enicq 5 Installation Guide - PDF Free Download

enicq 5 Installation Guide Introduction Welcome to the enicq 5 Infant Data Entry System. This software has been developed to help your hospital enter, store, and submit Vermont Oxford Network data. This software will allow you to manage your data entry, submissions, and corrections, and you will be better able to check your data for completeness and accuracy. Features of the enicq 5 software include the following: User Features Immediate feedback on errors and warnings as data items are entered. The ability to browse, correct, and complete data entry without printing. Context-sensitive help, including data item definitions and ranges embedded within the data entry forms. The ability to sort, filter, and group records on the Patient Log. Administrative settings automatically configured when you enter your center information during enicq 5 setup. The capability to enter and submit data for multiple Vermont Oxford Network centers in the same database. Allowance for multiple concurrent users in a network environment. Technical Features Built on the Microsoft.NET Framework. SQL Server database, either using SQL Server Express or your own SQL Server installation. Freedom to designate your own location for backup. Use of Windows installer technology in all installations and upgrades. Functionality supporting ongoing data interface from your electronic medical record system. Secure data submission to the Vermont Oxford Network through streaming XML over HTTPS. Copyright 2016 Vermont Oxford Network Release 2.2 1

enicq 5 Installation Tasks This document offers step-by-step guidance for each of the installation options offered by the enicq 5 installer file: Page 8 Chapter 1: SQL Server Express Database and enicq 5 Client Installation on the Same Computer This chapter describes the process of installing both the database and client application on one computer. Page 19 Page 30 Page 41 Page 50 Chapter 2: Database Installation to an Existing SQL Server This chapter describes the creation of the enicq 5 database on an existing full version of SQL Server. The process should only be performed by an IT profession with the necessary skills and permissions. Chapter 3: enicq 5 Client Installation This chapter describes how to install the client application on a workstation after the database has been installed elsewhere. It can also be used to upgrade an existing installation of the enicq 5 client. Chapter 4: Installation of SQL Server Management Studio Express This chapter describes an optional installation of management tools for SQL Server Express. Appendix A: Multi-Center Installations This chapter describes an installation for multiple centers sharing a single enicq 5 database. Page 55 Appendix B: Installing the.net Framework 3.5 This chapter describes how to activate the.net framework 3.5 in Windows 8, Windows 8.1 or Windows 10 if it is not already installed. enicq 5 Installation Planning The enicq 5 Infant Data Entry System consists of a Windows client and a SQL Server database. This design offers many benefits. First, the database can be installed on a central computer or server for security and backup. Second, once the enicq 5 database is made available over the network, the client software can be installed on as many computer workstations as you need. Unlike earlier versions, enicq 5 fully supports multiple simultaneous users. You should begin by discussing an installation plan with your center s IT or IS department in order to decide where the database will be installed, how many workstations will have the client software installed, and how database backups will be accomplished. We recommend that your center will choose to install the enicq 5 database on a central server if at all possible. If that is not feasible, the database can be installed on a workstation. For detailed descriptions of each installation option, please read the next section of this guide. More information on database installation and security can be found in the enicq 5 System Administrator s Guide. Copyright 2016 Vermont Oxford Network Release 2.2 2

enicq 5 Installation Options Overview This overview describes the available installation options and the technical skill and permissions required for each scenario. Vermont Oxford Network recommends using an existing Standard or Enterprise Edition SQL Server installation to host the database for the additional security, stability and extensibility that option offers. If you do not have the resources or IT staff to support a server hosted database, the installer contains a free version of SQL Server Express 2012 that can be installed locally on your client computer. SQL Server Express Edition installed locally The enicq 5 client application and SQL Server Express database are installed on a single workstation. See Chapter 1. Advantages: Easy to install, can often be implemented with minimal IT support Disadvantages: Risk of data loss if the local machine is damaged, upgraded, replaced Establishing a reliable backup protocol will require additional IT support Security of PHI data depends on securing access to the machine itself Can only have one client machine for data entry SQL Server Standard or Enterprise Edition installed on server (Recommended) The enicq 5 client application is installed on one or more workstations. The enicq 5 database is hosted by your existing SQL Server Standard or Enterprise Edition. See Chapter 2 and Chapter 3. Advantages: No risk of data loss if the local machine is damaged, upgraded, replaced Backups can be managed at the server level by a Database Administrator Security of PHI data can be managed at the server level Can have multiple client machines for data entry Disadvantages: Requires professional IT support to implement Copyright 2016 Vermont Oxford Network Release 2.2 3

