Cancer Waiting Times. Getting Started with Beta Testing. Beta Testing period: 01 February May Copyright 2018 NHS Digital

Transcription

1 Getting Started with Beta Testing Beta Testing period: 01 February May 2018 Copyright 2018 NHS Digital

2 Document management Revision History Version Date Summary of Changes /03/2018 Initial Draft /03/2018 Rework following feedback Approved by This document must be approved by the following people: Name Signature Title Date Version Nicola Dawes Product Owner 29/03/ Distribution Cancer Waiting Time users via the NHS Digital website: NHS England Glossary of Terms Term / Abbreviation CWT CCG N3 NHS SDCS UAT What it stands for Cancer Waiting Times Clinical Commissioning Group The national broadband network for the English National Health Service (NHS) National Health Service Strategic Data Collection Service User Acceptance Testing Document Control: The controlled copy of this document is maintained in the NHS Digital corporate network. Any copies of this document held outside of that area, in whatever format (e.g. paper, attachment), are considered to have passed out of control and should be checked for currency and validity. Copyright 2018 NHS Digital 2

3 Contents Introduction 5 Purpose 5 Scope 5 What is Beta Testing? 6 How to use this document 6 Getting started with CWT Beta 7 Registration 7 Registering for SDCS 7 Receiving confirmation and log on to SDCS 7 Register for a Single Sign-On (SSO) Account 7 Log on to SDCS to use CWT 7 Search for a Record 7 Submit Data to CWT 8 Submitting a file 8 Manual Record Create 8 File validation 8 Find Previous Submissions 8 Edit Records 8 Record Audit 8 Delete a record 9 Notifications 9 Preview 9 Download 9 Reports 9 Feature Details Section 11 Getting Set up and accessing the system 11 Registering for SDCS 11 Receiving confirmation 13 Creating a Single Sign-On (SSO) account 14 Logging in to CWT 16 CWT Homepage 17 Search for Records 19 Features of the Patient Search Results Screen 21 Copyright 2018 NHS Digital 3

4 Submit Data to CWT 22 Submitting records in bulk 22 Submitting single records manually 25 File validation 28 Validation Error Messages 29 Find Previous Submissions 30 Editing a Record 31 Viewing Previous Versions of a Record 32 Copyright 2018 NHS Digital 4

5 Introduction Purpose NHS Digital has developed a new Cancer Waiting Times (CWT) system to replace the existing National Cancer Waiting Times System (NCWT) first introduced in December The replacement incorporates a technological refresh and enables the implementation of additional functionality such as the 28-day Faster Diagnosis standard, and revised 62 pathway allocation rules, as well as incorporating a move away from the Open Exeter platform to the Strategic Data Collection Service (SDCS). The system is hosted nationally on the N3 network and allows NHS providers to submit data on referrals, first outpatient appointments, diagnosis and treatments derived from patient care activity. These data are used to monitor performance against operational standards for cancer waiting times and aid service improvement and are made available (at appropriate security and aggregation levels) in on-line reports and query tools to commissioning CCGs and their partners, Public Health England, NHS Trusts, Cancer Registries and NHS England. As part of the development of the new system a beta testing phase has been released, This will run between the period 1 st February 2018 and 3 rd May The new Cancer Waiting Times system will go live on 1 st April 2018 but submissions of live patient data will not be accepted until 4 th May Scope This document has been written to provide users of CWT with a reference guide to the new system functionality and aid the move from the existing Open Exeter system to the new one. It is not intended to be a full guide for the new system, but it will assist users in using the new system during its beta testing phase which will continue until 3 rd May During the beta phase it is important that every organisation required to submit Cancer Waiting Times data has registered for the new system and used the beta testing site to test that they can submit as a minimum the existing data they can submit to Open Exeter. A successful submission will have no validation errors and the record(s) submitted can be found in the system using the Patient Search feature. Users who submit their data manually through Open Exeter s on-screen submission feature or who edit existing records should also test that they can use these features of the new system. The document describes in detail how to perform these functions to assist users with gaining assurance that they will be able to submit data to the new system from the 4 th May. Copyright 2018 NHS Digital 5

