LF PDA and Laptop Users Guide V1-3-2

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LF PDA and Laptop Users Guide V1-3-2 Powered By Docstoc
					                                              LF PDA and Laptop

                                                Field Users Guide

                                           For Software Versions 1.3.0 to 1.3.2




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                                                                                  Contents
1     Important Information ............................................................................................................. 5
2     Before You Start ..................................................................................................................... 7
    2.1      System Setup ................................................................................................................... 7
      2.1.1         Daily Checklist........................................................................................................ 7
    2.2      Internet Connection ......................................................................................................... 8
3     Hardware Operation ................................................................................................................ 8
    3.1      PDA................................................................................................................................. 8
    3.2      Barcode Scanner ............................................................................................................. 9
      3.2.1         To Pair Barcode Scanner to Laptop ........................................................................ 9
      3.2.2         Connect Socket scanner to computer .................................................................... 10
      3.2.3         Using Barcode Scanner with Laptop .................................................................... 11
    3.3      Global Positioning Unit (GPS) ..................................................................................... 11
    3.4      Laptop ........................................................................................................................... 11
4     Human Specimen Collection ................................................................................................ 12
    4.1      Field Workflow and Data Collection Overview ........................................................... 12
      4.1.1         Household Demographic Collection with Central Specimen Collection ............. 13
      4.1.2         Household Demographic Collection with [Later] Household Specimen Collection
                    14
      4.1.3         Simultaneous Household Demographic and Specimen Collection ...................... 15
      4.1.4         School Demographic and Specimen Collection ................................................... 16
      4.1.5         Field Data Synchronization Workflow ................................................................. 17
    4.2      Defining Places ............................................................................................................. 19
    4.3      Collecting Demographic Data....................................................................................... 20
    4.4      Collecting Human Specimens ....................................................................................... 20
5     Mosquito Specimen Collection ............................................................................................. 21
    5.1      Defining Places ............................................................................................................. 21
    5.2      Mosquito Data Entry ..................................................................................................... 21
6     Lab Workflow ....................................................................................................................... 23
    6.1      Overview ....................................................................................................................... 23
    6.2      Synchronizing Between the Laptop and the PDAs ....................................................... 23
      6.2.1         Synchronizing Data from the PDAs ..................................................................... 23
      6.2.2         Synchronizing Data to the PDAs .......................................................................... 24


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    6.3       Aliquot Preparation and Data Entry.............................................................................. 25
    6.4       Test Results Data Entry ................................................................................................ 26
7     Shipping Specimens .............................................................................................................. 26
      7.1.1           Introduction ........................................................................................................... 26
      7.1.2           Shipment Cover Page ............................................................................................ 26
      7.1.3           Shipment Contents ................................................................................................ 27
      7.1.4           Completing a Shipment......................................................................................... 28
      7.1.5           Reviewing Incomplete and Completed Shipments ............................................... 28
8     Transmitting Data to The Task Force ................................................................................... 28
    8.1       Transmit ........................................................................................................................ 28
      8.1.1           Introduction ........................................................................................................... 28
      8.1.2           Transmit Data........................................................................................................ 29
9     Backup Files to External Drive ............................................................................................. 29
      9.1.1           Introduction ........................................................................................................... 29
      9.1.2           Backup Database Files .......................................................................................... 29
      9.1.3           Backup Transmission Files ................................................................................... 30
10         Viewing and Exporting Your Data ................................................................................... 31
    10.1      Data Views .................................................................................................................... 31
    10.2      Exporting to Microsoft ExcelTM.................................................................................... 31
11         FAQ’s ................................................................................................................................ 31
12         Known Issues .................................................................................................................... 31
13         Glossary ............................................................................................................................ 32
14         Support .............................................................................................................................. 33




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1 Important Information
IMPORTANT Caution: If you receive a LOW BATTERY WARNING message on a PDA,
STOP Immediately! DO NOT CONTINUE to use the unit, or you could LOSE DATA and
corrupt the database. When the low battery warning message is displayed, do the following steps:
      Cease operation
      Turn off the PDA unit
      Charge the battery, or replace it with a fully charged battery

The Secure Digital (SD) card should not generally be removed, but unlike previous
versions of the system, this is no longer critical as the database now resides in the main
PDA memory.
IMPORTANT Caution: Ghosting the system will replace the database with an empty database.
Ghosting should only be carried out by a Systems Administrator, only as a last resort, and only
after a backup of the PDA database has be made.


After performing a field synchronization, WAIT 5 Seconds before removing the Compact Flash
card to allow the PDA to finish reading and writing data to / from the card.




                                             SD Card                    CF Card
                                                                        (Used for Field Sync)




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2 Before You Start

2.1 System Setup

The Laptop and all PDAs are configured for your specific country, and are identified using the
ISO two-letter country codes.
The system identifies data by team, and is currently configured for one team per country,
identified with the two-letter country code, followed by the two-digit team code 01.
Each team member should be identified by their own identifiers, consisting of his/her three
initials and a single digit (e.g., JPB1). If the team member has more of fewer initials, he/she
should enter three characters and a digit that is still easily recognizable to the team.
Before a team goes to the field or collects any data, a few items must be defined in the PDAs:
Users IDs: All team members must have a User ID defined in the system as follows:
   1. DO NOT define any team member in more than one PDA.
   2. Define one different User ID in each PDA (e.g. team member “x” on PDA A, team
      member “y” on PDA B, and team member “z” on PDA C).
   3. Define the remainder of the User IDs on the team leader’s PDA.
   4. When a “Field Synchronization” is performed, IDs for all team members will be moved
      to all PDAs.
   5. A User ID should consist of the User’s 3 initials + single digit number. For example:
      JPB1. The system will prefix the user’s ID with the country code and team number - so,
      if JPB1 is in Haiti’s Team 01, his full system identifier will be HT01JPB6.
Region & District: On the team leader’s PDA, define the Region and District where the team
will be working.
A Field Synchronization can be performed at this stage to become familiar with the operation.
Another field synchronization will need to be performed after defining the site or sites, and prior
to collecting location (household or school) and demographic data.
On arrival at the Site (village) where the survey and collection will take place in households and
schools, define the Site on ONLY ONE PDA, then perform a field synchronization to copy the
site to the other PDAs. This is very important, because if the Site is defined on each PDA
separately, it may look like the same site, but will cause data analysis problems when the data are
sent to the Task Force.

