Medivators Data Management Software Installation / User Manual

Transcription

1 Medivators Data Management Software Installation / User Manual For DSD and SSD Endoscope Reprocessors

2 Medivators is a registered trademark of Minntech Corporation. Windows and Windows Explorer, Excel, XP, NET Frame, Installer, and Wizard are registered trademarks of Microsoft Corporation. P/N Rev B Copyright 2008 Minntech Corporation. All rights reserved. All rights reserved. This publication is protected by copyright. Copying, disclosure to others, or the use of this publication is prohibited without the express written consent of Minntech Corporation. Minntech reserves the right to make changes in the specifications shown herein without notice or obligation. Contact you Medivators representative or Medivators customer service for more information.

3 Contents Medivators Data Management Software...5 Installing and Configuring Medivators Data Management Software Components...6 Medivators Data Management Software Components...6 Installation Prerequisites...6 Step 1: Running the Installer...8 Step 2: Configuring a File Server to Host the Database...16 Step 3: Configuring Computer Workstations...17 Database Tab Applies to Listener and Reporting Workstations...18 Advanced Tab Applies to Listener and Reporting Workstations...19 Active Comm Ports Tab Applies to Computer Workstations Attached to Medivators Reprocessors...20 Comm Port Settings Tab Applies to Listener Workstations...20 Admin Password Tab Applies to Reporting Workstations...21 Uninstalling Medivators Data Management Software...21 Step 1: Removing the Listener Service...21 Step 2: Copying the Database...21 Step 3: Running the Uninstaller Applies to Listener and Reporting Workstations...21 Working with Cycle Reports...22 Getting Started with Cycle Reports...23 Using a Filter to Choose Cycle Reports...24 Inspecting the Database for New Cycle Reports...24 Analyzing Cycle Reports That Match Filter Criteria...25 Analyzing a Specific Cycle Report...26 Printing or Exporting a Cycle Report...26 Working with Logs...27 Getting Started with Logs...28 Using a Filter to Choose Log Records...29 Inspecting the Database for New Log Records...30 Analyzing Log Records That Match Filter Criteria...30 Grouping Log Records...31 Summarizing Log Records...32 Printing or Exporting Log Records...33 P/N Rev B Page 3 of 40

4 Maintaining the Database...34 Getting Started with Database Tools...34 Compacting...35 Backing Up and Restoring...35 Archiving...36 Tracking and Logging Errors...37 Reporting Data Management Software Errors...37 Reporting Listener Service Errors...37 Creating a Medivators Reprocessor Communications Log...37 P/N Rev B Page 4 of 40

5 Medivators Data Management Software Use Medivators Data Management Software to automate your Medivators endoscope reprocessor recordkeeping processes from a hardcopy documentation format to an easy-to-use electronic format by: Electronically transmitting cycle data from up to four Medivators DSD and SSD reprocessors to a common computer database Searching based on a variety of criteria for cycle reports Displaying, sorting, and printing a cycle report Exporting a cycle report to a Microsoft Excel spreadsheet Searching based on a variety of criteria for log records of cumulative cycle report data Displaying, sorting, grouping, and printing cycle report data log records Exporting cycle report data log records to a Microsoft Excel spreadsheet P/N Rev B Page 5 of 40

6 Installing and Configuring Medivators Data Management Software Components Medivators Data Management Software Components Component Listener Database Reporting Description & Installation Requirements A service that runs continuously on the computer workstation(s) directly attached to the Medivators reprocessor(s) The Listener monitors the Medivators reprocessor(s) for new endoscope reprocessing cycle information and transmits it to update the Database. Do not install the Listener on computer workstations used for Reporting only, or on computers workstations that are not directly attached to a Medivators reprocessor. A file that contains all endoscope reprocessing cycle reports and logs The Database resides in only one location (computer workstation or file server) and must be available to (and accessible from) all computer workstations running the Listener and Reporting applications. Data Management Software used for viewing, sorting, and printing cycle reports and logs Install on all Reporting and Listener workstations. Installation Prerequisites Ensure: - The software version installed on the Medivators DSD or SSD endoscope reprocessor(s) is The Windows XP operating system is installed on all computers to be used as Reporting and Listener workstations. Decide where Data Management Software components will be installed in your environment. P/N Rev B Page 6 of 40

