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					  Hand Hygiene New Zealand Project
  Data Collection and Management

  End User Guidelines




      Author:     Retha Holder
     Position:    Business Analyst
      Version:    0.3 DRAFT
        Date:     1 April 2009
Confidentially:   The information contained within this document is proprietary to Hand Hygiene
                  New Zealand. It may not be used, reproduced, or disclosed to any others
                  except employees who have the need to know for the purpose of this project.
                  Prior to such disclosure, the recipient of this document must obtain the
                  agreement of such employees or other parties who have the appropriate
                  authority to receive and use such information as proprietary and confidential
                  and subject to non-disclosure on the same conditions as set out above. The
                  recipient by retaining and using this document agrees to the above restrictions
                  and shall protect the document and information contained in it from loss, theft
                  and misuse.
                                                        DRAFT| Hand Hygiene Project
                                               Data Collection and Management
                                                                 End User Guidelines


                                                            Table of Contents
1.     DOCUMENT CONTROL ................................................................................................................... 3
     1.1.     Version History ........................................................................................................................3
     1.2.     Reference Documentation .......................................................................................................3
2.     SIGN OFFS ....................................................................................................................................... 3
3.     PURPOSE ........................................................................................................................................ 3
4.     TERMS AND ABBREVIATIONS ......................................................................................................... 3
5.     SOLUTION COMPONENTS ............................................................................................................... 4
     5.1.     Personal Digital Assistant (PDA) ..............................................................................................4
     5.2.     HHNZ PDA Application .............................................................................................................5
     5.3.     DHB Workstation .....................................................................................................................5
     5.4.     Health Intranet Connectivity....................................................................................................6
     5.5.     HHNZ Web Application ............................................................................................................6
     5.6.     HHNZ Central Database ...........................................................................................................7
6.     DATA COLLECTION AND DATA MANAGEMENT PROCESSES ............................................................ 8
     6.1.     Observations............................................................................................................................8
     6.2.     Data Capture............................................................................................................................9
     6.3.     Data Download ...................................................................................................................... 17
     6.4.     HHNZ Web Application .......................................................................................................... 22
     6.5.     Master Data ........................................................................................................................... 25
     6.6.     Infectious Diseases (ID) Data Entry ........................................................................................ 33
     6.7.     HHNZ Reports ........................................................................................................................ 35
     6.8.     HHNZ Application Downloads ................................................................................................ 38




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1. Document Control
 1.1. Version History
     Version Issue Date          Author                          Revision Notes
     0.1     16 Mar 09           Retha Holder                    Create initial draft.
     0.2     16 Mar 09           Retha Holder                    Minor updates from Henry Dowler.
                                 Retha Holder                    Include the Infectious Diseases Data
     0.3       01 Apr 09
                                                                 entry functionality.

 1.2. Reference Documentation
     Document Name               Description                        Location
     HHNZ Technical              A technical guide to the Hand      Available on the Hand Hygiene New
     Procedures                  Hygiene data collection and        Zealand website.
                                 management implementation
                                 procedures.

2. Sign Offs
    Role                        Name                                Signature             Date
    Project Sponsor             Greg Balla
    Project Manager             Henry Dowler

3. Purpose
   This document is part of the Go-Live package issued to every new participating District Health Board.

   The document will guide new users through the data collection and data management processes
   when adopting Hand Hygiene New Zealand’s electronic data collection and management solution.

   The intended audience of this document is specific for District Health Board Coordinators and
   Auditors participating in the Hand Hygiene New Zealand Programme.

   Technical implementation procedures have been documented in the ‘Hand Hygiene New Zealand
   Technical Procedures document.

4. Terms and Abbreviations
   Term                               Description
   HHNZ                               Hand Hygiene New Zealand
   DHB                                District Health Board
   PDA                                Personal Digital Assistant
   Synchronisation                    Data downloads from the PDA to the Central Database and from the
                                      Central Database to the PDA




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5. Solution Components
      Diagram 1: Solution Components




      The components listed in the diagram below form an essential part to the success of the HHNZ
      data collection and data management processes. The different components are listed below.

