca A Analysis context Sending Sub Health Board Description All values Speciatty Classitic Description All values l foetet Type Description All values Waiting Target Case All values File Download x xih Fiag All values x Fiag Group All values N j S Waiting Times Y 4 Full Patient Waiting L 2 Name Full Patient Waiting List xls g A Type Microsoft Excel Worksheet 9 14 MB From www bic scot nhs uk Last Refreshed 03 12 2009 Open Save Report Date 30 11 2009 Sending Health Board Do you want to open or save this file SCOTLAND Report Date 30 11 2009 While files from the Internet can be useful some files can potentially harm your computer If you do not trust the source do not open or ce rows gr save this file What s the risk reais Nie hearts Grouping Daycase ANAESTHETICS aen rar
65. r a 00a 29710 2009 46 Weeks Stee 05 10 2009 05 10 2009 7 9 Weeks 04 11 2009 16 11 2009 0 3 Weeks 04 11 2009 18 11 2009 0 3 Weeks 0471172009 16 11 2009 0 3 Weeks 041172009 11 11 2009 0 3 Weeks 16 11 2009 16 11 2009 0 3 Weeks 16 11 2009 16 11 2009 0 3 Weeks RAaTMenon TRATAenNN Full Patient Waiting List Refresh Date 6 December 2009 16 27 04 x a i jit cc li Figure 20 Prompt for destination when saving a report The same method also applies when saving the results as a CSV or a PDF file TRY Save the results to your desktop in Excel format 28 3 5 Printing your results If you are planning to print out the results of a report then you will find that you are unable to do this directly from BOXI Instead you will have to save the results in either Excel or PDF form by following the steps outlined in the previous section and then print the results from there 3 6 Scheduling Reports scheduling a report allows you to run a report in the background while you carry on doing other work You can even schedule reports to run outside of office hours e g evening late night early morning This is particularly useful when you have large or complex queries which may take a long time to run 3 6 1 Setting up a scheduled report To begin setting up a report for scheduled running you first of all need to locate the appropriate link This is found underneath the report name on the list of reports
66. ration below ee will place object to the right of Specialty Figure 31 Positioning guide for adding an object to the results table Once you have chosen the position for the object then release the mouse button and it will appear in the report Repeat this process to add other objects if you wish TRY Adding an object to a report Open the Full Patient Waiting List report in Modify mode 2 Find Location of Treatment Name in the list of objects on the left hand side 3 Click and hold the left mouse button to select the object and drag it over to the existing table Place the new object in between Specialty and HCP Professional 41 4 2 Adding objects as drill filters Another option that is open to you is to add a data item as a drill filter rather than into the table directly Continuing the example used above it may be that you would prefer to look at the data by each individual Location of Treatment rather than having all locations in the same table In this instance it would make more sense for you to have the ability to pick each location in turn which is why adding this object as a filter would be better It is a similar process to adding an object to the table in that you must click and hold the left mouse button and drag the object from the list to your desired location The difference this time is you will not be dragging the object towards the table but to the Drill pane
67. s Excludes flag 3 Pxovides a full list of patients that are waiting on a specified date and how many weeks they have been waiting The user has the ably to choose the date they wish to see the list for the Health Board s they wish to see the list for and the patient type s Inpatient Qutpatient etc they wish to see the list for VVithin the resulting report the user can filter results by Patient Type and Specialty Ci 2 Monthly Management Information Wi 10 02 2010 11 39 Web Intelligence Document Administrator 1 View Latest Instance History ScheduleNWodify Properties Excludes flag 3 Consists of a Main Waiting Nmes MMI and a dental MMI and shows available and unavailable waiting target case patients for 3 consecutive month ends Includes gections on all referral sources and outpatients with procedure Ci 2 Monthly Waiting Times Summary 12 02 2010 N54 Web Intelligence Document Administrator 1 View Latest Instance History Schedule Modify Propertie amp Loading page hen 1 T o EJ ry Local intranet Figure 12 Contents of the Standard Reports folder 3 1 Refreshing the reports To open the Full Patient Waiting List report you need to click on the report name in the list of Standard Reports Once open you will see the following screen 18 Info iew Microsoft Internet Explorer i E g x File Edit View Favorites Tools Help ae Q sack amp x E A Search SY Favorites 4 C l