7 For example: You can partially distribute your components, where one Listener workstation is attached to a Medivators reprocessor(s) and additional Reporting workstations exist elsewhere on the network. Your IT Department may have existing policies and practices that can impact your decision. For example: Some file servers may be automatically backed up or are specifically designated for use when a common database file exists. Consider involving your IT Department as early as possible. You cannot attach more than four Medivators reprocessors to one Database. Install supporting software. All Listener and Reporting workstations require the following software: - Windows Installer 3.1 (or newer) - Microsoft.NET Framework version (or newer) This common Windows software is probably already present on your computer workstations. If not and if workstations have access to the Internet the Data Management Software Installer Wizard automatically locates, downloads, and installs this software for you. P/N Rev B Page 7 of 40

8 Step 1: Running the Installer Do not install Data Management Software on the file server hosting the Database unless the file server is attached to a Medivators reprocessor or used as a Reporting workstation. UNINSTALL any previous version of Data Management Software before using this installation procedure. 1. Insert the Data Management Software CD in the computer workstation CD drive. 2. Using Windows Explorer, open the CD and double-click setup.exe to display the Setup Wizard Welcome window: P/N Rev B Page 8 of 40

9 If Microsoft.NET Framework or Windows Installer is not installed on the computer workstation, the Setup Wizard first displays the following window: Press Accept to download the required files: P/N Rev B Page 9 of 40

10 When download is complete, the Setup Wizard installs the downloaded files: 3. Click Next to display the following window: 4. Choose Yes if this computer workstation will be connected to a Medivators endoscope reprocessor, or No if it will not. Then click Next to display the following window: P/N Rev B Page 10 of 40

11 5. Click Next to install Data Management Software: If the following warning appears, click OK. P/N Rev B Page 11 of 40

12 When installation is complete, the Setup Wizard displays the following window: 6. Click Close and then shut off the computer workstation. 7. Connect all DSD/SSD reprocessors to the PC and then reboot the computer. 8. After reboot is complete, verify all DSD/SSD s are recognized by Windows XP as Non - Microsoft Serial Ballpoint devices. This is accomplished by going into Device Manager and under Mice and other pointing devices disabling the Microsoft Serial Ballpoint for each DSD/SSD reprocessor. If you have multiple DSD/SSD reprocessors connected, then the Microsoft Serial Ballpoint must be disabled for each reprocessor. P/N Rev B Page 12 of 40

13 This is accomplished by opening the Windows Control Panel and selecting System. P/N Rev B Page 13 of 40

14 Select Hardware Select Device Manager P/N Rev B Page 14 of 40

15 Select Mice and other pointing devices Microsoft Serial Ballpoint will display for each DSD/SSD connected. An X should appear in front of each Microsoft Serial Ballpoint. If an X is not displayed for each Microsoft Serial Ballpoint, then double click on it to select it. This will open the Microsoft Serial Ballpoint Properties window. P/N Rev B Page 15 of 40

16 Disable the device by selecting the Do not use this device (disable) dropdown located under Device usage. Repeat this process for each displayed Microsoft Serial Ballpoint which does not have an X in front of it. Verification Reboot the PC and go to Device Manager and Mice and other pointing devices to verify all Microsoft Serial Ballpoints have been disabled. Repeat the disable step and computer reboot until all Microsoft Serial Ballpoints are recognized by Windows as being fully disabled. Step 2: Configuring a File Server to Host the Database If you plan to locate the Database on a file server instead of a computer workstation, create a shared folder on the file server accessible to: All Reporting workstations All Listening workstations Do not install Data Management Software on a file server unless the file server is attached to a Medivators reprocessor or used as a Reporting workstation. When you RUN THE INSTALLER on a Reporting workstation, the Installer Wizard creates an empty Database file on the Reporting workstation at C:\program files\medivators\database\medivators.reporting.mdb. Copy this empty.mdb file from any Reporting workstation to the file server to complete file server preparation. P/N Rev B Page 16 of 40

