$TXT Created by BAUMANN,SCOTT A at MNTVBB.FO-ALBANY.MED.VA.GOV (KIDS) on Friday, 03/28/08 at 10:49 ============================================================================= Run Date: MAY 01, 2008 Designation: EN*7*87 Package : EN - ENGINEERING Priority: Mandatory Version : 7 SEQ #83 Status: Released Compliance Date: JUN 01, 2008 ============================================================================= Associated patches: (v)EN*7*23 <<= must be installed BEFORE `EN*7*87' (v)EN*7*40 <<= must be installed BEFORE `EN*7*87' Subject: IT EQUIPMENT TRACKING ENHANCEMENT Category: - Enhancement (Mandatory) - Data Dictionary - Routine - Print Template - Other Description: ============ This patch adds a new top level menu and an edit option for IT personnel to view and update the non-expendable equipment inventory for IT equipment. This patch allows IT staff to assign responsibility for IT equipment to individuals and allows individuals to sign electronic hand receipts for the assigned equipment. This patch makes the following functional changes to the Engineering (AEMS/MERS) package. 1. IDENTIFY CMR AS TRACKED IT CMR A new IT TRACKING (#6) field is added to the CMR (#6914.1) file. If a YES is entered in this field, all equipment with that CMR value can be edited using the new option on the IT menu. All this equipment will be expected to be assigned to individual IT owners. It will be necessary to re-arrange CMRs if IT equipment that must be assigned to individuals (hand receipt) is mixed on a single CMR with other equipment that will not be assigned. Please refer to current policy for the types of IT equipment that must be assigned to individuals. In support of the loan form functionality incorporated into the new hand receipt print options, fields DAYS BETWEEN RETURNS (#30) and LOAN FORM PHONE (#31) are also added to the CMR file. The CMR File Enter/Edit [ENCMR] option can be used by Acquisition & Materiel Management (A&MM) to edit the IT TRACKING, DAYS BETWEEN RETURNS, and LOAN FORM PHONE fields. 2. NEW TOP LEVEL MENU FOR IT STAFF This patch adds a new top level menu, IT Equipment Module [ENIT MGR]. This menu is intended for IT personnel. The new options attached to this menu are described in later sections of the patch description. The menu contains the following options. Select IT Equipment Module Option: ?? 1 Inventory Edit (IT) [ENIT INVENTORY EDIT] **> Locked with EN IT INVENTORY 2 Display Equipment Record [ENINVINV] 3 Bar Code Features (NX Equipment) ... [ENMMBC] 4 Specific Equipment History [ENIN-HIST-SPECIFIC] 5 Display/Edit Room Data [ENSPROOMD] 6 Non-Space File Location Report [ENIT NON-SPACE FILE LOC RPT] 7 IT Equipment Responsibility ... [ENIT RESP MENU] 3. NEW INVENTORY EDIT OPTION FOR IT This patch adds a new inventory edit option Inventory Edit (IT) [ENIT INVENTORY EDIT]. This option is locked by a new security key EN IT INVENTORY. Only equipment with a CMR that has IT TRACKING set to YES can be edited with this option. The option allows editing of the following seven fields in the EQUIPMENT INV. (#6914) file. LOCATION - NON-SPACE FILE LOCATION - New field, See section 4 for details. IT REMOTE LOCATION - New field. Intended to hold information such as the address and phone number for IT equipment that is taken off site. CMR - Can not be deleted. Can only be changed to a CMR that also has IT TRACKING = YES. SERVICE POINTER - (i.e. USING SERVICE) PHYSICIAL INVENTORY DATE - (i.e. LAST INVENTORIED) Can only be changed to the current date. IT COMMENTS - New field. Word processing. 4. NON-SPACE FILE LOCATION FUNCTIONALITY This patch adds the NON-SPACE FILE LOCATION (#90) field to the EQUIPMENT INV. (#6914) file. The purpose of this new field is to allow IT users to enter a free-text value when there is not a suitable location in the ENG SPACE (#6928) file to select. The intention is that entry of a free-text location value will result in engineering automatically being notified via e-mail of the need for a new location. After the new location is added to the ENG SPACE file, the engineering user can respond on the mail message that the location has been added and then the requester can use a new IT edit option