 5.1. Personal Digital Assistant (PDA)
      The PDA can be defined as:

                                Definition: An electronic hand-held device that auditors will
                                            use to capture compliance data collected during
                                            hand hygiene observation sessions.
      The PDA device specifications:

                                   Model: HP iPAQ212

                        Operating System: Microsoft Windows Mobile 6 Classic

                                 Interface: USB 2.0 host/client; 12 Mbit/s mini-USB

                       Charge/Sync Cable: HP iPAQ 200 series sync/charge cable; or
                                              Charge your PDA with a PC via USB

      PDA device procurement:

                               Initial PDA: Every DHB will be issued with one PDA device when
                                            joining the HHNZ Programme.
                                              All Platinum Auditors will be issued with a PDA.

                          Additional PDA: It is the responsibility of every DHB to purchase
                                          additional PDA devices as they deem appropriate to
                                          meet their own requirements and the requirements
                                          of HHNZ.

      PDA device support and ongoing maintenance:




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                               HHNZ SLA: Refer to the Service Level Agreement: HHNZ Data
                                         Collection and Data Management document for
                                         details specific to service support.


 5.2. HHNZ PDA Application
      The HHNZ PDA Application can be defined as:

                               Definition: The HHNZ PDA Application can be defined as the
                                           application stored on the PDA device enabling
                                           auditors to capture data derived from hand hygiene
                                           observations.
      The HHNZ PDA Application specifications:

                        Version Releases: DHBs will be able to download every new HHNZ
                                          PDA Application version release via the HHNZ Web
                                          Application.

                             Notifications: The HHNZ National Coordinator will notify all DHBs
                                            on new release details.

                                    Installs: Ensure that all observation sessions captured have
                                              been downloaded (synchronised) to the central
                                              database prior to the implementation of a new
                                              release.
                                              A new version release needs to be installed on
                                              every PDA.
 5.3. DHB Workstation
      A DHB workstation can be defined as:

                                Client PC: The Client workstation or Client PC is the PC that
                                           will be used for data downloads and uploads. Also
                                           referred to as data synchronisation.
                                Install PC: The Install workstation or Install PC is the PC that
                                            will be used for HHNZ PDA Application installs to
                                            the PDA device.
      Workstation specifications:

                                Client PC: The PC used for synchronisation needs to have
                                           Microsoft ActiveSync Version 4.5.0 (Build 5096)
                                           installed.

                                Install PC: The PC used for Hand Hygiene PDA Application
                                            installs needs to have Microsoft .NET Framework
                                            3.5 SP1 and MSI.




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                                     Installs: Every DHB can download, from the HHNZ Web
                                               Application, the most recent HHNZ new release
                                               package to the Install PC.
                                              From this workstation DHBs can install the HHNZ
                                              PDA Application to every PDA device used in the
                                              HHNZ Programme.

                       Install Procedures: Refer to the HHNZ Technical Procedures document
                                           for details specific to installs.


 5.4. Health Intranet Connectivity
      Health Intranet Connectivity can be defined as:

                               Definition: The existing Health Intranet solution will enable
                                           participating District Health Boards to connect the
                                           PDA with the HHNZ Central Database for data
                                           synchronisation and reporting purposes.

 5.5. HHNZ Web Application
      The HHNZ Web Application can be defined as:

                               Definition: The Hand Hygiene NZ Web Application creates a
                                           web user interface to the central database.
                                              Participating DHBs can access their master data
                                              tables and HHNZ reports via this user interface.
                        Internet Explorer: The Hand Hygiene NZ Web Application supports
                                           Internet Explorer (IE) 6, Service Pack 2 and above.
      The HHNZ Web Application functionality:

                             Master Data: Authorised users will be able to set-up and maintain
                                          their own master data tables via the web user
                                          interface.
                                              Changes to the master data tables, relating to the
                                              HHNZ PDA Application, will upload to the PDA.

                                  Reports: Authorised users will be able to access the HHNZ
                                           reports and other standard reports created for the
                                           HHNZ Programme via the HHNZ Web Application.

                           New Releases: Authorised users will be able to access and
                                         download new releases via the HHNZ Web
                                         Application.




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 5.6. HHNZ Central Database
      The HHNZ Central Database can be defined as:

                              Definition: The Central Database can be defined as the central
                                          data storage solution hosting all the session data
                                          collected by all the participating District Health
                                          Boards.
                                           The Central Database stores the master data tables.
                                           Authorised users can access the HHNZ Central
                                           Database via the HHNZ Web Application to create
                                           and view their own DHB’s reports.
      The HHNZ Central Database functionality:

                           Data Storage: The HHNZ Central Database stores the data
                                         collected during observation sessions in a secure
                                         data storage depository.
                                           Data has been secured per DHB and every DHB will
                                           have access to their data only.
                                           A National Coordinator can run the standard HHNZ
                                           Compliance Report on all the national data
                                           collected by all the DHBs.