17 Step 3: Configuring Computer Workstations You can configure Listener and Reporting workstations by: Copying the settings from an already-configured computer workstation Launching the Data Management Software and using the Administration window To copy the settings from an already-configured workstation: 1. From the configured computer workstation, copy the file: C:\program files\medivators\medivators.text.setting. 2. On the to-be-configured computer workstation, paste the copied file to: C:\program files\medivators\ To launch the Data Management Software and use the Administration window: 1. Double-click the Medivators Reporting icon on the computer workstation desktop to display the Cycle Reports window. 2. Click Admin to display the Administration window: You need an Administrator password to continue. When Medivators Data Management Software is first installed, the Administrator password is change. P/N Rev B Page 17 of 40

18 Database Tab Applies to Listener and Reporting Workstations Controls Database Path Description & Usage Location of the Database file This location can be on any workstation or file server that can be seen from each Listener and Reporting workstation. To specify a location on a remote host, enter a UNC path such as: \\ServerName\SharedFolderName\Medivators.Reporting.mdb Mapped drives (for instance, S:\) are also supported but not recommended. All Listener and Reporting workstations must have the same Database Path. If you change the Database Path on one computer workstation, you must be manually change it on all workstations. Browse Test Tools Click to browse the file system to the Database file. Test the ability of Data Management Software to connect to the Database identified in Database Path. Click to launch the DATABASE TOOLS window, where you can maintain and protect your Database. The tools provided in the window are for sites that must maintain and protect the Database without IT Department assistance. For facilities with an IT Department, consult with them for policies and practices involved in the care and maintenance of database files including automated backups. P/N Rev B Page 18 of 40

19 Advanced Tab Applies to Listener and Reporting Workstations Do not change these settings unless directed by a Medivators technician. Controls Logging Level Parsing Interval Commit Interval Commit Granularity Description & Usage Applies to Listener and Reporting workstations. Determines if application logs contain errors; errors and warnings; or errors, warnings and additional information. Note: There are two application log files. The Listener service also uses the Windows Events system to log information. All these logging containers become very large, very quickly, when Logging Level is Verbose. How often (in milliseconds) the Listener service checks for new information from a Medivators reprocessor How often (in milliseconds) the Listener service tries to read from or write to the Database How many data records must exist before the Listener service tries to write them to the Database P/N Rev B Page 19 of 40

20 Active Comm Ports Tab Applies to Computer Workstations Attached to Medivators Reprocessors These settings determine which COMM ports are monitored by the Listener service. USB virtual COMM ports are supported as long as they map to COMM1-COMM8. Other devices that extend serial ports may work but have not been tested. Comm Port Settings Tab Applies to Listener Workstations This picture illustrates default settings for Medivators reprocessors. These settings apply to all COMM ports monitored by the Listener service. It is possible to have a Listener workstation with a group of settings that is different from other Listener workstations; however, it is not possible to have one COMM port with one group of settings and another COMM port with another group of settings. P/N Rev B Page 20 of 40

21 Admin Password Tab Applies to Reporting Workstations This is the only setting that automatically applies itself to every computer workstation. Unlike the Database Path setting, it is never necessary to change this setting on all computer workstations. When Data Management Software is first installed, the Administrator password is change. You will need to change the password after you log into the Administration screen. Uninstalling Medivators Data Management Software Step 1: Removing the Listener Service The Medivators Data Management Software CD contains a batch command file named uninstall_listener.bat. You must manually run this file on all computer workstations connected to Medivators reprocessors before uninstalling other components. If in doubt, run the batch file. Doing so will never harm your ability to uninstall Medivators Data Management Software, even if you run it multiple times. On the other hand, failing to run the batch file may prevent the uninstaller from operating properly. Step 2: Copying the Database The uninstall process deletes the Database folder and its contents, so copy it to a safe location (any location other than c:\program files\medivators). Step 3: Running the Uninstaller Applies to Listener and Reporting Workstations 1. Ensure Data Management Software is closed. 2. Launch the Windows Control Panel. 3. Launch Add or Remove Programs. 4. Scroll to Medivators Device Reporting and click Remove. 5. Confirm your decision to start the removal process. P/N Rev B Page 21 of 40

22 Working with Cycle Reports Cycle reports are excellent tools for identifying specific endoscope reprocessing data, such as: When an endoscope reprocessing cycle started and ended Which technician reprocessed the endoscope What endoscope was reprocessed Any errors detected during the reprocessing cycle If the reprocessing cycle completed Use Medivators Data Management Software to: Search for cycle reports based on a variety of criteria. Display, sort, and print a cycle report. Export a cycle report to a Microsoft Excel spreadsheet. P/N Rev B Page 22 of 40