to update the equipment location. The system will automatically delete the NON-SPACE FILE LOCATION value when the LOCATION value is changed. This patch adds a new mail group EN NON-SPACE FILE LOC. This mail group automatically receives a message when a value is entered in the NON-SPACE FILE LOCATION field of the EQUIPMENT INV. (#6914) file. The mail group is intended to have members that can add appropriate entries to the ENG SPACE (#6928) file based on the NON-SPACE FILE LOCATION value. This patch adds a new Non-Space File Location Report [ENIT NON-SPACE FILE LOC RPT] option. This report generates a list of equipment that has a value in the NON-SPACE FILE LOCATION field. Ideally, equipment will not remain on this report for an extended period. The report is attached to the new IT Equipment Module [ENIT MGR] menu and to the existing Space Management [ENSP1] menu. 5. ASSIGNMENT OF RESPONSIBILITY FOR IT EQUIPMENT All equipment on a CMR with IT TRACKING = YES should be assigned to a responsible individual. Some sites may choose to assign shared IT equipment to more than one individual and this is supported by the software. Individuals will be notified during log on to VistA if they need to sign for any assigned IT equipment. Individuals can electronically sign a hand receipt to accept responsibility. Hand receipts must be re-signed by the one year anniversary of the previous signature. The software also supports paper hand receipts for responsible individuals that can not be given access to sign onto the computer. The hand receipt text is nationally standard text and will be updated (if necessary) via nationally issued patches to the Engineering package. For each version a checksum is calculated to detect and prevent unauthorized modifications. This patch creates a new mail group EN IT EQUIPMENT. The software sends the following two types of messages to this mail group. A. A message will be sent to the mail group if the software automatically terminates an assignment of responsibility. The software only terminates an assignment when the CMR (#19) field of the associated equipment item is either deleted or changed to a CMR that does not have IT TRACKING = YES. B. A message will be sent to the mail group when a user account is terminated if that user has any active assignments of responsibility for IT equipment. If appropriate, IT staff can then manually terminate or transfer the assignments. 6. OPTIONS FOR IT STAFF TO ASSIGN AND MONITOR RESPONSIBILITY The IT Equipment Responsibility [ENIT RESP MENU] sub-menu is attached to the new top level menu for IT staff. This sub-menu contains the options to manage and report assignments of responsibility for IT equipment. IT Equipment Responsibility... Assign Responsibility **> Locked with EN IT ASSIGNMENT Terminate Responsibility **> Locked with EN IT ASSIGNMENT Transfer Responsibility **> Locked with EN IT ASSIGNMENT Certify Hard Copy Signature **> Locked with EN IT ASSIGNMENT Print Hand Receipt for an Individual Add Entry to New Person File **> Locked with EN IT ASSIGNMENT IT Equipment Report Menu ... Individual Responsibility for IT Assets Report Unassigned IT Asset Report Assignments Pending Acceptance Report Tracked IT Assets Report Signature Exception Report Assignment Inquiry Brief descriptions of the options are shown below: 'Assign Responsibility' Option name: ENIT ASSIGN RESP Assign responsibility for IT equipment inventory items to individuals. Only equipment on a CMR that has IT TRACKING set to YES can be assigned. 'Terminate Responsibility' Option name: ENIT TERMINATE RESP This option enables the user to terminate one or more active responsibilities from a list of responsibilities based on an equipment item or a person. 'Transfer Responsibility' Option name: ENIT TRANSFER RESP This option terminates selected responsibilities and creates new responsibilities for equipment under another person. 'Certify Hard Copy Signature' Option name: ENIT CERTIFY RESP This option enables an IT person to certify that an assigned person has signed a hard copy hand receipt accepting responsibility for tracked IT equipment. This option is expected to be used only when the assigned person does not have access to VistA in order to directly, electronically sign for the equipment. 