2.1.1 Daily Checklist

       1. Check PDA date/time every day before starting work. The PDAs may reset date/time
          to some other dates after long period of off-time, or when a battery is changed, or if
          the battery cover has been opened.



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       2. Ensure that PDA, Scanners and Laptop are all fully charged before starting a day’s
          work.
       3. Ensure that all data are uploaded to the laptop, and that at least one backup of the
          database and transmit files has been made.


2.2 Internet Connection

You will need an internet connection at the Field Office, and you should configure the laptop to
use the internet connection.



3 Hardware Operation
3.1 PDA
IMPORTANT Caution: If you receive a LOW BATTERY WARNING message, STOP
Immediately! DO NOT CONTINUE to use the unit, or you could LOSE DATA and corrupt the
database. When the low battery warning message is displayed:
      Cease operation
      Turn off the unit
      Charge the battery or replace with a fully charged battery
Charge the PDA every day if power is available. When charging the unit, the on/off button
lights up orange; when fully charged, this button lights up green.
If you need to change batteries in the PDA, ensure that you first exit the program and turn off the
power. After the replacement battery has been installed, turn the PDA power back on, and set the
correct time.
Turning the PDA unit on and off is a momentary push of the power button, or a momentary push
of the lower right button with the “House” icon, to open the LF Program. In the later discussion
about using the barcode scanner, you will note that powering up that unit requires holding the
power button.
To prevent the system from being turned on accidentally and thus wasting power, slide the
“padlock” switch on the left side of the PDA to its “up” position.
To set the brightness of the screen, select “Settings” from the main menu, select the “System”
tab at the bottom of the screen and select the “ Brightness” icon. Adjust the brightness to the
desired level, and click “OK.” The battery will last longer with reduced brightness, so when
working at night, it may be desirable to reduce the screen brightness.
To connect the scanner:
      Ensure that the scanner you are using has the same number as the PDA. (Note that this is
       not essential as the PDA will “learn” which scanner to communicate with, but it will help
       keep the tools organized while working closely with others).
      Turn the Scanner on.

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      If the “SocketScan” icon (a barcode with a red circle) is present on the desk top (lower
       right side), touch the icon, and then select “Connect CS” from the menu.
    System will then display the message “Opening Scanner.”
    When the scanner is found, this message disappears, and the icon changes to barcode and
       reader.
    If scanner cannot be found, check that the scanner is turned on and is positioned close to
       the PDA, and try again.
Starting the LF Program
      Press the lower right silver button (House Symbol) on the front of the PDA for a second.
      The “Working” icon will appear, and in a few seconds, the LF program will open.
      If the program does not open, click on the “Start” menu (upper left) and select the menu
       item “Global Filariasis” (Note, “Global Filariasis” may appear on the menu twice. You
       may select either option, as they are identical)

3.2 Barcode Scanner
IMPORTANT: Charge the scanner every day if power is available. When charging the scanner,
its LED lights up red, and when the unit is fully changed, the LED lights up green.


3.2.1 To Pair Barcode Scanner to Laptop

If the specific scanner has been paired with the Laptop, skip to section 3.2.2. To pair a new
scanner with the laptop, follow this section.
1. Ensure Bluetooth utility of laptop is turned on:
      a. Confirm: Start > Control Panel > Add or Remove Programs; find Bluetooth Stack for
          Windows.

2. Configure Bluetooth utility:
      a. Turn Bluetooth on (for Panasonic Toughbook, the switch is on the front edge of the
         computer, next to the on/off switch).
      b. Confirm: Bluetooth icon on the Desktop Taskbar Notification area changes to White
         on Blue for “on” (from Red on Blue for “off”)
      c. Turn on Socket barcode scanner to be partnered with this computer.
      d. On Desktop Taskbar Notification area: right-click Bluetooth icon, select “Bluetooth
         Settings”; see: “Bluetooth Settings dialogue.”
      e. Click “New Connection”; see: “Add New Connection Wizard”.
      f. Accept default “Express Mode”; Click “Next”;
      g. Wait while wizard searches for new devices.
      h. Wizard should presents list of Bluetooth devices that includes the Socket scanner.
         The Socket scanner will be listed as Socket CHS (nnnnnn), where “nnnnnn” is a
         unique number for that particular scanner.
      i. If there are other types of devices, ignore them.
      j. If there is more than one Socket scanner detected, turn the scanner off, or get out of
         range of all but the one to be partnered with this computer.


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       k. Select “Socket scanner”, click “Next.”
       l. Wait while Wizard processes request.
       m. Wizard should present “Com port setting”; note the Com port number presented; e.g.,
          “COM40.”
       n. Click “Next.”
       o. Wizard completes and returns to “Bluetooth Settings” dialogue, with Socket CHS
          now identified.
       p. Close “Bluetooth Settings” dialogue.

3. Ensure correct functioning of, or install Socket drivers for laptop operating system (i.e.,
   Windows XP™):
      a. Available free from Socket: SocketScanXP_6.2.1.exe
      b. Download from Socket, as needed.
      c. Run installer.
      d. Confirm in “Start > Control Panel > Add/Remove Programs”, find: “SocketScan for
          Windows XP™.”