23 Getting Started with Cycle Reports Double-click the Medivators Reporting icon on a Reporting workstation desktop to display the Cycle Reports window. Note: When you launch Data Management Software, it automatically displays the Cycle Reports window. To display the Cycle Reports window at other times, click Cycles. Use the Title area to: Access other Data Management Software windows, such as the Administration window where you can manage your Database, passwords, etc. Minimize or maximize the Cycle Reports window. Close the Cycle Reports window. Note: If the Cycle Reports window is the only open window, closing the window also closes Data Management Software. Use the FILTER area to choose cycle reports to display in the Available Cycle Reports area. Use the REFRESH area to inspect the Database for new cycle reports. Use the AVAILABLE CYCLE REPORTS area to: Analyze summaries of all cycle reports that match your filter criteria. Choose a specific cycle report to analyze in the Cycle Report Detail area. Use the CYCLE REPORT DETAIL area to analyze a specific cycle report. P/N Rev B Page 23 of 40

24 Using a Filter to Choose Cycle Reports Use the FILTER area to choose cycle reports to display in the Available Cycle Reports area. For example: In the example at left, Data Management Software displays all cycle reports performed after 2/1/2005. If you also choose Operator A in Operator, Data Management Software displays all cycle reports performed after 2/1/2005 by Operator A. If you also choose dis-dump in Event Type, Data Management Software displays all cycle reports performed after 2/1/2005 by Operator A that contain a dis-dump event. Data Management Software applies the selected filter criteria as soon as you move the cursor from the field/dropdown. A well-constructed set of filter criteria displays only the information you need to perform your analysis. Choosing: Too few criteria, thereby displaying too many cycle reports, slows down Data Management Software it may even appear to lock up Too many criteria could display no cycle reports To Clear a filter criterion (so that it no longer applies). Clear all filter criteria. Do This Set it to [All]. Click Reset. Inspecting the Database for New Cycle Reports Use the REFRESH area to inspect the Database for new cycle reports. P/N Rev B Page 24 of 40

25 To Automatically inspect the Database for new cycle reports that match your filter criteria when the Next countdown timer reaches 0. Prevent the Cycle Reports window from resetting (because you are performing an analysis). Immediately inspect the Database for new cycle reports that match your filter criteria. Do This Check the Auto-Refresh check box. Uncheck the Auto-Refresh check box. Click Now. Analyzing Cycle Reports That Match Filter Criteria Use the AVAILABLE CYCLE REPORTS area to: Analyze summaries of all cycle reports that match your filter criteria. Choose a specific cycle report to analyze in the Cycle Report Detail area. To Resize the Available Cycle Reports area. Display a specific cycle report in the Cycle Report Detail area. Sort the summaries by Machine, Start, or End in ascending order. Sort the summaries in descending order. Do This Drag the bottom border. Click the report summary row. Click the column header. Click the column header again. P/N Rev B Page 25 of 40

26 Analyzing a Specific Cycle Report Use the CYCLE REPORT DETAIL area to analyze a specific cycle report. To Resize a column area. Sort the detail by column information in ascending order. Sort the detail in descending order. Do This Drag the side border. Click the column header. Click the column header again. Printing or Exporting a Cycle Report To Preview how the cycle report will look when printed. Change print characteristics, such as paper size, margins, orientation. Note: Data Management Software remembers your changes for future sessions. Print the cycle report to your default printer. Save the cycle report to an Excel spreadsheet. Do This Then Follow Standard Windows Procedures Click Preview. Click Page. Click Print. Click Export. P/N Rev B Page 26 of 40

27 Working with Logs Logs of cumulative cycle report data are excellent tools for identifying: How many times an endoscope was used How many cycles were run during a specific time period How many endoscopes each technician reprocessed How many endoscopes were reprocessed in each machine or in each basin Use Medivators Data Management Software to: Search for log records based on a variety of criteria. Display, sort, group, and print log records. Export log records to a Microsoft Excel spreadsheet. You need an administrator password to launch the Device Logs window. P/N Rev B Page 27 of 40

