Migration Utility Tool Copy Current Referrals and Update Patient Data

Transcription

1 Migration Utility Tool Copy Current Referrals and Update Patient Data Bridge Referral Application Overview There are two parts of the process of populating the Bridge Referral Application with your referrals created and or managed in the inexx Command Center. Part one is called the Archive Utility Tool. This tool copies referrals created more than 12 months ago from your inexx Command Center Referral Application into the GLHC Bridge Referral Application Archive folder. Part two is called the Migration Utility Tool. This tool copies referrals created in the last 13 months from your inexx Command Center Referral Application and into the GLHC Bridge Referral Application. This guide provides detailed instruction on part two, the Migration Utility Tool. Timeline August 14 To ensure that all referrals are properly copied into the GLHC Bridge Referral Application, no referral activity (sending, receiving, managing referrals) should take place in the inexx Command Center or the Bridge Referral Application on Tuesday, August 14, The Migration Utility Tool must be run on Tuesday, August 14, Running the tool before or after this date could impact your organizations ability to start using the Bridge Referral Application on August 15, August 15 All referral activity (sending, receiving, managing referrals) has to take place in the Bridge Referral Application as of Wednesday, August 15, Do not make any further referrals within the inexx Command Center.

2 System Requirements Disk space: enough space for all the data in the selected node(s) to be copied again Memory: 700 MB free CPU: 10-15% for a single node o Expect CPU utilization by the inexx platform to increase significantly during the migration processing. o If two or more nodes are processed simultaneously, requirements will increase accordingly. Individual user experience will vary based on referral volume and system capacity. If you have multiple nodes to migrate from a single server, GLHC suggests starting with a single node at a time of no or low user activity and monitor it closely to develop a sense of how the utility affects resources in your environment. Once you are more familiar with the utility it may be possible to migrate multiple nodes at once, if your system has the resources free to allow it. See further recommendations under Frequently Asked Questions. There are two phases that require the most resources from the server: 1. Extraction from the inexx Node 2. Uploading data to the Bridge Once extraction is complete, the additional load on the inexx platform will end. Once uploading is complete, the utility will only be checking for the status of the processing in the cloud, which takes minimal system resources. See the Frequently Asked Questions section for additional information. User Requirements The staff member running the Migration Utility Tool will need: 1. Access to the Server/machine where the inexx node(s) is installed. If you are unsure which machine inexx is installed on, please contact GLHC Support. 2. A GLHC Bridge username and password a. The user must log into the GLHC Bridge and change their temporary password prior to running the Migration Utility. The Migration Utility tool will not accept a temporary password. b. Once the temporary password has been changed, the user can log out and will no longer need the Bridge to run the Migration Utility. c. If the person running the tool does not have a Bridge username and password, the Referral Administrator at the organization can set them up as a user. 3. Ability to maintain a user session on the hosting PC or server for the duration of the migration process. a. The Migration Utility runs in the user s Windows session; it is not a service. Logging off, or terminating the user s Windows session due to inactivity will interrupt the data archival. The export of data from inexx Command Center will continue, but the upload of data to the GLHC Bridge Referral Application and its subsequent clean-up will stop. This can pose the risk of filling up the file system if you have not met the disk space requirements listed earlier. Page 2 of 8

3 Running the Migration Utility Tool Note: It is important to let the Migration Utility Tool run until completion. Do not stop or cancel unless there are system issues. 1. To being the migration process, confirm that you are logged onto the Server/machine where inexx is installed. 2. Once you are logged into the server, click the link below. Identify the appropriate version of the tool. If prompted by your internet browser, choose Run (Internet Explorer) rather than Save or Save As. If not, once the download is complete, use the menu next to the downloaded filename to choose Run or Open (Chrome). Some users may receive a security warning. Click Run to continue downloading and running the file. 3. Read the Terms and Conditions. Click Agree at the bottom of the window. 4. Click the now-enabled Agree button, and the sign in dialog should appear. Two tests are completed before the sign in dialog appears: 1. The system is surveyed to confirm that there are inexx referral nodes present that the tool is configured to migrate 2. A connectivity test confirms that the cloud services required by the migration are reachable from the server If either test fails, an error message will appear on the sign in dialog and Sign In will be unavailable. Page 3 of 8

4 Here is an example with both tests failed and both error messages displayed. 5. If both tests pass, click Sign In. 6. Enter your GLHC Bridge username and password. Click Sign In If there is an error with the credentials, an error message will display in the status box. Note: You cannot make a change to the Bridge password within this tool. If you receive an error message stating that you need to change your password, separately log into the Bridge and then re-enter the temporary password provided by GLHC. Once you change your password, return to the Migration Tool and enter the new password. 7. The next window will list the locations that are available to migrate. If available, the location address appears when the house hovers over the listing. A location may appear with a disabled checkbox if the user does not have the required rights in the file system to run the tool for that location. If that condition is present it will be listed in the hover text as well. Page 4 of 8