4. Configure Socket scanner:
      a. On Desktop Taskbar Notification area: right-click “SocketScan” icon, select
         “Settings;” see: “SocketScanXP Settings.”
      b. On “General” tab, Prefix / Suffix: delete suffix “\r”; click “Apply.”
      c. On “CS tab Configuration”, 1) for Cordless Scanner, check “Enable CS Support,” 2)
         for Port: Bluetooth stack, select “Microsoft SP2”; 3) for Com Port: from dropdown
         select the port number noted when configuring the Bluetooth above; click “Apply.”
      d. Click “OK.”
      e. You will be prompted to disconnect and reconnect as follows:
               i. On Desktop Taskbar Notification area, right click “SocketScan” icon, select
                  “Exit;”
              ii. Icon will be removed from taskbar.
            iii. Then on “Desktop,” see: “SocketScanXP” shortcut,
             iv. Right-click on this shortcut; select “Open.”
              v. The icon will then be replaced by the taskbar.


3.2.2 Connect Socket scanner to computer
       a. On “Desktop Taskbar Notification” area: right-click on “Bluetooth” icon, and select
          “Bluetooth Settings;” see: “Bluetooth Settings” dialogue.
       b. Right-click on “Socket scanner,” and select “Connect.”
       c. If requested, see: “Bluetooth Manager – Bluetooth Security”; enter PIN: 1234; click
          “OK.”
       d. On “Desktop Taskbar Notification” area: right-click on “SocketScan” icon; see
          “SocketScan Attempt Handshake.”
       e. Confirm: Upon success, SocketScan icon will change to include image of Socket
          scanner overlaying a barcode.
       f. Socket scanner is now ready to be used.



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       g. Confirm: Open” Notepad,” and attempt to read a barcode with the scanner. You
          should hear a beep, and the barcode should appear in the Notepad text area


3.2.3 Using Barcode Scanner with Laptop
The new system configuration includes a USB barcode scanner. Plug this into one of the USB
ports in the side of the laptop and it is ready to scan barcodes.

3.3 Global Positioning Unit (GPS)
The GPS unit enables an accurate geographical position to be recorded for Sites, Households,
Schools and mosquito Collection Points.
Carefully insert the GPS unit with front side (with writing) towards you. Slide the unit down
gently into the PDA until you start to feel resistance, then press down firmly until it stops. Do not
force it, however, as this could damage the PDA.
When not defining Sites, Households, Schools and mosquito Collection Points, it is advisable to
remove the GPS unit from the PDA and store it safely - as the GPS unit, when attached, will
drain the PDA battery faster than normal operation without it.
GPS operation works best outdoors (to achieve a direct line to overhead GPS satellites), and the
unit may not be able to get a signal inside buildings.
When the GPS is plugged into the PDA, it may take 30 seconds to 2 minutes to obtain a satellite
signal. The unit should be stationary during this time (e.g., laying flat on a table).
When the GPS locates the satellite signals, the red light on its side will begin to flash.
The LF program then reads the latitude, longitude, and altitude from the GPS unit, and inserts
these data into the appropriate fields.

3.4 Laptop
Ensure that the Laptop is charged every day.
A scanner is needed to read the AUIDs of aliquots when preparing shipments and to scan in the
tracking number of the shipment package. Connecting the scanner is a very similar process to
connecting to the PDA.
To connect the scanner:
      Turn on the Scanner.
      If the SocketScan icon (a barcode with a red circle) is visible on the desk, touch the icon,
       and then select “Connect CS” from the menu.
      The system will display the message “Opening Scanner”
      When the scanner is found, this message will disappear and the icon will change to
       “barcode and reader.”
      If the scanner cannot be found, check that the scanner is turned on and close to the laptop,
       and try again.




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4 Human Specimen Collection
4.1 Field Workflow and Data Collection Overview




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4.1.1 Household Demographic Collection with Central Specimen Collection


          Where                                      Action                           System

                                                                                     One PDA only
                                          Define Users, Region and
 Field Lab prior to going to the field                                         (See System Setup for User
                                                   District                       definition procedure)




   On arrival at the Site (village)                 Enter Site                       One PDA only




 Prior to any Household and Person                 Field Sync.                         All PDA’s
            data collection                  (User, Region, District & Site)




                                         Enter Households & Persons
    Households around the Site                                                         All PDA’s
                                                    Data



 After completing all household and                Field Sync.                         All PDA’s
       person entry for the day                 (+ Household, Person)




                                            Enter Blood & Urine
       Central collection point                                                        All PDA’s
                                           Specimens [& Aliquots]



  Field Lab after all samples have                Laptop Sync.
  been collected for the day, and            (User, Region, District & Site,      All PDA’s and Laptop
                                            Household, Person, Specimen,
       prior to test data entry                        Aliquot)




                                         Enter Aliquot & Test Results
              Field Lab                                                                All PDA’s
                                                     Data



                                                  Laptop Sync.
              Field Lab                      (User, Region, District & Site,      All PDA’s and Laptop
                                            Household, Person, Specimen,
                                                       Aliquot)




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4.1.2 Household Demographic Collection with [Later] Household Specimen
      Collection

          Where                                      Action                           System

                                                                                     One PDA only
                                          Enter Users, Region and
 Field Lab prior to going to the field                                         (See System Setup for User
                                                  District                        definition procedure)




   On arrival at the Site (village)                 Enter Site                       One PDA only




 Prior to any Household and Person                 Field Sync.                         All PDA’s
            data collection                  (User, Region, District & Site)




                                         Enter Households & Persons
    Households around the Site                                                         All PDA’s
                                              Demographic Data



  At Households around the Site.
                                            Enter Blood & Urine
 Must go back to same households                                                       All PDA’s
   unless field sync is performed          Specimens [& Aliquots]