28 Getting Started with Logs 1. Double-click the Medivators Reporting icon on a Reporting workstation desktop to display the Cycle Reports window. 2. Click Admin, then supply the password to display the Administration window. 3. Click Logs to display the Device Logs window. Use the Title area to: Access other Data Management Software windows, such as the Cycle Reports windows. Minimize or maximize the Device Logs window. Close the Device Logs window. Use the FILTER area to choose log records to display in main area of the Device Logs window. Use the REFRESH area to inspect the Database for new log records. Use the MAIN AREA of the Device Logs window to analyze log records that match your filter criteria. P/N Rev B Page 28 of 40

29 Using a Filter to Choose Log Records Use the FILTER area to choose log records to display in the main area of the Device Logs window. For example: In the example at left, Data Management Software displays all log records captured after 2/1/2005. If you also choose Operator A in Operator, Data Management Software displays all log records captured after 2/1/2005 that reference Operator A. Or if you clear the Operator criterion and choose dis-dump in Event Type, Data Management Software displays all log records captured after 2/1/2005 that contain a dis-dump event. Data Management Software applies a filter criterion as soon as you move the cursor from the criterion field/dropdown. A well-constructed set of filter criteria displays only the information you need to perform your analysis. Choosing: Too few criteria, thereby displaying too many log records, slows down Data Management Software it may even appear to lock up Too many criteria could display no log records To Clear a filter criterion (so that it no longer applies). Clear all filter criteria. Do This Set it to [All]. Click Reset. OPERATOR, PATIENT, PHYSICIAN, SCOPE, and EVENT TYPE are exclusive criteria. That means a single log record may contain physician data or scope data, but not both. Or a single log record may contain event type data or operator data, but not both. If you try to filter log records based on a combination of these exclusive criteria, Data Management Software displays no log records. P/N Rev B Page 29 of 40

30 Inspecting the Database for New Log Records Use the REFRESH area to inspect the Database for new log records. To Automatically inspect the Database for new log records that match your filter criteria when the Next countdown timer reaches 0. Prevent the Device Logs window from resetting (because you are performing an analysis). Immediately inspect the Database for new log records that match your filter criteria. Do This Check the Auto-Refresh check box. Uncheck the Auto-Refresh check box. Click Now. Analyzing Log Records That Match Filter Criteria Use the MAIN AREA of the Device Logs window to analyze log records that match your filter criteria. P/N Rev B Page 30 of 40

31 To Find alarm log records identifying cycles that experienced something unexpected, such as a too low disinfectant temperature. Sort log records by column information in ascending order. Sort log records in descending order. Resize a column area. Group log records by a specific column. Calculate column totals. Do This Look for rows displayed in bold red. Click the column header. Click the column header again. Drag the side column border. See GROUPING LOGS. See CALCULATE LOG TOTALS. Grouping Log Records To group log records by the data in a specific column: 1. Click Grouping to display a drag box above the main display grid (as shown below): P/N Rev B Page 31 of 40

32 2. Drag a column header to the drag box. For example: Drag the IsAlarm column header to the drag box. To close the drag box: Click Hide Group. When you click Hide Group, Data Management Software closes the drag box but does not ungroup the data. To ungroup log records: Drag the column from the drag box to where it you want it positioned in the display grid. To display totals at the group level: GROUP LOG RECORDS and enable the SUMMARY feature. Summarizing Log Records To display Count, Maximum, and/or Minimum data: 1. Click Summary to add the following symbol to each column header: Σ. P/N Rev B Page 32 of 40

33 2. Click a column s Σ symbol to display the following window: 3. Check the desired check boxes, then click OK to display column summary information. Select or deselect column summary information as desired. You can display data from multiple columns simultaneously. The summary information displays at the top and bottom of the log. To remove Σ from each column header: Click Hide Summary Printing or Exporting Log Records To Preview how log records will look when printed. Change print characteristics, such as paper size, margins, orientation. Note: Data Management Software remembers your changes for future sessions. Print all currently displayed log records on your default printer. Save all currently displayed log records to an Excel spreadsheet. Do This Then Follow Standard Windows Procedures Click Preview. Click Page Setup. Click Print. Click Export. P/N Rev B Page 33 of 40

