Community Mental Health Common Assessment Project OCAN - Ontario Common Assessment of Need Data File Submission and Report Retrieval Via Secure File Transfer Protocol (SFTP)
Table of Contents 1. Document Purpose...3 2. Overview...3 2.1. Information you need...3 3. What is an SFTP Client...4 4. Downloading and Installing an SFPT Client...5 5. WinSCP Login Screen...11 6. How to use your Login account to access the SFTP server:...12 7. The incoming and outgoing folders...15 7.1. Incoming Folder...15 7.2. Outgoing Folder...16 8. File Upload...17 9. File Download...18 These educational materials may be copied or distributed without permission solely for educational and implementation purposes, provided that (i) this notice is reproduced on all copies, and (ii) these materials are not modified in any way, neither provided nor distributed alone or in conjunction with any other materials, for money or other consideration. These educational materials are provided by the Community Mental Health Common Assessment Project (CMHCAP) and are designed for use with the education and implementation support program provided by CMHCAP. These materials alone are not sufficient for a successful and complete OCAN implementation. This education material and the information contained herein are proprietary to Community Care Information Management. The recipient of this information, by its retention and use, agrees to protect it from any loss, theft or compromise. Page 2
1. DOCUMENT PURPOSE This document describes the process of utilizing an SFTP (secure file transfer protocol) Client to transfer an extracted data submission file from your organization to our central server for the purpose of centralized/aggregate data reporting. Additionally, you will be using the SFTP Client to retrieve the generated reports from our central server to your organization for viewing, analyzing and sharing. 2. OVERVIEW The Community Mental Health sector in Ontario is in the process of introducing a common assessment across the province. This common assessment tool, which is called Ontario Common Assessment of Need (OCAN), is being introduced in automated (software) form. Therefore, assessment information is available in electronic format which means that assessment data can be analyzed, aggregated and reported on in many useful ways. The CMH CAP project team has developed a number of reports for use by OCAN-using organizations and is in the process of further refining these through feedback from users,. The current process by which these reports can be made available to the organizations is as follows: 1. The assessment information needs to be extracted from the local organization software on a monthly basis. (This feature is a requirement that the implementing vendor should deliver to you.) 2. The extracted assessment information file needs to be transferred to the Project Team s central server, into the Incoming folder, using a Secure File Transfer Protocol, and utilizing a piece of software referred to as an SFTP Client. This process is a manual process; automation is not a requirement for your vendor. 3. Once the assessment data file is uploaded to the Project Team s central server, and if the file format and data contained within are correct, then this data is loaded into a central database. 4. On a monthly basis, different reports are generated and placed in a different directory (Outgoing folder). These files will be in PDF format. 5. Organizations can access this directory at any time to view the generated reports and download and share them within their organization. 2.1. INFORMATION YOU NEED You need 3 pieces of information to use the SFTP process to send your assessment data: Our SFTP Server name (Host name): ltc.cceh.ca Username and Password to connect: Contact the Support Centre: cmhcap@ccim.on.ca and 1-866-909-5600 to receive your user name and password. You will use the host name, along with your user name and password to connect to our SFTP server. Page 3
3. WHAT IS AN SFTP CLIENT Secure File Transfer Protocol (SFTP) is a safe/secure method of transferring data over the internet from one computer to another, such as from your organization to our central server. An SFTP Client is an application used to connect to a remote computer and transfer files back and forth. There are free SFTP Client applications available on the internet for download. Some examples are: WinSCP FileZilla The examples in this document are based on the use of WinSCP, however organizations can choose to use any SFTP Client. The main features of an SFTP Client include: 1. Unique user Login and viewing of folders/documents 2. File Upload 3. File Download Page 4
4. DOWNLOADING AND INSTALLING AN SFPT CLIENT Software: (Note: Depending on your computer access rights, you may require Administrator access to download and/or install the SFTP Client.) Note: The examples shown below are based on the WinSCP SFTP Client. Organizations can choose to use any other SFTP Client to their liking. WinSCP Client program must be downloaded and installed on your computer using the following steps: 1. Go to the following link: http://winscp.net/eng/download.php 2. Right click on WinSCP 4.1.9 Installation package link as shown and select Save Target As Page 5
3. Select/indicate a file location in your computer and click Save. (Note: In this example, it is being saved to the Desktop) 4. The system will complete the download process. 5. Once the download is complete, look for the winscp419setup.exe file on your desktop and double click on it. Page 6
6. If an Open File Security Warning opens, click on Run. 7. Select the desired language Page 7
8. Proceed through the installation wizard with all the default settings. Click Next 9. Click Next on the License Agreement window Page 8
10. Click Next to continue. 11. Click Next to continue. Page 9
12. Click Install to complete the installation process. 13. Once the setup is complete click Finish. 14. Should you encounter any problems, please contact the Project Support Centre at 1-866- 909-5600 in order to assist you. 15. Proceed to the next section of this document for the system login overview. Page 10