  Field Lab after all samples have                Laptop Sync.
  been collected for the day, and            (User, Region, District & Site,      All PDA’s and Laptop
                                            Household, Person, Specimen,
       prior to test data entry                        Aliquot)




                                         Enter Aliquot & Test Results
              Field Lab                                                                All PDA’s
                                                     Data



                                                  Laptop Sync.
              Field Lab                      (User, Region, District & Site,      All PDA’s and Laptop
                                            Household, Person, Specimen,
                                                       Aliquot)




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4.1.3 Simultaneous Household Demographic and Specimen Collection

          Where                                      Action                           System

                                                                                     One PDA only
                                          Enter Users, Region and
 Field Lab prior to going to the field                                         (See System Setup for User
                                                  District                        definition procedure)




   On arrival at the Site (village)                 Enter Site                       One PDA only




 Prior to any Household and Person                 Field Sync.                         All PDA’s
            data collection                  (User, Region, District & Site)




                                         Enter Households & Persons
    Households around the Site               Demographic Data,                         All PDA’s
                                          Blood & Urine Specimens


  Field Lab after all samples have                Laptop Sync.
  been collected for the day, and            (User, Region, District & Site,      All PDA’s and Laptop
                                            Household, Person, Specimen,
       prior to test data entry                        Aliquot)




                                         Enter Aliquot & Test Results
              Field Lab                                                                All PDA’s
                                                     Data



                                                  Laptop Sync.
              Field Lab                      (User, Region, District & Site,      All PDA’s and Laptop
                                            Household, Person, Specimen,
                                                       Aliquot)




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4.1.4 School Demographic and Specimen Collection

          Where                                      Action                           System

                                                                                     One PDA only
                                          Enter Users, Region and
 Field Lab prior to going to the field                                         (See System Setup for User
                                                  District                        definition procedure)



  On arrival at the Site (village). If    Enter primary Site and all
 practical, visit sites where children    Sites (Villages) where the                 One PDA only
     from out of the village live.            children may live



      On arrival at the School                    Enter School                       One PDA only




   Prior to any School Child data                  Field Sync.                         All PDA’s
              collection                     (User, Region, District & Site)




 The Site (Village) School and any       Enter Child Demographic
other Schools in other Sites that are    Data, Blood Specimens [&                      Any PDA
        used in the survey                        Aliquots]


  Field Lab after all samples have                Laptop Sync.
  been collected for the day, and            (User, Region, District & Site,      All PDA’s and Laptop
                                            Household, Person, Specimen,
       prior to test data entry                        Aliquot)




              Field Lab
                                         Enter Aliquot & Test Results
                                                                                       Any PDA
                                                     Data



                                                  Laptop Sync.
              Field Lab                      (User, Region, District & Site,      All PDA’s and Laptop
                                            Household, Person, Specimen,
                                                       Aliquot)




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4.1.5 Field Data Synchronization Workflow
Caution: You must perform a “Field Synchronize Upload” before downloading data The
process of downloading overwrites your existing data, and thus can result in data loss. If you
want to download before uploading, STOP and refer to the troubleshooting section of this
manual.
Caution: After each successful upload and download, WAIT for 5 seconds before removing
the card. The system can continue to write data to the card even after it indicated that it has
completed. Removing the card too soon can result in lost data or corrupt CF card database.
We recommend that one person performs the field synchronization on all PDAs.
Note: After an upload is performed this system now displays, for each table, a count of records
existing (on the CF Card prior to the upload), a count of records uploaded to the card, and a
count records “error records” that could not be uploaded.
Note:, After an download is performed this system now displays, for each table, a count of
records existing (in the PDA prior to the download), a count of records downloaded from the
card, and a count records “error records” that could not be downloaded.




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  Compact
   Flash                              10                          8
    (CF)            12
   Card

                                           3                     5
       1


                    2                               4                              6
                    11                              9                              7

                    A                               B                             C



    Procedure                                           Data Synchronized

    Upload Data to CF Card                              Users
    1.    Insert CF card into PDA ‘A’                   Regions
    2.    Click Field Synchronize Upload                Districts
    3.    Remove card and insert into PDA ‘B’           Sites
    4.    Click Field Synchronize Upload                Locations (Households &
    5.    Remove card and insert into PDA ‘C’           Schools)
    6.    Click Field Synchronize Upload                Collection Points (Mosquitoes)
                                                        Persons
    Download Data From CF Card
    7.   Click Field Synchronize Download
    8.   Remove card and insert into PDA ‘B’
                                                        Note that it does not matter which
    9.   Click Field Synchronize Download               PDA is A, B & C. The sync can be
    10.  Remove card and insert into PDA ‘A’            performed in any order as long as all
    11.  Click Field Synchronize Download               uploads are performed before any
    12.  Remove card (optional)                         download




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4.2 Defining Places

Caution: After each Place name is initially entered, it cannot be updated, so care must be taken
to enter the data accurately.
It is important to define Region, District, and Site only on one PDA, and then share this
information to the other PDAs via a field synchronization process. To define all Place data,
select “Collect Demographic Data” & click “Next.” The Region, District, Site, and Location
drop-down boxes should initially be empty.
The Places are hierarchical, so they should be defined in order, top to bottom. The Region and
District can be entered at the field office but the Site should be entered at the center of the Site
(village, etc) and Locations should be defined at the Location (House or School).
       1. Click the “+” next to Region, enter the Region name, and click “Save.”
       2. Click the “+” next to District, enter the District name and click “Save.”
       3. Click the “+” next to Site, enter the Site name and the “Last MDA Date”.
       4. Ensure that the GPS is operative, and click the button to obtain GPS coordinates.
          Check that Lat, Long, and Altitude are updated (and are not displayed as “0”)
       5. Click “Save.”

