by Shelley Hewerdine, EBMT Central Registry Office, London

Transcription

1 Guiide to Retriieviing Data from the EBMT MED-AB Database (ProMISe Versiion 2.2) by Shelley Hewerdine, EBMT Central Registry Office, London has been designed, written and implemented as a general tool for clinical data management by Ronald Brand, Lecturer in Biostatistics at the Leiden University Medical Center

2 TABLE OF CONTENTS INTRODUCTION... 3 Checking that your PC can run Promise... 3 PASSWORD ACCESS... 3 DEMO VERSION... 4 STARTING YOUR PROMISE SESSION... 4 CHANGING THE SCOPE OF YOUR SESSION... 4 Menus... 6 Summary of Shortcut buttons... 7 STANDARD AND ADVANCED QUERIES: HOW DO THEY DIFFER?... 8 Viewing the Project Dictionary... 8 Finding a Specific Item... 9 HOW TO USE PRE-PROGRAMMED LISTINGS List of living patients with their last follow up (Standard) How to convert your Standard list to MS Excel List of Living Patients with their last follow up Primary Acute Leukaemias only (Standard, Edited) List of transplants showing most MED-A items (Advanced) List of Transplants showing most MED-A items for Allografts only since year 2000 onwards (Advanced, Edited) HOW TO USE PRE-PROGRAMMED DESCRIPTIVES (FREQUENCIES) Number of Transplants by Type (Auto/Allo) Descriptive report: One-way table Number of Autologous versus Allogeneic by Year (Descriptive report: Cross-tabulation) How to print your frequency table or convert it to MS Excel How to export a graph from ProMISe HOW TO MODIFY PRE-PROGRAMMED LISTINGS List of Living Patients with their last follow up Paediatrics only since 2000 (Standard, Edited) List of Living Patients with their last follow up with different items (Standard, Edited)

3 9. List of transplants showing most MED-A items with different items (Advanced, Edited) HOW TO EXPORT AN ADVANCED REPORT Exporting Advanced Reports with Population Filters Added How to Replace Filters in a Pre-programmed Query Summary of events in the MED-AB project SAVING YOUR OWN REPORT APPENDIX Database Structure How to export a full backup of your database Technical Requirements Automatic Compatibility Checker PROMISE HELPDESK

4 Introduction ProMISe (Project Manager Internet Server) is the system used by the EBMT for MED-AB data entry and retrieval over a secure Internet connection. The MED-AB project was developed to collect and analyse the data required by the EBMT Registries. The MED-AB project consists of the EBMT transplant registry database, where the data is stored, whilst the ProMISe system is used to manage and access the database. All ProMISe users access the same copy of the entire database online, with the option of downloading their own centre data to other programs (MS Access, Excel etc) for reference purposes. In addition to a statistical overview of the complete EBMT database, users are able to view, enter and analyse data for their own centre. Checking that your PC can run Promise To use ProMISe version 2 you will need Internet Explorer, a reasonably fast processor and at least 256 MB memory for MED-A; 512 MB for MED-B. You must also have access to a good network connection. Your computer will have to meet some minimum technical requirements in order for you to use ProMISe efficiently. For convenience you can go to the interactive browser checker, which contains full instructions and links for updating your computer s local settings. (Further information is in the Appendix) Password Access ProMISe passwords are assigned by the EBMT Central Registry Office in London. There are two different levels of access: Data Entry: access to all functions: Data Entry; Statistical Reports; Patient Reports and Downloading Centre Data. We assign personal passwords to those entering data on behalf of their team (authorised by Principal Investigators). Downloading: access as Data Entry but data modification is disabled. Usernames and passwords are personal and non-transferable. Please do not disclose your password to anyone else, including other team members. ProMISe keeps a log of all modifications made in the database, identifying the user and the time in which the modification was performed. It is in your interest that the only modifications attributed to your username are those performed by yourself. Changing Your Promise password You can change the Promise password you have been assigned to make it more memorable. When in Promise, go to topic Help Current User & Password - Change Password

