$TXT Created by DIMICELI,RON at LIN8.ISC-BAYPINES.VA.GOV (KIDS) on TUESDAY, 03/11/03 at 14:33 ============================================================================= Run Date: MAR 27, 2003 Designation: ABSV*4*31 Package : ABSV - VOLUNTARY TIMEKEEPING Priority: Mandatory Version : 4 SEQ #30 Status: Released Compliance Date: APR 27, 2003 ============================================================================= Subject: Prepare for Legacy Data Migration Category: - Routine - Data Dictionary - Enhancement (Mandatory) Description: ============ This patch is part of the migration from the VistA-based Voluntary TimeKeeping package to the web-based Voluntary Service System (VSS). This patch installs routines, options, other components, and file 503339.5 VOLUNTARY MIGRATION LOG. These are all new and will allow the site to send information used to set up a new station in VSS, to check existing VTK data, and to print error reports of the data validation. A companion patch, ABSV*4.0*32, contains the option that sends the data to the new system. PATCH DEPENDENCIES: None. No NOISs or E3Rs are addressed by this patch. ROUTINE SUMMARY: ================ The following is a list of the routines that are included in this patch. The second line of each of these routines now looks like: ;;4.0;VOLUNTARY TIMEKEEPING;*31*;Jul 1994 Routine Name Before Patch After Patch Patch List ============ ============ =========== ========== ABSVM N/A 15748896 31 ABSVM1 N/A 3639237 31 ABSVMHV1 N/A 17163056 31 ABSVMLC1 N/A 703152 31 ABSVMLC2 N/A 559992 31 ABSVMLC3 N/A 759900 31 ABSVMRV1 N/A 10324879 31 ABSVMS1 N/A 9693434 31 ABSVMUT1 N/A 8407468 31 ABSVMVV1 N/A 12548749 31 ABSVMVV2 N/A 11698483 31 ABSVMVV3 N/A 7742190 31 INSTALLATION INSTRUCTIONS ========================= This patch should take less than 1 minute to load. - No existing data is changed during patch installation. - No options need to be disabled. - None of these routines are or will be mapped. - Users can be on the system when this patch loads. 1. Use the 'INSTALL/CHECK MESSAGE' option on the PackMan menu. This option will load the KIDS package onto your system. 2. From the Kernel Installation and Distribution System (KIDS) menu, you may elect to use the following options: a. Verify Checksums in Transport Global - this option will allow you to ensure the integrity of the routines that are in the transport global. b. Print Transport Global - this option will allow you to view the components of the KIDS build. c. Backup a Transport Global - this options doesn't need to be run because all of the routines in this patch are new. d. Compare Transport Global to Current System - this options doesn't need to be run because all components in this patch are new. 3. Use the Install Package(s) option and select the package ABSV*4.0*31. 4. When prompted 'Want KIDS to Rebuild Menu Trees Upon Completion of Install? YES//', respond NO. 5. When prompted 'Want KIDS to INHIBIT LOGONs during the Install? YES//', respond NO. 6. When prompted 'Want to DISABLE Scheduled Options, Menu Options, and Protocols? YES//', respond NO. Voluntary Service Staff Instructions for patch ABSV*4*31 After patch ABSV*4*31 is installed at a site, the Voluntary Service staff can begin the data cleansing process. The Systems Implementation (SI) group will give specific instructions to the Voluntary Service staff regarding the timing and other particulars of the migration. This process will start when the patch is received by the site and should be completed not later than 2 weeks before the sites scheduled conversion date. The patch installs a new menu on the Volunteer Timekeeping Activity menu. The new menu looks like this: Voluntary Data Migration Menu PREP Prepare for Transition to VSS VAL Validate Existing Data PRNT Print Results of Data Validation VOL Master Volunteer Edit DAIL Daily Time Edit OCC Occasional Hours Edit SEND Send Voluntary Data to VSS **> Locked with ABSV MIGRATION (Note: the Send option will appear only after patch 32 is installed.) This menu is locked with the already existing ABSV MGR Security Key; so, only holders of that key will be able to run these options. Briefly, PREP option does some initial setup for your site and sends information that is used to establish your site on the VSS centralized server. Run this option once only. VAL option checks your existing data and creates a report of entries that contain inconsistent data that can be corrected before the data is sent to the new system. This