If a school survey is being performed, the School (location) should be entered at this stage, prior
to the field synchronization.
A field synchronization should now be performed to share the Region, District and Site (and
optionally, School) and then each team member can begin the survey, entering separate
households and collecting demographic data.
To enter a location:
       1. Click the “+” next to Location
       2. For Household:
              a. Select “Household” (default).
              b. Enter name of Household and name of the Head of Household.
              c. Click for GPS coordinates.
              d. Click “Save.”

        3. For School:
              a. Select ‘School. “
              b. Enter name of School, and name of Headmaster.
              c. Click for GPS coordinates.
              d. Click “Save”




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4.3 Collecting Demographic Data

1.   Create and save new location (household) in PDA.
2.   Enter household name and head of household.
3.   Enter GPS coordinates.
4.   Label wristband with Person ID and put on person’s wrist.
5.   Label urine cup with proper label.
6.   Scan barcode on wristband to create person.
7.   Enter demographic data:
        Name
        Sex
        Date of birth (enter either DOB or age – if entering age, birthday will be set to January 1 of appropriate
         year)
        Drug treated
        Bednet use
        Lymphoedema / hydrocoele
        Type of consent
8. Add next person, and repeat steps 4-7 until all members of the household have been added.
9. After last person has been added, move to the next house.
10. Create new location (household) and repeat steps 2-8.
11. Repeat until all households and persons are created.

Important Notes:
Keep all used label sheets together (and in order).
Ensure that GPS coordinates are taken at each household.


4.4 Collecting Human Specimens

Minimum team members needed at each station – 3 functions:
    Scanner and PDA operator
    Labels and vials preparer
    Phlebotomist

1.   Take filled urine cup from Person.
2.   Scan Person ID from wristband, and locate his/her record in PDA.
3.   Confirm name of Person, and find corresponding label sheet.
4.   Scan urine cup to create urine specimen
        If urine cup matches person ID, put cup in cooler (aliquot in lab).
        If urine cup does NOT match person ID – discard!
5.   Label EDTA vial.
6.   Scan middle barcode on vial and create blood specimen in PDA.
7.   Perform fingerstick, and collect blood into vial.
8.   Optionally, scan AUID on filled vial and create an aliquot.
9.   Put vial into plastic bag with corresponding label sheet, and seal bag.


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5 Mosquito Specimen Collection
5.1 Defining Places
1. The place where a mosquito trap is located, or where a mosquito collection such as a “Indoor
Resting” takes place is called a “Collection Point.”
2. A Collection Point has a name, description, GPS location, Trap or Collection Method type,
and data of baiting, where applicable.
3. Collection Points are always located in a specified site.
4. The Collection Point is one trap or collection method, of one type, at one place with one bait
date.
5. If two traps of different types were used at the same location, they would be defined as two
collection points.
6. If one trap is used and baited a second time, even though it remains at the same location, it
should be defined as a separate Collection Point.
7. If one trap is used to collect mosquitoes multiple times at the same location and is not re-
baited, it should only be defined once as a Collection Point.


5.2 Mosquito Data Entry
1. Each time the trap is visited and mosquitoes collected, one specimen should be recorded in the
system.
2. To add a specimen, select the Collection Point from the list and click specimens.
3. A list of specimens collected at the Collection Point is displayed.
4. Attach a Mosquito Cup label to the Collection Cup and click “Add Specimen.”
5. Scan the Specimen ID on the label attached to the cup, confirm the collection date and click
“Save.”
6. Write the Collection Point name on the cup.
7. It is recommended that you add the aliquot for this specimen at this stage. To add the aliquot,
select the specimen from the list and click “View / Add aliquots”, then “Add Aliquot.”
8. Scan the AUID from the label on the cup, and enter the mosquito type (usually “Mixed
Mosquito”), a quantity, and “Units”, and a vial type of “Mosquito Cup.”
9. The quantity you enter depends on the way you want to work. Any quantity will be counted
towards the total number of mosquitoes collected at the site, so if you want the unsorted
mosquitoes to be counted, enter an estimate of the quantity. If you do enter an estimate, once the
mosquitoes have been sorted make sure that you edit the CUP aliquot and set the quantity to “0.”
10. NOTE: Currently the system will allow the aliquot to be updated, but if the data has already
been synchronized with the laptop, the new value will never be reflected in the laptop data.
Setting the quantity to “0” will ensure that the count is not reflected in the total count for the site
until the aliquots are sorted and recorded. Setting the count to “1” may allow you to maintain a

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count of how many cups you have collected at the site, though it will be combined with the
sorted counts once they are entered.
11. On sorting into batches of 20 or less, label the mosquito vials with a “MOS Vial” label.
Select the collection point in the PDA (the name is written on the cup), and select the specimen,
(being sure to match the label on the cup), and click “View / Add Aliquots”, then “Add Aliquot”.
12. Scan the AUID, select the Aliquot Type (Mosquito Species), enter the quantity (usually 20),
“Each” and the vial type of “Mosquito Vial”, then “Save.”
13. Additional aliquots can then be added to the same specimen until all mosquitoes from the cup
are depleted.




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6 Lab Workflow

6.1 Overview
Lab Work should be performed in the following order:
   1. Synchronize data from the PDA to the Laptop.
   2. Synchronize data from the Laptop to the PDA.
   3. Create Aliquots.
   4. Enter Test Results.
   5. Create Shipments.
   6. Backup Database and Transmission Files.


