HEALTH INFORMATION SYSTEM (HIS) Running and Scheduling Reports in InfoView (BOXI)

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1 Your PHLive environment and How To document screenshots may not always match due to the dynamic nature of HIS. If any modification to the system impacts the process outlined in this document, an updated How To document will be available through the HIS Website. InfoView (BOXI) provides your agency with the ability to run specific reports for a predetermined time. Only reports that have been loaded into BOXI will be available for scheduling purposes. InfoView (BOXI) uses the same interface as CSDW (i.e., the Business Objects application); however, InfoView should will not be used for Ad-Hoc report development. You will only schedule Avatar reports that have been promoted to InfoView (BOXI). Prerequisites / Limitations: Must be granted access to InfoView (BOXI) by the State. Your NCID username and NCID password will be used as your login and password for InfoView (BOXI). Access will be limited to designated local HIS administrators. The web-based application requires the same JAVA version as HIS. Verify that your computer meets the requirements noted in the System Requirements documentation, which is located on the HIS Website. Limitation: Scheduling reports in BOXI is limited to your NCID password expiration date. In other words, if your password is set to expire three months from now, you can schedule reports for three months. If your NCID password is set to expire in two weeks, you are limited to the next two weeks for running reports. HIS Schedule Maintenance: If you schedule a report to run when the HIS server is down for maintenance, BOXI will not be able to generate the report, which will result in a failed attempt. Please note the next bullet for scheduled maintenance times as noted by an asterisk (*). Hours BOXI Reports should NOT be scheduled: BOXI is intended for scheduling reports to run after normal business operations. To minimize the impact for HIS users running reports in Avatar during normal business hours, please note the following times when BOXI reports should NOT be scheduled to run. Mon - Friday 8:00am to 6:00pm Sat 8:00pm - Sunday 1:00pm* Wednesday 10:00 pm 11:00 pm* Friday 10:00 pm 11:00 pm* Page 1 of 17

2 Log-in to BOXI/InfoView 1. Open BOXI/InfoView in Internet Explorer. NOTE: Once you access the web-based application, bookmark the URL. Figure 1: InfoView Log On window 2. Enter your production NCID user name in the User name field. NOTE: Enter your NCID the same as you enter it in HIS. 3. Enter your production NCID password in the Password field. 4. Select LDAP from the Authentication drop-down field. 5. Click the Log On button. The InfoVeiw application displays. Figure 2: InfoView application Page 2 of 17

3 IMPORTANT NOTE Figure 3: Delete button within Folders section Once you log on to InfoView (BOXI), DO NOT click the Delete button within the Folders section of the application. Clicking the Delete button will result in your agency losing access to report folders. If you accidentally click the Delete button, which results in report folders being removed from the application, please submit a Help Desk ticket for assistance in recovering deleted information. Logging Off InfoView (BOXI) In order to ensure the protection of protected health information (PHI), it is important that you log off the application when not using your BOXI or stepping away from your computer. 1. Click the Log button located in the upper right-hand corner of the application. Figure 4: Log Off button Page 3 of 17

4 2. Once logged off, the Log On screen will display. Figure 5: Log On Screen Accessing InfoView (BOXI) Reports Once you log into InfoView, the next step is to access the report(s) you need to schedule. 1. In the Folders section, click the Expand icon associated with Public Folders. Figure 6: Expand Public Folders Page 4 of 17

5 2. Within the Folders section, all reports in which you have access to will display in sub-folders. Note: Continue clicking the Expand icon to access additional sub-folders. Please note that the folder structure here mimics what is seen in HIS to an extent. For example, within the Accounts Receivable folder, you will see a General folder. The General folder contains a few reports, such as the AR405 report. In HIS, you would navigate to the Avatar PH > Reports > Accounts Receivable > General subfolder to access the same report. Figure 7: Expand Public Folders Page 5 of 17

