August 2000Puget Sound VAHCS VA FileMan 1 1 VA FileMan 1 Introduction to VA FileMan Puget Sound VAHCS Seattle, WA August 2000 Version 3 Contributors: Valerie

August 2000 Puget Sound VAHCSVA FileMan 1

1

VA FileMan 1Introduction to VA FileMan

Puget Sound VAHCS

Seattle, WA

August 2000Version 3

Contributors: Valerie J. Harvey, Ph.D., Computer & Information Systems, Robert Morris College, Moon Township and Pittsburgh, PA; Rick Marshall, ISS, Puget Sound VA Health Care System (VAHCS), Seattle, WA; Melissa Hughes, ISS, VA Puget Sound VA Health Care System (VAHCS), Seattle, WA.


2

Philosophy of FileMan• Safe, reliable identification of patients,

medications, etc., based on meaning

• Names as meaningful lookup aids

• Combinations of names and other meaningful identifiers to uniquely identify patients, etc.

• Integration of data through relationships (implemented by the pointer data type)

• Data types to enhance safety


3

VA FileMan Documentation 1

• Getting Started Manual, Version 22.0– Part I, Displaying Information

• Inquire, Print, Search, Browser

– Part II, Editing Records• Prompts, Field Types, Adding/Deleting Records

– from Part III, “Replace…With” Edits in Section 11

– Glossary– Index


4


• Advanced User Manual, Version 22.0– Import and Export Tools with focus on Export– Relational Navigation– From Advanced Edit Techniques:

• Set Field Default

• Looping (^LOOP)

– Computed Expressions– VA FileMan Functions


5


• Advanced User Manual, cont’d– List File Attributes with focus on Data

Dictionaries– Creating Files and Fields– File Utilities with focus on cross references,

identifiers, editing files– Glossary– Index


6

Getting OnlineTest Account [ = select]

PROGRAMS APPLICATIONS SMART TERM VISTA-DHCP

FILE OPEN TEST.STW


7

Using the Test Account• ACCESS CODE: fileman1

• VERIFY CODE: fileman2

• Enter: EXINLISTGEMGLOBAL LISTERMODPRSE orUTIL

to carry out activities in course[the particular entries for the menu may vary]


8

Establishing FilesTo Learn About FileMan

MODIFY FILE to create 4 files:SKILL,BUILDING,DEPARTMENT,EMPLOYEE

(Just enter your system to invoke MODIFY FILE)


9

Using MODIFYto Create a New File

• Select Coordinator's Fileman Option [TEST]: m Modify File Attributes

• DO YOU WANT TO USE THE SCREEN-MODE VERSION? Yes// n (No)

• MODIFY WHAT FILE: ABC SKILL// xyzz

• Are you adding 'xyzz' as a new FILE? No// y (Yes)

• FILE NUMBER: 2.1// 505050 [verify current # to use]


10

Naming Your Files Uniquely

• Please prefix the name of each file you create with unique initials. Suppose your initials are abc - then prefix BUILDING with ABC like ABC BUILDING

• Other examples: ABC DEPARTMENT, ABC SKILL, ABC EMPLOYEE


11

Responding to FileManPrompts - You May Enter...

• entire word or phrase - Smith,Jane

• ? - gets single line of help

• ?? - gets more detailed help

• selection from choices offered

• incorrect responses - gets beep and ??

• partial response - first 1 or 2 letters (attempt to be unique)

• default response // - if you press <ret> you will get what is in front of //


12

Documenting the Design

After creating the design:

LIST ATTRIBUTES to obtain a data dictionary listing for each file created (Just enter L)


13

Entering Data andRetrieving Data

ENTER OR EDIT FILE ENTRIES to enter data into the files (Just enter E)

PRINT FILE ENTRIES to print the contents of the files (Just enter P; specify ALL for fields)

INQUIRE TO FILE ENTRIES or SEARCH FILE ENTRIES to retrieve data (Enter I or S)


14

Utilities to Edit Fileor Add Identifiers

UTILITY FUNCTIONS option EDIT FILE can be used to delete a file if necessary (Enter U, then E)


15

Sample Database

EMPLOYEE - fields:NAMENUMBERSALARYSEXMARITAL STATUSDEPT*SKILL

SKILLDATE

CERTIFIED

SKILL - fields:NAME

DEPARTMENT - fields:NAMEBUILDING

BUILDING - fields:NAME


16

Identifying Records -Identifying the Patient,

Medication, etc.• IEN = Internal Entry

Number - unique - however IEN is arbitary

• .01 field - usually NAME - not unique -intended for lookup

• NAME + Identifiers - looking for a unique combination of fields - example: NAME + DATE OF BIRTH - names are meaningful - safety issues


17

Order of Creating Files

• BUILDING before DEPARTMENT

• SKILL and DEPARTMENT before EMPLOYEE


18

About Certain Fields -Multiples and Pointers

• SKILL in EMPLOYEE is multiple(*)