68. s you to save a copy of a central report without having to open it first To do this go to the folder that contains the central report that you wish to modify and click the checkbox to the left of the report title From here track up the left of the page and click the Organise button This will give you a list of four options as shown in the screenshot below A Info iew Microsoft Internet Explorer a le x File Edit View Favorjfes Tools Help a Back J B A 52 Search 5 Favorites E Pai i A baad rel Address https ifea bic scot nhs uk businessobjects enterprise1 15 desktoplaunch Info iew main main do objld 523077 Go Links NHS ee ee Welcome stephbo4 5 m O New amp RA send M myintoview Searchtte JS B 3 X Filter All Types Move to New Folder Last Run Type Owner Instances Copy to New Folder atient Waiting List Never run Web Intelligence Document Administrator 0 Add Shortcuts to New Folder Properties number of additions ta DC and IP list by location of treatment and specialty for a selected period of time In drill down details such as HCP Add to my Favorites and Operational Code Description are given CRN Audit Report History Schedule Modify Properties Runs on ALL flags Allows the user to enter a CRN and Health Board of Treatment and show all data for that case Never run Web Intelligenc
69. scot nhs uk businessobjects enterprise1 15 desktoplaunch Infoview main main do objld 523077 NHS Welcome stephb04 SCOTLAND G N B New amp EA Sena My InfoView Searchtte e O 2 JSB a 3 Full Patient Waiting List m m z m 7 mm Zabi OR KI E AJEdit Quer j E Edit Report SBRun Query pe Ca B NTS 38 Bhadd query E AE Properties I Result Objects Waiting Times EHA Time HA Clinical HA Organisation EHA Patient HHA Geography FHA Population HHA Record Details 7 Mandatory Unique Identifier J Effective Start Date J Waiting List Key I HCP Professional No T Availability Status J FI HHA Waiting at Report Date HHA Completed Waits THA Offers amp Appointments HHA Unavailability EHA Exclusions of Query Filters EHA Prompts r EH Filters ff Reporting Date Patient Type Description J Council Area Description J Specialty Classific Description J Pat CHI Number I Pat Full Name J Init Start Date Ref Rept Date Weeks Waiting Grouping TI Number of Waiting List Weeks TI Location of Treatment Name J Number of Waiting List Days 7 Waiting Target Case Case Reference Number J Sending Health Board Description Sending Sub Health Board Description yf Exclude Deleted Waits J Patient Type Description Inlist Patient Type 7J 7 Sending Health Board Description Equalto Sending Health Board ia
70. scription Equalto Sending Health Board E B Exclude Flag 3 All Objects C Hierarchies L x 2 Z waiting List The description of the code representing the location where the data originated can be used with patient type as an equivalent to a computer system at a particular location Figure 41 Adding an object to the Result Objects section Clicking on the Edit Report button will take you back to the original Modify screen The new object will be included in the list on the left hand side and it can now be added either directly to the table or as a drop down filter in the results by following the steps outlined earlier in sections 4 1 and 4 2 respectively TRY Adding Result Objects Open your own copy of the report by clicking the Modify link Click Edit Query to view the Query Panel Find Sending Location Name from the list of Objects Select the object drag it over to the Result Objects section and place it anywhere position is not important Click Edit Report Can you now see Sending Location Name in the list of objects on the left hand side 54 5 3 Adding objects as filters prompts in the query If you look at the previous figure you will see that the results of the Full Patient Waiting List report will exclude deleted waits and any records with Flag 3 errors Prompts have also been specified for Report Date predefined prompt Patient Type Description and al