option can be run as often as you like. PRNT option displays the results of the Validate option. It can be run as often as you like. VOL option allows the user to edit all the fields they need to correct a problem with the Volunteer information. DAIL option allows the user to edit all the fields they need to correct a problem with Regular Hours information. OCC option allows the user to edit all the fields they need to correct a problem with Occasional Hours information. SEND option sends the data to the new system. It should be run only once unless SI instructs you to run it again. PREPARE FOR TRANSITION TO VSS VSS will contain information about your Voluntary Service. If your site is multi-divisional, it will contain information about each division to which Volunteer Hours are recorded. Most of the information about your Voluntary Service and its staff will entered by Voluntary Service personnel using the new VSS web interface. However, some data is needed for initial setup of your site. The main purpose of the Prepare for Transition to VSS option is to gather this preliminary information and to send it to the people who will do the initial data entry. Following is the dialog you will see when running this option. Select Voluntary Data Migration Menu Option: Prepare for Transition to VSS You are starting the process that will move Voluntary Timekeeping data to the new Voluntary Service System application. First, information about your site will be collected. Your Volunteer Daily Time file will be scanned to find all sites referenced. This will take some time. Done. Your primary site number is 605 Hours are recorded to the following sites: 605 The option has looked through your Volunteer Daily Time file and identified all the sites (or institutions) to which regular volunteer hours have been recorded since 10/1/1996. Displayed are your primary station number and the station numbers of all the sites for which hours were found. If this information appears to be incorrect, answer the following question "NO" and contact SI for further instructions. Otherwise, answer "YES" and proceed. Is this site information correct? YES Now an entry for your site is made in a new file that was installed on your system by patch 31, the Voluntary Migration Log file. The data recorded when running the migration options is stored in this file. Making an entry in the Voluntary Migration Log file. You will be asked for information about each station to which hours are recorded. In this example, only one station is involved. If your multi-divisional site has more than one station, answer the questions for each station even if the answers are the same. Add information for Station Number 605 STATION NAME: Loma Linda Test VISN: 22 STREET ADDRESS LINE 1: 1 Hospital Way STREET ADDRESS LINE 2: CITY: Loma Linda STATE: CA ZIP CODE: 99999 USER ADMIN'S LAST NAME: Boss USER ADMIN'S FIRST NAME: Big USER ADMIN'S MIDDLE NAME: B. USER ADMIN'S NT USERNAME: vhamaster\vhaisfbossb The first seven questions are self-explanatory. The questions about the User Administrator refer to the lead person at your site. That person will be responsible for entering site data and setting up other local users. Often, it will be the Voluntary Service Chief. It is very important that this person's NT Username is entered correctly. You must enter both the domain and the username separated by a "\". Next you are asked for the e-mail address of the recipient of this information. The message is sent via MailMan to a Microsoft Exchange address. SI will provide you with the necessary e-mail address. You can also send the message to local MailMan recipients. In the following example, John Smith is the user. Your local IRM must assure that mail can be sent successfully to the med.va.gov domain. The sending of this message will be a test of that domain, which will also be used when the actual data is sent. Sending a message containing information about your site. Enter a Recipient of the Institution Creation message: first.last@med.va.gov Enter a Recipient of the Institution Creation message: SMITH,JOHN (use your own name here) Enter a Recipient of the Institution Creation message: Message sent. Message number: 8250639 This completes the preparatory option on the MUMPS system. SI will contact you after your site has been initialized on VSS and the new system is ready to recieve your data. You can now proceed with the review of your local data. VALIDATE EXISTING DATA: PREP Prepare for