6 What is Beta Testing? The new Cancer Waiting Times system includes a User Acceptance Testing (UAT) environment. This is where beta testing of the new system will be undertaken. Beta testing allows users to test the functionality of a system before it goes into live operation. This serves two purposes; it allows users to familiarise themselves with the new system and learn how to use it, and it also allows users to test that the features in the new system are working as expected. So in the case of CWT a user can submit files and then check that the outputs are what they expect given the data they have submitted. Some users have been beta testing the new system since January 2018 and the beta phase will run until 3 rd May After this date the UAT environment will still be available and users can still train and test on the UAT part of the system. UAT will also form part of our development path to live. This means that if we have a bug to fix or a new feature to add we will test these internally first and then release the changes into UAT and invite users to test them there. Once testing is complete we will then release the fix or new feature into the live environment. How to use this document This document starts with an overview of the process to get set up and the features available during beta testing. Detailed step by step instructions for some of these topics are also included. Click on the blue arrows to jump to the detail Detail You will be able to navigate back to where you were in the summary by following the back arrows Back! The exclamation mark alerts you to important information, such as something that you MUST do The Information icon is used where there is something of note, or where there is a link to further information available elsewhere relating to the topic We would love to get feedback on the new system - we want it to work for you. There are some specific areas where we have just replicated what Open Exeter does, or where we have done things differently and this feedback icon highlights those areas we would specifically like feedback on. All feedback should be clearly marked CWT and sent to the National Service Desk ssd.nationalservicedesk@nhs.net Copyright 2018 NHS Digital 6

7 Getting started with CWT Beta Registration Registration for CWT is a two-step process. Firstly, you need to be registered on the SDCS platform and associated with the collection. Then you need to register for a Single Sign-On account. Single Sign-On (SSO) is the process we are using to authenticate you as a user, you will create your own username and password during the set-up process. It is this username and password you will use to log on to SDCS and access Cancer Waiting Times Registering for SDCS We will need registration details for each user so we can set them up on SDCS. Follow the detail arrow to find out how to provide this link Detail Receiving confirmation and log on to SDCS Once we set up on SDCS the system will send you an inviting you to log on. Detail Register for a Single Sign-On (SSO) Account To access CWT you will need to use SSO to authenticate yourself. You will create your own password during this process and must use the address you provided in the SDCS registration proforma. Detail Log on to SDCS to use CWT Detail Once you have created your SSO account will be able to log into SDCS and access the CWT system Search for a Record In the new system you find records using the patient search feature. You enter an NHS number and the system will return a summary list of records for that patient. From this point there are several different options depending on what permissions you have. The detail link shows you how to search for records and view them. Some of the other features you see on this screen are covered later Detail Copyright 2018 NHS Digital 7

8 Submit Data to CWT The way in which you submit data to CWT during the beta phase is the same as you will submit data when the system goes live. There are two ways to get data into the new system, either submitting records in bulk via file upload or manually creating records on-screen. Submitting a file You can submit an XML file or a CSV file (with either a.csv or.txt extension. The detail section shows you the submission screen and the selections you need to make to submit your file. Detail Manual Record Create To manually create a record, you must first search for the NHS number of the record you want to enter. If there are existing records in the system for that NHS number these will appear in the resulting list. If you have permission to create new records the create buttons will also appear. Detail! During Beta testing you cannot create a new record if the NHS number does not already exist in the system follow the detail arrow to find out more about why this is and how it will work in the live system File validation Detail Whether you submit records via a file or manually onscreen, it will go through a set of validation rules. How these are displayed to you when manually entering a record is covered in the detail link above for Manual Record Create. When you submit a file, there are different levels of validation and the Submission Detail screen provides a summary of the validation results. The validation process and features of the Submission Detail screen are described in the detail section for this topic. Find Previous Submissions Detail You can view the submission history for your organisation. From the submission history screen, you can get back to the submission summary for each file submitted. This information can be accessed by anyone with CWT submission permissions in your organisation. Follow the link to the detailed information on this topic to find out how it works. Edit Records If you have the permissions to submit data to CWT you will also be able to edit records held in the system through the onscreen edit feature. Follow the link to the detail screen to see how. Detail Record Audit Detail If you change a record, either through a file submission that causes an update or a merge with an existing record; or you use the onscreen edit feature this will be captured in the record audit. You can Copyright 2018 NHS Digital 8