71. so Sending Health Board Description thus further specifying the results that are to be displayed when it has been refreshed There are a number of other filters prompts that can be added or removed from here it all depends on what results that you want from a report For example it may be that you want to look at the number of patients on a waiting list that are waiting over X weeks where X is a user defined value To do this with the Full Patient Waiting List Report you would need to add a prompt to the Query Filters section 3 as shown in Figure 33 that asks the user to enter a value for the number of weeks when refreshing the report To do this you will first of all need to locate the appropriate object and drag and drop it into the Query Filters section In this case we do not need to look through the folders in the Data section as the object that we need Number of Waiting List Weeks is already one of the Results Objects When moving the object across the Query Filters section you may notice blue bars appearing over the the other Query Filters similar to what was described in section 4 1 Again these are designed to help with the positioning however we want to place it at the same level as the other prompt filters and therefore you should look for a thin horizontal black line between the existing Query Filters as highlighted in the screenshot below 55 Info iew Microsoft Internet Explorer
72. so that you can drill down to more detailed information e g from an aggregated number to individual cases etc ONGOING WATS FOR PATIENTS ON WAITING LIST Report Date SOF 2009 SUS 2009 E g Humber on list Of which Humber waiting over local target jo pom poo Hardatariy Unique Patient Type Specialty HCP Professional No ICRA Identifier Hew outpatient ACCIDENT amp BAER GENC Y pea k presia SE an 22042007 2604 2007 523 Ti Ow mitet arp ng toeni Vetus Obrati 10000 445 f Oy pepe ea S A Tapiti O6 07 L007 9007 2007 44g 5 Oy ces ara PGT an Oprati 12 0 2007 446 G Oy red eet 1 E S008 2008 30082008 0 Daycase ALLERGY mre Pera SETAE teatis Tezenis 1 ii iS ropar dsalays all tac letest details forihz ce ested Mol RECORD NFTA S PATIFNT DINAN ARI ITY fase Roterenee Miner carn Pal CH hiirer Cur fideutial I navall star Nate Wsccetory Uniqs centilis tal LP Lravail Cod Ose mairg lag Uisa H Pal EH Homb Lnavallah lity Rezsnn Ceserictian relive Delelsd maai J Falle A Fal Fol Nane U ARP OINTMENT S OFFERS A dTa passa busress vsidaion Pal Cesta ndicctor H Pad Gender Meserl tar Fa tals Referral Dade DEM ee Pal Ohie Grows Desc Hizr Rect Enos BHA Hacarral Hacaipt taba nis erin Erat Cagar Uareri giorn AF An M ee e Figure 4 Drilling down for more detailed information d Sharing BOXI gives the user the ability to share reports with other users in their Board and also
73. stages involved in loading a New Ways extract once it has been submitted validation and load and we will take a closer look at each stage as this has a bearing on the point that you can run certain reports in BOXI 1 3 1 Validation stage Once a file has been validated an automated validation email is sent out to specified users with a summary of the results number type severity of errors etc and the user Is invited to run the error reports in BOXI Note that the validated data has not yet been loaded to the warehouse at this stage only details of the errors The validation has two main error types Schema Errors and Data Errors Schema Errors indicate a fundamental flaw with the extract e g file format record type etc which will probably require input from your IT dept PAS supplier in order for the problem to be resolved Data errors are caused by incorrect recording of data items e g offer dates specialty etc You will be more likely to be dealing with Data Errors as these are far more common Each individual error is assigned a flag to indicate an appropriate level of error severity The diagram below outlines the different flag types in use for Data Errors Data Error Description Flaq Type Use in Reports Use in all Publikation This data has NO errors and has reports amp passed all business validation eee pai analysis This data was previously classified Use in all di TE Pu
74. t gt gt I F Refresh Data Q E Analysis context Sending Sub Health Board Description All values Specialty Classific Description All values Patient Type Description All values Fiag Group Al values x N H S Waiting Times N pe Full Patient Waiting List SCOTLAND Report Date 30 11 2009 Last Refreshed 03 12 2009 Report Date 30 17 2009 Sending Health Board Patient Type Daycase Inpatient New outpatient Mandatory HPs SNA Unique Init Start f Effective Weeks Wait HCP Professional J Identifier Date Date Grouping Daycase ANAESTHETICS ey Oe SME Tht ta 2808 2009 29 10 2009 46 Weeks 05 10 2009 05 10 2009 7 9 Weeks 04112009 16711 2009 0 3 Weeks 04 11 2009 18711 2009 0 3 Weeks 04 11 2009 16711 2009 0 3 Weeks 04 11 2009 11 11 2009 0 3 Weeks 16 11 2009 16 11 2009 0 3 Weeks 16 11 2009 16 11 2009 0 3 Weeks RAatTenon TRATMeoNN Full Patient Waiting List Refresh Date 8 December 2009 16 00 12 x Discussions A Done y a E fei re Local intranet Figure 17 Results displayed TRY Refreshing a report Open the Full Patient Waiting List report and click Refresh data When prompted enter a Report Date of your choosing remove planned repeat and return outpatients and then select your Board name Press Run Query and wait for the results 3 2 Filtering the results Having refreshed the report with your chosen criteria you will see that the table has now been po