6.2 Synchronizing Between the Laptop and the PDAs
6.2.1 Synchronizing Data from the PDAs
Synchronizing from PDA to Laptop copies all data from the PDA database and stores it in the
laptop database. Data from all PDAs are merged into the laptop database, and the system ensures
that no data are repeated.
To synchronize PDA to Laptop, follow this procedure for each PDA.
      Open the LF Data Manager.
      Ensure that the PDA cradle is plugged into the power source, and is also attached to the
       laptop with the USB cable.
      Exit the Global Filariasis program on the PDA.
      Turn off the PDA.
      Put the PDA into the cradle.
      If the ActiveSync program does not automatically open, double-click on the
       “ActiveSync” icon on the desktop.
      You should see the screen “Not Connected” (Figure 1) followed by the “Welcome”
       screen (Figure 2). Click “Cancel,” and after a few seconds the ActiveSync program will
       connect to your PDA and show the “Connected” screen (Figure 3).
      When connected, click “Synchronize from Laptop to PDA” on the Laptop, check the
       instructions, and click “OK.”
      The system will upload the data to the PDA from the laptop, and after a few seconds it
       will display a “Success” message.
      The system now displays a table of record counts for each table transferred. Check that
       these records appear correct.
      Turn off the PDA and remove it from the cradle.




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Figure 1                                   Figure 2                                 Figure 3



6.2.2 Synchronizing Data to the PDAs
          Open the “LF Data Manager.”
          Ensure that the PDA cradle is plugged into the power source and is also attached to the
           laptop with the USB cable.
          Exit the “Global Filariasis” program on the PDA.
          Turn off the PDA.
          Put the PDA into the cradle.
          If the “ActiveSync” program does not automatically open, double-click on the
           ActiveSync icon on the desktop.
          You should see the screen “Not Connected” (Figure 4) followed by the “Welcome”
           screen (Figure 5). Click “Cancel,” and after a few seconds the ActiveSync will connect
           to your PDA and show the “Connected” screen (Figure 6).




                  Figure 4                 Figure 5                           Figure 6




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6.3 Aliquot Preparation and Data Entry

LF Field Workflow: Field Lab Procedures – Entering Blood and Urine Specimens and Aliquots

Team Member functions needed:
    Pipettor – prepares blood film, ICT™ card, Pan LF™ cassette, and filter paper disks; also
      operates the scanner and PDA
    ICT card reader
    PanLF reader
    Filter paper organizer

Note: Tests must be performed in this order to maintain correct data entry flow.

Blood films
1. Remove vial and labels from plastic bag.
2. Scan specimen ID on vial to locate record in PDA.
3. Remove slide label from sheet and place on slide.
4. Scan specimen ID on slide label to ensure a match.
5. Prepare blood film.
6. Scan AUID (bottom barcode) on slide and create aliquot for specimen.
7. Add another aliquot for the specimen in the PDA and move to next aliquot.

ICT
1. Label ICT card with corresponding label.
2. Open card and aliquot blood onto card.
3. Close and seal card.
4. Scan AUID on label, and create aliquot.
5. Give labeled ICT card to ICT reader team member.
6. ICT reader should record the time and begin timing.
7. Add another aliquot to the specimen in the PDA.

PanLF
1. Label PanLF cassette with corresponding label.
2. Pipet blood onto cassette.
3. Scan AUID on label and create aliquot.
4. Give labeled cassette to PanLF reader.
5. PanLF reader should add chase buffer reagent, record the time, and begin timing.
6. Add another aliquot to the specimen in the PDA.

Filter Disks
1. Label filter #1 and filter #2 with corresponding labels (fold label to make tab).
2. Pipet 10 μL blood onto each spot.
3. Scan AUID on filter #1 and create aliquot in PDA.
4. Scan AUID on filter #2 and create aliquot in PDA.
5. Give the filter disks to the filter organizer team member.
6. Filter organizer should move the disks to the drying/organizing area.


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Repeat these steps until all specimens are processed and entered.


6.4 Test Results Data Entry

For all aliquots to be tested in the field, follow the procedure:
1. Select “Record Test Results,” and in the screen “LF – Test Result,” click “Add.”
2. Scan the AUID of the aliquot tested, and enter in all test details and results.
3. Note that the Pan LF has two parts, so it should be recorded as two tests, “PanLF B” and
“PanLF C.”
4. If there is a quantitative measurement result, enter this value into the quantitative field and
select appropriate reporting units. If there is no quantitative measurement, enter a measurement
of “N/A” as the units.



7 Shipping Specimens
7.1.1 Introduction
The purpose of this activity is two-fold:
   1. to organize the actual work of producing a physical shipment of specimen/aliquots
   2. to create a document which records information about the shipment
The physical shipment will be sent to the appropriate laboratory. The associated document will
be sent to the Task Force data center.
The task of shipping specimens comprises three steps:
    1. Enter general shipment information on the tab “Cover Page.”
    2. Associate specimen/aliquots with the shipment on the tab “Contents.”
    3. Complete the shipment document, again on the tab “Cover Page.”


7.1.2 Shipment Cover Page
   1. From anywhere in the Field Office Data Manager, navigate to the tab “Shipment”/”Cover
      Page.”
   2. Upon first entering “Cover Page”, the application is ready to “Add New Shipment.” You
      may now initiate and record information about a new shipment.
   3. On “Cover Page,” you enter general information about the shipment. General
      information includes a name and description, information about the courier, and “from”
      and “to” addresses.



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   4. The minimum requirement to initiate a shipment record is to enter a “Shipment Name”
      and click “Save”. “Shipment Name” can also be used later to return to a particular
      shipment document, see additional activities below. “Description” is optional and limited
      to 200 characters.
   5. “Courier” is selected from a preloaded dropdown list. Once “Courier” is selected, the
      “Priority” dropdown is populated with a list related to the selected courier.
   6. “Tracking Number” may be entered from the barcode reader or from the key board.
   7. “Ship From” and “Ship To” “Locations” are selected from pre-loaded dropdown lists.
      Once a location is selected, appropriate address information is entered automatically.
   8.    You may overwrite any of the address fields, and the name of the person identified as
        “Sender” or “Recipient.”
   9. Once you are satisfied with the information, click the “Save” button. In fact, you may
      click the “Save” button at any time after entering a “Shipment Name.”
   10. The “Cancel” button discards any saved information, and resets the application to the
      state of “Add New”.
   11. At this point, do NOT click “Complete”. “Complete” closes a particular shipment record
       and renders it un-editable. Before clicking “Complete”, you need to associate
       specimen/aliquots with the shipment.
   12. Navigate to the tab “Contents.”