6 3. Once you access the sub-folder that does not have an Expand icon, select the folder to display the reports available to schedule in InfoView (BOXI). NOTE: The available reports will display in the General section of the application. Figure 8: Accessing available reports IMPORTANT NOTE Figure 9: Delete button within General section DO NOT click the Delete button within the General section of the application. Clicking the Delete button will result in your agency deleting reports from InfoView (BOXI). If you accidentally click the Delete button, which results in a report being removed from the application, please submit a Help Desk ticket for assistance in recovering deleted information. Page 6 of 17

7 Scheduling Reports Reports in InfoView (BOXI) can be scheduled to run based on a variety of parameters except yearly. Due to NCID passwords expiring every 90 days, your agency is limited in how far in the future a report can be scheduled. TIP: It is recommended that you reset your NCID password before you begin scheduling reports in BOXI so that your NCID is valid for 90 days, which will allow for greater scheduling flexibility. Once your 90 days is about to expire, NCID will send you an . It is important to update your password upon receiving the password expiration Within the General section of the application, locate the report your agency needs to schedule (see Figure 10). 2. Click the Schedule link associated with the report. Figure 10: Report Schedule Link Page 7 of 17

8 3. Within the scheduling parameters, you will access the following variables: > When > Database Logon > Parameters Figure 11: Scheduling Parameters 4. Select the Expand icon next to the When option. Page 8 of 17

9 5. Select the applicable scheduling option from the Schedule option drop-down field. NOTE: See Appendix A for further definitions for each available scheduling option. When scheduling a report to run in the future, it is recommend to set the start time after 9:00 pm and the end time to before 6:00 am. Figure 12: Scheduling option drop-down filed 6. Select the Expand icon next to the Database Logon option. Figure 13: Database Logon fields 7. Verify that PHLIVE defaults in the Server name field. 8. Leave the Database name field blank. 9. In the User name field, enter your RSC:NCID User Name (see Figure 13). Example: If John Smith s NCID user name is jksmith and his RSC number is 107, he would login using the following user name 107:jksmith. Please note that there is a colon between the RSC and user name. The NCID is case sensitive. DISTRICTS: Within the User name field, you will need to enter the 200 level RSC followed by the colon and NCID user name in this field when logging into the database. For some reports, you will be able to specify the sub-system code within the report parameters. 10. In the Password field, enter your NCID password (see Figure 13). Page 9 of 17

10 11. Select the Expand icon next to the Parameters option. NOTE: Depending upon the type of report you are scheduling, the parameters will vary. When no parameters have been selected, the value associated with each parameter will display with the word Empty. Figure 14: Parameters option 12. Select each instance of the word Empty to specify the parameter. NOTE: After selecting the parameter, you are required to click the OK button to save the parameter selection and to access the next available parameter. The available parameters that display are dependent upon the type of report you run in HIS. TIP: Look at the parameters to run the report in HIS; this will help you identify/define what the necessary parameters are in BOXI. Figure 15: Parameters option Page 10 of 17

11 13. Once all the parameters have been defined, click the Schedule button. NOTE: Once scheduled, you will see the word Pending under the Status column for the report. The status will change to Running when BOXI is running the report. To update the status, click the Refresh button. Figure 16: Pending Status 14. Once the report has rendered, the status for the report will show as Success. Figure 17: Success Status Page 11 of 17

12 15. Click the Date stamp under the Instance column to generate the report. Figure 18: Report 16. Click the Export button to export the report to the appropriate file format before saving to your local network. NOTE: Depending upon your agency s need, you may export the report as a PDF, Excel or a Word file. 17. Click the Close button in the right-hand corner of the report window to exit the report. Figure 19: Close button Page 12 of 17

