File Exchange guide Uploading data files

Transcription

1 File Exchange guide Uploading data files Last updated: June 2013

2 Content 1. Introduction to File Exchange Accessing File Exchange Uploading data files to ICNARC Appendix... 9 File Exchange guide Uploading data files (September 2013) 1

3 1. Introduction to the File Exchange ICNARC s File Exchange is the NEW secure, online file hosting service for critical care units and hospitals participating in our national clinical audits and research studies. It provides: the secure transfer of files between ICNARC and sites; improved data security in line with NHS guidelines; faster and more efficient data processing; immediate and ongoing access to files; broader (site-wide) access to your files; clear history and audit trail to monitor your files; increased cost efficiency for NHS Trusts (i.e. reduced postage costs); and reduced impact on the environment. Internet browser requirements In order to make the best use of File Exchange, your IT infrastructure should meet certain requirements: Browser version: o Internet Explorer I.E. 7 or I.E. 8 are the recommended versions ( File Exchange will run on I.E. 6 although this is less secure); or o Mozilla Firefox (Version or higher). JavaScript enabled in your browser Screen resolution of (where possible, for optimum presentation) ICNARC strongly recommend viewing File Exchange with I.E. 7 or 8 as some presentation features and/or functionality may be distorted when using I.E. 6. For more information on upgrading your browser or for the website specification, please refer to the Appendix at the end of this document. File Exchange guide Uploading data files (September 2013) 2

4 2. Accessing File Exchange 1. To access File Exchange, go to 2. Enter your registered ICNARC website username and password. Please note: If you have not previously registered on the ICNARC website, please go to and register as a CMP unit. Once your access has been approved you will receive a confirmation (please note this can take up to two working days). You will then be able to log into File Exchange. 3. On the far right hand menu, you will see a tab labelled File Exchange (see below). You are now logged in to the File Exchange. If you experience any problems logging into File Exchange, please do not hesitate to contact the Case Mix Programme (CMP) Team at cmp@icnarc.org, or Click on this tab, and you will see the File Exchange menu which currently has two tabs. Download file(s) from ICNARC Upload file(s) to ICNARC Please note: CMP units will initially be able to use File Exchange to submit Data files to ICNARC. Additional file releases will be made available across the summer (i.e. uploading DVRs and downloading edars etc.). File Exchange guide Uploading data files (September 2013) 3

5 3. Uploading data files to ICNARC Once you have prepared your data file(s) (e.g. checking for completeness, running local pre-export, checks etc.) and it is ready to be sent to ICNARC you can upload the file(s) under the Upload file(s) to ICNARC tab. How to upload a file 1. In the upload menu, use the drop down boxes to select the following: the type of file you would like to upload (Data file); and the site you are creating the upload for (i.e. your hospital, unit, etc.). File type Site 2. Once you have selected the file type and site, click Start upload 3. Complete the online form by filling in all the relevant fields. All fields with a red star ( ) are required and must be completed in order to upload your file to ICNARC. File Exchange guide Uploading data files (September 2013) 4

6 Please note: You can save your file at any time by clicking Save & Return. You will then be able to complete the online form and upload it to ICNARC at a later date. 4. Attach the relevant file attachment by clicking on Browse Note: the acceptable file formats for each file type is indicated when you hover the mouse over the tooltip (the question mark icon) for each individual file. 5. Once you have selected the relevant file attachment and completed all of the fields (note: you will not be able to upload a file where incomplete required fields remain), click Save (see below): 6. a. Once saved, an Upload button will appear. Click Upload to submit the file to ICNARC. b. To save but not submit a file now (i.e. submit it at a later date), click Save and return. Made a mistake? File Exchange operates with a 15 minute delivery delay, whereby changes can be made to a file(s) up to 15 minutes after upload to ICNARC. Thereafter the file will be delivered and available to download by ICNARC. File Exchange guide Uploading data files (September 2013) 5

7 Reviewing your uploaded file history You can view a history of all files uploaded to ICNARC for the CMP on the main page under the Upload tab. The processing status for each file is indicated by a different icon (shown below). Approved Awaiting submission Declined Incomplete Submitted Note: definitions of the processing statuses are on the next page. How to search for a file To search for a file you have uploaded to ICNARC, you can use the quick and easy filter menu on the far left side of the page. You can filter by: Site where a user is associated with more than one site, you can search for files for either one or all of the associated sites File upload type search for a particular type of file ( Data file only available at this time) Publication year search by the year of publication to File exchange Status search by the status of your available downloads e.g. Approved, Declined etc. To filter, simply check the relevant criteria, e.g.: File Exchange guide Uploading data files (September 2013) 6

8 Review each upload To review an individual file, click on the file in the list under Upload history. Once you have selected the file you will be able to review the: uploaded file attachment; review the processing status (approved, declined, etc.); and review the file details (date ranges, comment, etc.) Processing status View file Upload details Key - Processing statuses Approved the file has been uploaded and approved Awaiting submission the file is complete but not yet uploaded to ICNARC Declined the file has been uploaded and declined Incomplete the file has not yet been uploaded and details remain incomplete Submitted the file has been uploaded to ICNARC and is awaiting processing File Exchange guide Uploading data files (September 2013) 7

9 Appendix File Exchange guide Uploading data files (September 2013) 8

10 Reasons to upgrade to Internet Explorer 7 or 8 (I.E.7 or I.E.8) from Internet Explorer 6 (I.E.6) Security I.E. 7 has increased security, including better zoning, and anti-phishing features. Vulnerability I.E. 6 has a number of outstanding vulnerabilities and given that I.E. 8 and I.E. 7 has been released, it is unlikely that any problems arising will be fixed. Vulnerability Report I.E. 7: Vulnerability Report I.E. 6: Compatibility This is going to be an increasing problem, especially with CSS and JavaScript ( I.E. 6 has poor compatibility with more recently developed websites. This may not always be obvious, such as some aspects of the desired website not being visible (e.g. warning messages / information) through to the more obvious, namely that the website cannot load. Data Protection Requirements In terms of maintaining secure data, it is known that there are more problems and security issues with I.E. 6 than with I.E. 7, and therefore more potential for breaching the Data Protection Act. Support I.E. 6 was released in August of 2001 and generally most mainstream software applications have a shelf life of months. In the majority of cases support for I.E. 6 no longer exists (although there is some for users of XP machines until 2010). Usability I.E. 7 has tabbed browsing and better accessibility support. File Exchange guide Uploading data files (September 2013) 9