7.1.3 Shipment Contents
   1. Once a shipment record is initiated (“Shipment Name” entered and “Save” button
      clicked), you may navigate to tab “Contents”.
   2. On the tab “Contents”, you may then associate specimen/aliquots with the particular
      shipment.
   3. Upon entering “Contents”, the cursor is now located in the box labeled: “AUID”. To
      associate a specimen/aliquot with a shipment, ensure the cursor is in the box labeled
      “AUID.” You may enter the AUID value with the barcode reader or from the key board.
   4. The application will normally accept the entered AUID. If the AUID is accepted for this
      shipment, a row will be added to the grid below the “AUID” box on tab “Contents.” This
      is your confirmation that the AUID was accepted.


   5. However, the application may reject the entered AUID for a number of reasons:
        a. The AUID is already in this shipment;
        b. The AUID is in another shipment; or
        c. The AUID is not in the database at all. A message box will inform you of the reason.




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       6. If you wish to remove a specimen/aliquot record for this shipment, select the
       appropriate row of the grid and click the “Remove” button.
       7. To select a row in the grid, click the cursor in the left-most column of the grid for the
       selected row. Your confirmation of removal will be that the selected row disappears
       from the grid.
       8. When you are satisfied with the contents of the shipment, click the “Save” button and
       return tab “Cover Page.”

7.1.4 Completing a Shipment
       1. After you review and are satisfied with the information entered in “Cover Page” and
          “Contents”, click the “Complete” button to complete the shipment.
       2. Clicking “Complete” closes the current shipment, and creates an Excel workbook
          document for the shipment. Your confirmation of successful completion will be that
          the information for this shipment becomes “read-only.“
       3. Additionally, the application creates and enters the “Shipment File Name” and
          “Transmitted Date” information into their respective fields on “Cover Page.”
          “Shipment File Name” is the name given to the newly created Excel workbook
          document.

7.1.5 Reviewing Incomplete and Completed Shipments

       1. On the tab “Cover Page” you may return to and edit incomplete shipments and review
          previously completed shipments.
       2. Click “Edit Incomplete” to obtain a pick list of shipments that have been initiated but
          not completed.
       3. Select the desired shipment to work on, and click “OK.” The pick list selection is
          based on the “Shipment Name” entered when the shipment was initiated. These
          shipments may be edited and/or completed as discussed above.
       4. Click “Review Completed” to obtain a pick list of shipments that have been
          completed.
       5. Select the desired shipment to review, and click “OK.” The pick list selection is
          based on the “Shipment Name” entered when the shipment was initiated. Such
          shipments are presented read-only.

8 Transmitting Data to The Task Force

8.1 Transmit
8.1.1 Introduction




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To transmit data to the Task Force server, the system first creates one or two files in Excel
format, stores them in a “Queue” folder on the laptop, and then uploads them to the Task Force
server in the USA via the internet. If the internet is not available, the file remains in the queue
folder and will be uploaded the next time a transmission is successfully attempted.
The File count next to the transmission button displays the number of files in the queue awaiting
transmission.

The files may be opened to view the data, but this is not recommended, and the files should not
be modified.

When the files are successfully uploaded to the Task Force server, they are moved from the
“Queue” folder to the “Archive” folder.

Note: If you have a dial-up connection and there are multiple files that are regularly uploaded,
consult the support team to discuss additional ways to optimize the quantity of data to be
uploaded.

8.1.2 Transmit Data

   1. Connect the Laptop to the internet, and ensure the internet is connected by opening the
      web browser and browsing to any page on the internet.
   2. From anywhere in the Field Office Data Manager program, navigate to the tab
      “Administrative Tasks.”
   3. On the tab “Administrative Tasks,” click “Create and Transmit File” to create the Excel
      workbook document of all demographics data.
   4. The system uploads the files, and then confirms the upload. Check that the “Files
      Awaiting Upload” count is set to “0.” If not, all files were not successfully uploaded, and
      you should attempt the upload again.

9 Backup Files to External Drive

IMPORTANT: Data should be backed up to the USB keys at least daily, and the USB Keys
should be stored separately from the laptop to reduce the chance that all data will be lost or
stolen.

9.1.1 Introduction

The purpose of these activities is to backup data from the laptop to an external drive.
There are two types of data to backup:
       a. the entire contents of the LF database resident on the laptop, and
       b. the Excel workbooks documents for shipment and demographic data.

9.1.2 Backup Database Files

   1. From anywhere in the Field Office Data Manager, navigate to the tab “Administrative
      Tasks.”

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   2. Before backing up the database, connect an external drive to one of the USB ports on the
      laptop. The external drive may be either an USB flash drive or a full, self-contained
      external hard drive.
   3. To backup the database, click the “Backup Database File to External Drive.” The
      application will inform you of the successful creation of the database backup file.
   4. Then, if an external hard drive is present, the application will present a pick list for you to
      select the external drive to which you want the backup sent. (Note: Because it is possible
      that multiple external drives may be present, the selection step is required. Normally,
      there will be only one external drive to choose.)
   5. If you have clicked “Backup Database File to External Drive” and an external drive is not
      connected to the laptop, the application will prompt you to connect an external drive.
   6. After connecting an external drive, you must re-click “Backup Database File to External
      Drive” to backup the database. Your confirmation of successful backup will be a message
      box. Also, you may inspect the external drive; see: the folder “C:\LF Data\Database.”
      Files with the extension “.BAK” are the database backups. The file name includes a
      date/time stamp.