System Requirements enicq 5 Client Software, installed locally Supported Operating Systems: Windows 7, Windows 8*, Windows 8.1*, Windows 10* Microsoft.NET Framework version 3.5* At least 400 MB of free disk space At least 1 GB of RAM Installer and client require Internet connection open to vtoxford.org and all subdomains on ports 80 and 443. This connection must accommodate a WCF web service (.svc) *Depending on configuration, Windows 8, Windows 8.1, Windows 10 may require installation of.net Framework version 3.5. Microsoft SQL Server Express 2012, installed locally -or- Supported Operating Systems: Windows 7, Windows Server 2008 R2, Windows Server 2008 Service Pack 2, Windows Vista Service Pack 2 32-bit systems o Computer with Intel or compatible 1GHz or faster processor (2 GHz or faster is recommended.) 64-bit systems o 1.4 GHz or faster processor Minimum of 512 MB of RAM (2 GB or more is recommended.) 2.2 GB of available hard disk space For more information on SQL Server Express 2005, please visit the Microsoft site: https://www.microsoft.com/en-us/download/details.aspx?id=29062 Microsoft SQL Server 2008 or higher, existing Standard or Enterprise Edition Supported SQL Server Versions: 2008, 2008 R2, 2012 Maximum anticipated database size of 1 GB Download Installer The enicq 5 installer file is available for download on the Vermont Oxford Network website: www.vtoxford.org/enicq. It contains both the client installer and database installer in one package. In order to download this file you will need your center number and EDS Key. Once you have downloaded the installer and you know where you will install the database and client(s), you are ready to begin. Protected Health Information and HIPAA Confidential patient data items are stored in your local enicq 5 database. Patient identifiers are protected health information as specified in the US Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the regulations implementing HIPAA. enicq 5 has been designed to ensure that patient identifiers cannot be sent to Vermont Oxford Network ( VON ) unless the submitting member has the appropriate agreement(s) in place with VON. Hospitals in the US must implement measures to protect protected health information from unauthorized access, as specified in the HIPAA Privacy and Security regulations. Users of enicq software should be sure to comply with local hospital policies and good information security practices to protect data in the enicq database. Hospitals outside of the US should work with their legal and information security departments to determine the appropriate safeguards required in their jurisdiction(s). To avoid access to the enicq 5 tables by unauthorized personnel, system administrators should review the security options available in the enicq 5 System Administrator s Guide, available at www.vtoxford.org/enicq5, and ensure that the application is implemented to be accessible only to Copyright 2016 Vermont Oxford Network Release 2.2 6

hospital staff members who have permission to access the data. If you are unsure about the sufficiency of your information security safeguards, or have any difficulty implementing the instructions in the guide, please consult your IT department or a qualified information security professional for assistance, in order to avoid and prevent HIPAA violations and potential breaches of information security. Copyright 2016 Vermont Oxford Network Release 2.2 7

Chapter 1: SQL Server Express Database and enicq 5 Client Installation on the Same Computer NOTES: All installation tasks must be performed using an account with local administrator rights. If installing on Windows 8, Windows 8.1, or Windows 10, please see Appendix B for more information on.net 3.5. 1. To begin installation, double-click on enicqinstaller.exe. A warning message may ask if you want to allow the program to make changes to the computer. Click Yes. A dialog will appear describing the enicq 5 Installer archive. Click OK to continue. The installer self-extraction process will begin: 2. When the extraction process is complete, a login dialog will appear: Copyright 2016 Vermont Oxford Network Release 2.2 8

3. Enter your Center Number and EDS Key. 4. Press Test to see if you can connect to our validation web service. If the test is successful, a dialog will appear: If the test fails, it is likely that a proxy server or firewall is blocking your connection. Please consult your System Administrator and retest using different proxy settings. The Proxy Address should be entered in the format "x.x.x.x:y" where x.x.x.x is the IP address of the proxy and y is the port number. 5. When the test is successful, click Login. The main installer window will appear: If this is the first installation of enicq 5 for your center, your options should appear as shown above. If your only option is Install or Upgrade enicq 5 Client locally, then a database has already been installed at your center. Instructions for installation of the enicq 5 client by itself can be found in Chapter 3. Copyright 2016 Vermont Oxford Network Release 2.2 9