'Print Hand Receipt for an Individual' Option name: ENIT PRINT HAND RCPT (IT) This option enables IT personnel to print hard copy hand receipt for an individual. The printout of an individual's signed, active assignments also serves as the loan form for Government Furnished IT Equipment. The Equipment Return Date on the loan form is determined by adding the DAYS BETWEEN RETURNS value from the CMR file to the PHYSICAL INVENTORY DATE (i.e. Last Inventoried) of the equipment item. A default of 90 days is used if a value is not specified for the applicable CMR. If the equipment does not have an inventory date, the current date is reported as the equipment return date. 'Add Entry to New Person File' Option name: ENIT ADD NEW PERSON Add an entry to the NEW PERSON file. A person should only be added with this option if that person will NOT be provided a user account to sign on the computer, but will be assigned responsibility for IT equipment. 'IT Equipment Report Menu' Option name: ENIT RESP RPT MENU Menu of IT equipment reports. 'Individual Responsibility for IT Assets Report' Option name: ENIT INDV RESP RPT (IT) Report of all IT equipment currently assigned to a specific responsible individual. 'Unassigned IT Asset Report' Option name: ENIT RESP NOT ASSIGNED RPT Report of tracked IT Assets that are not currently assigned to a responsible individual. Assets are considered to be tracked IT assets if their CMR value has IT TRACKING set to YES. 'Assignments Pending Acceptance Report' Option name: ENIT RESP UNSIGNED RPT Report of equipment with IT assignments that have not yet been signed. 'Tracked IT Assets Report' Option name: ENIT EQUIP RPT Report of equipment inventory that has a CMR value with IT TRACKING equal to YES. The report can be run for specific equipment, groups of equipment, or all tracked IT equipment. 'Signature Exception Report' Option name: ENIT SIGN EXCEPT RPT Report assignments of IT responsibility with the most recent signature at least one year old as of a user specified date. 'Assignment Inquiry' Option name: ENIT ASSIGN INQ (IT) Inquiry to an assignment of responsibility for IT equipment. 7. OPTIONS FOR INDIVIDUALS ASSIGNED RESPONSIBILITY FOR IT EQUIPMENT A new IT Owner Menu [ENIT OWNER MENU] contains the options intended for any individual that could be assigned responsibility for IT equipment. IT Owner Menu... Accept IT Responsibility Individual Responsibility for IT Assets Report Print My Hand Receipt Assignment Inquiry Brief descriptions of the options attached to this menu are show below: 'Accept IT Responsibility' Option name: ENIT RESP SIGN The user will accept responsibility for assigned IT equipment by this option. This option allows a user to sign to reaffirm the acceptance, as well as, enter the initial acceptance. 'Individual Responsibility for IT Assets Report' Option name: ENIT INDV RESP RPT (COM) Report of all IT equipment currently assigned to the user. 'Print My Hand Receipt' Option name: ENIT PRINT HAND RCPT (COM) This option enables the user to print hand receipts for IT items assigned to the user. The printout of an individual's signed, active assignments also serves as the loan form for Government Furnished IT Equipment. The Equipment Return Date on the loan form is determined by adding the DAYS BETWEEN RETURNS value from the CMR file to the PHYSICAL INVENTORY DATE (i.e. Last Inventoried) of the equipment item. A default of 90 days is used if a value is not specified for the applicable CMR. If the equipment does not have an inventory date, the current date is reported as the equipment return date. 