   Note: During this procedure, a copy of the .BAK file is also created on the C: drive, in this
   folder:
        C:\Documents and Settings\All Users\Application Data\LF Data Mgr\Backup\Database

9.1.3 Backup Transmission Files

   1. From anywhere in the Field Office Data Manager, navigate to the tab “Administrative
      Tasks.”
   2. Before backing up the Excel documents, connect an external drive to one of the USB
      ports on the laptop. The external drive may be either an USB flash drive or a full, self-
      contained external hard drive.
   3. To backup the database, click the “Backup Transmission Files to External Drive.”
   4. Then, if an external hard drive is present, the application will present a pick list for you to
      select the external drive to which you want the backup sent. (Note: Because it is possible
      that multiple external drives may be present, the selection step is required. Normally,
      there will be only one external drive to choose.)
   5. If you have clicked “Backup Transmission Files to External Drive” and an external drive
      is not connected to the laptop, the application will prompt you to connect an external
      drive. After connecting an external drive, you must re-click “Backup Transmission Files
      to External Drive” to backup the documents. Your confirmation of successful backup will
      be a message box.
   6. Also, you may inspect the external drive; see: the folder “E:\LF Data. Files with the
      extension “.XLS” are the Excel document backups. The file name includes a data/time
      stamp along with other codes
   Note: The original file is retained on the C: drive in the folder:
    C:\Documents and Settings\All Users\Application Data\LF Data Mgr\Backup\Transmit Archive


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10 Viewing and Exporting Your Data
10.1 Data Views
This feature was introduced in Version 1.3.0 to enable field teams to have more useful views of
the data than just single table views.
One data view is currently implemented that displays Test Results by person and includes
Aliquot.
Further data views can be added in future versions of the software if needed.
To access the View, select the “Data Views” tab, then select the view from the combo box list.

10.2 Exporting to Microsoft ExcelTM
Once the data view displays data, click on the “Export To Excel” button and the system will
open Excel and write the view to the Excel Spreadsheet. The data can then be sorted, grouped,
and filtered for analysis. Columns can be \added and rearranged, and the data may be printed as
necessary.

11 FAQ’s

    TBD



12 Known Issues

   1. After specimens and aliquots have been uploaded to the laptop, their data may be edited
      on the PDA. However, those edits will not be uploaded to the laptop, so they will never
      be transmitted to the Task Force.
   2. Entering Person demographics: If you attempt to save without selecting a “Bednet Use”
      and “Consent,” the system will warn of missing data, and then it will reset “Birth Date”
      to today’s date. If this happens, re-enter the birth date or age of the Person.




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13 Glossary

AUID                The Aliquot Unique Identifier. This is the 8-place alphanumeric number that
                    uniquely identifies each piece of physical material collected, and its
                    derivatives. It is also used for matching test results with the material tested.
CF Card             Compact Flash Card. It is the larger of the two cards (42- x 36-mm), and is
                    the only one that should be removed from the PDA.
Collection Point    Place where mosquitoes are collected. It defines the place as well as the trap
                    type or collection method, and the date the trap was baited, where applicable.
Cradle              The device used to charge the PDA and connect it to the Laptop.
District            Group of villages within a region, similar to a county in the U.S.
GPS                 Global Positioning System; units receive latitude/longitude/altitude
                    information at current location from network of GPS satellites circling the
                    earth.
Home Site           Home Site. The Site (village) in which a school child lives, which may be
                    different from the village where the school is located.
Laptop              Portable computer
Location            The general term referring to the Households or Schools where persons are
                    surveyed. Locations are always defined in a Site.
PDA                 Personal Digital Assistant, or handheld computer.
Person              Study subject or participant
Person ID           The number assigned to each Person to enable all specimens from the person
                    to be grouped, and for the person to be located in the system at the time of
                    specimen collection.
Region              Geographic area within a country; may consist of multiple districts
Scanner             The ‘Socket’ Barcode scanner to read the barcoded labels into the PDAs and
                    laptop.
SD Card             Secure Digital Card. This is used for internal storage on the PDA and should
                    never be removed.
Site                The village, town etc where the population is being surveyed and where the
                    households and schools are located.
Specimen            The number assigned to each specimen collected. This number is common
Number              across all derivatives or sub specimens (aliquots) of the original specimen.
                    Blood specimens begin with “B”, Urines with “U” and Mosquitoes with “M”
Stylus              Pointer used to enter data on PDAs
Synchronize         Process of ensuring that data are the same on all PDAs, or laptop and PDAs
Team                Group of field workers performing survey in each country.
USB                 Universal Serial Bus – the connector ports on computers and PDAs used to
                    transfer data. On the LF systems, the USB port is used for connecting the
                    PDA via the cradle, and for connecting the USB Drive.
USB Drive           The device used to store the backups of data from the laptop.




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14 Support

Dominique Kyelem
Lymphatic Filariasis Support Center
The Task Force for Child Survival and Development
750 Commerce Drive, Suite 400
Decatur, Georgia 30030
Tel: +1 (404) 687-5602
Fax: +1 (404) 371-1087
dkyelem@taskforce.org

Patrick Lammie, PhD
U.S. Centers for Disease Control and Prevention
DPD/NCID/CCID
4770 Buford Hwy NE, MS F-13
Atlanta GA 30342-3742 USA
pjl1@cdc.gov
Tel: +1 (770) 488-4054

Julian Buckmaster
Northrop Grumman Health Solutions
Julian.Buckmaster@ngc.com




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