6. Select Install enicq 5 Client and SQL Server Express 2012 Database on the Same Computer and click Next at the bottom of the window. The installer will automatically check your system to see if it meets the minimum requirements for the software: A green check will appear beside each item that meets the system requirements. A red X will appear beside any item that does not meet the minimum requirements. If this occurs, you will not be able to continue the installation without assistance from your IT department. 7. If all requirements are met, click Next at the bottom of the window to continue. At the top of the next page, this message will appear: 8. Click Next to continue. Copyright 2016 Vermont Oxford Network Release 2.2 10

A dialog will appear: 9. Click OK. The SQL Server Express installation process will begin. Depending on the speed of your computer, this process may take a little time. When the process is complete, a dialog will appear: Copyright 2016 Vermont Oxford Network Release 2.2 11

10. SQL Server Express 2012 has been installed, and the enicq 5 database has been configured. Click OK. The Configure Database page will be displayed. There should be green checks next to the items on the right-hand side of the page. If not, contact the enicq Technical Support Team. 11. Click Next. A message will appear at the top of the next page: Copyright 2016 Vermont Oxford Network Release 2.2 12

15. Read the License Agreement. If you agree with the terms of the agreement, select I accept the license agreement and click Next>. 16. Read the statement on Protected Health Information and click OK>. Copyright 2016 Vermont Oxford Network Release 2.2 14

17. Enter your name and organization. In most situations, we recommend that you leave the user settings selection on Anyone who uses this computer. If you are the only person using enicq 5 on your computer AND are installing this while logged into your account (not a separate Administrative account) you may consider selecting Only for me. Click Next> to continue. 18. Click Next> to install the enicq 5 client. It will be installed to C:\Program Files\Vermont Oxford Copyright 2016 Vermont Oxford Network Release 2.2 15

When the installation is finished, this dialog will appear: 19. Click Finish. This message will appear: If you would like to download and install the SQL Management Studio Express software, click the link provided and see Chapter 4 of this guide. 20. Click Finish to exit. This message will appear: 21. Click OK. Copyright 2016 Vermont Oxford Network Release 2.2 17

The installer s temporary files will be deleted automatically: 22. When the WinZip dialog closes, restart the computer to ensure that SQL services run normally. After restart, the installation process is complete. You can run the enicq 5 application at any time via shortcuts in the Start menu and on the desktop. Refer to the enicq 5 Quick Start Guide the first time you run the application at your center. It will help you log in with the default Admin account, change the Admin password, add new users, and configure database backup (if applicable). 23. After installation is complete and you ve had time to login to the application, you will need to set up a backup plan for your data. This is particularly important because in following these instructions you will have created a database for enicq on your local computer. This database could be lost if your computer is upgraded, replaced or damaged. To backup properly to a secure location on your network you will likely need IT support. The following knowledgebase articles can assist you and your IT team in setting up a backup plan. How do I backup data in enicq 5? (End-User) How do I backup data in enicq 5? (IT Staff) 24. You now have a database that will store PHI locally on your computer. Please notify the appropriate HIPAA or security officers and request any additional security measures that your hospital s policies might require. Copyright 2016 Vermont Oxford Network Release 2.2 18

Chapter 2: Install Database on an Existing SQL Server NOTES: This chapter describes enicq 5 database installation on a central server, and should be performed only by IT staff with the necessary skills and permissions. The procedures in this chapter accomplish the following: o o o o Database creation on the server, including all database objects Registration of the database through a GUID with the Vermont Oxford Network Establishment and saving of database connectivity information on the client Creation of end-user accounts for database access on SQL Server enicq 5 is designed to work with a SINGLE instance of the enicq database. If you require a second instance for a test environment, please contact Vermont Oxford Network s Technical Support Team and a set of test credentials will be given to you to allow this. The Vermont Oxford Network cannot support multiple instances of the enicq 5 database in a production environment. INSTRUCTIONS FOR CLIENT SIDE ACTIONS: 1. Working with the Database Administrator, determine which server will be used to host the enicq database. 2. Your database Administrator will need to give you SA level permissions to that server in order to allow creation of the database. This is for installation only. The end user will not need SA level permissions and future upgrades will not require SA level permissions. 3. Run the enicqinstaller.exe on the client machine that the application will be installed on. 4. A warning message may ask if you want to allow the program to make changes to the computer. Click Yes. 5. A dialog will appear describing the enicq 5 Installer archive. Click OK to continue. The installer self-extraction process will begin: 6. When the extraction process is complete, a login dialog will appear: Copyright 2016 Vermont Oxford Network Release 2.2 19

