VHIMS UPGRADE VERSION

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1 Introduction A new RiskMan version release is now available for VHIMS clients. The following new features and modifications have been implemented since the previous release. What s New What s Changed Homepage Alerts (Version 2) Letter Builder InfoCentre interactive dashboard reporting tool Complete overhaul of all list pages (Incident Inbox, etc.) Report Layout Editor: New chart options available NEW: Homepage The Homepage contains links to all of the functions you have permission to access, arranged into panels, which we call Widgets. It also contains Shortcuts and Drafts. Refer to the Homepage User Guide or Administration Guide for further detail on how to use the new function. (User Guide available: Homepage_Administration or Homepage_User Guide) Note: How the homepage will look depends on your RiskMan user permission level. Though the homepage has a default setup, every user is able to configure it in a way that s meaningful for them. The Homepage is divided into two sections: Shortcuts and Widgets. The width and number of columns (including the shortcuts) varies automatically depending on the width of your browser window. The Homepage supports customisation by the user, such as positioning, height, or visibility. The shortcuts can also be repositioned. All customisation is retained between user s sessions. Widgets created using InfoCentre technology can be displayed on the homepage (charts for example). Only users with permission to manage the homepage can add or remove these widgets. Page 1 of 18

2 NEW: Letter Builder The Letter Builder allows users to create highly formatted documents, which when generated based on a single record, can then have information from that record populated automatically at the points you determine. The letter builder is similar in concept to performing a mail merge in programs such as Microsoft Word. (User Guide available: Letter Builder) The Letter Builder allows you to create a document which can be generated on demand. A good example of this in practice could be when a consumer lodges a complaint, and it is entered into RiskMan, an acknowledgement letter for that consumer can be generated. The letter that you compose can automatically populate information from the recorded complaint, into the produced document; for example the consumer s name and address, date complaint lodged, etc. Page 2 of 18

3 Examples of when the Letter Builder might be used: To create an acknowledgement letter that is generated when a consumer lodges a complaint To create a notification letter for a WHS event based on an employee incident As a means of creating your own single-record report form; for example, you could create a document which needs to be printed that details the key information when a critical incident occurs User guides have been created to outline this functionality that is available to assist users on composing a letter utilising the Letter Builder capabilities. Page 3 of 18

4 NEW: InfoCentre RiskMan has introduced a new reporting tool called the InfoCentre, which can be found under the Reports menu. The InfoCentre is an interactive dashboard that provides all levels of users with simple, real-time information from their domain. This information is presented in widgets, which range from various chart types; to grids of information; and more. These widgets can be easily arranged and modified depending on a user s preference. Widgets are kept together in Groups, much like the concept of Indicators being grouped into Indicator Sets. Below is an example of the InfoCentre homepage and its functionality: ❶ ❼ ❹ ❸ ❺ ❻ ❷ Widget Groups (click on each group name to view the widgets contained in the group) Individual widgets contained in the current Group InfoCentre Date Range: The date range to apply to widgets which have been configured to do so (other widgets may have a hard-coded date range, or no date restrictions at all) Add a new Widget to the current Group; create a new Datasource if the user has permission to do so (for more information about creating a new Datasource, see next section on Datasource Builder) Add a new widget Group Edit current widget Group properties (Group name; position in list) ❼ Return to RiskMan home page InfoCentre User Permissions General Template: Reporting Permissions > Can access InfoCentre Page 4 of 18

5 NEW: Datasource Builder The Datasource Builder allows you to build new widget Datasources. In future, we intend to use the Datasource Builder to allow you to build Datasources for things other than widgets, such as indicators. As such, the Datasource Builder should be viewed as a separate feature to the InfoCentre. What is a Datasource? A Datasource looks at all of the data you can see in a particular Register, and brings back segments of data that you define, to be utilised in a RiskMan Reporting tool in this case, the InfoCentre. Having said that, it s important to note that a Datasource is more than just a collection of filters. A Datasource contains configuration settings that helps the reporting tool (InfoCentre) analyse and present the data being brought back. For instance, the configuration settings for a Datasource that is designed to present data as a chart will be different to those where the intended output is a grid of information (say, a list of incidents where investigations are overdue). Datasources also have permissions, similar to Indicator Sets. If you create a Datasource, only you can see it; unless you grant other users permission to see the Datasource. As with all reporting tools in RiskMan, if user A shares a Datasource with user B, when user B uses that Datasource, it only looks at the information to which user B has permission. The Datasource Builder is currently accessed via the InfoCentre. To access the Datasource Builder, click on the green plus sign in the top left hand corner of your screen, and then click New Datasource: You will be taken to the Datasource Builder page, as shown. These are the general steps involved to build a new Datasource. ❶ ❷ ❼ Give the new Datasource a name. Describe the datasource and its intended purpose. ❸ ❹ Select your Output i.e. the type of widget you would like to utilise. More options will be added over time. ❻ ❺ Select the desired data source Source of data. Note that, for Registers which use Posting, you can choose if you want only posted records included, or all records, posted and unposted. After your Source of data has been selected, Date Options will appear. Select if you would like a particular date range, a specific date, or no date. Apply the filters you require to ensure you only get the right information feeding into the Datasource. ❼ Build your Datasource. Page 5 of 18

