DirEve - Record Entry Manual

Transcription

1 BIREME / PAHO / WHO Latin American and Caribbean Center on Health Sciences Information DirEve - Record Entry Manual Version 1.1 São Paulo

2 Copyright BIREME / PAHO / WHO DirEve - Record Entry Manual Permission is granted to copy, distribute and/or modify this document under the terms of the GNU Free Documentation License, Version 1.2 or any later version published by the Free Software Foundation; with no Invariant Sections, no Front-Cover Texts, and no Back-Cover Texts. A copy of the license is included in the section entitled "GNU Free Documentation License". Card catalog BIREME / PAHO / WHO (Brazil) DirEve - Record Entry Manual. / BIREME (org.). São Paulo : BIREME / PAHO / WHO, p. 1. User manual. 2. Information access. 3. Information systems. 4. Information management. 5. Public health. 6. Public Health services. I. BIREME II. Title Warning - Any mention in this document to companies, institutions, persons or products are not an endorsement or recommendation given by BIREME / PAHO / WHO, thus it does not mean a preference to a similar one, cited or not. BIREME / PAHO / WHO Latin American and Caribbean Center on Health Sciences Information Rua Botucatu, V. Clementino This document was produced with the Documents Conformation Methodology (NorDoc) developed by BIREME.

3 Table of contents Illustrations and tables list...ii Abbreviations used...iii How to use this manual...iv 1 Preface About BIREME The Virtual Health Library (VHL) Introduction Objectives of the Manual General characteristics of the system On access Forms Major functions Documenalistt manager profile Insert function Publisher profile Edit function Administrator profile Adm user function Complementary information Bibliographic references Glossary... 22

4 Illustrations and tables list Fig. 1 Initial screen of the management system...7 Fig. 2 Management form documentalist...9 Fig. 3 Management Form - publisher...9 Fig. 4 Management form administrator Fig. 5 Documentalist profile functions Fig. 6 Insert function Fig. 7 Publisher profile functions Fig. 8 Edit function Fig. 9 Edit function Fig. 10 Administrator profile functions Fig. 11 Administrate users functions II

5 Abbreviations used BIREME. Latin American and Caribbean Center on Health Sciences Information. BVS. Biblioteca Virtual em Saúde (see VHL). DeCS. Health Sciences Descriptors. DirEve. Directory of Scientific Events. PAHO. Pan American Health Organization. SciELO. Scientific Electronic Library Online. UNIFESP. Universidade Federal de São Paulo WHO. World Health Organization. III

6 How to use this manual This document provides general information on data-entry and user administration of DirEVE - Events Directory. The core information is presented basically in the chapters: General Characteristics of the System and Major Functions. The manual is intended to help Cooperating Centres in using correctly the system, providing information on fields available in the system, also to assure data integrity and consistency. The manual does not provide criteria on data selection neither step by step guidance in using the software. IV

7 1 Preface 1.1 About BIREME Year after year, BIREME has been following its mission of being a center dedicated to scientific and technical health information for the region of Latin America and the Caribbean. Founded in Brazil in 1967, under the name of Regional Medicine Library (which the acronym BIREME comes from), it has always met the growing demand for up-to-date scientific literature from the Brazilian health systems and the communities of healthcare researchers, professionals and students. Then, in 1982, its name changed to Latin-American and Caribbean Center on Health Sciences Information so as to better express its dedication to the strengthening and expansion of the flow of scientific and technical health information across the region, but kept the acronym. Networking, based on decentralization, on the development of local capacities, on sharing information resources, on developing cooperative products and services, on designing common methodologies, has always been the foundation of BIREME s technical cooperation work. It has been like this that the center established itself as an international model that fosters professional education with managerial and technical information with the adoption of information and communication paradigms that best meet local needs. 1