Transition to VSS VAL Validate Existing Data PRNT Print Results of Data Validation VOL Master Volunteer Edit DAIL Daily Time Edit OCC Occasional Hours Edit SEND Send Voluntary Data to VSS Select Voluntary Data Migration Menu Option: Validate Existing Data Data that will be moved to the new Voluntary Service System database will now be checked for consistency. The result will be recorded in the Voluntary Migration Log File. You will have the opportunity to print these results. The data validation process will review all of the entries that will be moved from your VistA VTK system to the new VSS server. A report will be made containing each entry that has incorrect or inconsistent data. You can use that report to correct entries so that a complete set of data is moved to the new system. Entries that are reported as containing a problem will not be migrated to the new system unless the problem is corrected in your data. Because there are many records involved, running this option may take some time. Particularly time consuming will be the validation of the Volunteer Regular Hours. A dialog indicating progress is presented as the validation goes on. When the check of each file is done, the number of entries with errors is displayed. Do you want to proceed? YES Creating list of all Volunteers with hours after Sept. 30, 1996. Done. Creating lists of valid Organization, Service, Schedule, and Award Codes. Done. Validating entries in the Volunteer Organization Codes File. Errors Found in Organization Codes: 1 Validating entries in the Service Assignment Codes File. Errors found in Service Assignment Codes: 1 Validating Occasional Hours. Errors found in Occasional Hours: 12 Validating Regular Hours. THIS WILL TAKE SOME TIME. Errors found in Regular Hours: 1 Validating Volunteer data. THIS WILL TAKE SONE TIME. Errors found in Volunteer data: 6 The data checking on your system is complete! After the validation finishes, you can immediately print the results. Whether you print it at this time or not, the information on incorrect entries is stored and can be printed at any later time. Do you want to print the results now? YES DEVICE: HOME//VIRTUAL CONNECTION Right Margin: 80// The error reports are grouped by type and indicate the record number (IEN) of the record that contains the problem. For the volunteers, the name of the volunteer is also shown to help in identification. This completes the data validation option. This option can be rerun with results reflecting the status of your data at the time it is rerun. You do not, however, need to rerun the option just to view the results of a prior run. You can print previous results. PRINT RESULTS OF DATA VALIDATION: PREP Prepare for Transition to VSS VAL Validate Existing Data PRNT Print Results of Data Validation VOL Master Volunteer Edit DAIL Daily Time Edit OCC Occasional Hours Edit SEND Send Voluntary Data to VSS Select Voluntary Data Migration Menu Option: Print Results of Data Validation You can print results of the Examination of Existing Data by selecting the date/time that the examination was done. Note that the validation results are stored by date and time run. The simplest way to choose the results to print is to input the date that the validation was run. In the following example, the results of validation run "TODAY" are requested. You select the specific set of data validated to print. In this example, the results for Regular and Occasional Hours are selected. Select VALIDATION RESULTS TIME RUN: TODAY OCT 04, 2002 1 10-4-2002@18:14:10 Organizations NO, ONLY VALIDATION DONE 2 10-4-2002@18:14:11 Services NO, ONLY VALIDATION DONE 3 10-4-2002@18:14:11 Occasional Hours NO, ONLY VALIDATION DONE 4 10-4-2002@18:14:11 Regular Hours NO, ONLY VALIDATION DONE 5 10-4-2002@18:14:23 Volunteers NO, ONLY VALIDATION DONE CHOOSE 1-5: 4 10-4-2002@18:14:11 Regular Hours NO, ONLY VALIDATION DONE Do you want to select another result to print? YES Select VALIDATION RESULTS TIME RUN: T OCT 04, 2002 1 10-4-2002@18:14:10 Organizations NO, ONLY VALIDATION DONE 2 10-4-2002@18:14:11 Services NO, ONLY VALIDATION DONE 3 10-4-2002@18:14:11 Occasional Hours NO, ONLY VALIDATION DONE 4 10-4-2002@18:14:11 Regular Hours NO, ONLY VALIDATION DONE 5 10-4-2002@18:14:23 Volunteers NO, ONLY VALIDATION DONE CHOOSE 1-5: 3 10-4-2002@18:14:11 Occasional Hours NO, ONLY VALIDATION DONE Do you want to select another result to print? NO DEVICE: HOME// VIRTUAL CONNECTION Right Margin: 80// CORRECTING DATA: You are requested