6 Datasource Builder User Permissions General Template: Reporting Permissions > Can Edit Standard InfoCentre Datasources General Template: Reporting Permissions > Can Edit Advanced InfoCentre Datasources Sharing a Datasource Once you have saved a Datasource, you have the option of sharing it with others. Click the green Permissions button to modify which users are able to see this Datasource. Keep in mind that when another person uses a Datasource you have created, it will only return the data on which they have permission to report. ❹ ❶ ❷ ❸ Share with all users: Shares this Datasource with all users at once. Share with specific users: Start typing a username in the text box. The system narrows your search as you type. When you find the desired user, click Grant Permission. Their name will appear on the right under Users with permission to view. Share with an entire Template of users: First, select the Register which contains the Template of users with whom you want to share the Datasource. Select that Template from the Select a Template of users drop down. Then click the Grant Permission button. The Template names appear on the right under Templates with permission to view. Click Save to save any changes you have made. Click Close to exit without saving. Page 6 of 18

7 MODIFIED: Alerts Version 2 Alerts have been redesigned to enable a more progressive user experience, including new functionality and design (User Guide available: Alerts Version 2 User Guide). Note that this is one of the biggest changes to existing functionality that we have made for quite a while. Your users will likely need assistance with making this change. User Guides have been created to assist with this change. RiskMan Support and Training Teams are available for assistance if required. Please contact RiskMan on Alerts List Page New functionality has been added to the Alerts List Page. 1. Previously the Alert Type was selected within the Rules section of creating Alerts. Users are now required to select the Alert Type from the List Page before creating a new Alert. Previous requirement to select type 2. Generate Migration File allows a user to migrate alerts into another database 3. Import Alerts allows a user to upload Alerts into the system if they don t already exist 4. Export the Alerts List page to Excel. Excel formatting rules will apply depending on the grouping and filtering that exist in the List Page at the time of exporting Page 7 of 18

8 New Features Creating Alerts Along with the visual changes, outlined below are some functionality changes that come with Alerts Version 2 1. The order of creating Alerts is now represented as a pane users are required to work through 2. When creating Conditions, users are able to search for fields using the search field Page 8 of 18

9 3. Creating Conditions will now apply a drop and drag method 4. Schedule allows users to determine and control when alerts will process Page 9 of 18

10 5. Process allows a user to select the Pipeline process and select the Alert Chaining rules. Alert Chaining allows users to designate that this alert should run for an item only if other alerts have or have not processed for the item previously. Alert Chaining allows the alert to process for a record ONLY if that record HAS triggered the following other alerts. Page 10 of 18

11 MODIFIED: List Pages The listings page has been redesigned to enable a more progressive user experience, including new functionality and design (for more information please see the New List Page guide). Note that this is one of the biggest changes to existing functionality that we have made for quite a while. Your users will likely need assistance with making this change. We have produced change management materials to aid in the process, including generic cheat sheets, an overview video, and updated documentation. A comparison between the old and new list pages: ❸ ❶ ❷ ❹ ❷ ❶ ❸ ❹ ❶ Control buttons have now been integrated into a new toolbar, which remains at the top of the page, irrespective of how many records you have ❷ Selection Settings has now been incorporated into a popup screen accessed by clicking the cog icon ❸ A completely new, cross-browser compatible grid; retaining all the old functionality, but also adding new useful features ❹ Row Count has been removed from Selection Settings, and now appears at the bottom of the grid. Page 11 of 18

