Instructions for exporting data using MCHP Export.accdb: Difference between revisions
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== Instructions == | == Instructions == | ||
=== Schedule and Frequency === | |||
* Yearly export to be done anytime in April of each year - as prescribed by Dave Towns (Senior Data management Analyst, Repository MCHP) on Aug 4, 2023. | |||
** It was decided in Task meeting 22May2024 to put on hold any data sharing with MCHP until Shared Health decides on the possible option for hosting the database (e.g. platform of the CCMDB) which at the moment has no action yet. | |||
** Aug 12, 2024 - resume sending data to MCHP as one previous investigator is getting updated data for his study to MCHP. One thing to note with MCHP is the DSM data not being reliable and complete. | |||
=== Preparations === | === Preparations === | ||
# [[Pull]] down the data to the usual location (desktop/CentralizedFrontEndLive) | # [[Pull]] down the data to the usual location (desktop/CentralizedFrontEndLive) | ||
# copy [[MCHP Export.accdb]] to the same location | # copy [[MCHP Export.accdb]] to the same location | ||
# copy [[DSM Labs Consistency check.accdb]] to the same location | |||
=== generating the export file === | === generating the export file === | ||
* open [[MCHP Export.accdb]] | * open [[MCHP Export.accdb]] | ||
* edit the VBA code to '''set the date range''' | * change extract dates if needed; actually, we don't generally change the dates, we always send 2019-01-01 to current | ||
** in the program, click the "Database Tools" button bar tab a the top, then the "Visual Basic" button | ** edit the VBA code to '''set the date range''' | ||
** edit the start_threshold and end_threshold variables | *** in the program, click the "Database Tools" button bar tab a the top, then the "Visual Basic" button | ||
*** edit the start_threshold and end_threshold variables | |||
* accommodate any data structure changes that might have occurred since the last export (or confirm there are no such changes) | * accommodate any data structure changes that might have occurred since the last export (or confirm there are no such changes) | ||
** e.g. are there any new tmp projects that should be included? | ** e.g. are there any new tmp projects that should be included? | ||
* Click the "Run MCHP Export" button | * Click the "Run MCHP Export" button | ||
** if error message comes up due to large size issue, close the accdb. Get a copy again of the master MCHP Export, open, purge the data and run the MCHP Export button again. | |||
* '''delete the modules and forms, they contain [[:Category:Password | Passwords]]''' | * '''delete the modules and forms, they contain [[:Category:Password | Passwords]]''' | ||
==== Contents of the export files ==== | |||
* [[MCHP Export.accdb]] : before 2020-05-05, the exported file contains from the beginning of the database to the current time. Starting 2020-05-05, the data file being sent start always from 2019-01-01 to current. | |||
* [[PHI.mdb]] contains always from the beginning of the database to current. | |||
==== Temporary instruction re:[[LAU Collection Project]] ==== | |||
* starting 2025-03-01, Non-medicine wards or Lower Acute units [[LAU]] have been collected as a temporary project [[LAU Collection Project]] and incorporated into [[CCMDB.accdb]]. These records need to be excluded manually from the export files before sending. | |||
** How? create a sub-folder under the S:\MED\MED_CCMED\CCMDB_Special_Projects\MCHP and label it by yyyy-mm-dd (the date when the export files were done). Copy the [[MCHP Export.accdb]] and the [[PHI.mdb]] from the desktop into the sub-folder. | |||
*** Open the [[MCHP Export.accdb]] and click L_LOG_MCHP table. Filter those records having service location with loc_type LAU or right click any record under [[D ID field]] and choose '''text filters contains LAU''' ). Then delete them all and consequently the related tables should clear out as well. | |||
*** Similarly open [[PHI.mdb]] and click L_PHI table. Filter those records by right clicking any record under [[D ID field]] and choose '''text filters contains LAU'''. Then delete them all. | |||
* End date: none yet | |||
=== sending === | === sending === | ||
* review | * review to make sure there are no big outstanding questions that will make our data look bad; a page on the wiki that might help with this is [[Portal related pages with questions]] | ||
* Zip the individual files by using the 7-zip file manager - find the files and click '''ADD to archive''' and it will open a screen. Rename the files into CCMDB_MCHP_export_date and CCMDB_phi_date. Encrypt the zip files by using the passwords indicated from the excel file of Passwords_MainOffice from the shared folder. | |||
* after zipping the files in the next two steps, try opening them on a different computer before sending them out of office; we had a problem with the zipped file during the 2020-04-30 send. | * after zipping the files in the next two steps, try opening them on a different computer before sending them out of office; we had a problem with the zipped file during the 2020-04-30 send. | ||
* | * the zipped [[MCHP Export.accdb]] and password protected | ||
** send via MCHP sFTP server. Julie has been given a temporary account by Rod McRae, | ** send via MCHP sFTP server . Julie has been given a temporary account by Rod McRae, IManager, Manitoba Centre for Health Policy. Every time needed, Julie has to request and email Rod McRae <Rod_McRae@cpe.umanitoba.ca> and Dave Towns. | ||
*** go to https://collab.mchp.ca/sites/sft. Enter the provided username and password by MCHP (see Passwords_MainOffice). Double click document CriticalCare_Medicine. Drag the zipped file to upload or choose the file to start uploading. Sign out once done. | |||
** email the password to Dave Towns (Dave_Towns@cpe.umanitoba.ca). | ** email the password to Dave Towns (Dave_Towns@cpe.umanitoba.ca). | ||
* | * the zipped [[PHI.mdb]] and password protected | ||
** send password encrypted PHI.mdb via MHSAL’s secure file transfer system to Jason Berry, A/Director, of Information Management and Governance Unit, Information Management and Analytics, Resources and Performance, Manitoba Health, Healthy Living & Seniors (4041 -300 Carlton Street, Winnipeg MB R3B 3M9) and email the password to him (Jason.Berry@gov.mb.ca); Manitoba Health with de-identify the data and pass it on to MCHP. Julie has an account to MHSAL secure file transfer system. | ** send password encrypted PHI.mdb via MHSAL’s secure file transfer system to Jason Berry, A/Director, of Information Management and Governance Unit, Information Management and Analytics, Resources and Performance, Manitoba Health, Healthy Living & Seniors (4041 -300 Carlton Street, Winnipeg MB R3B 3M9) and email the password to him (Jason.Berry@gov.mb.ca); Manitoba Health with de-identify the data and pass it on to MCHP. Julie has an account to MHSAL secure file transfer system. | ||
**starting Aug 2023, the contact person has been changed to Fan Zhaopeng (Zhaopeng.Fan@gov.mb.ca), manager of the Axway at MB Health. | |||
*** go to https://mbhtransfer.mbhealth.ca/. Enter the userid and pw (see Passwords_MainOffice). Go to mailbox and compose a new email directed to Fan Zhaopeng (Zhaopeng.Fan@gov.mb.ca) and attach the zipped [[PHI.mdb]] and send. Logout. | |||
=== saving === | |||
* make a new sub-folder labelled with the date data was generated in the folder '''S:\MED\MED_CCMED\CCMDB_Special_Projects\MCHP'''. | |||
* save a copy [[MCHP Export.accdb]] and [[PHI.mdb]] and their zip files from the desktop to this new folder. | |||
== Legacy info == | == Legacy info == | ||
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{{Related Articles}} | {{Related Articles}} | ||
[[Category: MCHP]] | [[Category:MCHP]] | ||