VHIMS QUICK REFERENCE GUIDE TO INCIDENT ANALYSER

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Introduction Incident Analyser allows users with the appropriate permissions to view and create Incident statistical reports based on selected filters and external factors.

1 Introduction Incident Analyser allows users with the appropriate permissions to view and create Incident statistical reports based on selected filters and external factors. For example you may wish to view the number of Falls with an ISR 1 or 2 per program per month. This report can be expressed as a count of incidents or can be based on an external factor eg. number of occupied bed days per month per site. How do I create an Analyser Report? The data is displayed in a table format with the option to generate a chart and export to Excel. How do I preview an Analyser Report? To create and view Analyser reports, from the menu select Reports -> Analyser 1. Select {New} from the Select View list 2. Enter the details of your report under the Display Options (as described below) View Name: Name of your report Timeframe: Select a default date range for your report from the list of categories. When you wish to preview the report the default date range can be changed. Column Group: Select an Incident field or time interval eg. monthly, quarterly for displaying the data in the column of your table. You will ONLY be able to select ONE column group. Commonly, time-based measures are used here. To see only totals of incidents, select Entire Period Row Group(s): Select one or more fields to appear in the rows of your table (the example below shows a selection of 2 fields) Locate the field in the drop down list and press the Select button. Repeat above step if you wish to add more fields To remove your row selections press Clear. All the row selections will be removed 1. To preview an existing report, select one from the Select View list. This list will display all reports you have created or have been shared to you 2. Enter the date range for your report. The dates are based on the Incident Date 3. To preview the report press Analyse Content highlighted in pink (except for the Statistical columns eg. Total) indicates that the value is 2 standard deviations away from the Norm 4. To print the report, export to Excel by clicking on the icon Row Statistics: Select the options you wish to include in your data table using the checkboxes shown ie. Row Total, Average, Standard Deviation, Variance Indicator: This will always display Count of Incidents. As a ratio of: Contains a list of external factors that are available to report against for the type of report you are creating eg. Occupied bed days per month per site (refer to the section Creating External Factors ) Filter: Contains a list of filters (restriction criteria) eg. Falls, Medication Errors that you are able to use with your report (refer to the section Creating Filters ) Page 1 Valid for Version 2012 (June) and above 1 Jun 2012

3. Select your Output Options for your report as described below Display Data Table: When this option is checked, the results of your analysis will appear in a data table.

2 3. Select your Output Options for your report as described below Display Data Table: When this option is checked, the results of your analysis will appear in a data table. Display Chart: When this option is checked, the result of your analysis will display in a chart. Additional options for graphing your data will appear. Select your desired chart type from the Chart list. Swap Rows & Columns: If checked, data types displayed on the axes of your chart will be switched Show Legend: Check this box if you want a data legend to be displayed to the right of your chart 4. Check the Leave Options Panel Open option if you wish the Display Options to be visible when you preview your report. If left unchecked, the Display Options box will minimise after you generate your data table and/or chart. You can maximise it again by clicking the button on the right hand side of the Display Options heading panel. 3. To share a report: Either search for specific users using the Filter List option, highlight the user/s (hold your CTRL key if you wish to select more than one) and press Authorise or Select one or more Templates (hold your CTRL key if you wish to select more than one) and press Authorise 4. To remove sharing on a report: Either highlight the users that have already been shared the report (hold your CTRL key if you wish to select more than one) and press Remove or Highlight the templates that have been shared the report (hold your CTRL key if you wish to select more than one) and press Remove Press Save to save your changes Press Cancel to return to the Analyser page 5. Press the Save icon when you have completed your report Can I share my report to other RiskMan users? Reports that have been created can be shared to other users on RiskMan. Ensure that the users you share the report to have access to view Analyser reports. 1. Select the report that you wish to share from the Select View list 2. Press the Share icon Page 2 Valid for Version 2012 (June) and above 1 Jun 2012

How do I create a filter? Numeric fields: Enter the number eg. 4, 50 List fields: Place your cursor over the blue space in the Value field and double click your mouse.

Select a comparison test For List fields use =, <> (not equals), Is Null (empty), Is not null (not empty) For Date, Time or Numeric fields use =, <>, >, >=, <, <=, Is Null, Is Not Null For Text

It is advised that the Wildcard % should be used at the beginning and end of the text that you are entering to ensure that the report finds the Incidents that contain your entered text.