5 Password Expiry As an additional security measure, passwords are set to expire at regular intervals. If you log in and receive an expiry warning, please continue to log in with your current password. When your session is loading you will automatically be taken to the Change Password screen. (Depending on Internet connection speed you may have to wait until the session has loaded then go to menu Help Current User & Password Change Password.) Choose a new password following the on-screen instructions. (Make a note of your new password for future reference). To continue you will be prompted to restart your session. Demo Version If you would like to try the application, a DEMO project is available. The DEMO project has the same functionality as the MED-AB project but instead of accessing the EBMT registry database, it accesses a database filled with fake data. You can practice entering, erasing or modifying data in this project without restrictions. Please contact the ProMISe Helpdesk to request access to the Demo Starting Your Promise Session ProMISe is located on the EBMT web site [ The direct link to the project is: Enter your Promise username and password (Usernames and passwords are case-sensitive: please enter capitals or lower case letters as shown), then click on [START SESSION] to enter the database. Changing the Scope of your Session The default session scope in Promise: MED-AB is [MED-A: All diseases and MED-B All malignancies except CLL and CPL]. Depending on which MED-AB items you need information on, you may need to choose a different session scope at logon. For example, if you are extracting data contained in the MED-A form only, you can select the session [MED-A only: all diseases] instead of the default selection to access a reduced dictionary and therefore reduce loading time. If you are looking at MED-B data for a specific disease only - 4 -

6 e.g. Acute Leukaemia, select [MED-AB: Acute Leukaemia]. If you want to view MED-AB data for a crosssection of diseases you must select [MED-AB: all diseases]. (Bear in mind that this is the full dictionary so your session may be a little slower). After you have logged on When your session has finished loading, press shortcut keys Alt-3, or use tab [Filter] [Centres], to display the list of CICs available to you: Unless you are in the Demo version, member centres have access to CIC 0 that holds the complete set of EBMT data. If you would like to generate reports on the complete EBMT data, we advise you to consult the guide on Obtaining Statistical Summaries from the EBMT database. To generate reports on your individual centre or registry, select your own CIC from the list above. In this guide we are using the Demo version and we will generate reports on fake CICs 8001, 8002 or Note that the Demo does not contain real data, so the examples may show some unusual results

7 Menus You will see that you can move around ProMISe using tab menus. Note: All 3 windows in Internet Explorer should remain open, even when they are out of view or appear empty. You can minimise a window but do not close it by clicking on the close box On the top left there are a series of tabs: These tabs indicate the main menus of ProMISe available to your CIC. Below these tabs, there is a series of secondary tabs With your mouse, click on any of the tabs present in the top layer, e.g. Report. You will notice that the tabs available in the second layer change depending on which tab is highlighted in the top layer. These tabs are the main way the user has to navigate between the different modules or the options within each module. In addition you will find some shortcut buttons in the top centre. These also change depending on the tabs highlighted

8 Summary of Shortcut buttons Displays all shortcut keys available for the current window Toggles the font size, larger or smaller Print / convert report to another application, e.g. MS Excel Searches a particular item or label in the database dictionary Closes down your Promise session Provides an overview of all saved reports: format; filter applied; items selected etc. (Report tab only) Displays a partial or complete view of the database dictionary (Filter tab only) Creates a comparison chart of all item filters (Filter tab only) Provides an overview of all saved record filters (Filter tab only) What types of report are available? A list e.g. by patient or transplant. Standard/Advanced queries are explained in more detail below. Will be covered in this guide. A frequency table showing numbers of e.g. patients/transplants, can be a one-way or two-way table (cross-tabulation). Will be covered in this guide Columnar reports can be printed and/or exported to other programs such as MS Excel, MS Access and SPSS. Descriptive reports can be printed and/or pasted to other programs such as MS Word and MS PowerPoint. Instructions on how to do this are included in this guide

9 STANDARD AND ADVANCED QUERIES: HOW DO THEY DIFFER? This document will guide you on how to run a pre-programmed query for columnar and descriptive reports and explain how to edit them. By definition, all descriptive reports are Standard, however some use filters which are based on Advanced Columnar reports. You will also find examples on how to make minor changes to pre-programmed queries to adapt them according to your requirements. You will be using standard or advanced filters during your Promise session, depending on the type of query you need. For the preprogrammed reports the standard/advanced mode will be applied automatically whenever you load or generate the query. A description of the complexity is given below: Standard mode is used for any report querying items located within the same table (or sub-table) in the database, for example if all items are within the Treatment table. (An overview of the database structure is available in the Appendix.) Example Standard queries: Frequency on Chemotherapy and Monoclonal Antibodies by Transplant Number of Autologous versus Allogeneic HLA match by Year (uses the Donor table which is a direct sub-table of the Treatment table) Advanced mode is used for any report querying items located in different tables, for example a report with some items in the Diagnosis table, and others in the Treatment table. Example Advanced queries: Diagnosis details and Transplant details Diagnosis by Type of Transplant agvhd and cgvhd per Transplant You can view the current database dictionary from within Promise to check the table and chapter location of any MED-AB item in your report query. Viewing the Project Dictionary The current MED-AB Project Dictionary is accessed using the Filters tab. In this window click the above icon. You will be asked to select some properties of your choice from the Documentation folder. If you wish to restrict the dictionary to a specific item filter e.g. MED-A only or a certain disease, mark the relevant option in the folder named Apply Dynamic Inclusions. Otherwise leave this blank. To view the items mark Items in the Properties to be shown folder. (You may also wish to mark Labels for reference). NB: To activate the dictionary click back on the above icon