9 use this feature to view the history of a record in the system and see what changes have been made to a record over time. Delete a record We are currently working on the Delete functionality. It will be available from May Anyone who can submit records will also be able to delete them. Records will be deleted following a similar process to onscreen edit or create. Deleted records will still be in the system and a patient search will also return any deleted records with a matching NHS number. These will be clearly marked as deleted records Notifications This is a brand new feature for CWT, it is similar to some of Open Exeter s Data Quality reports but more real time. The notifications feature will alert you when a record has been changed by a user from outside of your organisation. We are still working on this feature and will be adding more functionality over time, including configuration settings allowing you to be alerted of waiting notifications via . Preview Preview works in a similar to way to Open Exeter s preview feature. Only users from Provider organisations will have access to preview. We have made some changes to Preview to make the information you need to quality assure your data more readily available. Note that you won t be able to run a preview for months where the data was collected in Open Exeter. You will only be able to generate a preview in the new system for April 2018 onwards We would welcome any feedback you have on how Preview is working and if there are any other changes we could make to make Preview work better for you. Download As with Open Exeter you can download records you have access to, based on your permissions within the system. The download feature is working but full details of how to use it will be available in the full user guidance documentation. Reports We are still working on reports for some user types. During the beta phase reports for providers are available and reports at CCG and Cancer Alliance level will be coming soon. Copyright 2018 NHS Digital 9

10 The rest of this document contains detailed descriptions of the most of the above features of the new system. There should be enough information to get you started with the new system and, if you are a provider, to submit data to the beta testing site as part of your readiness preparations. If you find any bugs or issues with the new system please let us know via the National Service Desk by ing ssd.nationalservicedesk@nhs.net. Clearly mark your as CWT and the reason, such as feedback, bug found, having an issue with etc. This way your will be logged on our management system and will be forwarded to correct team to resolve. Copyright 2018 NHS Digital 10

11 Feature Details Section This section of the document describes some of the features in the summary section in more detail, showing screen shots of the system to help you familiarise yourself with it. The aim is to provide enough information to help you get started with the new system. A full user guide will also be produced that will cover any features not described in detail here. Getting Set up and accessing the system Registering for SDCS Back Back Registration details for an SDCS account are captured via the proforma below. It is easiest for us to set up all users for an organisation in one go, so if possible all users from your organisation who require access to CWT should be added to this proforma. Note that we can now also offer users from Trusts a view only role, which lets the user view records and reports but not edit them or submit any data to CWT. See the notes on the Can Submit? option below SDCS_CWT_bulk_up load.csv Most of the information required in the proforma is self-explanatory, but you may find the notes below useful for completion of some of the fields. The account you use to register your account may be used to notify you of any planned outages to CWT, or to provide you with an update in the event of any incidents.! It must match the address you used when creating your CWT specific instance of Single Sign-On (SSO) Team: The Team field is one we use internally to designate your role-based access e.g. Submitter, Non- Submitter. If you provide us with details of your internal team, we will simply overwrite this information, so you may leave this field blank. Collection: The same proforma is used to gather user information for multiple data collections, which is why this field is included, but for those of you requesting access to CWT, this entry will always be Cancer Waiting Times. Organisation Code: This is your 3-digit parent organisation code, as opposed to your specific site code, and must be a code which is currently open in the Organisation Data Service (ODS) portal. Copyright 2018 NHS Digital 11

12 Can Submit? This relates to whether you should have access to submit and edit CWT data on behalf of your organisation. Some reporting or management roles for example, may require access to CWT to view their organisations data, but will not submit or edit any pathway information. Sharing of contact details Based on user research and feedback we will be sharing contact details for users who have submitted or edited a record. This will appear on the record audit screen and will display the information you have provided in this proforma unless you specifically ask us not to. By sharing contact details in this way, we can really improve the collaborative working when patients are shared between providers. Note that if you can t submit or edit data in CWT, then your contact details will not be shared with other users. Also, only those users who have access to view an individual record s audit history will see the contact details for the user(s) who have submitted or edited the record previously.! Once you have completed the proforma for yourself and/or your colleagues, you should submit it to ssd.nationalservicedesk@nhs.net At this stage you will be set up on the UAT site but we will also use these details to set you up on the live site too, so it is worth including everyone who will need access to CWT, even if they do not intend to do any beta testing. Also, don t forget the beta site provides a great opportunity to train staff before they try to use the live site. Back Copyright 2018 NHS Digital 12