'Assignment Inquiry' Option name: ENIT ASSIGN INQ (COM) Inquiry to an assignment of responsibility for IT equipment. Only assignments for the user can be selected. This patch addresses the following New Service Request (NSR): ------------------------------------------------------------- 20070901 Tracking and control of nonexpendable IT equipment This patch addresses the following Remedy Ticket(s): ---------------------------------------------------- There are no Remedy tickets associated with this patch. Components Sent With Patch -------------------------- The following is a list of files included in this patch: UP SEND DATA DATE SEC. COMES SITE RSLV FILE # NAME DD CODE W/FILE DATA PTS -------------------------------------------------------------------------- 6910.9 ENG DJ SCREEN NO NO YES OVER NO 6914 EQUIPMENT INV. YES NO NO Partial DD: subDD: 6914 6914.1 CMR YES NO NO Partial DD: subDD: 6914.1 6916.2 HAND RECEIPT TEXT YES YES YES OVER NO 6916.3 IT ASSIGNMENT YES YES NO The following is a list of fields included in this patch for partial DDs: Field Name (Number) File Name (Number) ------------------- ---------------------- CMR (#19) EQUIPMENT INV. (#6914) modify field LOCATION (#24) EQUIPMENT INV. (#6914) modify field NON-SPACE FILE LOCATION (#90) EQUIPMENT INV. (#6914) new field NON-SPACE FILE PERSON (#90.1) EQUIPMENT INV. (#6914) new field NON-SPACE FILE DATE/TIME (#90.2) EQUIPMENT INV. (#6914) new field IT REMOTE LOCATION (#91) EQUIPMENT INV. (#6914) new field IT COMMENTS (#92) EQUIPMENT INV. (#6914) new field IT TRACKING (#6) CMR (#6914.1) new field DAYS BETWEEN RETURNS (#30) CMR (#6914.1) new field LOAN FORM PHONE (#31) CMR (#6914.1) new field The following is a list of templates included in this patch: Template Name Type File Name (Number) ------------- ----- ----------------------- ENIT ASSIGNMENT INQ Print IT ASSIGNMENT (#6916.3) The following is a list of options included in this patch: Option Name Type New/Modified ----------- --------------- ------------ ENIN-HIST-SPECIFIC run routine attach to menu ENINVINV run routine attach to menu ENIT ADD NEW PERSON run routine new ENIT ASSIGN INQ (COM) inquire new ENIT ASSIGN INQ (IT) inquire new ENIT ASSIGN RESP run routine new ENIT CERTIFY RESP run routine new ENIT EQUIP RPT run routine new ENIT INDV RESP RPT (COM) run routine new ENIT INDV RESP RPT (IT) run routine new ENIT INVENTORY EDIT run routine new ENIT MGR menu new ENIT NON-SPACE FILE LOC RPT run routine new ENIT OWNER MENU menu new ENIT PRINT HAND RCPT (COM) run routine new ENIT PRINT HAND RCPT (IT) run routine new ENIT RESP MENU menu new ENIT RESP NOT ASSIGNED RPT run routine new ENIT RESP NOTIFY action new ENIT RESP RPT MENU menu new ENIT RESP SIGN run routine new ENIT RESP UNSIGNED RPT run routine new ENIT SIGN EXCEPT RPT run routine new ENIT TERMINATE RESP run routine new ENIT TRANSFER RESP run routine new ENIT USER ACCOUNT TERMINATED action new ENMMBC menu attach to menu ENSP1 menu modify (add menu item) ENSPROOMD run routine attach to menu XU USER SIGN-ON extended action modify (add menu item) XU USER TERMINATE extended action modify (add menu item) The following is a list of mail groups included in this patch: Mail Group: New/Modified ----------- ------------ EN IT EQUIPMENT new EN NON-SPACE FILE LOC new The following is a list of forms included in this patch: Form File New/Modified ---- ---- ------------ ENIT EDIT #6914 new The following is a list of bulletins included in this patch: Bulletin New/Modified --------------------- ------------ EN NON-SPACE FILE LOC new The following is a list of security keys included in this patch: Security Key New/Modified --------------------- ------------ EN IT ASSIGNMENT new EN IT INVENTORY new Documentation Retrieval: ------------------------ Updated documentation describing the new functionality introduced by this patch is available. The preferred method is to FTP the files from download.vista.med.va.gov. This transmits the files from the first available FTP server. Sites may also elect to retrieve software directly from a specific server as follows: Albany ftp.fo-albany.med.va.gov Hines ftp.fo-hines.med.va.gov Salt Lake City ftp.fo-slc.med.va.gov The documentation will be in the form of Adobe Acrobat files. Documentation can also be found in the VHA Software Document Library: http://www.va.gov/vdl/ Below is a list of the files related to this patch that will be needed and available via the FTP sites listed above. File Description File Name FTP Mode ----------------------------------------------------------------------- User Manual Change Pages ENG_7_P87_UM_CP.pdf (binary) User Manual Change List ENG_7_P87_UM_CPLIST.pdf (binary) Tech Manual Change Pages