                                Reports: Authorised users will be able to create the standard
                                         HHNZ Reports for their DHB listed below:
                                                     DHB Compliance Report
                                                     DHB Performance Report
                                                     DHB Master Data Report

                            Data Extract: DHBs can create a data extract on their data stored
                                          in the HHNZ Central Database. The data extract can
                                          save to a local PC or to a local network directory.
                                           DHBs can run ad hoc reports on the data extracted
                                           from the HHNZ Central Database.




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6. Data collection and data management processes
   The document layout represents the main data collection and data management processes.

   Refer to the table below for a process breakdown.

    Process Description
    100     Observations: Auditors do HHNZ compliance observations in designated Hospital
            Wards
    200     Data Capture: Auditors use the PDA device to capture the observations made per Ward
    300     Data Downloads: Auditors and/or DHB Coordinators download the data to the HHNZ
            Central Database
    400     HHNZ Web Application: Authorised users can access the HHNZ Web Application to
            maintain their master reference data tables and access the standard HHNZ Reports
    500     Master Data: Authorised users access the Master Data tables via the HHNZ Web
            Application
    600     HHNZ Reports: Authorised users access the HHNZ Reports available via the HHNZ Web
            Application

 6.1. Observations
      Auditors need to do observations as per the HHNZ Guidelines.




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 6.2. Data Capture
      Diagram 3: Data Capture Steps




   STEP 1: ACTIVATE THE HAND HYGIENE APPLICATION




         ACTIVATE THE HAND    Turn the PDA device on.
         HYGIENE              Click on the menu option: Start
         APPLICATION:
                              Click on the menu option: HandHygiene
                              Wait for the Hand Hygiene Application to load
                              Once loaded successfully the Hand Hygiene Application will display the
                              HAND HYGIENE / Login screen
         VERSION:             You can identify the current version loaded onto your PDA by looking at
                              the version number in the top, right corner of the screen.




                              ACCEPTANCE is the test and training environment.
                              PRODUCTION is the LIVE environment.
                              Ensure that the version on your PDA lists a version in PRODUCTION
                              before you start with your live data collection sessions.




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   STEP 2: ENTER SESSION DETAILS




         DEFINITION:     The purpose of this step is to enter the Auditor, Hospital, Ward and
                         Session criteria applicable to this session prior to selecting the Create
                         New Session command.
         AUDITOR:        Select the name of the Auditor that will perform the observation
                         session.
                         Click on the     to display the list of Auditors that you can select from.
                         Click on the Auditor’s name you want to select for this session.




                             If an Auditor’s name does not appear in this list then contact your
                         HHNZ DHB Coordinator to create a new record in the Master Data
                         Tables.
         DHB:            The name of your District Health Board will display in this field.
                         Auditors cannot change the name of the District Health Board.
         HOSPITAL:       Select the name of the Hospital where the observations will be



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                           performed.
                           Click on the     to display the list of Hospitals that you can select from.
                           Click on the Hospital’s name you want to select for this session.

                               If a Hospital’s name does not appear in this list then contact your
                           HHNZ DHB Coordinator to create a new record in the Master Data
                           Tables.
         WARD:             Select the name of the Ward where the observations will be performed.
                           Click on the     to display the list of Ward that you can select from.
                           Click on the Ward’s name you want to select for this session.
                              If a Ward’s name does not appear in this list then contact your HHNZ
                           DHB Coordinator to create a new record in the Master Data Tables.
         SESSION TYPE:     Select the Session Type to identify if you are:
                              • Collecting data for the HHNZ National Programme or
                              • Collecting additional data for your DHB.
                           Click on the     to display the list of Session Types that you can select
                           from.
                           Click on National if you want to collect data for the HHNZ Programme.
                           Click on District Health Board if you want to collect data for your DHB.
                              District Health Board sessions will not count for the HHNZ
                           Programme.
         DATE/TIME:        The exact date and time will display in this field.
                           Auditors cannot change the date or the time in this field.
                               If the date/time is incorrect then you will need to re-configure the
                               date/time settings on the PDA device. You will find the date/time
                               configure settings on the PDA under:
                              • Start/Settings/System/Regional Settings = English (New Zealand)
                              • Start/Settings/System/Clock&Alarms/Home = Enter today’s date
                                   and time
                              • Start/Settings/System/Clock&Alarms/Visiting = Enter today’s date
                                   and time
                              • Click on the set HOME as the default date/time option
         LAST DOWNLOAD:    This field will display the date and time the last data download occurred
                           successfully.
                           Auditors cannot change the date or the time in this field.