3 How do I create a filter? Numeric fields: Enter the number eg. 4, 50 List fields: Place your cursor over the blue space in the Value field and double click your mouse. The available list items will display. Click ONE of the items in the list 1. Press Edit Filters 2. Press New to create a new filter 3. Press Add Condition 4. Select a Field from the drop down list 5. Select a comparison test For List fields use =, <> (not equals), Is Null (empty), Is not null (not empty) For Date, Time or Numeric fields use =, <>, >, >=, <, <=, Is Null, Is Not Null For Text fields & Classification Selector fields use Is Null, Is Not Null, Like, Not Like 6. Enter or select the criteria for the filter Text & Classification Selector fields: Enter the text in the field. It is advised that the Wildcard % should be used at the beginning and end of the text that you are entering to ensure that the report finds the Incidents that contain your entered text. Example: Summary like %fall% to show all incidents where Fall appears in the Summary field, PrimaryIncidentType like %fall% to show all Falls Incidents 7. If another condition is required, press Add Condition 8. If 2 or more conditions are added to your filter, select And or Or at the beginning of the Condition When to use And : When more than one condition must be met eg. Primary Incident Type = Slips/Trips/Falls And Program = Women s Health, then both conditions must be met before the incident notification is included in the report When to use Or : When at least one condition must be met eg. Program = General Medicine Or Program = General Surgery, then only one of the conditions must be met before the incident notification is included in the report 9. If required add Brackets around the conditions. Brackets may be required around some conditions to ensure the report is filtered as expected. Example: If the filter includes 3 conditions based on Role (Incident Involved) a bracket should appear at the beginning of the first Role condition and at the end of the last Role condition refer to example at the top of the page 10. If you wish to delete a condition click on the box in front of the condition, the icon will display (refer to example below). Press the Delete key on your keyboard. You may need to modify your Or and And options and your brackets Date fields: Enter the date as 1 Jan 2010 Time fields: Enter the time as 15:15 (24 hr clock) 11. Once you have completed creating your Filter, press the Save icon. This filter can now be linked to any report that you have created. Page 3 Valid for Version 2012 (June) and above 1 Jun 2012

Can I share a Filter? If you create a filter it is only available to you to use on reports.

However if you wish others to be able to use a filter you have created for their own reports, you may share that filter as described below 1.

If the filter is being used it will need to be removed from the Analyser View first and then it can be deleted To delete a filter 1. Click on the Edit Filters button on the Analyser page 2.

To share a filter: Either search for specific users using the Filter List option, highlight the user/s (hold your CTRL key if you wish to select more than one) and press Authorise or Select one or

4 Can I share a Filter? If you create a filter it is only available to you to use on reports. If you have linked a filter to a report that you have shared to other users, that filter will only be available in that report. However if you wish others to be able to use a filter you have created for their own reports, you may share that filter as described below 1. Select the filter that you wish to share from the Select Filter list Can I delete a Filter? If you wish to delete a filter, VHIMS will check that the filter isn t being used in an Analyser View. If the filter is being used it will need to be removed from the Analyser View first and then it can be deleted To delete a filter 1. Click on the Edit Filters button on the Analyser page 2. Select the filter that you wish to delete 2. Click on the Share icon 3. Press the Delete icon 3. To share a filter: Either search for specific users using the Filter List option, highlight the user/s (hold your CTRL key if you wish to select more than one) and press Authorise or Select one or more Templates (hold your CTRL key if you wish to select more than one) and press Authorise 4. To remove sharing on a filter: Either highlight the users that have already been shared the filter (hold your CTRL key if you wish to select more than one) and press Remove or Highlight the templates that have been shared the filter (hold your CTRL key if you wish to select more than one) and press Remove 4. Press OK to the pop-up message. If the Filter is being used the following message will display 5. Press the Back to Analyser link and open the View that this filter is linked 6. Either change the filter in the Filter list or select None 7. Save the View and repeat steps Press Save to save your changes and Cancel to return to the Analyser page Page 4 Valid for Version 2012 (June) and above 1 Jun 2012

How do I create an External Factor? An external factor is information that is not contained in RiskMan but can be input into RiskMan to compare with eg.

The information below describes how to add external factors to Analyser Note: Any external factors that you use in Analyser can be used in Indicators to compare indicator data 1.