ENG_7_P87_TM_CP.pdf (binary) Tech Manual Change List ENG_7_P87_TM_CPLIST.pdf (binary) Test Sites: ----------- Austin FSC Pittsburgh Healthcare System Shreveport, LA ================ INSTALLATION INSTRUCTIONS ================= If installed during the normal workday, it is recommended that the following selection(s) in the OPTION (#19) file, and all of their descendants be disabled to prevent possible conflicts while running the KIDS Install. Other VISTA users will not be affected. Inventory Edit [ENINV EDIT] Delete Equipment Record [ENINVDEL] Install Time - less than 10 minutes 1. LOAD TRANSPORT GLOBAL --------------------- Choose the PackMan message containing this patch and invoke the INSTALL/CHECK MESSAGE PackMan option. 2. START UP KIDS ------------- Start up the Kernel Installation and Distribution System Menu [XPD MAIN]: Edits and Distribution ... Utilities ... Installation ... Select Kernel Installation & Distribution System Option: INStallation --- Load a Distribution Print Transport Global Compare Transport Global to Current System Verify Checksums in Transport Global Install Package(s) Restart Install of Package(s) Unload a Distribution Backup a Transport Global Select Installation Option: 3. Select Installation Option: --------------------------- NOTE: The following are OPTIONAL - (When prompted for the INSTALL NAME, enter EN*7.0*87): a. Backup a Transport Global - This option will create a backup message of any routines exported with this patch. It will not backup any other changes such as DD's or templates. b. Compare Transport Global to Current System - This option will allow you to view all changes that will be made when this patch is installed. It compares all components of this patch (routines, DD's, templates, etc.). c. Verify Checksums in Transport Global - This option will allow you to ensure the integrity of the routines that are in the transport global. 4. Select Installation Option: Install Package(s) ------------------ **This is the step to start the installation of this KIDS patch: a. Choose the Install Package(s) option to start the patch install. b. When prompted 'Enter the Coordinator for Mail Group 'EN NON-SPACE FILE LOC':' Answer with the appropriate person. c. When prompted 'Enter the Coordinator for Mail Group 'EN IT EQUIPMENT':' Answer with the appropriate person. d. When prompted 'Want KIDS to Rebuild Menu Trees Upon Completion of Install? NO//' Answer YES unless your system does this in a nightly TaskMan process. e. When prompted 'Want KIDS to INHIBIT LOGONs during the install? NO//' answer NO f. When prompted 'Want to DISABLE Scheduled Options, Menu Options, and Protocols? YES//' answer YES g. When prompted 'Enter options you wish to mark as 'Out Of Order':' Enter the following options: Inventory Edit [ENINV EDIT] Delete Equipment Record [ENINVDEL] h. When prompted 'Enter protocols you wish to mark as 'Out Of Order':' press . 5. Assign Users to new EN IT EQUIPMENT Mail Group After the patch is installed, appropriate members should be added to the new mail group EN IT EQUIPMENT. See section 5 of the patch description for more information. 6. Assign Users to new EN NON-SPACE FILE LOC Mail Group After the patch is installed, appropriate members should be added to the new mail group EN NON-SPACE FILE LOC. See section 4 of the patch description for more information. 7. Allocate EN IT ASSIGNMENT Security Key After the patch is installed, the new security key EN IT ASSIGNMENT should be allocated to appropriate users. This key allows the holder to create, transfer, and terminate assignments of responsibility for IT equipment. It also provides access to the Add Entry to New Person File option. 8. Allocate EN IT INVENTORY Security Key After the patch is installed, the new security key EN IT INVENTORY should be allocated to appropriate users. This key provides access to the new Inventory Edit (IT) option described in section 3 of the patch description. 9. Make New Menu Available to IT Staff After the patch is installed, the new top-level menu IT Equipment Module [ENIT MGR] should be made available to appropriate users. See section 2 of the patch description for more information. 