13 Receiving confirmation Back Once your information has been processed, and your account created, you will receive an automated confirming the organisation(s) you have been associated with and containing a link to the CWT system. Clicking on the link within the will take you to the CWT Homepage where you can sign in to the system. The homepage looks like this Copyright 2018 NHS Digital 13

14 Creating a Single Sign-On (SSO) account Back Since we use SSO to authenticate you as a user you will need to create your SSO account the first time you try to log on. This is a CWT specific instance of SSO, so if you have an existing SSO account for other applications it will not work with CWT, but the registration process is straightforward, and you will not be required to regularly reset your password. Clicking on the Register button will take you to the account creation screen, which should take you just a short amount of time to complete. Once you have completed your details, click on the Create my Account button, and you will be taken back to the CWT login screen. Copyright 2018 NHS Digital 14

15 Back Copyright 2018 NHS Digital 15

16 Logging in to CWT Back Once you have created your SSO account, or if you are a returning user, enter your SSO username & password and click on the Sign-in button. You will be taken to the CWT homepage from where you can access all functionality for which you have permissions. The next page shows all the features you might find on the home page during beta testing Copyright 2018 NHS Digital 16

17 CWT Homepage The homepage is the starting point for all CWT functionality. From here you will be able to access all the system s features for uploading, changing and reviewing CWT data, depending on the permissions your role has. Back Copyright 2018 NHS Digital 17

18 [intentional blank page] Copyright 2018 NHS Digital 18

19 Search for Records Back Navigate to the patient search screen by clicking on Patient Search on the top tool bar or from the quick links on the home screen. Type the NHS number you want to create the record for into the search box and hit the search button If the CWT system contains any existing records for this patient, they will be displayed in the resulting list of records as shown below Sometimes you may search for patient records and in the resulting list you will see Break-glass View. This means that your organisation is not currently associated with this record. The View option only appears if you or someone else from your organisation has submitted the record or if a site code belonging to your organisation has been included in the record. Copyright 2018 NHS Digital 19

20 You can still see the full record using Break-glass View, but you will be asked if you want to continue and warned that this action will be audited. This is just to cover Information Governance rules about only accessing patient information where you have a legitimate reason to do so. The image on the next page gives more detail about the features on the patient search results screen Copyright 2018 NHS Digital 20

21 Features of the Patient Search Results Screen Back We d love to hear from you about this screen. Have we provided enough key information for you to find the record you are looking for? Would it be useful to be use other search criteria to find records and not just the NHS number? Copyright 2018 NHS Digital 21

22 Submit Data to CWT Submitting records in bulk Back The new system will accept both XML files and CSV files (with the extension.csv or.txt). To submit a file, click on Create Submission This will take you to the file submission screen. Each feature shown in the image is explained in more detail below. Copyright 2018 NHS Digital 22

23 1: Organisation If you are associated with one organisation, this box will be pre-populated for you. If you are associated with multiple organisations, then you will need to select which organisation you are submitting on behalf of from the drop-down box. 2: Reporting Period During beta testing there is only one reporting period called CWT_Public_Beta. Hidden in the system are start and end dates for each reporting period and these are controlled by the Data Collections team at NHS Digital who manage the SDCS system. If there is no open reporting period you will not be able to submit data. Over time we may add additional reporting periods to the UAT environment so that we can test some of the snapshot features we have built. During in beta testing this box will be pre-populated and you won t need to make any selections. There will be more information about how the system will take and use monthly snapshots and about the newly introduced revisions feature in the main user guide for the live system. 3: CWT Data Set Version One of the reasons for moving to the new system was to allow the central collection of new data items to facilitate a new 62 day pathway allocation methodology and to introduce the new Faster Diagnosis Standard. Recognising that such changes mean changes to your local information systems and in some cases changes to your processes, the new system has been designed to allow you to continue submitting the existing data set during a transition period. The transition to the new data set covers the period of patient activity from 1 April 2018 to 30 June From 1 July 2018 the data you are collecting locally should include the new data items on Inter- Provider Transfers. During the beta phase you will be able to test both your existing uploads the files you would normally upload to Open Exeter; and the new file format. To submit the existing data set you should select NCWT v1.2. To submit records against the new data set you should select NCWT v2.0 Copyright 2018 NHS Digital 23