If you have created a factor that includes a Related Dimension or is Time Based, you will need to enter the appropriate values for the dimension and/or date range Adding Values to Static Comparisons

5 How do I create an External Factor? An external factor is information that is not contained in RiskMan but can be input into RiskMan to compare with eg. Compare number of falls per occupied bed days per month per Campus; Compare number of staff injuries per total staff hours worked per month per Campus. The information below describes how to add external factors to Analyser Note: Any external factors that you use in Analyser can be used in Indicators to compare indicator data 1. Press the Edit Factors button 9. If you have created a factor that includes a Related Dimension or is Time Based, you will need to enter the appropriate values for the dimension and/or date range Adding Values to Static Comparisons 1. From the Comparison Factors page click the icon next to the Static factor you created In the example above, the Related Dimension = Site. Accordingly, all sites have been displayed. 2. Press the Add New button Note: If you have modified/created a report on the Analyser page ensure you save before proceeding to the Comparison Factors page 3. Enter a name for your factor (appears in the As a Ratio drop down list on the Analyser page) eg. Occupied Bed Days 4. Enter a more detailed description of your factor eg. Occupied Bed Days per Month per Site 5. Select whether the factor will be Static (never changes over time eg. Available Beds) or Time Based (the values change over time eg. Occupied bed days) 2. Add the value next to each dimension in the respective Value field 3. If you wish to modify a value, just enter the new value in the corresponding Value field 4. When finished press the Update button. Your comparison is now ready to use in your Analyser reports. In the example above the factor will only be available if the Site field has been selected in the Analyser report 5. To return to Analyser Click on the Back to Analyser link 6. Optional: Choose a field in the Related Dimension list, if the factor will vary within different areas of your organisation eg. Site, Program where the occupied bed days varies within each Site or Program 7. If you selected Static (the value never changes over time) and you did not select a Related Dimension then enter your value in the Value field 8. Press Save when you have completed entering your factor. Page 5 Valid for Version 2012 (June) and above 1 Jun 2012

Adding Values to Time Based Comparisons 1.

Delete a Comparison Factor If you wish to delete a Comparison Factor, VHIMS will check that the comparison factor isn t being used in an Analyser View.

Click on the Edit Factors button on the Analyser page 2. Click on the icon next to the factor that you wish to delete and the Comparison Factor details will display 2.

Repeat steps 2-5 until you have entered all your values for each instance 7. When finished press the Update button. Your comparison is now ready to use in your Analyser reports.

To return to Analyser, click on the Back to Analyser link Note: External Factors that appear in the As a Ratio list on the Analyser page are available to anyone who has access to creating

6 Adding Values to Time Based Comparisons 1. From the Comparison Factors page click the icon next to the Time Based factor you created In the example above, the Related Dimension = Site and the factor is based on time. Delete a Comparison Factor If you wish to delete a Comparison Factor, VHIMS will check that the comparison factor isn t being used in an Analyser View. If it is being used, it will need to be removed from the Analyser View first and then it can be deleted To delete a Comparison Factor 1. Click on the Edit Factors button on the Analyser page 2. Click on the icon next to the factor that you wish to delete and the Comparison Factor details will display 2. Select the dimension eg. Site from the Instance list 3. Enter a date range in the respective From Date and To Date fields 4. Enter the value in the Value field 5. Press the Save icon 6. Repeat steps 2-5 until you have entered all your values for each instance 7. When finished press the Update button. Your comparison is now ready to use in your Analyser reports. In the example above the factor will only be available if the Site field has been selected in the Analyser report 3. Press the Delete button 8. To return to Analyser, click on the Back to Analyser link Note: External Factors that appear in the As a Ratio list on the Analyser page are available to anyone who has access to creating Analyser reports. If a related dimension is included in the factor, the factor will only display if the related dimension has been included in the report you are creating 4. Press OK to the pop-up message. If the factor is linked to an Analyser View the following message will display 5. Press the Back to Analyser link and open the View that this factor is linked to 6. Either change the comparison factor in the As a Ratio List or select None 7. Save the View and repeat steps 1-4 Page 6 Valid for Version 2012 (June) and above 1 Jun 2012

Example: Analyser Reports Falls report by month for

falls expressed as a percentage (%) based on the

Incident Type Summary report for a specific

percentage (%) value will be expressed as a number

7 Example: Analyser Reports Falls report by month for a specific campus Falls report showing the number of falls expressed as a percentage (%) based on the number of occupied bed days per month per site Incident Type Summary report for a specific organisation Above report exported to Excel The percentage (%) value will be expressed as a number in the Excel report Page 7 Valid for Version 2012 (June) and above 1 Jun 2012

VHIMS QUICK REFERENCE GUIDE TO PREVIEWING INCIDENT REPORTS

VHIMS QUICK REFERENCE GUIDE TO PREVIEWING INCIDENT REPORTS Introduction This reference guide is aimed at Managers who are required to generate reports using existing Report Layouts and save these reports & associated filtering to their My Reports page Note: The