5. WINSCP LOGIN SCREEN On the WinSCP Login screen enter ltc.cceh.ca in the Host name field. Enter your username and password in the appropriate fields. If you don t have this information contact the Support Centre: cmhcap@ccim.on.ca and 1-866-909-5600 Make sure the File protocol field is set to SFTP. If you click on the Save button you can save the connection information for future use: You can give the session a name in the Save session as: field. You may choose to save your password also so you don t have to enter it every time. Page 11
6. HOW TO USE YOUR LOGIN ACCOUNT TO ACCESS THE SFTP SERVER: Run the WinSCP application from your computer. If you have created and saved a connection account from section 5, then your stored session will appear in the middle window (in this example CMH_XYX stored session), you can click on Login to connect to this account. If there are no stored sessions appearing, then you need to follow these steps: 1. Click on the New button. 2. Provide the Host name, User name and Password. 3. Click Login. 4. You MAY be prompted by the following screens. Click on Yes to continue. Page 12
5. Ensure that you agree with the statement in the banner. Select the Never show this banner again checkbox and click on Continue. Page 13
The SFTP Client s main screen will display as shown above. SFTP s main screen is designed to mimic Microsoft Windows directory structure. There are two panel/sections in this screen namely: The local directory structure from your local machine on the left pane, and The SFTP (remote) directory structure on the right pane Page 14
7. THE INCOMING AND OUTGOING FOLDERS As seen in the previous section, the right pane of the SFTP Client application will display the remote directory structure; this is where you will be transferring files to. There should be two directories available, the Incoming and the Outgoing : The Incoming folder is where you drop/transfer data submission files (XML files) to us at the project. The Outgoing folder is where you pickup/retrieve files from us (Reports). The Incoming and Outgoing names for the directories are from our (project team) perspective, what is incoming to us, and what is outgoing from us to the organizations. 7.1. INCOMING FOLDER The Incoming folder does not have further sub-directories beneath it. All data submission files should be dropped in the same folder. The following rules apply to files dropped in this directory: - All files names should be unique. No two files should have the same name. - The files names should adhere to the file naming convention described in the System Requirements Specification document. Here it is for your reference: The file name should start with the word OCAN The file name should contain the year and month of the assessment data in the file 200903 for March 2009 The file name should have the unique Organization ID belonging to the organization who is submitting the data 1234 for Org 1234,the org id should be 4 digits long and padded with zeros where necessary i.e. Org 233 would be captured as 0233 The file name should have an incremental file id for each month in case there is more than one submission in a month due to fixing of errors etc. 01, 02 and so on. The id should be 2 digits long and padded with a zero where necessary. Example file names: Org 1234 submitting for March 2009, 1st data submission this month OCAN200903123401.xml Org 995 submitting for September 2008, 3rdst data submission this month OCAN200809099503.xml Note: Using the above file naming convention means that there should never be two files submitted with the same file name. The assessments contained in each file should only be the assessments with the start date in the month specified by the file name. If there is a need to submit more than one month s worth of data there should be multiple files generated. The assessments in the data submissions should only be completed assessments. - Files should only contain data for one month (i.e. the assessment Start Date for all assessments in the file should be the same month) - Data submission files should only have Completed assessments included. That is, there should a be a Start Date and a Completed Date associated with every assessment and the period between the Start and Page 15
Completed Dates should not be more than 30 days apart. 7.2. OUTGOING FOLDER The Outgoing folder is where the generated monthly reports will be placed for the organizations to view and download. Please Note: There will not be any reports generated until after the organizations submit their monthly data submissions. Once the organizations start submitting their data, reports will be generated and placed in the appropriate directory for viewing. At that point you will be able to explore the directory structure in the Outgoing folder and familiarize yourself with the different reports. Page 16
8. FILE UPLOAD Follow these steps to upload/transfer the extracted assessment data submission file from your computer to our central server: 1. Navigate to the Incoming folder in the right pane of the WinSCP application, by double clicking on the Incoming folder. 2. Inside this folder there should not be any other sub-directories. There should only be previous data submission files if you have done data submissions in the past. If this is your first data submission, there should not be any other files in this directory. 3. Drag the file to be transferred/uploaded from your local drive (left pane) over to the right pane. Single clicking on the file, holding down the mouse button dragging the file to the desired location and releasing the mouse button will allow you to drag the file. Page 17
4. A Copy window MAY display as shown: 5. Click Copy and wait until the copy process is completed. A 100% copying status should display on the window to indicate completion of file upload 6. When an upload is complete, the file will automatically display in your incoming folder. Please notify the project, via the Support Centre, that you have successfully uploaded the file. 9. FILE DOWNLOAD File download is a similar process as upload but instead of dragging the file from your local directory (left pane) to our server (right pane), you drag the file from our server (right pane) to your local drive (left pane). Should you encounter any problems, please contact the Project Support Centre at 1-866-909-5600. Page 18