7. Enter your Center Number and EDS Key. 8. Press Test to see if you can connect to our validation web service. If the test is successful, a dialog will appear: If the test fails, it is likely that a proxy server or firewall is blocking your connection. Please consult your System Administrator and retest using different proxy settings. The Proxy Address Copyright 2016 Vermont Oxford Network Release 2.2 20

should be entered in the format "x.x.x.x:y" where x.x.x.x is the IP address of the proxy and y is the port number. 9. When the test is successful, click Login. The main installer window will appear: 10. Click Advanced Install. Copyright 2016 Vermont Oxford Network Release 2.2 21

11. Click Edit. 12. Once in editing mode enter the server name on which you would like to install the database and the database name (enicqdb or an alternate name). If the server is on a different domain, enter the server s fully qualified domain name. Enter the SQL Server port number if needed (such as when connecting remotely). For dynamic ports, enter 0. Select Windows Authentication. NOTE: If you prefer to use SQL Authentication, select SQL Login and enter the User Name and Password. This Login must have full Admin rights on the SQL Server in order to configure the database correctly. For more information regarding SQL vs. Windows authentication, please refer to the enicq 5 System Administrator s Guide. Copyright 2016 Vermont Oxford Network Release 2.2 22

13. Click Test to check the connection. If successful, you should see a green check as shown below for Connected to Server. At this point there should be a red X beside enicq 5 Database Present. enicq 5 Tables present, and Registered enicq 5 database located will have neither a check or an X. If unsuccessful, please recheck your information and repeat. If you continue to have difficulties, please refer to our documentation on troubleshooting database connectivity. 14. Once you have verified that the information is correct, click Save. 15. Please ensure that the Registered Database ID field is set to NONE. NOTE: If the Registered Database ID does not display NONE, then your center has already registered a database with the Vermont Oxford Network. Please call the enicq Technical Support Team to resolve the issue. 16. Confirm the Create Database is available. (If it is not, click Edit again, confirm your settings and click Test and Save.) When the Create Database button is available, click it. You will get a message confirming the database was created: Copyright 2016 Vermont Oxford Network Release 2.2 23

17. Click OK. You will see that the database has been registered (circled in red). At this point, the database has been created and you can start installing enicq 5 clients. See Chapter 3 for details. END OF CLIENT SIDE ACTIONS NOTE ON SQL SERVER CONFIGURATION: The enicq 5 application performs database transactions using the following isolation levels: RepeatableRead, ReadUncommitted, Snapshot, ReadCommitted. The SQL Server database must allow usage of each of these isolation levels. Copyright 2016 Vermont Oxford Network Release 2.2 24

INSTRUCTIONS FOR SERVER SIDE ACTIONS The following instructions should be carried out in SQL Server Management Studio by a database administrator or IT professional with equivalent skills and permissions. These instructions focus on using Windows Authentication to manage database access. Additional options and tips are available in our documentation on troubleshooting database connectivity in enicq 5. 1. Open SQL Server Management Studio. 2. Locate the Security folder at the server level in the object explorer. Note that there is also a Security folder at the database level under the enicqdb database, but that is not the Security folder that you are looking for. 3. Expand the Security folder. Under the Security folder you will see the Logins folder. 4. Right-click on the Logins folder and choose New Login 5. At the bottom of the Login New dialogue, set the Default database to enicqdb. 6. Select the Windows authentication radio button. 7. Click the Search button Copyright 2016 Vermont Oxford Network Release 2.2 25

8. Click the Object Types button on the Select User or Group dialog. 9. Uncheck Built-in security principals. 10. Check Groups and/or Users, whichever you are using. For multiple users, managing through group membership is recommended. 11. Click OK to continue. 12. Click Locations on the Select User, Service Account or Group dialog. Copyright 2016 Vermont Oxford Network Release 2.2 26

13. Select the location for the Windows account or group. 14. Click OK. 15. Enter the user or group in the space provided and click Check Names. 16. If you have been unable to identify the correct user or group, click Advanced on the Select User, Service Account or Group dialog for more search options. Otherwise, continue to step 19. Copyright 2016 Vermont Oxford Network Release 2.2 27

