CRMS OCAN Data Exporter Version 1.0

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3 Table of Contents Introduction 4 Introduction 4 Installation 5 Installation Instructions 5 Configuration 8 Using the OCAN Data Exporter 11 3 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

4 Introduction Introduction The OCAN Data Exporter is the application used to generate the submission file for the Ontario Common Assessment of Need. This document describes how to install, configure and how to use the OCAN Data Exporter. 4 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Installation Installation Instructions The first step is to obtain the installation files required to install the application. These files include: Setup.exe Ocan_dataexport_install.

5 Installation Installation Instructions The first step is to obtain the installation files required to install the application. These files include: Setup.exe Ocan_dataexport_install.msi If you do not have these files please contact CRMS Support. Once you do have these files double click the Setup.exe file to begin the installation. Figure 1. Installation Step 1 5 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

$This will require modifying 2 files located in the installation folder. The default installation folder is c:\program Files\CRMS Software\CRMS OCAN Data Export\.$

8 Configuration After the OCAN Data Exporter is installed the application must be configured to connect to the CRMS database server. This will require modifying 2 files located in the installation folder. The default installation folder is c:\program Files\CRMS Software\CRMS OCAN Data Export\. The following files must be modified using a text editor such as Notepad. Default.ini This file configures the patching system for the OCAN Data Exporter. db.xml This file provides the location of the CRMS database server. Figure 6. Installation Folder 8 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Figure 7. Default.ini Open the Default.ini file using the Notepad application. Replace both instances of 127.0.

xml file using the Notepad application. Replace 127.0.0.1 with the IP address of the server that hosts the CRMS backend database.

9 Figure 7. Default.ini Open the Default.ini file using the Notepad application. Replace both instances of with the IP address of the server that hosts the CRMS backend database. Save and close the file. Figure 8. db.xml Open the db.xml file using the Notepad application. Replace with the IP address of the server that hosts the CRMS backend database. Replace CRdB with the name of your organization s live database. If you do not know these pieces of information then contact CRMS Support to get the details. 9 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

10 If you would like to configure the OCAN Data Exporter application to connect to your test database as well modify the db.xml file to match Figure 9, replacing with the IP address of the CRMS backend database server and replacing CRdB with the live database name and CRdA with the test database name. When you are finished modifying the file make sure to save and close. Figure 9. db.xml with multiple databases. If you do not feel comfortable modifying these files you can contact CRMS Support and they can provide you with preconfigured versions of these files for your agency. Once the application is installed and configured please contact CRMS Support with a list of CRMS users that will have permission to use the OCAN Data Exporter. 10 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Using the OCAN Data Exporter Double click the CRMS OCAN Data Export shortcut on your desktop to start the application. You will be prompted with a login dialog box.

11 Using the OCAN Data Exporter Double click the CRMS OCAN Data Export shortcut on your desktop to start the application. You will be prompted with a login dialog box. The dialog box contains a User Name text box, a Password text box and, if the db.xml was configured for more than 1 database, a data source drop down box. Select the desired data source and login using your CRMS user account. Figure 10. Login Dialog. Click the View menu and select the Reportable Form Data Export item to open the screen that will be used to generate the OCAN data submission file. Figure 11. Opening the Data Exporter screen 11 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

12 Figure 12. OCAN Data Export. Make sure that the OCAN tab is the selected tab if you want to generate the OCAN submission file. The Reportable Forms tab allows you to export data from any reportable forms, including the OCAN Staff and Consumer assessments, in a file format that can be opened using Excel On the OCAN tab the Export drop down box should be defaulted to New Export. When the Export drop down is set to New Export the list below will display all OCAN Staff assessments that have been marked as complete and have not been exported. The list also displays if a Consumer assessment has been linked to the staff assessment and what the status of the Consumer version is. The list is grouped by months. To generate a submission file check off the assessments that you would like to include and click the Export button. You will then be prompted to select the folder that the xml file(s) will be written to. If the assessments that are checked off have completion dates in different months separate xml files will be generated for each respective month. 12 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

Figure 13. Folder selection After generating the export file(s) the application will verify the file against the schema definition file for the OCAN export.

The error message tells you which client and which assessment the error occurred in.

13 Figure 13. Folder selection After generating the export file(s) the application will verify the file against the schema definition file for the OCAN export. If there are any errors you will receive a message similar to the one shown in Figure 14. Figure 14. XSD verification error. The error message tells you which client and which assessment the error occurred in. Using this information you can correct the assessment (only if your user profile has the ability to make modifications to completed OCAN assessments). If you are not comfortable with making the corrections to the assessment please contact CRMS Support and send a screenshot of the error message so that we can diagnose and fix the problem. 13 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

14 When the export is complete you will receive a message box similar to the one depicted in Figure 15. Figure 15. Export finished. If you received an XSD verification error the application will still generate the file but if you submit the file it will fail the OCAN verification and be rejected. We suggest sending the file to CRMS Support along with the XSD verification error message box screen shot to help us diagnose the problem. When the export is complete a new item will be added to the Export drop down box. Selecting an item other than New Export in the Export drop down box will refresh the list and display the assessments that were included in that export item. You can re-generate exports using this method. 14 CRMS SOFTWARE Copyright CTSI Incorporated All Rights Reserved

CRMS OCAN 2.0 Reference Guide Version 1.2

CRMS OCAN 2.0 Reference Guide Version 1.2 1 CRMS SOFTWARE Copyright 2003-2010 CTSI Incorporated All Rights Reserved Last Updated: July 30, 2010 2 CRMS SOFTWARE Copyright 2003-2010 CTSI Incorporated All