75. t viewing Ge Add placeholder M Add attachment Attachment C Automatically generated Specific name Current_waiting_list EXT Add placeholder M Add file extension z e iii Discussions R 5 l gt CECE C A Local intranet i Figure 26 Completed email section After selecting the appropriate options for When and Prompts clicking the Schedule button will create an instance of the report as before Once the scheduled run is complete the results will be emailed out to your chosen recipients and they will receive an email message that will be similar to the following depending upon what has been entered in the Subject and Message fields 36 E Current waiting list details Message Plain Text z iol x File Edit view Insert Format Tools Actions Help ib Reply G Reply toll Forward GJ 2a Sd amp ela K e A OB From Current Waiting Listtmaill csa scot nhs uk Sent Mon 22 03 2010 15 55 Ta Bush Stephen WHS ational Services Scotland C Subject Current waiting list details Attachments El Current Waiting List xls 12 MB Please find attached a list of patients that are currently sitting on the waiting list Figure 27 Email received following scheduled run of a report Note the attached Excel file and the same message text that was used when setting up the scheduled report in the above example This facility is a powerful featur
76. t A lt i Address https www bic scot nhs uk businessobjects enterprise1 15 desktoplaunch Infoview main main do abjld 523077 NHS SCOTLAND S g E T O New A RA Send v My Infoview Search title 1S R amp Full Patient Waiting List LEE eE mS 2 Document View 3 FA Find Undo Redo Zoom 100 gt es Refresh Data y ei x Sa My Fold g a Analysis context Sending Sub Health Board Description No value Speciatty Classific Description No value 4 olgers B 7 san Fold Patient Type Description No value Waiting Target Case No value Case Reference Number No value UpIIC Folders a i Weeks Waiting Grouping No value x Flag No value 7 Flag Group No value a Scotland j Waiting Times g NHS N S Saa DNSS wn poet Full Patient Waiting List SCOTLAND Report Date g waiting Times L E Error Reporting J Eo tints Welcome stephb04 ISD User Reports Last Refreshed 24 02 2009 E Snapshot Reports E Standard Reports B viewing Gallery ators Unique Init Start f Patient Type Specialty HCP Professional J cRN Identifier Date SUMMARY Total Patients RE 4 b Full Patient Waiting List Refresh Date x aT TTS Local a Figure 13 Initial screen in Full Patient Waiting List report TIP Depending upon the resolution of your monitor you may noti
77. the 4 key eydoscopic tests Upper endoscopy colonoscopy lower endoscopy LE Error Reporting and cystoscopy in weeks wait grouping by location of treatment A breakdown with patient details is provided DISD User Reports i G Snapshot Reports 7 Full Patient Waiting List 1ooaggha 14 45 Web Inteligence Administrator 3 E Standard Reports View Latest Instance History Schedul Modify Properties Excludes flag 3 Provides a full list of patients that are waiting on a specified date and how many weeks they have been waiting The user has the ability to choose the date they wish to see the list for the Health Board s they wish to see the list for and the patient type s Inpatient Outpatient etc they wish to see the list for VVithin the resulting report the user can filter results by Patient Type and Specialty B viewing Gallery Monthly Management Information Web Intelligence C al MMI pijit Document History Schedule Modify Properties Excludes flag 3 Consists of a Main Waiting Times MMI and a dental MMI and shows available and unavailable patients for 3 consecutive month ends Includes sections on all referral sources and outpatients with procedure Administrator 0 Web Intelligence Administrator 0 Document Ed 2 Monthly Waiting Times Summary Never run History Schedule Modify Properties Excludes flag 3 Previously known as the MMI Waiting Times Outturn Report Shows Available and unavailable patients for 3 c