24 ! It is important to note that this choice will determine which validation rules are triggered. If you are submitting a CSV file and choose NCWT v2.0 the system will expect there to be 54 data items, even if you are leaving some of these blank. More information about the new data set can be found in the published Information Standards Notice. Look in the Requirement Specification document for the CSV file specification. You will also find a link to the XML schema documentation which can be downloaded from the TRUD website 4: Data File Once you have selected the relevant options for the above fields, you will need to select a file to upload. You can upload files with extension.csv,.txt or.xml. You can only select 1 file per submission. 5: Notes This is the only optional field on this screen. Anything you enter on this field can be viewed against the relevant file in the submission detail page. 6: Create Once you have completed all mandatory selections, hit the Create button to submit your file. Back Copyright 2018 NHS Digital 24

25 Submitting single records manually To submit a record manually you need to use the patient search functionality. Navigate to the patient search screen by clicking on Patient Search on the top tool bar or from the quick links on the home screen. Back Jump to the step by step instructions for searching for a patient Detail If the CWT system contains any existing records for the patient you have searched for they will be displayed in the resulting list of records, but to create a new record for this patient you will need to click one of the Create New Record buttons.! Note that during the beta phase we have the PDS checks turned off. This is resulting in an error if there are no existing records for the NHS number you have searched for. In the live system, if there are no existing records the Create buttons will appear once the PDS check has been completed. This means that you currently can only create new records for NHS numbers that already exist in the system There will be two options until the June 2018 activity data deadline. As with a file submission, this is to allow you to choose between the existing data set being accepted by Open Exeter (NCWT v1.2) or the new data set (NCWT v2.0). If you select to create a new record for NCWT v2.0 you will be able to submit the new data items for IPT and FDS. You can submit a v2.0 record and leave these fields blank but your record will also be subject to the new validation rules and checks against the other changes that comes with the new data set. Don t forget that all the changes for the new data set can be found in the Information Standards Notice Copyright 2018 NHS Digital 25

26 Once you have searched for the NHS number you want to create a record for and selected which data set you want to submit you will be presented with an online entry form for the record. All data items which require dates are entered using a date picker so that the dates are in the correct format. All data items which require a coded value will be entered using a drop-down list of the allowed codes for that data item. Just select the code required from the list. Copyright 2018 NHS Digital 26

27 All data items which require an organisation code are a free entry text box. Note organisation codes entered will be validated against the open organisations code list held by the ODS service.! Organisation codes MUST be valid and open at the time of the activity, e.g. the site code used for Organisation Identifier First Seen should be an open site code on the First Seen Date the record will be accepted even if the site code is a closed site code on the day the data is being uploaded as long as it was open at the time of activity. Once all the information has been entered, click on the Create button (this can be found at both the top and the bottom of the page). This will trigger the validation process. The same rules that get applied to a file submission will get applied to the manually entered record, but the validation error messages (if any) will appear on the entry screen with a banner at the top informing you that there are validation issues. All validation error messages will appear in red underneath the field they relate to. You will not be able to submit a record manually without resolving all the validation issues. Unlike a file submission, you won t be able to take the error messages away or leave the invalid record to come back to later. You will have to fix the errors or hit the cancel button. When you submit a valid record, you will get a green banner confirming that the submission was successful and you will be returned to the patient search results screen. Note that the new record just created may not appear on the search results list straight away as after validation the record also goes through a derivation and a compliance calculation process. Refreshing the search by clicking on the search button again should result in the new record appearing on the list. Back Copyright 2018 NHS Digital 27