13 Manage Reports within InfoView (BOXI) Due to storage limitations, InfoView (BOXI) will be scheduled to allow for only one instance of the report to display. Each time you run a specific report through BOXI, the system will overlay the previous report. For this reason, you need to export and save the report locally so that you have a record of the report. You will also have the ability to delete any report instance manually. The steps below note this process. Recommendation: Once you run your report, unless you receive a Failed message, export the report to either MS Word, MS Excel or Adobe PDF and save it to your local network. Once saved, you should then delete the instances from the BOXI application. This will help reduce the number of reports sitting on the server. In the future, the state will be setting up this application to only allow one report instance to display; therefore, the latest report you run will be the only instance available. Until this time, it is imperative that we minimize the number of reports sitting on the reports server to maximum storage capacity. 1. Select the checkbox next to the successfully ran report that you need to remove from the BOXI environment. Figure 20: Delete previously scheduled report 2. Click the Delete button. NOTE: A confirmation dialog box displays confirming that you would like to delete the selected item. Click OK to continue. The screen will refresh with the selected report removed from the BOXI environment. Figure 21: Confirmation dialog box Page 13 of 17

14 View the Latest Instance Once a report has been scheduled and ran successfully, your agency can return to InfoView (BOXI) and run the latest instance. Figure 22: View Latest Instance link 1. Click the View Latest Instance link. NOTE: The report displays in the application. Figure 23: Report 2. Export the report to the appropriate format and save the file to your local network. NOTE: Remember, InfoView will be set up to only allow for one instance of each report to be available on the server. Page 14 of 17

15 View History After a report has been scheduled, clicking the History link will allow your agency to see the all previously scheduled events for the identified report. Figure 24: History link 1. Click the History link. 2. Click the Date stamp under the Instance column to run the report. Figure 25: Scheduled report Page 15 of 17

16 Appendix A: Schedule Options The following schedule options are available within CSDW. Schedule options provide your agency with the ability to run reports out of InfoView (BOXI) at various intervals, as needed by your agency. As a reminder, your NCID password expires every 90 days. This reoccurring password expiration will limit how far in the future you can schedule reports to run. As a recommendation, before you begin using BOXI, reset your password so that you can take advantage of the 90 day scheduling window. NOTE: When scheduling a report to run in the future, it is recommend to set the start time after 9:00 pm. The end time for scheduling a report can be 1 hour after the start time. As a reminder, please note the times when scheduling reports should not occur on page 1. Figure 26: Schedule Options Now: Selecting Now allows you to schedule the report to run as soon as you select the Schedule button. NOTE: Reports in BOXI should not be run during normal business hours (8 am 6 pm). Figure 27: Schedule Options - Now Once: Selecting Once allows you to schedule a one-time event based upon a specific date range and time range. Since your NCID password expires every 90 days, you will not be able to schedule reports to run beyond 90 days in the future. Figure 28: Schedule Options - Once Page 16 of 17

17 Hourly: Selecting Hourly allows you to schedule the report to run for a predetermined number of hours. Since your NCID password expires every 90 days, you will not be able to schedule reports to run beyond 90 days in the future. For this scheduling option, you can identify the frequency or number of hours this report will run, based upon a specific date range and time range. Figure 29: Schedule Options - Hourly Daily: Selecting Daily allows you to schedule the report to run for a predetermined number of days. Since your NCID password expires every 90 days, you will not be able to schedule reports to run beyond 90 days in the future. For this scheduling option, you can identify the frequency or number of days this report will run, based upon a specific date range and time range. Figure 30: Schedule Options - Daily Weekly: Selecting Weekly allows you to schedule the report to run for a predetermined number of weeks. Since your NCID password expires every 90 days, you will not be able to schedule reports to run beyond 90 days in the future. For this scheduling option, you can identify specific days for each week the report will run, based upon a specific date range and time range. Figure 31: Schedule Options - Weekly Page 17 of 17

18 Monthly: Selecting Monthly allows you to schedule the report to run for a predetermined number of months. Since your NCID password expires every 90 days, you will not be able to schedule reports to run beyond 90 days in the future. For this scheduling option, you can identify specific days or weeks within the month the report will run each month, based upon a specific date range and time range. Figure 32: Schedule Options - Monthly Calendar: This option is not available. Since your NCID password expires every 90 days, you will not be able to schedule reports to run beyond 90 days in the future. Again, this is dependent upon the current status of your NCID password. As a recommendation, before you begin using BOXI, reset your password so that you can take advantage of the 90 day scheduling window. Figure 33: Schedule Options - Calendar ***End of Document*** Page 18 of 17