10 Example Screen of the Online Project Dictionary: (Selection of items from the Patient table). Table Chapter Section Tag (for office use only) Item Label / Description Item Name Field Type e.g. I (Integer); T(Text) Labelset number: Click on it to view the set of labels & codes for each item Finding a Specific Item This search tool can be used to locate a specific item in the full database dictionary. Example: you want to look for the item engraftment but you are not sure in which table and chapter it can be found. Click on the above icon and press Ctrl-1 or click the button [specify TEXT to search for ] and type the word or part of the word, for example engraftment or engraft. Alternatively if you know the item name, e.g. ENGRAF you can also type this in the Search. Next press Ctrl-2 to search in Item Labels (MED-AB questions). If you need to search the Codes&Labels (MED-AB answers), press Ctrl-3. Search results for engraf search in Item Labels: - 9 -

11 To view the codes/labels used for this item, click on the number of the labelset (350) The Table / Chapter / Section titles in the results will show the location of the item in the database structure. In this case, you can see that the engraftment question is located in Table Assessment (Transplant) Chapter Engraftment & Chimaerism

12 HOW TO USE PRE-PROGRAMMED LISTINGS To view data, first check that you are in the CIC that you would like to retrieve data from. This is not necessary if you are using the Demo or if you only have access to your own centre. If you access more than one CIC, use Shortcut keys [Alt-3] or tab Filter Centres and select the CIC of your choice from the list. A wide range of pre-programmed report queries has been made available for public use. A full description of each public pre-programmed report is available on: Data Management Data Retrieval User Guides When you visit the Report Specify screen for the first time in your session, the list of stored reports is displayed on the left in a folder structure: To load any Stored Report Specification within one of the folders above, left-click on the report title. You can either select Load to view or edit the specification, or select [Load & Generate] to generate the report immediately without viewing how it has been constructed. Press [Execute] to load or generate the query. Following are some examples of pre-programmed listings that you can run:

13 1. List of living patients with their last follow up (Standard) The list of stored reports is displayed in the centre of the Report Specify screen. Open the folder Data Columnar Standard Project Follow up and left-click on the report title Last: diagnosis, last transplant, last assessment living patients (all) : Select [GENERATE Report] to generate the report immediately The table shows an example section of the report that will be generated:

14 Example: List of living patients with their last follow up: To translate the codes into labels, press shortcut keys [Ctrl-Alt-L] or press the Codes:Labels button The same list with labels:

15 How to convert your Standard list to MS Excel To convert a standard columnar report to MS Excel (using the above list as an example), return to the Report-Specify window: Scroll down to the last folder and open Save, Convert, New, Show. Press shortcut keys [Ctrl-X] or use the Convert to Export button: You will be prompted to provide a title (so that the items can be stored). Unless you have modified the report specification yourself, keep the existing title and press [ok]

16 You will be notified that the filters are being stored: press [ok] Next it will switch automatically to the [Export] window, where the filters from the [Report]-[Specify] window will have been transferred. To download the data to MS Excel, select MS-Excel (1 file) from the Data base type: The Items and Records selected in the Report Specification have been transferred to the Export window Press [Execute Export Job] at the top of the Job Specification window As it is being processed, the export will progress through the job tree until it reaches Success

17 Click on the job; then click below to open or save the file to your PC When opening the Excel file press [ok] to run the macros. (You may need to check security settings when opening Promise exports in Excel for the first time: see the Excel macro security options in The data is displayed in an Excel workbook format, with the data stored in Sheet Data 0. For full details on the macros see the User Guide to Excel macros on: Data Management Data Retrieval Data processing after download Example: Your list in workbook format after conversion to an Excel export:

18 2. List of Living Patients with their last follow up Primary Acute Leukaemias only (Standard, Edited) Your report will already be loaded if you are following this guide chronologically. If not, the list of stored reports is displayed in the centre of the Report Specify screen. Open the folder Data Columnar Standard Project Follow up and left-click on the report title Last: diagnosis, last transplant, last assessment living patients (all) Select [LOAD] to load the report specification ready for editing. Here we will generate the same list as before, but restrict it to a certain group of patients. In this example: Primary Acute Leukaemias only When your report has loaded, the query specification will show on the left of the screen:

19 You will see that a Record Filter has been embedded or stored together with the query when it was saved. The embedded record filter should be kept, but you can add a Population filter of your choice. To select the filter for Acute Leukaemias only, open the Population Filter folder. Click on Embedded Population Filter :

20 Select from the drop-down list: [Public:Diagnosis::Disease::AL:: Primary Acute leukaemia]: Your new query specification will be displayed like this. (Scroll right for the full query title):

21 To generate the list with your new population filter applied, click [Generate Report] at the top of the query specification window: The table shows an example section of the report that will be generated in tab Report List:

22 To translate the codes into labels, press shortcut keys [Ctrl-Alt-L] or press the Codes:Labels button Acute Leukaemias only Instructions on saving your edited query for future use are on page

23 3. List of transplants showing most MED-A items (Advanced) The list of stored reports is displayed in the centre of the Report Specify screen. Open the folder Data Columnar Advanced Project Comprehensive and left-click on the report title a: Core data w FUp items - All Select [GENERATE Report] to generate the report immediately The table shows an example section of the report that will be generated. (Note that this query may take a few minutes to run):

24 Instructions on how to export Advanced columnar reports are included on page

25 4. List of Transplants showing most MED-A items for Allografts only since year 2000 onwards (Advanced, Edited) Your report will already be loaded if you are following this guide chronologically. If not, the list of stored reports is displayed in the centre of the Report Specify screen. Open the folder Data Columnar Advanced Project Comprehensive and left-click on the report title a: Core data w FUp items - All Select [LOAD] to load the report specification ready for editing. Here we will generate the same list as before, but restrict it to a certain group of patients. In this example: Allograft patients only since 2000 When your report has loaded, the query specification will show on the left of the screen:

26 The report is advanced, so the specification will look different to the standard specification shown before To open the Query Constructor to view the full query, right click on the Constructor folder twice:

27 To edit the report to see Allografts since 2000 only, you need to replace the current Record Filter with a filter specifying type of transplant and year of transplant. These items are in the Treatment table, so you need to replace the current filter in Query #C here. (If you are not sure in which table an item belongs you can do a search for a specific item. See instructions on page 9) The current Record Filter that has been applied will obtain a list of Transplant treatments only (otherwise the list would show all treatments such as pre-transplant therapy, DLI etc). Further information on replacing Record Filters and the importance of keeping some of the embedded filters, Summary of Events can be found on page 69 Replacing the current Record Filter: In this specification, the Treatment table is used in Query #C

28 To replace the Record Filter with one for Allografts since 2000, click on Record Filter in Query #C and select the following filter from the drop-down list: The new Query #C will appear as: To generate the list with your new record filter applied, click [Generate Report] at the top of the query specification window: The table shows an example section of the report that will be generated in tab Report List:

29 Allografts since 2000 only To translate the codes into labels, press shortcut keys [Ctrl-Alt-L] or press the Codes:Labels button Instructions on saving your edited query for future use are on page

30 HOW TO USE PRE-PROGRAMMED DESCRIPTIVES (FREQUENCIES) To view data, check that you are first in the CIC that you would like to retrieve data from. This is not necessary if you are using the Demo or if you only have access to your own centre. If you access more than one CIC, use Shortcut keys [Alt-3] or tab Filter Centres and select the CIC of your choice from the list. A wide range of pre-programmed report queries has been made available for public use. A full description of each public pre-programmed report is available on: Data Management Data Retrieval User Guides When you visit the Report Specify screen for the first time in your session, the list of stored reports is displayed on the left in a folder structure: To load any Stored Report Specification within one of the folders above, left-click on the report title. You can either select Load to view or edit the specification, or select [Load & Generate] to generate the report immediately without viewing how it has been constructed. Press [Execute] to load or generate the query. Following are some examples of pre-programmed descriptive reports that you can run:

31 5. Number of Transplants by Type (Auto/Allo) Descriptive report: One-way table The list of stored reports is displayed in the centre of the Report Specify screen. Open the folder Descriptive Standard Project Freq HSCT and left-click on the report title Type of HSCT Select [GENERATE Report] to generate the report immediately. The report shows the one-way table that will be generated in tab Report Table:

32 {sysmis} indicates this data field was not completed by the centre It is possible to select different items to those in the programmed selection, by returning to the Report- Specify window. To view the pre-selected items without scrolling, use the menu Tools for Eligible Items : Click on up to Items and select Show all Sections with selected items :

33 This will reduce the list to only those sections containing marked items. Items marked F have been selected as Frequency items. Here you could right-click on additional items e.g. tissue source BM and PB, to select them as a frequency items. (To unmark any items click back on the item again.) Press [Generate Report] to re-run it with the extra items:

34 The example report shows the results that will be generated: {sysmis} indicates this data field was not completed by the centre It is also possible to replace the filter depending on your requirements. (In this example report the filter specifies transplant treatments only, but you could replace it to view Allografts in a certain year). Instructions on replacing filters can be found later in this document on page 69. Instructions on saving your edited query for future use are on page

35 6. Number of Autologous versus Allogeneic by Year (Descriptive report: Crosstabulation) The list of stored reports is displayed in the centre of the Report Specify screen. Open the folder Descriptive Standard Project X tab Type of HSCT and left-click on the report title x transplant details, 2000 onwards. Select [GENERATE Report] to generate the report immediately. The table shows an example section of the report that will be generated in tab Report Table: {sysmis} indicates this data field was not completed by the centre It is possible to select or unselect different items to those in the programmed selection, by returning to the Report-Specify window

36 Note: as this is a Standard report using Treatment items, any additional items must also be within the Patient or Treatment tables (or any child of the Treatment table such as the Donor table). See Database Overview in Appendix. You can also unmark any items that you do not wish to view, to make your report run faster. To view the pre-selected items without scrolling, use the menu Tools for Eligible Items : Click on up to Items and select Show all Sections with selected items : This will reduce the list to only those sections containing marked items. Items marked F have been selected as Frequency items. Items marked V will be cross-tabulated against the other marked items: It is also possible to replace the filter depending on your requirements. (In this example report the filter specifies transplants since year 2000 only). Instructions on replacing filters can be found later in this document on page 69. If you have changed any items or filters, instructions on saving your edited query for future use are on page

37 How to print your frequency table or convert it to MS Excel Example: Printing the table after generating a report In window Report Table, click the printer icon to preview or print the report. When you press the icon, the preview and Print Preparation Center will load. Note: It is recommended to change codes to labels in the Report-Specify screen before printing, so that the results in your table can be easily interpreted. To translate the codes into labels, press shortcut keys [Ctrl-Alt-L] or press the Codes:Labels button Print Preparation Center You can print the table directly to your local printer [Direct Print] You can the table directly to a colleague in your organisation [ ] You can transfer the table to another application e.g. MS Excel, where you can change the presentation or make calculations. To transfer the table to Excel press [Convert...]

38 Select the tables to be converted to Excel. To print the Type of Transplant by Year table from the previous example choose Type of Transplant. Press [copy to clipboard] above. Open your external application e.g. MS Excel and paste it into your document (Ctrl-V). Example: table converted to Excel

39 How to export a graph from ProMISe To export a graph associated with your frequency table to other applications e.g. MS Word, MS Powerpoint: You can use an independent software to capture an area of the screen, for example MWSnap: We recommend activating a hotkey (in tools-hotkeys) e.g. Ctrl-Alt-A and auto copy to clipboard (tools, settings, snapping) Now all you have to do is: Press Ctrl-Alt-A Left click for top left corner. Left click again for bottom right corner Paste (Ctrl-v) in Word or other files (or you can save the image from the tool)

40 HOW TO MODIFY PRE-PROGRAMMED LISTINGS A wide range of pre-programmed report queries has been made available for public use. Sometimes you may want to view different items or a different population to those programmed. In the following examples we show how to add a different population and how to modify the items in a Standard and Advanced listing. 7. List of Living Patients with their last follow up Paediatrics only since 2000 (Standard, Edited) Returning to the very first example report in this guide, we can show you how to generate the same list but for paediatrics only since year The list of stored reports is displayed in the centre of the Report Specify screen. Open the folder Data Columnar Standard Project Follow up and left-click on the report title Last: diagnosis, transplant, assessment living patients (all) Select [LOAD] to load the report specification ready for editing. Here we will generate the same list as before, but restrict it to a certain group of patients. In this example: Paediatrics only since 2000 When your report has loaded, the query specification will show on the left of the screen:

41 You will see that a Record Filter has been embedded or stored together with the query when it was saved. The embedded record filter should be kept, but you can add a Population filter of your choice. To select the filter for Paediatrics only, open the Population Filter folder. Click on Embedded Population Filter :

42 And select from the drop-down list: [Public:Age::At transplant:: less than 17, 2000 onwards]: Your new query specification will be displayed like this. (Scroll right for the full query title):

43 To generate the list with your new population filter applied, click [Generate Report] at the top of the query specification window: The table shows an example section of the report that will be generated in tab Report List:

44 Paediatrics only since year 2000 To translate the codes into labels, press shortcut keys [Ctrl-Alt-L] or press the Codes:Labels button Instructions on saving your edited query for future use are on page

45 8. List of Living Patients with their last follow up with different items (Standard, Edited) Next we will show you how to generate the same list with different items selected. Return to the Report- Specify window if you are in another screen: Your report will already be loaded if you are following this guide chronologically. If not, the list of stored reports is displayed in the centre of the Report Specify screen. Open the folder Data Columnar Standard Project Follow up and left-click on the report title Last: diagnosis, transplant, assessment living patients (all) Select [LOAD] to load the report specification ready for editing. Scroll to the right to view the items that have been pre-selected for this report. To view the pre-selected items without scrolling further, use the menu Tools for Eligible Items :

46 Click on up to Items and select Show all Sections with selected items : This will reduce the list to only those sections containing marked items. The pre-selected items are indicated with a blue checkbox. To add for example the item Age at this treatment, scroll down to the Treatment table and click on the item description to mark it: the checkbox will turn blue

47 You can also unselect any items that you do not wish to view, by clicking on the item description. (When unselected, the checkbox will be white). If you need to view the full set of items again and not just selected sections, go back to up to Items and select [Show all items]: You can select some extra items e.g. type of HSC transplant and regimen intended to be myeloablative?. To search for the items you can use the windows command [Ctrl-F] to find, rather than scrolling,

48 You could also add all the Cause of Death items to this report. To mark all items quickly within one section, go to Tree Expansion Up to Sections : Open the section Death Open the folder Quick Selections, click select items and select [consider all visible items]:

49 This will mark all items in the open section: To generate the list with your new items selected, click [Generate Report] at the top of the query specification window: The table shows an example section of the report that will be generated in tab Report List: To translate the codes into labels, press shortcut keys [Ctrl-Alt-L] or press the Codes:Labels button

50 New items If you still have the population filter for paediatrics applied, here you can verify the age at transplant Instructions on saving your edited query for future use are on page

51 9. List of transplants showing most MED-A items with different items (Advanced, Edited) We will show how to generate an advanced list generated previously, but with different items selected. Return to the Report-Specify window if you are in another screen: The list of stored reports is displayed in the centre of the Report Specify screen. Open the folder Data Columnar Advanced Project Comprehensive and left-click on the report title a: Core data w FUp items - All Select [LOAD] to load the report specification ready for editing. When your report has loaded, the query specification will show on the left of the screen:

52 The report is advanced, so the specification will look different to the standard specification above, where we changed the items To open the Query Constructor to view the full query, right click on the Constructor folder twice:

53 The advanced reports are constructed table by table. For example in Query #B, the Diagnosis table has been selected. To view which items have been pre-selected for Diagnosis, move your mouse over Columns (items in query) :

54 You can repeat this to view the items selected for any other tables. You may wish to add for example, UPN and Date of Birth (both in the Patient table) and all the serology items for the donor (in the Donor table). Click on Columns (items in query) in Query #A (uses the Patient table for this report) And select items UPN and Date of birth

55 Click [Accept Selection] above. Scroll to Query #F (uses the Donor table for this report) and click on Columns (items in query) : As the standard report previously, you can mark all items quickly within one section. Go to Item Filter Tools - Tree Expansion Up to Sections : Open the section Serologic status of donor :

56 Go to the folder Quick Selections, click select items and select [consider all visible items]: This will mark all items in the open section: Click to Accept Selection. To generate the list with your new items selected, click [Generate Report] at the top of the query specification window:

57 The table shows an example section of the report that will be generated in tab Report List: New items Instructions on saving your edited query for future use are on page