34 Maintaining the Database Your IT Department probably has policies and practices involving the care and maintenance of database files, such as automated backups. The tools provided on the Database Tools window are for sites that must maintain and protect the Database without IT Department assistance. Getting Started with Database Tools 1. Double-click the Medivators Reporting icon on a Reporting workstation desktop to display the Cycle Reports window. 2. Click Admin to display the Administration window. 3. On the Database tab, click Tools to display the Database Tools window. 4. When you click any of the buttons on this window, Data Management Software displays the following message: P/N Rev B Page 34 of 40

35 All features on the Database Tools window require exclusive access to the Database. Make sure all Listener and Reporting workstations are logged out. Compacting Compacting the Database may improve performance, particularly if your Database contains a large amount of data. Compacting may also resolve error messages that contain the word corrupt. Recommendation: For larger sites: Compact once a week. For smaller sites: Compact less frequently. When you click Compact, Data Management Software examines the Database, compresses it, and potentially repairs certain types damage that may (rarely) occur to data indices. Backing Up and Restoring Periodically back up your data: More often at larger sites, and less often at smaller sites. To back up: Click Backup. Data Management Software: Copies your Database file to C:\ProgramFiles\Medivators\Reporting\Database. Appends the word backup and a number to the file name to ensure a unique file backup. For example: Medivators.Reporting.Backup.7.mdb. To restore a backup: 1. Locate the most recent backup file. 2. Rename the file Medivators.Reporting.mdb. 3. Copy the file to the location indicated in the DATABASE PATH setting. Any data created since the most recent backup is lost! P/N Rev B Page 35 of 40

36 Archiving Archived data is not deleted. It continues to exist in the Database file; however, it cannot be viewed again using Data Management Software. So do not archive unless absolutely necessary! The Database stores log records and cycle reports indefinitely. As the amount of data accumulates, in rare cases it may become too large and ponderous to use efficiently. When you click Archive, Data Management Software identifies all data (both log records and cycle reports) older than the Archive Date, and moves that data out of the main usage area. Try the following instead of archiving if system performance degrades below acceptable levels: BACK UP and then COMPACT the Database. If all Reporting workstations are too slow: - Ensure all Reporting workstations have adequate network access to the file server hosting the Database. - Ensure the file server hosting the Database has adequate memory, disk space, and processor speed. - Determine if other (non-medivators) processes are also running on the file server hosting the Database and may be blocking attempts to access the Database or over-using file server resources. - If all Reporting workstations are still running too slowly but other applications on the network are not impaired, consider an archive. If only one Reporting workstation is too slow: - Consider increasing its memory or other system resources. - Determine if other (non-medivators) processes are also running on the Reporting workstation and may be over-using workstation resources. Note: If only one Reporting workstation is running too slowly but other Reporting workstations are running Data Management Software without impairment, archiving will not resolve the issue. P/N Rev B Page 36 of 40

37 Tracking and Logging Errors There are several Data Management Software and service error log containers. The Listener service also utilizes the Windows Events system to log information. All these logging containers become very large, very quickly, when Logging Level is set to Verbose. Error data may include errors as well as warnings and informational messages. Reporting Data Management Software Errors Data Management Software writes error data to the file C:\program files\medivators\logs\medivators.reporting.log. This file is overwritten each session. If unable to write to this file for instance, if the disk is full Data Management Software tries instead to write Windows events, adding rows to the application log. Reporting Listener Service Errors The Listener service writes errors as Windows events, adding rows to the application log. If unable to write to the event log, the service tries to create a text error log in this folder: C:\program files\medivators\logs. Creating a Medivators Reprocessor Communications Log If you need assistance with the following procedure contact Medivators Technical Support at Occasionally it may be necessary to directly record the information transmitted to the Listener service by a Medivators reprocessor. To capture the COMM stream: 1. Stop the Listener service. 2. Using Windows Explorer, browse to c:\program files\medivators. P/N Rev B Page 37 of 40

38 3. Using a text editor (such as Notepad), open the file Medivators.text.setting. 4. Locate this line: Application*General*CommCaptureFile*0* 5. Edit it to match this line: Application*General*CommCaptureFile*1* 6. Save and close the file. 7. Restart the Listener service. When the Listener is in capture mode, COMM messages are appended to C:\Program Files\Medivators\Capture.txt The Listener service remains in capture mode until Data Management Software is launched, the Listener workstation is rebooted, or the Listener service is stopped and restarted again. P/N Rev B Page 38 of 40

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