• SKILLS in EMPLOYEES points to SKILLS

• DEPT in EMPLOYEE points to DEPARTMENT


19

Database Structure

SKILLName

EMPLOYEENameNumberSalarySexMarital StatusDept*Skill Skill Date Certified

DEPARTMENTNameBuilding

BUILDINGName


20

Data Types - Date/Time Date/TimeDATE CERTIFIED

DATA TYPE OF DATE CERTIFIED: DATE/TIMEEARLIEST DATE (OPTIONAL):CAN DATE BE IMPRECISE (Y/N): YES// N NOCAN TIME OF DAY BE ENTERED (Y/N): NO//WILL DATE CERTIFIED FIELD BE MULTIPLE? No// (No)IS DATE CERTIFIED ENTRY MANDATORY (Y/N): NO// Y YES


21

Data Types - Numeric NumericSALARY (Dollar)

DATA TYPE OF SALARY: NUMERICINCLUSIVE LOWER BOUND: 1000INCLUSIVE UPPER BOUND: 999999IS THIS A DOLLAR AMOUNT (Y/N): NO// Y YESWILL SALARY FIELD BE MULTIPLE? No// (No)IS SALARY ENTRY MANDATORY (Y/N): NO// Y YES....'HELP'-PROMPT: Type a Dollar Amount between 1000 and 999999, 2 Decimal Digits


22

Data Types - Set of Codes Set of CodesSEXMARITAL STATUS

DATA TYPE OF SEX: SET OF CODESINTERNALLY-STORED CODE: F WILL STAND FOR: FEMALEINTERNALLY-STORED CODE: M WILL STAND FOR: MALEINTERNALLY-STORED CODE:WILL SEX FIELD BE MULTIPLE? No// (No)IS SEX ENTRY MANDATORY (Y/N): NO// NO....'HELP'-PROMPT: ENTER F OR M


23

Data Types - Free Text Free TextNAME in EMPLOYEESKILL in SKILLNAME in DEPARTMENTNAME in BUILDINGNUMBER

DATA TYPE OF NUMBER: FREE TEXTMINIMUM LENGTH: 4MAXIMUM LENGTH: 4(OPTIONAL) PATTERN MATCH (IN 'X'):WILL NUMBER FIELD BE MULTIPLE? No// (No)IS NUMBER ENTRY MANDATORY (Y/N): NO// Y YES


24

Data Types - PointerPointer SKILL in EMPLOYEE(*SKILL) (with LAYGO option)BUILDING in DEPARTMENTDEPT in EMPLOYEE

DATA TYPE OF BUILDING: POINTER TO A FILEPOINT TO WHICH FILE: BUILDINGSHOULD 'ADDING A NEW BUILDING FILE ENTRY' ("LAYGO")BE ALLOWED WHEN ANSWERING THE BUILDING' QUESTION? No// (No)WILL BUILDING FIELD BE MULTIPLE? No// (No)IS BUILDING ENTRY MANDATORY (Y/N): NO// NO'HELP'-PROMPT: ENTER A BUILDING


25

Establishing a MultipleDATA TYPE OF SKILL: POINTER TO A FILEPOINT TO WHICH FILE: SKILLSHOULD 'ADDING A NEW SKILL FILE ENTRY' ("LAYGO")BE ALLOWED WHEN ANSWERING THE SKILL' QUESTION? No// Y (Yes)WILL SKILL FIELD BE MULTIPLE? No// Y (Yes)IS SKILL ENTRY MANDATORY (Y/N): NO// NOSHOULD USER SEE AN "ADDING A NEW SKILL?" MESSAGE FOR NEW ENTRIES (Y/N): YES // YESHAVING ENTERED OR EDITED ONE SKILL, SHOULD USER BE ASKED ANOTHER (Y/N): Y YES


26

Editing Multiples

Select SKILL SUB-FIELD: ? Answer with SKILL SUB-FIELD NUMBER, or LABEL: .01 SKILL

You may enter a new SKILL SUB-FIELD, if you wishSelect SKILL SUB-FIELD: DATE CERTIFIED Are you adding 'DATE CERTIFIED' as a new SKILL SUB-FIELD? No// Y (Yes)


27

Documenting Your Work

• LIST ATTRIBUTES Data Dictionary for each file

• PRINT of contents of each file


28

Printing

• Getting Started - Chapter 2

• Using ! Prefix for count

• CODON and AMINO ACID database:for AMINO ACID, print NAME and !CODON and then !NAME AND CODON and note the difference

Documents

August 2000Puget Sound VAHCS VA FileMan 1 1 VA FileMan 1 Introduction to VA FileMan Puget Sound VAHCS Seattle, WA August 2000 Version 3 Contributors: Valerie