58 HOW TO EXPORT AN ADVANCED REPORT (For instructions on how to export a standard report, see page 14). To export an Advanced report, such as List of transplants showing most MED-A items you can opt to download it to other programs such as MS Excel or MS Access. Switch to menu [Export]. In folder Advanced/Designer Query filter, click on Stored Query to apply: Select your saved query from the drop-down list e.g. AQ:Comprehensive::a Core data w FUp items: All

59 The job specification window will show your report title, and the purpose of export field will change from [backup] to [report]. If you prefer your download in MS Excel, remember to change the Database type from [Access2K] to [Excel]. Select the option MS-Excel (1 file) to obtain a formatted Excel workbook:

60 The following delivery options are available. Create link to zip file enables you to save the download directly on your hard disk in a folder of your choice. Alternatively you can send the file by to yourself or another recipient enter the address in the schedule section. (If you select the option, the file will still be available as a direct link in your Export jobs). Remember to password-protect files containing patient identifiers. If you are sending an to a secure server that may not accept zipped attachments, please select the link to the zip file but not the file itself Press [Execute Export Job] to run the export. You will be asked to run a preview before the export can be run. Press [ok]

61 Example Preview: In Advanced Reports, the number of records to be exported will be displayed in the preview for info Once you preview has run, press [Execute Export Job] again to run the export. As it is being processed, the export will progress through the job tree until it reaches Success

62 Click on the job; then click below to open or save the file to your PC When opening the Excel file press [ok] to run the macros. (You may need to check security settings when opening Promise exports in Excel for the first time: see the Excel macro security options in The data is displayed in an Excel workbook format, with the data stored in Sheet [Data 0]. For full details on the macros see the User Guide to Excel macros on: Data Management Data Retrieval Example: Your list in workbook format after conversion to an Excel export:

63 Once you are happy with your export, you can save it as an Export for future use. (This means that you can generate the same report into Excel directly from the Export window, without having to return to the Report Specification menu again, unless you wish to edit your original report. Open folder Store Specification on Server, press [Save Job Specification], give it a title and press [ok]. (Your saved export will be stored in the Export menu in Stored Job Specifications folder Center (your own jobs)

64 10. Exporting Advanced Reports with Population Filters Added In the Export window, you can select from a range of public Advanced Reports and apply them as Advanced/Designer query filters in an Export. In the Job Specification you can view the drop-down list via folder Filters Advanced/Designer Query Filter Stored Query to apply: You can select a stored advanced report, for example, AQ: Comprehensive::a Core data with FUp items:: All

65 When selected, you will see that the Advanced Designer Query has been applied. Scroll right to view the full title:

66 The current export can be generated as shown on page 59. However, you can also restrict the filter futher by adding a population filter. A wide range of pre-programmed population filters are available to select:

67 You can generate an export with the advanced report applied e.g. [Core data with FUp items:: All] and with a population filter applied e.g. [Public:Age:At transplant: 50 and over, unrelated donor]

68 Population filter applied Advanced Report applied After applying the filters you need, select the export options as shown on page 59. Run a preview, then Execute the export: Example screen of the Export generated in Excel, with codes translated by the macros:

69 Core data with follow up items for unrelated donor transplants in patients aged 50 and over Note that these stored queries are interchangeable. For example if you want the same population filter with different items, you keep the population filter above, but select a different Stored Query to apply

70 How to Replace Filters in a Pre-programmed Query In addition to the stored report specifications, you will also find a wide range of public stored filters available. You can view a report specification by loading the report from the Stored Report Specifications (as shown in the previous examples). If you have already generated the report, you can return to the specification by clicking the Report Specify tab. If a filter has been embedded (stored with the report so that it is always loaded together with it), this will be stored in the following way: Record Filter (Standard reports): A restriction on the records in the same table is being applied, for example: Allografts in year 2000 only Advanced/Designer Query Filter (Advanced reports): A restriction on records in different tables is being applied, for example: Allografts for Acute Leukaemia diagnosis only Population Filter (Standard/Advanced reports): A restriction on the group of patients and not just records is being applied, for example: Allografts in year 2000 only will show all patients in this population (including any other transplant records that are registered for them). Summary of events in the MED-AB project When working with Record Filters, it is very important to consider the events in a patient s history. In view of the fact that data on the same questions at different time points is collected, you need to ensure that you are associating the correct event with these items. The following tables show a summary of events in the MED-AB project. Diagnosis table: Diagnosis: indication for transplant? (item name BB_EVD): Label Code Main indication diagnosis 1 Other, non indication diagnosis 16 Treatment table: Context of this Treatment (item name BC_EVD):