10. Make New Menu Available to Responsible Individuals After the patch is installed, the new top-level menu IT Owner Menu [ENIT OWNER MENU] should be made available to any user that might be assigned responsibility for IT equipment. If desired, this menu can be attached to the common menu [XUCOMMAND] to make it available to all users from any menu. Routine Information: ==================== The second line of each of these routines now looks like: ;;7.0;ENGINEERING;**[Patch List]**;Aug 17, 1993;Build 16 The checksums below are new checksums, and can be checked with CHECK1^XTSUMBLD. Routine Name: ENEQ4 Before: B8306618 After: B8832160 **40,87** Description of Changes: Modify option ENINVDEL to prevent deletion of equipment if there is an assignment on file. Routine Name: ENPLS2 Before: B12872535 After: B13168979 **23,87** Description of Changes: Modify list display to appropriately handle form feed when called by a new routine. Routine Name: ENTIDD Before: n/a After: B21790016 **87** Description of Changes: Software called by input transforms and cross-references. Routine Name: ENTIEQE Before: n/a After: B1545355 **87** Description of Changes: New routine that is invoked by the ENIT INVENTORY EDIT option. Routine Name: ENTINSD Before: n/a After: B3670772 **87** Description of Changes: New routine that is invoked by new style MUMPS cross-references on the NON-SPACE FILE LOCATION and LOCATION fields to trigger other fields and generate bulletins. Routine Name: ENTINSR Before: n/a After: B5685527 **87** Description of Changes: New routine that is invoked by the ENIT NON-SPACE FILE LOC RPT option. Routine Name: ENTIRA Before: n/a After: B13057790 **87** Description of Changes: New routine invoked by the ENIT ASSIGN RESP option. Routine Name: ENTIRC Before: n/a After: B17968863 **87** Description of Changes: New routine invoked by the ENIT CERTIFY RESP option. Routine Name: ENTIRN Before: n/a After: B2690254 **87** Description of Changes: New routine invoked by the ENIT RESP NOTIFY option. Routine Name: ENTIRRE Before: n/a After: B14984359 **87** Description of Changes: New routine invoked by the ENIT EQUIP RPT option. Routine Name: ENTIRRH Before: n/a After: B78760523 **87** Description of Changes: New routine to print a hand receipt. Routine Name: ENTIRRH1 Before: n/a After: B38241223 **87** Description of Changes: New routine to print a hand receipt (continuation). Routine Name: ENTIRRI Before: n/a After: B13521614 **87** Description of Changes: New routine invoked by the ENIT INDV RESP RPT (COM) and ENIT INDV RESP RPT (IT) options. Routine Name: ENTIRRNA Before: n/a After: B9368958 **87** Description of Changes: New routine invoked by the ENIT RESP NOT ASSIGNED RPT option. Routine Name: ENTIRRU Before: n/a After: B21377878 **87** Description of Changes: New routine invoked by the ENIT RESP UNSIGNED RPT option. Routine Name: ENTIRRX Before: n/a After: B10875789 **87** Description of Changes: New routine invoked by the ENIT SIGN EXCEPT RPT option. Routine Name: ENTIRS Before: n/a After: B10316574 **87** Description of Changes: New routine invoked by the ENIT RESP SIGN option. Routine Name: ENTIRT Before: n/a After: B11537815 **87** Description of Changes: New routine invoked by the ENIT TERMINATE RESP option. Routine Name: ENTIRX Before: n/a After: B23968288 **87** Description of Changes: New routine invoked by the ENIT TRANSFER RESP option. Routine Name: ENTIUTL Before: n/a After: B50248814 **87** Description of Changes: New routine containing various utilities. Routine Name: ENTIUTL1 Before: n/a After: B16940686 **87** Description of Changes: New routine containing various utilities. Routine Name: ENTIUTL2 Before: n/a After: B53889224 **87** Description of Changes: New routine containing various utilities. Routine list of preceding patches: 23, 40 ============================================================================= User Information: Entered By : BAUMANN,SCOTT A Date Entered : OCT 23, 2007 Completed By: LYNCH,MARY F. Date Completed: APR 23, 2008 Released By : NELSON,VICKI M Date Released : MAY 01, 2008 ============================================================================= Packman Mail Message: ===================== $END TXT