17. Use the advanced features to find your user or group. 18. Please contact your System Administration team for assistance if you have difficulty with any of the following: Locating the correct user or group. Creating a user or group. Adding or removing users to or from a group 19. On the Login New dialog, click the User Mapping page. 20. Check the enicqdb database in the upper panel. 21. Check the roles EnicqDBUser and public in the lower panel. Copyright 2016 Vermont Oxford Network Release 2.2 28

22. Click OK to complete Login creation. 23. Test the end-user s database authentication capability from the client machine by having the end user launch the application once it has been installed (See Chapter 3). 24. Set up SQL backups and secure your data according to your organization s policies. END OF SERVER SIDE ACTIONS Copyright 2016 Vermont Oxford Network Release 2.2 29

Chapter 3: enicq 5 Client Installation NOTE: This chapter describes the installation of the enicq 5 client application. It requires that the SQL database for enicq 5 has already been installed at your center. If you are performing an upgrade, you may prefer to use the enicq 5 Upgrade Guide which is available on our website. All installation tasks must be performed using an account with Administrative permissions. 1. To begin installation, double-click on enicqinstaller.exe. A warning message may ask if you want to allow the program to make changes to the computer. Click Yes. A dialog will appear describing the enicq 5 Installer archive. Click OK to continue. The installer self-extraction process will begin: 2. When the extraction process is complete, a login dialog will appear: Copyright 2016 Vermont Oxford Network Release 2.2 30

3. Enter your Center Number and EDS Key. 4. Optional: If your center is already using enicq 5 and you are installing additional clients, you can use the enicq 5 installer on the workstation where enicq 5 is already installed to save a copy of the connection file to a network location, and then use the enicq 5 installer to browse to the saved file. a. From the installer, select Advanced Install then click Copy Connection File To... b. Once you have saved a connection file from an existing client, use the installer s optional Connection File browse button to select your saved file. 5. Press Test to see if you can connect to our validation web service. If the test is successful, a dialog will appear: If the test fails, it is likely that a proxy server or firewall is blocking your connection. Please consult your System Administrator and retest using different proxy settings. The Proxy Address should be entered in the format "x.x.x.x:y" where x.x.x.x is the IP address of the proxy and y is the port number. If you continue to have difficulties establishing web connectivity to Vermont Oxford Network, please contact support@vtoxford.org. 6. When the test is successful, click Login. The main installer window will appear: Copyright 2016 Vermont Oxford Network Release 2.2 31

7. If you have already installed an enicq 5 database at your center, the options will appear as shown above. Your only available choice is Install or Upgrade enicq 5 Client locally. Click Next at the bottom of the window. Copyright 2016 Vermont Oxford Network Release 2.2 32

The installer will automatically check your system to see if it meets the minimum requirements for the software. A green check will appear beside each item that meets the system requirements. A red X will appear beside any item that does not meet the minimum requirements. If this occurs, you will not be able to continue the installation without assistance from your IT department. 8. If all requirements are met, click Next at the bottom of the window to continue. Copyright 2016 Vermont Oxford Network Release 2.2 33

If you have already installed an enicq 5 database on another computer at your center, the Configure Database page will appear as shown below: Ideally, you will already have established connectivity to the database in Chapter 2. If this is not the case, you may see a series of red X s instead of green check marks. This indicates that database connectivity needs to be established. Copyright 2016 Vermont Oxford Network Release 2.2 34

9. To manually enter the database information, click Edit and enter the requested information. Use of the server s fully qualified domain name is recommended. The database name is either enicqdb or an alternate name assigned by your center. If the server uses dynamic ports, enter port 0. Click Test. If the test is successful, click Save. 10. When you see only green checks on the right side as shown previously, click Next. A message will appear at the top of the next page: 11. Click Next. A dialog will appear: Copyright 2016 Vermont Oxford Network Release 2.2 35

14. Read the End User License Agreement. If you agree with the terms of the agreement, select I accept the license agreement and click Next>. 15. Read the statement on Protected Health Information and click OK>. Copyright 2016 Vermont Oxford Network Release 2.2 37

16. Enter your name and organization. In most situations, we recommend that you leave the lower selection on Anyone who uses this computer. If you are the only person using enicq 5 on your computer AND are installing this while logged into your account (not a separate Administrative account) you may consider selecting Only for me. Click Next> to continue. 17. Click Next> to install or upgrade the enicq 5 client. Copyright 2016 Vermont Oxford Network Release 2.2 38

The enicq 5 Client will be installed to C:\Program Files\Vermont Oxford Network. When the process is finished, this dialog will appear: 18. Click Finish. This message will appear: Copyright 2016 Vermont Oxford Network Release 2.2 39