71 Label Code Non graft treatment 2 Collection 4 HSCT 7 DLI 17 Cell Therapy (non HSCT/DLI) 18 Assessment table: Reason for this Assessment (item name BE_EVD): All 3 items have the same set of labels and codes Label Code Main indication diagnosis 1 Non graft treatment 2 Alive 3 Collection 4 Worst Disease Status 5 Staging 6 HSCT 7 Myelosuppression 8 Graft versus host disease (GvHD) 9 Relapse / Progression 10 Dead 11 Study entry 12 Complication 13 CR 15 Other, non indication diagnosis 16 DLI 17 Cell Therapy (non HSCT/DLI) 18 If any of your chosen items for the report are contained in the Diagnosis, Treatment or Assessment tables you need to add the relevant event and code to your Record Filter. For example, if you are generating a frequency on the number of transplants by diagnosis, the filter will need to include: BB_EVD = 1 and BC_EVD = 7 (Diagnosis= main indication for transplant and treatment context = HSCT) NB: If you do not filter for these events, all records will be taken and you may find yourself with more records than expected

72 Saving your own report You can store your own report specification on the server for future reference. In your own CIC you can create and edit your own Standard queries and save them with a new name for your own use. Once your report specification is ready, press the [Save Report Specification] button in Report Specify. You will be prompted to give your own title. Press [ok]. For future use your query will be stored in Report Specify Stored Report Specifications Descriptive Standard - Your own reports. You can overwrite your own existing queries by keeping the same name; you can save a new query by providing a new name

73 Appendix Database Structure It is recommended that for a better understanding of the database structure, you consult the document The EBMT Relational Database on Data Management Data Retrieval Database Structure EBMT Registry Database Centre Level 1 Patient Level 2 HLA of the Patient Diagnosis Treatment Assessment(1) Level 3 Drugs (Chemo) Antibody treatment Immunophenotype Molecular Cytogenetics Involvement Level 4 Donor Stem cell counts Circulating AB Treat Compl Infections Questionnaire Dis Compl HLA of the Donor Level

74 How to export a full backup of your database Switch to menu tab [Export]: In the Job Specification, keep the default options as marked above, ensuring that the Purpose of export has backup selected. (The database type for the backup will be Access 2000) Press the button at the top of the Job Specification You will receive the following warning message. To continue with a full backup press [ok]: As it is being processed, the export will progress through the job tree until it reaches Success :

75 Click on the job; then click below to open or save the file to your PC

76 Technical Requirements Technical Requirements Screen resolution: absolute minimum 1024*768; 1280*1024 recommended Browser: Internet Explorer 6.5, 7 or 8* with java and javascript enabled Monitor: Ideally 17 or more Processor: 1Ghz (or 500 Mhz for MED-A only) Memory: 512Mb (or 256Mb for MED-A only) Internet connection:isdn or faster is preferable *Please note the following message regarding Internet Explorer 8: Automatic Compatibility Checker All new users (and current users experiencing technical problems) are strongly advised to use the following link to check compatibility with Promise: Press the [Run the Tests] button. If you see lots of question marks in the Status column, it is likely that you need to enable ActiveX first, in order to run the tests. Please use this link for instructions on how to enable ActiveX:

77 Note IE7 users: may need to unlock your Internet Explorer shield in order to change the ActiveX options above. Click on Tools IE Shield: Ensure that Lock IE settings does not have a tick symbol on the left: Once the ActiveX options are enabled, press [Run the Tests] again to view your results. Below are some example test results. The Minimal Required Value column shows the minimum requirement given by the ProMISe developers. The Detected Value column shows what you currently have on your PC. Pay attention to the following symbols in the status column: If you have a question mark by the ActiveX setting for example, click the link on the far right column for instructions on how change your current settings

78 If you have this symbol in the Status column, you may need to upgrade your browser, install more memory or worst case: use /upgrade to a more powerful computer. Example Test Results: Click on this link to view how to add Promise to Trusted Sites Please contact the ProMISe Helpdesk / your local IT support if you have any queries about compatibility or these tests

79 ProMISe Helpdesk Please contact the Helpdesk at the Central Registry Office if you have any questions, comments or problems regarding ProMISe: EBMT Central Registry Office 4th Floor Tabard House Guy s Hospital Great Maze Pond LONDON SE1 9RT UK Phone: (+44)(0) Fax: (+44)(0) registryhelpdesk@ebmt.org