8 Preface The main foundations that gave origin and which support the existence of BIREME are following: access to scientific and technical health information is essential for the development of health; the need to develop the capacity of Latin American and Caribbean countries to operate their sources of scientific-technical health information in a cooperative and efficient manner; the need to foster the use and to respond to the demands for scientifictechnical health information from governments, health systems, educational and research institutions. BIREME, as a specialized center of the Pan-American Health Organization (PAHO)/ World Health Organization (WHO), coordinates and conducts technical cooperation activities on the management of scientific information and knowledge with the aim of strengthening and expanding the flow of scientific health information in Brazil and in other Latin American and Caribbean countries as a key condition for the development of health, including its planning, management, promotion, research, education, and care. The agreement that supports BIREME is renewed every five years by the members of the National Advisory Committee of the institution (PAHO, Brazilian Ministry of Health, Brazilian Ministry of Education and Culture, Secretary of Health of the State of São Paulo, and Federal University of São Paulo Unifesp). The latter provides the physical infrastructure necessary for the establishment of the institution. In 2004 the institution took on the responsibility of becoming a knowledge-based institution. 1.1 The Virtual Health Library (VHL) With the rise and consolidation of the internet as the prevailing means of access to information and communication, BIREME s technical cooperation model evolved, 2

9 Preface as of 1998, to build and develop the Virtual Health Library (VHL) as a common space for the convergence of the cooperative work of producers, intermediaries, and users of information. The VHL promotes the development of a network of sources of scientific and technical information with universal access on the internet. For the first time there has been a real possibility of equal access to health information. To BIREME, the Virtual Health Library is a model for the management of information and knowledge, which includes the cooperation and convergence between institutions, systems, networks, and initiatives of producers, intermediaries, and users in the operation of networks of local, national, regional and international information sources favoring open and universal access. Today, every country in Latin America and the Caribbean (Region) participates either directly or indirectly in the cooperative products and services offered by the VHL, which includes over 1,000 institutions in more than 30 countries. The VHL is simulated in a virtual space of the internet formed by a collection or network of health information sources in the Region. Users of different levels and locations can interact and navigate in the space of one or many information sources, regardless of where they are. Information sources are generated, updated, stored and operated on the internet by producers, integrators, and intermediaries, in a decentralized manner, following common methodologies for their integration in the VHL. The VHL organizes information in a structure that integrates and interconnects reference databases, specialist directories, events and institutions, a catalogue of the information resources available on the internet, collections of full texts with a highlight for the SciELO (Scientific Electronic Library Online) collection of scientific journals, selective information dissemination services, information sources to support education and decision-making, news, discussion lists, and support to virtual communities. The space of the VHL is, therefore, a dynamic and decentralized network of information sources based on which it is possible to retrieve and extract information and knowledge to support health decision-making processes. 3

10 Preface The Virtual Health Library can be visualized as a distributed base of scientific and technical health knowledge that is saved, organized and stored in electronic format in the countries of the Region, universally accessible on the internet and compatible with international databases. 4

11 2 Introduction DirEve The Science Health Events Directory is a product oriented toward recording and promoting national and international health events, such as Congresses, Symposiums, Meetings, Workshops, Journeys, among others and with pre-set beginning and ending dates. It is recommendable that input and updating of the Directory be a decentralized job and in a partnership with other institutions of the BVS Consultant Committee. The Regional BVS Events Directory is available for free consulting at the < site or at the BIREME homepage < by clicking on event directory. 5

12 3 Objectives of the Manual In order to enable the user to recover current and quality data pertaining to a specific theme area, the objectives of the guide are: a) To make the necessary documentation available for managing DirEve; b) To establish the definition and structure of fields that correspond to a record; c) To establish rules for the record creating process. 6

13 4 General characteristics of the system 4.1 On access The DirEve contents management area is available on the base address of your event directory, by adding "admdireve. Therefore, if the address is just add "admdireve/" at the end of the URL in order to enter the management area of the directory. Example: < Initial Screen of the DirEve Management System Fig. 1 Initial screen of the management system 7

14 General characteristics of the system In order to use the management tool, you have to be a registered user and have an access password. The tool provides interfaces in 3 (three) languages and the user and passwords are the same for the three. There are three kinds of users available in the system: Document manager: includes new events in the DirEve. Allows for fast and decentralized entry of records; the record inserted by a Document manager should be edited and validated by the Editor. Editor: completes and validates the Document manager s records, filling out the complementary fields. Administrator: publishes the validated events; manages users and updates and maintains database. When the system is installed, a set of standard passwords is available in order to allow immediate access to the system, and due to security reasons, it should be changed by the directory administrator. Profile User Password Administrator adm adm Document manager doc doc Editor edi edi 4.2 Forms Allow for operation of the content of the Directory with insertion, change and exclusion of new records; generation of backups, inversion and publication of the directory, according to levels of authorization. DirEve Management Form with authorization of the documentalist manager