12 New Toolbar Summary Old Style New Style Remark VHIMS UPGRADE VERSION The Change Columns function has also been updated to be more intuitive. Refer to the full documentation for more information. Trash can represents Delete. Method to delete remains the same; tick record checkbox, press delete. Paper airplane icon represents Distribution List. Method to distribute remains the same. Bookmark. Method to bookmark records remains the same. CHANGED: Grouping has been renamed Linking. The function still works in the same way. CHANGED: Make Grouped has been renamed Clone & Link. The function still works in the same way. Export to Excel now represented by the current Microsoft Excel icon. CHANGED: Finalise has been renamed Archive. The function still works in the same way. This icon now represents What do the icons mean?. People icon represents Assign Managers (Health Legal Register only). Functionality unchanged. Custom reports that can be generated from a list (eg. DHS, DH reports) can be accessed by clicking this icon. A small panel will appear allowing the user to select which report they want to generate. Save icon replaces Set Columns. Still only appears after the first adjustment of a column width. Every icon in the Toolbar also displays a tooltip when the user hovers their mouse over it. Icons have been refreshed. Administrative Status icons (envelopes) have been visually refreshed but use the same principles as the old. The Viewing Status flags have been replaced with an eye icon, because this icon represents whether you have seen the record. Red and green are the same; the white/clear flag has been replaced with a grey eye icon. New Functionality Views Sorting, filtering, and grouping your data works in the same way as with the old list pages. Now though, when you organise your page, you can save that configuration as a View, which means you can have several views saved and switch between them. View icon on mouseover: View icon on mouse click: When you hover your mouse cursor over the View icon, a panel automatically appears showing all of your saved Views. Click the Apply icon to switch to that view. When you click the View icon, the View panel will appear. This allows you to save your current list configuration as a View, and also delete Views. Page 12 of 18

13 MODIFIED: Chart Types Several new Chart Types are available when you select a Grouping field in your report layout: Bar Side By Side: The selected Group Field represents the x-axis and the next Group Field represents the legend data as side by side bars. Stacked Bar: The selected Group Field represents the x-axis and the next Group Field represents the legend data as stacked bars with a total count at the top of each bar. Stacked Bar (Data Points): As above, but also includes and a count within each section of the bar. Line: The selected Group Field represents the x-axis and the next Group Field represents the legend data as lines. Should there be only one value in the next Group Field, a trend line will be shown. At the present time, the width and height of the chart cannot be changed. Line (Data Points): As above, but also displays the value for each point in the line. Cross Tab Small: The selected Group Field represents the columns and the next Group Field represents the rows. The cross tab is smaller in size to suit small field labels and data volumes. Cross Tab Large: The selected Group Field represents the columns and the next Group Field represents the rows. The cross tab is larger in size to suit large field labels and data volumes. Example output: Bar Side By Side (First grouping level = month, second grouping level = facility) Example output: Stacked Bar (Data Points) Page 13 of 18

14 Example output: Stacked Bar Example output: Line Example output: Line (Data Points) Page 14 of 18

15 Example output: Cross Tab Small Example output: Cross Tab Large Note: The Cross Tab formats are suitable for exporting to Excel. Page 15 of 18

16 Old Feedback Management Supplement When you commence using the VHIMS2 incident and feedback registers, there will be a changeover period. During this changeover period, the permission to create new incidents and feedback in the old registers will be disabled. You will only be able to create new incidents and feedback in the new VHIMS2 registers. However, there will ultimately still be recent incidents and feedback in the old registers which are still active ; that is to say that the follow up on those records is still in progress. This means that, for a period of time (eg. one month), you will have two lots of incident and feedback registers for reviewing data; Incidents, and Incidents V2; and Feedback, and Feedback V2 This supplement is to inform you that reviewing data in the old feedback register will be different to all other registers. This is because the old feedback register was written in a different type of code, which, in modern browsers, no longer works effectively. The following information will outline what you need to do to work with any outstanding records in the old feedback register: 1. There will be a new menu option visible: This option allows you to access old (existing) feedback. When you click this menu option, the feedback register will open in a new tab. 2. The page will look garbled (a very technical programming term): Page 16 of 18

17 3. You will need to add your RiskMan site to Compatibility Mode in Internet explorer. To do that: a. From the Internet Explorer menu, navigate to Tools > Compatibility View Settings. If you cannot see the Internet Explore menu, press the ALT key on your keyboard to reveal it. b. You will see the Compatibility View Settings dialog box. Click the add button to add your RiskMan system to the list of sites which are rendered using Compatibility View, then click Close: c. The page will automatically refresh, and should look normal once more: Page 17 of 18

18 d. You can then use all of the feedback options which have been removed from the normal interface: e. Once you have finished working with feedback, you can click the Close button to return to the regular system. SOME IMPORTANT INFORMATION ABOUT USING THE SYSTEM IN COMPATIBILITY MODE When you return to the regular system after having used the old feedback register, your browser will still be running RiskMan in Compatibility View. Usually, this shouldn t cause any major issues or cause functionality to break or not work. However, if you notice any strange behaviour in the system whilst using Compatibility Mode, you should use the same steps listed above and turn Compatibility Mode off when using the rest of the system. We apologise for any inconvenience this may cause you, as we transition from the old registers to the new. Remember that this situation is a temporary one. Once you have closed off all the old incidents and feedback in your system, you won t need to perform the steps listed above. If you require assistance at any time, please don t hesitate to contact RiskMan Support: support@riskman.net.au Page 18 of 18