78. the most often whether that be in Standard Reports Error Reporting or even your Board User Reports folder this will become clearer as you start to work with BOXI To do this click on the preferences ico WE a which you can find near the top right of the browser window and select Yes if you are prompted for a response On the following screen you will see a list of options under the heading My initial view is Choose the folder and then click the Browse button Select the folder from the list which contains the reports that you wish to see first when you log in to BOXI and then click OK This will take you back to the main preferences screen Scroll down to the bottom of the preferences page and click OK This will set your preferences so that in future you will be directed to your chosen folder when you next log on to BOXI 2 2 3 Navigation summary Section 2 2 has covered the steps required to navigate your way around the folder structure in BOXI In doing so it was mentioned that there are three distinct areas which offer different levels of access to particular groups of users and these are summarised in the diagram below E Folders i G eseskteeax g amp pHome E aj My Folders Folders containing reports that are only accessible aaj Favorites by the individual user 3 lInbox E Si Public Folders g E Scotland g GaNHs g Highland Folders containing reports that are only accessible g Highland Wai
79. ting Times by Board users each Board will have their own set CE User Reports of folder s which only they can see a Waiting Times CE Error Reporting Folders containing reports that are accessible by all Ca Snapshot Reports BOXI New Ways users E Standard Reports Board users can only see their own data when using Ba viewing Gallery these reports ISD users can see data for all Boards Figure 11 Navigating BOXI highlighting key areas These three areas all have a part to play in the following section so please ensure that you are comfortable with the differences between them before moving on to the next section 17 3 Working with the existing reports This section will demonstrate how to refresh the existing central reports and refine the results using the drill filters that are provided We will use the example of the Full Patient Waiting List report from the Standard Reports folder throughout the following sections as many of the steps that we will cover are common to all reports This particular report is designed to return information on all patients that are on a waiting list i e still waiting at a given time File Edit View Favorites Tools Help O AJAA Tra 62 4 AL O Back gt x B Ta p Search Favorites 4 wie SE rel Address https fiw bic scot nhs uk businessobjects enterprise1 15 desktoplaunch Infoview main main do objId 523077 NHS SCOTLAND GS my TI O New
80. tion xf J All Patient Type Description v fi gt All waiting Target Case ie All Case Reference Number mih lt All Weeks Waiting Grouping fp lt All Flag fl Al Flag Group x fle Full Patient Waiting List a 7 Availability Status Last Refreshed 202 2010 7 Case Reference Number Council 4rea Description F Effective Date 7 Flag 1 Mandatory 1 Flag Group Unique Init Start Effective 7 HCP Professional No Patient Type Specialty HCP Professional t CRN Identifier Date Date L Trikt Skart Maka Figure 37 Edit Query greyed out in report In order to activate the Edit Query button you must first save a copy of the central report that you wish to modify into your own area TIP At this stage you could choose to save the report to your Board User Reports folder however this would mean that other users in your Board would be able to see your work in progress which you may not want Therefore it is advisable for users to save a copy to their Favorites folder initially while working on a report The finished report could then be moved to your Board User Reports folder at a later stage once the modifications have been completed 49 There are a couple of ways of saving a copy of the central report to your Favourites folder The first is as described earlier in section 3 4 1 where you open the report and then save a copy from within the report The second option allow
81. trol over the name of the results file that will be sent out choosing Automatically generated leads to a filename like c 0a45jkgu57js2 xls when the results are sent out Finally please ensure that you click the checkbox beside Add file extension so that a tick appears otherwise the file that is emailed will be meaningless The screenshot below outlines an example of the completed sections lt Q info iew Microsoft Internet Explorer I x File Edit View Favorites Tools Help hd Q peck 7 gt 7 x B A 5 Search She Favorites 2 e2 a Laas rel Address https www bic scot nhs uk businessobjects enterprise1 15 desktoplaunch InfoView main main do objld 523077 g Go Links NHS Welcome stephb04 SCOTLAND Gy E T O New A LY Send A My infoview Searchtitle gt iy amp Folders Schedule cs rece 0 OF x MN oe rl a RUA OBJeCE POW a Gesctae x E Home Object will run now My Folders Y E Destination a Public Folders aaa a Gm Scotianid Destination Email recipients GE HEAT M Use the Job Server s defaults g NHS NSS From Current_Waiting_List a waiting Times To stephen bush nhs net CB Error Repo Gi BISD User a i Subject Current waiting list details Add placeholder _ Snapshot f tR Message please find attached a list of patients that are Standard A current sitting on the waiting lis