5 8. To start the migration, check the box to the left of the desired location. 9. Click the Migrate Data. If you have more than one location on the inexx Platform, assure that you have enough, assure that you have enough disk space, memory, and CPU available on the server before selecting more than one location. Otherwise, you may need to run the Migration tool separately for each location. Monitoring the Migration Utility Tool Once the migration has started, the View Status button will be available. Click the View Status button to see updates about the progress of the migration. It may take up to a minute or more for details to start populating in the status window. As progress is made, the status table will be updated. The checked boxes indicate that particular phase of the process is complete for the listed location and data type. Page 5 of 8

6 Viewing the Log file The View Log button opens the log file in a local text editor. The log file itself is named GLHCBridgeMigrationTool.log and is written out adjacent to the GLHCBridgeMigrationTool.exe file in the \bin folder. GLHC may request this information if you experience any issues with the migration. Completion of the Migration Utility Tool When the entire migration process is complete for all locations and all data types, a dialog box will appear. Click OK to acknowledge the completion. Cancelling the Migration Utility Tool During the process, a Cancel button is available. Cancelling the tool does not stop the extraction of the data from the inexx Command Center. If file space or CPU utilization is becoming an issue on the server while running the utility, you must restart the inexx platform to stop the extraction process. Cancelling only stops the uploading of data to the GLHC Bridge Referral Application. Restarting the Migration Utility Tool The migration process is designed to only run once. If the Cancel button is used, the process can be restarted again by using the Migrate Data button, or even exiting the tool and starting it up again. The tool will begin uploading data where it left off. Important: If the migrate process needs to be run from the beginning again, the extraction folder must be manually renamed or deleted. If you have any questions regarding the process, please contact us at (844) The extraction folder is written inside the node file system at \enablements\<enablement id>\node\common\maintenance The name of the folder to delete is referralsexport. Page 6 of 8

7 Frequently Asked Questions Below is a list of questions and answers that will assist users in understanding and completing Migration Utility Tool 1. Which referrals data goes in the live Bridge system and which goes in the Archive folder within the Bridge? The referrals that were created more than one year prior to the migration day (that is, August 14, 2017), will be moved to the archive, regardless of their current status. All referrals created on or after August 14, 2017, will be available in the live part of the Bridge system. 2. Does the migration process just copy referrals all at once to the Bridge? There are three phases to the processing: 1. Extraction: This is the copying of the data out of inexx Command Center into the server file system. It is triggered by the utility and will continue until complete. a. This process does not remove or modify any of the data in Command Center. 2. Upload: The copied data is uploaded to the Bridge system cloud. Once the data is uploaded successfully, it is deleted from the server file system. 3. Processing: The uploaded data is processed in the cloud to make it available in the Bridge system 3. How long is the migration utility going to take? The amount of time required is highly dependent on the total number of referrals to process, and the average number and size of the attachments on each referral. The attachments are the bulk of the data that must be uploaded. During testing the utility was able to process around 4000 referrals per hour when the data averaged a little over one attachment per referral. With other data that averaged around four and a half attachments per referral, the rate was closer to 1500 referrals per hour. 4. What is the recommendation for running the Migration Utility for multiple locations? 1) Check the box for the location with the smallest number of referrals. o If you are unsure of the number of referrals for each location, contact GLHC Support who can assist on identifying this information. 2) Once uploading is complete for a location (i.e. The number of referrals uploaded matches number extracted, and the boxes for the checkboxes for Extr Complete and Upl Complete are checked) cancel the process. 3) Go back to the list of locations. 4) Leave the checkbox checked for the location(s) that has/have completed uploading, and select the next one you want to migrate. o Note: By keeping the boxes checked does not repeat the process. Rather, it will only count up the results from the prior run and will confirm the completion of the processing in the cloud. Those activities use minimal system resources. 5) Start the migration process again. 6) Continue in this fashion until all of the locations being migrated on that server show complete. 7) These steps should minimize the disk space utilization, as well as the time you need to spend monitoring the utility. Page 7 of 8

8 5. How do I interpret the status window? As each phase progresses, there are numbers that increase to show the amount of data moving through the utility. The second two phases include numbers that represent success and failure for each item processed. A checkbox will be checked to indicate that the processing for a particular phase and type of data is complete. The status window will display the number of each type of data as it is extracted, uploaded, processed and completed. It will also display if there are any errors during the process. 6. What if the numbers in the status window don t increase? The processing that updates the numbers in the status window start a minute or two after you trigger the archiving or migration. If the status has changed, the numbers are updated approximately every 30 seconds. The changes to the numbers in the status window can slow or even stop at times, but the utility will continue to work. If you don t see the numbers increase for more than an hour, please contact us at (844) What if the numbers in the status window indicate there are failures? Contact Great Lakes Health Connect at (844) What if I need to stop the migration processing? Once triggered, the extraction process will continue to completion until all the data is copied or the inexx platform is restarted The cancel button in the utility can be used to stop the uploading and status checks 9. How do I resume the migration processing after I stop it? If extraction was complete at the time you cancelled the processing in the utility, you can resume the processing for the migrated nodes by restarting the utility, selecting the node(s) that had their migration processing cancelled, and starting the process again as you did before. If the extraction was interrupted by restarting the inexx Platform, please consult the section above on restarting the utility, or contact us at (844) so we can help you reset the utility to start the process over from the beginning. Page 8 of 8