19. To run the enicq 5 application immediately after exiting the installer, check the box. If you would like to download and install the SQL Management Studio Express software, see Chapter 4 of this guide. (optional) 20. Click Finish to exit. The installer s temporary files will be deleted automatically: When the WinZip dialog closes, the installation or upgrade process is complete. enicq 5 will launch automatically if you checked the Start enicq 5 Client box. You can run the application at any time via shortcuts in the Start menu and on the desktop. Copyright 2016 Vermont Oxford Network Release 2.2 40

Chapter 4: Installation of SQL Server Management Studio Express NOTES: This is an optional installation of management tools for SQL Server Express. All installation tasks must be performed using an account with Administrative permissions. If you have an existing instance of SQL Management Studio (such ase the 2005 version) that requires upgrade to 2012, please see your local IT department. Typically, it is easier to remove the old version first and do a clean install. 1. First, you will need to download the installer for SQL Management Studio Express 2012. a. You can find Microsoft s webpage for this product by either clicking the Download SQL Manager button in the bottom right corner of the installer b. or by navigating directly with this link: https://www.microsoft.com/en-us/download/details.aspx?id=29062 2. On the Microsoft SQL Server 2012 Express webpage, click the Download button. 3. Select ENU\x86\SQLManagementStudio_x64_ENU.exe from the list of options to download if you have a 64 bit computer. If it s a 32 bit computer you will need to select ENU\x86\SQLManagementStudio_x86_ENU.exe. Click Next. Copyright 2016 Vermont Oxford Network Release 2.2 41

4. Your browser will present you with options to download or run the installer. This will vary from browser to browser. It is fine to use whichever method you prefer to launch the installer. 5. Once you have launched the SQL Management Studio installer, Select New installation. Copyright 2016 Vermont Oxford Network Release 2.2 42

Appendix A: Multi-Center Installations The enicq application is capable of hosting data for multiple centers. There are several ways this can be accomplished: 1. Hosting multiple centers in a single instance of the database (recommended). 2. Hosting multiple centers in separate instances of the database on a common server and multiple copies of the enicq application on SEPARATE client machines. 3. Hosting multiple centers in separate instances of the database on separate servers or clients. 4. Hosting multiple centers in separate instances of the database on a common server AND multiple copies of the enicq application on the SAME client machine (Not Recommended). To determine the model that is best suited for your needs, we suggest you consider the following questions: Do any of the end users need to be able to have access to more than one center? Do any of the end users need to be able to have access to more than one center from a single machine? Are there any legal or policy impediments to hosting center data for multiple centers in a common database? Who will be hosting and maintaining the database? Who owns the hardware and employs the staff that will have access to it? Are all necessary legal agreements or releases in place? Do your staff members have permission to view data belonging to the different centers or are their permissions limited to a single center? Who among your staff would be permitted to view data for all centers and manage center data permissions for other staff members? Do the centers currently have an enicq database in operation? What versions are any existing databases? Where are these databases located? If you are uncertain of the answers to any of the above questions, work with your team to reach a better understanding of your situation and what you would like to accomplish. Option 1: Hosting multiple centers in the SAME database (Recommended) Vermont Oxford Network s recommendation is that whenever possible, data in a multi-center installation be hosted in a single instance of the enicq database. This model allows user permissions and security to be centrally managed and provides the most reliable maintenance and annual update options. By definition, this model requires co-mingling of data from separate centers in the same database. Access to each center is controlled at the user level by an administrator account within the application. Installation No additional steps are required to install enicq under this model. The Vermont Oxford Network recommends using a Standard or Enterprise Edition SQL Server as described in Chapter 2 of the Installation Guide and using AD integration for single sign on as described in Chapter 1 of the System Administrator s Guide. Migrating Center Data New centers can be added to the database easily. The instructions for this process can be found in the document Moving the enicq Database, available at www.enicq.vtoxford.org. Use the instructions in the second section titled Option 2: Moving the Database by Text File (CSV or XML). This procedure involves outputting a text file of the infant records, de-registering the database with our support team, Copyright 2016 Vermont Oxford Network Release 2.2 50