to run the data validation option weeks before the actual switch to the new system so that you have the opportunity to correct invalid records. Corrected records will be migrated to the new system while those remaining with an error will be rejected. The method of correction will depend on the problem. In some cases, you will have to contact volunteers; in others, you will have to refer to paper records. When the necessary information is obtained, you will usually be able to use the existing VTK options to make the change. You can also use the three options supplied in this patch: Master Volunteer Edit , Daily Time Edit, Occasional Hours Edit. If you cannot use the normal options, contact your local IRM. If your local IRM cannot resolve the issue they should file a NOIS report and NVS will assist in getting the problem resolved. Following is an example of correcting Volunteer data. Copied below is a line from the validation report run above: Volunteer record #3418 with Name MAYO,MARION has incorrect sex data. A volunteer with record number 3418 in the Voluntary Master file whose name is Marion Mayo somehow has incorrect information in the SEX field. It is unimportant how that erroneous data got there. Suppose you determine that Marion is a woman. Correct the error by using the Register/Edit Volunteer in Master File option: Select Master File Maintenance Menu Option: Register/Edit Volunteer in Master File Select Volunteer Name: `3418 MAYO,MARION Note: the volunteer is selected by putting an accent grave (`) in front of the entry number from the error report. This method should work for any data you are correcting, regardless of file. In this case, you could have also used the name. Do you wish to Add/Edit Volunteer specific data? YES// (YES) NICKNAME: PSEUDO INDICATOR: SOCIAL SECURITY NUMBER: 999-99-9999// STREET ADDRESS #1: 1 Main St.// STREET ADDRESS #2: CITY: MORENO VALLEY// STATE: CALIFORNIA// ZIP CODE: 92553// Here the source of the error is clear. Somehow a "Z" was input into the SEX field. The data validation option identified this as being incorrect. Here, it is corrected to F for Female. SEX: Z// F Female, 21 and over BIRTH DATE: JUL 1970// ^ Do you wish to continue to the next section? YES// NO (NO) Do you need to transmit this record to Austin? YES// NO (NO) < No Action Taken> Now, Marion's entry and the entries of the Regular Hours that she worked can be sent to the new system. Documentation: ============= The ABSV_4_31PI.PDF, Data Migration Patch Instructions can be obtained from the ANONYMOUS.SOFTWARE directory at one of the OI Field Offices. The preferred method is to FTP the file from DOWNLOAD.VISTA.MED.VA.GOV, which will transmit the file from the first available server. Alternatively, site may elect to retrieve the file from a specific OI Field Office. The documentation can be read via the Adobe Acrobat Reader browser program. The .PDF file is a binary file and must be transferred using binary file transfer tools. IO FIELD OFFICE FTP Address DIRECTORY --------------- ----------------- ----------------- Hines FTP.FO-HINES.MED.VA.GOV [ANONYMOUS.SOFTWARE] Albany FTP.FO-ALBANY.MED.VA.GOV [ANONYMOUS.SOFTWARE] Salt Lake FTP.FO-SLC.MED.VA.GOV [ANONYMOUS.SOFTWARE] File Description Block Count --------------- -------------------------------------- ----------- ABSV_4_31PI.PDF Data Migration Patch Instructions (PDF) 367 If you have further questions on obtaining the PDF file, please contact the CIO National Help desk at 1-888-596-4357, and ask for the Fiscal Management Team. Routine Information: ==================== Routine Name: - ABSVM Routine Checksum: Routine Name: - ABSVM1 Routine Checksum: Routine Name: - ABSVMHV1 Routine Checksum: Routine Name: - ABSVMLC1 Routine Checksum: Routine Name: - ABSVMLC2 Routine Checksum: Routine Name: - ABSVMLC3 Routine Checksum: Routine Name: - ABSVMRV1 Routine Checksum: Routine Name: - ABSVMS1 Routine Checksum: Routine Name: - ABSVMUT1 Routine Checksum: Routine Name: - ABSVMVV1 Routine Checksum: Routine Name: - ABSVMVV2 Routine Checksum: Routine Name: - ABSVMVV3 Routine Checksum: ============================================================================= User Information: Entered By : CREAVEN,DONALD P Date Entered : OCT 01, 2002 Completed By: BECKER,CHARLES T Date Completed: MAR 26, 2003 Released By : WILSON,FAY E Date Released : MAR 27, 2003 ============================================================================= Packman Mail Message: ===================== $END TXT