15 General characteristics of the system Fig. 2 Management form documentalist DirEve Management Form with authorization of the publisher Fig. 3 Management Form - publisher DirEve Management Form with authorization of the administrator

16 General characteristics of the system Fig. 4 Management form administrator

17 5 Major functions 5.1 Documenalistt manager profile This form enables access to work resources for the profile of the document manager, especially the Insert function. Fig. 5 Documentalist profile functions Documentalist Indicates the access profile Search Allows for record search, whether validated or not Event list 11

18 Major functions Searches results Footnote to see search results Occurrence: the record number and total search Date: date of insertion URL of the event: shows the URL of the event with direct access link Validation status: shows the validated or non validated status View: shows records selected for reading Edit: shows records selected for editing Delete: excludes records Exit Exits the system, and returns to the initial login screen Functions Lists the functions available for the profile Insert function Fig. 6 Insert function 1. Event name Field for inserting the name of the event! Describe the complete name of the event, in the way it appears and in the same language: 3rd Congress on Palliative Care; II Congresso Brasileiro de Homeopatia; 2nd International Congress on Psychoanalysis. For events with more than one name or that appear in more than one language, put the information and then the first name of the event, separated by. (dot): XIX Congresso Brasileiro de Arritmias Cardíacas. XVII Simpósio Nacional do DECS-SBCC.

19 Major functions When there are subtitles, put a colon : after the name: Congresso Paulista de Saúde Pública: saúde e democracia Start date Date of the beginning of the event. Select the year, month and day separately End date Date the event ends. Select the year, month and day separately URL of the event Insert the event Url (if the case) City Name of the city where the event will be held Country Country where the event will be held (select from list available) Save Saves data of current record Back Cancels data inserted and returns to the initial system screen 5.2 Publisher profile This form enables access to work resources for the editor profile, especially the Edit function. Fig. 7 Publisher profile functions View Shows the fields already filled out for the record for reading Edit Shows record fields for editing Delate

20 Major functions Eliminates the record Edit function This form allows completing selected record fields that are blank and validating record (changing status). Fig. 8 Edit function Status Allows changing record status. Select among available options Allows insertion of contact for the event (if the case) Other ways to contact us Allows describing other means of contact with the event, such as telephone and fax. City and country codes should be included. Examples: Phone:(0xx17)

21 Major functions Fax: (0xx17) Or: United States: (202) Oficial language Select the official language of the event in the list available! When simultaneous translation is available, add in the Observations item: There will be English- Portuguese simultaneous translation Event type Allows selecting the type of event in accordance: symposium, journey, meeting, and congress. Select the others category, when the type of event cannot be included in any of the existing ones. Courses should not be included in the Events Directory Target Indicates the target audience of the event. If more than one, use the <enter> key to insert another. Fig. 9 Edit function 7. Subject area Describes the theme scope of the event. Utilize the major descriptor (more general) beginning it with capital letters, without the dot at the end. Separate the occurrences with <enter>. Example: Public Health

22 Major functions! Use the DeCS thesaurus - Health Sciences Descriptors ( to index the events. 8. Descriptors Describes the specific issues focused by the event. The specific themes may be represented by one or more terms that are in the category that was adopted to describe the theme area of the event. Describe the term beginning it with a capital letter, without the dot at the end. Separate the occurrences with <enter>. Example: Osteoporosis Metabolic osteopathy Important information on the Descriptors and Specific Theme fields: These fields should be filled out based on the DeCS hierarchy index. For the Theme area field the most general, major descriptor should be used, and the most specific (secondary) for the specific Themes, that are on the hierarchy below the theme area. Example 1 in an event on Nutrition (depending on the scope of the event), the descriptors to be entered may be: Theme area: Public Health Specific themes: Nutrition Diet Food Example 2 Congress on mental health: Theme area: Public Health Health care delivery Specific themes: Mental health! Use the DeCS thesaurus Health Sciences Descriptors ( to index the events. 9. Observations Free space for describing important information referring to the event and that were not mentioned in any other field, name of the institutions that organize and or sponsor the event, information on deadline for participating work etc. Examples: Limit date for sending in work: 14/01/2005. Program Content: Concept, application and interpretation of different parameters (anthropometrics, dietetics, clinical and laboratory) for the nutritional assessment of individuals of different population groups;