adding the center to the new database, archiving the old database and importing the new data into the combined database. Audit logs from the old database cannot be imported to the new database, but they can be output to text file and archived. If there is no existing data for the new center, add the center under Tools Centers Add button. Managing User Access It is possible to activate or deactivate access to each center for each User level account in enicq. Your staff controls access rights for your users. It is up to your centers to determine the access appropriate to each user. You designate an administrator who has access to data for all centers included. The administrator can set up accounts for other users and the administrator determines for which centers each user can view/edit data. This operation can be done by an Administrator level account in enicq. Please note that an Administrator level account by definition has access to all centers since it has the ability to turn on and off its own center access rights. If a staff person is not permitted to view data for all centers in enicq, that staff person should not be given an Administrator level account. To change center access for a User account, go to Tools Users Center tab and check or uncheck the boxes for the centers in question. Applying Annual Updates There are no special requirements for applying updates with this model. Removing a Center If it is necessary to later remove a center from the co-hosted model, this can be done by deleting the center. We recommend first outputting the data to a text file for future recovery. See the document Moving the enicq Database for instructions. If the center data will be put back into production at another location, you should consider outputting a copy of the audit log as well. After securing an archive copy of the data, remove the center by clicking Tools Centers Delete button. This operation requires an Administrator level account in enicq. Option 2: Hosting multiple centers in separate databases on the same server and installing multiple enicq applications on SEPARATE client machines It is possible to set up multiple copies of the database on a single server and connect to them through separate instances of the enicq client application. In this model, each client application on each computer will point to only one instance of the enicq database that hosts data for a single center. Control of user access under this model is de-centralized and potentially confusing but can be done successfully with appropriate documentation practices. Installation This model requires additional steps during installation to bypass safeguards in the installer intended to prevent accidental creation of multiple databases and multiple copies of the client application. To create multiple instances of the database, name (or rename if already existing) your database with the convention enicqdb_ + [center number]. This will allow you to host multiple instances of the database on the same server and to clearly identify those databases by center number. When installing the client applications on each machine, it is critical to point the client application to the correct database. Use the Advanced Install tab of the installer to set and test database connectivity to the correct database (using the naming convention of enicqdb_ + Copyright 2016 Vermont Oxford Network Release 2.2 51

[center number] to identify the databases.) Please note that with each enicq client pointing to a different database, your encrypted connection files will also be unique and cannot be used interchangeably. Any on-screen tips or tech support advice on reusing or transplanting enicq.connection files should be ignored. Migrating Center Data Introducing new center data to this model can be done with the document Moving the enicq Database. Use the instructions in the first section titled Option 1: Moving the Database Using Backup and Restore. After completing the procedure, rename your database with the convention enicqdb_ + [center number]. Managing User Access This model does not offer centralized management of user access. Each client/database combination must be managed separately for both database access (at the server level) and application access (at the client level). Please see all existing documentation in Chapter 1 of the System Administrator s Guide and in Chapter 2 of the Quick Start Guide. Please note that the primary means of controlling access to each center with this model begins with whether or not a copy of the client keyed to the center s database is installed on a user s computer in the first place. Secondarily, access can be controlled at both the database and application levels. Because these steps will need to be repeated for each separate instance of client and database, access control can potentially become confusing and burdensome under this model. Confusion can be mitigated by maintaining accurate documentation of the model. Applying Annual Updates There are no special requirements for applying updates with this model. Removing a Center Because each center is hosted in a separate database instance in this model, a center can be removed by detaching the database from the server and deactivating the enicq instance that pointed to it. Next, uninstall (using Add/Remove Programs) any instance of the application that pointed to the database. Documentation It is essential that you document the aspects of your implementation that are unique. This includes your naming of database instances, the client machines that point to those database instances, as well as the names of the end users and the permissions they are to be granted in each instance. The enicq application is subject to mandatory annual updates and it will be difficult to perform these updates without a complete understanding of your implementation. Limitations of Support If you have implemented this model, please notify Vermont Oxford Network s technical support staff of your alternate implementation on all support inquiries so that our assistance can be tailored to your unique situation. Our technical support staff will not be able to adequately serve you without this information. Copyright 2016 Vermont Oxford Network Release 2.2 52