82. ts Hierarchies ay 7 Not in list Is null 1 gt x Is not null Both Except fal tai et fia A EJ Local intranet Figure 44 Options available when specifying an argument t Choose Greater than from the list and then click the icon to the right of the empty text box to bring up another list 5 Population of Query Filters 5 Record Details ff Exclude Deleted Waits j Waiting at Report Date Completed Waits Patient Type Description In list Patient Type E 3 E Offers amp Appointments Unavailability Number of Waiting List Weeks Greater than Type a constant 1234 567 ET onstant 5 Exclusions iv aran 9 Sending Health Board Description Equalto Sending Health Board i Hierarchies Yaluets From list Object as 1 B Matocalintranet Figure 45 Options available when setting how the Value will be collected Here you can choose to enter a Constant i e a hard coded value Prompt or another Object In this example we would like for the query to ask for a value for the number of weeks so the best option to choose here is Prompt You will notice when you choose this that BOXI automatically enters a prompt into the empty text box Number of Waiting List Weeks but you can amend this text as you see fit e g in 57 this example you may want to change the prompt to Number of weeks greater than Once you have done this then refresh the
83. with a Trauma amp Orthopaedic Surgery consultant are subject to the current waiting times standard and where the records do not contain an error which will prevent them from being included in the Board s publishable figures 2 Explore other combinations using the drill filters Are you getting the results that you expect to see 3 3 More detail using linked reports You may have noticed that when you ran the Full Patient Waiting List report part of the results are in blue and underlined similar to the appearance of a web link This allows the user to link to a report which shows more detail directly from the initial results This functionality was briefly described earlier in section 1 2 2 see figure 4 Sticking with the Full Patient Waiting List report to illustrate this point you will notice that once refreshed the CRN in each of the records in the results is shown as a link If you click the CRN then a new window will open and every item of information as on the warehouse for that particular record will be displayed This drill down facility removes the need for the user to run a separate report should they require more detailed information on any particular case s 25 As you explore the various reports in the New Ways Business Objects environment you will notice that several of them have drill down links such as this It is a good idea for the user to familiarise themselves with each of the centralised
84. xplorer ai G x File Edit View Favorites Tools Help a Back amp x x B A 4 Search SY Favorites E2 2 X mg baad i Address https jfw bic scot nhs uk businessobjects enterprise1 15 desktoplaunch Info iew main main do objld 523077 NHS Welcome stephb04 SCOTLAND GS Em Dnew B E send E myintoview serche dS kao ba i a we LD BB B E query Run Query wf B ES Badd query T A A P ck Data Properties 1 Result Objects SI Waiting Times Cn F Patient Type Description J Council Area Description I Specialty Classific Description I Pat CHI Number 9 Pat Full Name J Init Start Date aa Referral Receipt Date 7 Ref Rept Date J Weeks Waiting Grouping Number of Waiting List Weeks J Location of Treatment Name J Number of Waiting List Days 3 Waiting List Date Be List Removal Dat J Waiting Target Case 7 Case Reference Number J Sending Health Board Description J Sending Sub Health Board Description 7 Mandatory Unique Identifier J Effective Start Date J Waiting List Key 7 HCP ProfessionalNo J Availability Status J Flag 7 Flag Group 7 Sending Location Name ff Query Filters a Sending ff Reporting Date Sending Health Boar Sending Location J Exclude Deleted Waits Sending Locatior J Patient Type Description Inlist Patient Type A J Sending Health Board De

NEW WAYS USER MANUAL - Information Services Division

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