23 Major functions advantages and limitations of the different nutritional indicators for diagnosis; how to perform global nutritional diagnosis as of the interaction of different nutritional parameters and necessary data; intervention strategies; psychosocial bases of feeding behavior; physiological implications of changes in body composition after food restriction; strategies for attaining the objectives of nutritional intervention; nutritional approach in obesity; case study discussion. 5.3 Administrator profile This form allows managing the system, through the generation of inverted files, publication of base and management of access to the system. Fig. 10 Administrator profile functions Deactivate the system Disables the system for data entry. In order to enable the system, just activate it again. Generate the backup Generates a backup file in the server where the application is installed. When the backup is made, the system shows the complete location (server/folder/directory) where the backup was generated for future queries and updates. Generate the inverted file Generates the existing rates, correcting eventual search problems. Administrate users Manages the profiles of the users able to operate the system. For more information on this item, see topic 4.3.1

24 Major functions 5. Publish Publishes the base for a query Adm user function Fig. 11 Administrate users functions 1. Add Adds a new user to the system. Has the user Name; type and password fields. In order to accept the insertion of the user, click the Add function. 2. Edit! The password can have letters and numbers, but not special characters (parentheses, punctuation, etc.).

25 Major functions Changes one or more fields of a user s record. To change a record, it should be selected on the List of users. Delete Deletes user s records. To delete a record, it should be selected on the List of users. Users list Shows all users registered to operate the system. Save Function that validates changes or insertion of users. All changes should be saved before closing the system for them to be in effect.

26 6 Complementary information Events can be selected through: Printed publications Leaflets Ads in magazines and/or scientific journals Printed murals etc Electronic publications; Internet search engines (Google; Yahoo; Altavista etc) Sites of universities and national and international Colleges Class entities: Associations, Counsels, and Federal Ministries Event organizing companies 20

27 7 Bibliographic references 1. BIREME. Guia 2001 de desenvolvimento da Biblioteca Virtual em Saúde - BVS [on-line]. São Paulo: BIREME, 2001 [cited ]. Available from internet: < pt.pdf>. 2. Documento Básico da BVS. In: VI Reunião do Sistema Latino-Americano e do Caribe de Informação em Ciências da Saúde. San José, Costa Rica: BIREME, 23/24 mar

28 8 Glossary Administrator. User profile that allows the publishing of validated events, the management of user profiles and the maintenance and update of the events database. Backup. Procedure used to duplicate one or more files and/or directories in another storing device (tape or disc), thus producing a backup copy that may be restored in the event of accidental deletion or physical damage to the original data. Congress. Formal meeting of delegates for discussion of common subjects such as study cases, discoveries etc. Course. Specialized study program developed under a specific subject or activity. Database. Collection of data that are structured to be easily accessed and handled. It is formed by units called records whose attributes are represented by fields. For example, in a file called "customer base", each customer is a record, with several fields such as "NAME", "CUSTOMER CODE", "TELEPHONE" etc. 22

29 Glossary Descriptor. Embodies a concept accepted in a controlled vocabulary (like a thesaurus.) Documentalist. User profile that allows the insertion of new records in the Events Directory. Editor. User profile that allows both the revision and the validation of records in the events database. Event. Any meeting organized by specialists on a specific area in order to promote and difuse institutional, commercial or public information. Field. See Database. File. In computing, a set of data that may be saved into some type of storing device. The data files are created by applications, such as a text processor for example. Record. See Database. Status. Term used to refer the actual state of a specific subject in a given moment. Symposium. Conference or meeting organized to discuss a specific subject. Thesaurus. Structured set of vocabulary that points at hierarchical and associative relationships, in addition to the preference relating to terms (descriptors).