Option 3: Hosting multiple centers in separate databases on SEPARATE servers and installing multiple enicq applications on SEPARATE client machines If you intend to host multiple centers on separate servers and access them through separate clients, there is no integration to manage. These are essentially completely separate installations even if they exist in the same physical facility. No special instructions are needed. Vermont Oxford Network always recommends that your implementation be documented so that IT staff performing maintenance or upgrades can easily determine which servers, databases and clients are relevant to different centers and end users. Option 4: Hosting multiple centers in separate databases on the same server and installing multiple enicq applications on the SAME client machines (Not Recommended) It is possible to set up multiple copies of the database on a single server and connect to them through separate instances of the enicq client. The Vermont Oxford Network does not recommend this model due to the added burdens in setup, access control and applying annual updates. The enicq 5 installer package is not designed to support this model, but if no other options will meet your centers needs, Vermont Oxford Network s technical support team can offer advice on how to implement this model. Installation This model requires additional steps during installation to bypass safeguards in the installer intended to prevent accidental creation of multiple databases and multiple copies of the client application. To create multiple instances of the database, name (or rename if already existing) your database with the convention enicqdb_ + [center number]. This will allow you to host multiple instance of the database on the same server and to clearly identify those databases by center number. To install multiple instances of the client application on a machine, rename each installation directory with the convention Vermont Oxford Network_ + [center number] after each installation is complete. Use the installer to create a new connection file (under the Advanced Install tab), then copy the remaining application files in from your first installation. Do not rename the shortcut files. Instead, manually create a uniquely named shortcut for each instance of the application. Please note that with each enicq client pointing to a different database, your encrypted connection files will also be unique and cannot be used interchangeably. Any on-screen tips or tech support advice on reusing or transplanting connection files should be ignored. Migrating Center Data Introducing new center data to this model can be done with the document Moving the enicq Database. Use the instructions in the first section titled Option 1: Moving the Database Using Backup and Restore. After completing the procedure, rename your database with the convention enicqdb_ + [center number]. Managing User Access This model does not offer centralized management of user access. Each client/database combination must be managed separately for both database access (at the server level) and application access (at the client level). Please see all existing documentation in Chapter 1 of the System Administrator s Guide and in Chapter 2 of the Quick Start Guide. Please note that the primary means of controlling access to each center with this model begins with whether or not a copy of the client keyed to the center s database is installed on a user s computer in Copyright 2016 Vermont Oxford Network Release 2.2 53

the first place. Secondarily, access can be controlled at both the database and application levels. Because these steps will need to be repeated for each separate instance of client and database, access control can quickly become confusing and burdensome under this model. Applying Annual Updates Similar to installation, running annual updates will require additional steps to bypass safeguards in the installer meant to prevent creation of multiple instances of the client application. One at a time, rename each enicq installation directory back to the default name Vermont Oxford Network, perform the update, then rename back to the convention Vermont Oxford Network_ + [center number]. Removing a Center Because each center is hosted in a separate database instance in this model, a center can be removed by detaching the database from the server and deactivating the enicq instance that pointed to it. To deactivate a single instance of the enicq application from a computer that has multiple copies of the program, first remove any shortcuts to the instance of enicq that you are removing. Next, manually delete the entire directory for that instance of the application. Documentation It is essential that you document the aspects of your implementation that are unique. This includes your naming of database instances, your naming of desktop shortcuts and program directories for the client application, as well as the machines involved, as well as the names of the end users and the permissions they are to be granted in each instance. The enicq application is subject to mandatory annual updates and it will be impossible to perform these updates without a complete understanding of your implementation. Limitations of Support Please contact the technical support team before implementing this model. We would like an opportunity to review your centers needs and determine if any other options are possible. This model breaks several intentional design constraints of the enicq application. Vermont Oxford Network s ability to support this model may be limited by these constraints. Additionally, Vermont Oxford Network cannot guarantee that future releases of the enicq application will be compatible with this model. If you choose to implement this model and find that it is incompatible with a future enicq release, your centers may need to migrate to a compatible implementation model. If you have implemented this model, please notify Vermont Oxford Network s technical support staff of your alternate implementation on all support inquiries so that our assistance can be tailored to your unique situation. Our technical support staff will not be able to adequately serve you without this information. Copyright 2016 Vermont Oxford Network Release 2.2 54

Appendix B: Installing the.net Framework 3.5 The.NET Framework version 3.5 is not installed by default in Windows 8, Windows 8.1 or Windows 10. The enicq 5 application requires the.net Framework version 3.5 specifically. Having a later version of the.net framework (such as 4.5, etc.) is not sufficient to meet enicq 5 system requirements. For information on how to properly install the.net framework 3.5 on these versions of Windows, please see the following MSDN article: https://msdn.microsoft.com/en-us/library/hh506443 END OF DOCUMENT Copyright 2016 Vermont Oxford Network Release 2.2 55