28 File validation When you submit a file it goes through various stages of validation. Back File level validation Simple validation Complex validation checks whether the file is structured correctly checks which are applied to the submitted record(s) checks which are applied to the resulting new or updated record(s) after the record merging process Once processing is complete you will see the submission summary page which looks like the image below The new system processes each record one at a time and accepts any records that pass validation. It will only reject a whole file if it is not structured correctly. For XML files it is expecting the data items to be named as per the schema and to be in the correct order. You can leave a data item blank in the file or omit it completely as long as the remaining items are still in the correct order. For a CSV file the system is expecting no headers and 42 fields if you are submitting the data set you would submit to Open Exeter or 54 fields if you are submitting the new data set. Don t forget, you can get the XML schema and the CSV file specifications from the information published in the Information Standards Notice Copyright 2018 NHS Digital 28

29 Validation Error Messages Validation errors are listed by NHS number. If errors or warnings are generated during processing your file you can view them on the Submission Summary screen by clicking on the NHS number(s) displayed. Simple Validations The system will try to tell you everything that is wrong with a record in one go, but this isn t always possible. So it will carry out the simple validations first, most of these are checking the format and length of the values for each data item. The system will check the record against every simple validation rule and if there are one or more errors generated it will reject the record and tell you about all the errors at this stage. Complex Validations These are mainly cross field checks or where we need to verify that a code is valid. These rules are applied after the record merging process to ensure that any merged or updated records are still valid, therefore the record must have passed all the simple validation rules to get to this stage. Again, the system will run through all these rules for each record and attempt to tell you about everything that is wrong with the record. Note that one problem may trigger a number of validation rules. Errors and Warnings The system generates both errors and warnings. Errors are shown when a mandatory validation rule has been broken, therefore a record with at least one error will be rejected. Warnings mean that your record could be improved but the system will accept it, as long as there are no validation errors. We may use warnings to tell you when your record would fail a new rule we are going to be introducing or warn you of something illogical in the data. If you have a lot of errors / warnings to review or want to do this later or offline you can download all the error messages into a CSV file and save this locally. Back Copyright 2018 NHS Digital 29

30 Find Previous Submissions You can find a list of all submissions made by your organisation by selecting Back Submission History from the top tool bar. This shows you all the file submissions, who submitted them and when. You can filter this list by various filter options. By clicking on the Detail link you can get to the submission summary screen which will show you any validation errors and warnings for that submission. Copyright 2018 NHS Digital 30

31 Editing a Record Back To edit an existing record you first need to identify the record you want to edit by searching for an NHS number on the Patient Search screen. Once you ve found the record you want to edit you need to view the latest version of the record by clicking on view or break-glass view Jump to the step by step instructions for searching for a record Detail Once on the record detail screen, if you have submission and editing permissions you will see the Edit button. This will open the latest version of the record in an edit screen that will allow you to change values previously submitted or add new data items that were previously left blank. The Edit Record functionality works the same as the Create Record functionality, it uses the same date picker and coded list selection options and it validates the changed record when you click the update button. As with create, the outcome is displayed in a banner across the top of the screen yellow for validation issues and green for a successful update. Jump to the details on manually creating records to see how to enter the data Detail Note that we are currently working on the edit feature for additional inter-provider transfers. At the time of writing, the only way to add additional transfer data is via a file submission. We are aiming to release the edit IPT data functionality during in May. At the latest, it will be released in time for when IPT data becomes mandatory for applicable records submitted in August. Copyright 2018 NHS Digital 31

32 Viewing Previous Versions of a Record When viewing the latest version of a record you can view any previous versions of that record by clicking the Audit button. This will allow you to view each version of the record regardless whether the changes were made via a file submission or an onscreen edit. Back Any changes will be highlighted in yellow and you will be able to see which organisations the previous versions were submitted by. We are still developing this feature and will be adding user contact details to this screen for users who have given us permission to share their details. This will aid collaborative working to ensure shared records are correct. Currently the system shows your SSO username by default. Also by default your SSO username is your address so during the beta testing phase your address will be shown on the record audit screen. Copyright 2018 NHS Digital 32