                               The initial value of this field is ‘No sessions Sync’ed Yet. This means
                           that no data has been downloaded from the PDA device yet.
         SESSIONS SAVED:   This field will display the number of sessions that are ready to download
                           to the HHNZ Central Database.



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                        Sync (Sessions:0) means there are no sessions to download.
                        Sync (Sessions:1) or more means there is one sessions ready to
                        download. The 1 will update to 2 etc. depending on how many sessions
                        you have collected prior to a data download.



                            The recommendation is to download sessions at the end of every
                        data collection day.
                        The field can also display that the network is not available. This message
                        appears when the PDA is not connected to a PC. However, the PDA is
                        ready for data collections.



                        The field can also display Synchronise Now!
                        You need to click on this field to initiate the data synchronisation
                        process.



         PDA Device
                        Click on the        to view information specific to the PDA Device.
         Information:




                           •   Device Name
                           •   Application version (needs to be the Production version)
                           •   Database version (needs to be the Production version)
                           •   Environment (needs to be PRODUCTION)
                           •   UniqueDeviceId (this is a number generated by the PDA)
                           •   Sync Url (needs to be a Production URL)
                           • Click on          or click on          to close and exit this screen.




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   STEP 3: CREATE THE SESSION




         CREATE A NEW      An Auditor can create a new session once all the correct values have
         SESSION:          been selected.
                           Click on the Create New Session option
                           This will open the Start Session Message Box




                           Click on Yes to start a new session
                           Click on No to return to the HAND HYGIENE / Login screen

   STEP 4: ENTER MOMENTS
         DEFINITION:       A single session will contain multiple moments entered into the Hand
                           Hygiene Moments screen.
                           Moments are captured in electronic form by entering hand hygiene
                           compliance observations into the cells displayed in this screen.
         SESSION
         IDENTIFICATION:

                           The top row of this screen displays the Session Identification number
                           and the start date/time for this session.
         OBSERVATION
         ROWS:



                           One observation row consists of four (4) cells to be completed by the
                           auditor.




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                       A row will comply, or is TRUE, when an auditor completed the:
                          • HCW cell,
                          • Moment cell, and the
                          • Action cell
                       The Glove cell is optional to complete.
                       You can enter observation data for more than one Health Care Worker
                       at a time.
                       Selecting either a Moment or an Action will open a new observation
                       row.
                       A new row opens and repeats the last HCW type entered.



                       A row is False when one or more of the cells listed above is empty.
                          Note that False rows will be excluded from the data collection
                       reports.
         HCW:
                       Click in the HCW cell             to open the list of Health Care Workers




                       Select the HCW you are observing.




                       The HCW selected will fill the cell.
         MOMENT:       Click on the Moment cell to open the list of Moments.
                       Select the moment you are observing.
                       The moment selected will fill the cell.
         ACTION:       Click on the Action cell to open the list of Actions.
                       Select the action you are observing.
                       The action selected will fill the cell.
         GLOVES:       Click on the Glove cell to open the list of Glove options.
                       Select the glove option you are observing.
                       The glove option selected will fill the cell.




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                             You can select ‘Gloves ON’ and ‘Gloves Cont.’ under moments 1 and 2.
                             You can select ‘Gloves OFF’ and ‘Gloves Cont.’ under moments 3, 4 and
                             5.
         EDIT A CELL:        To change the value in a cell, click in the cell and select a new value. The
                             new value selected will replace the previous value.
         SCROLL BAR:         Use the scroll bar on the right to move rows UP and DOWN.
                                Note that the scroll bar appears only when the screen is filled with
                             observation rows.
         COMPLY ROWS:        The Comply Rows field will display the count of rows that are True and
                             in brackets the count of all the observation rows created in the session.



                             In the example above 10 Rows out of 13 Rows are True.
                                 Note that the last row will always be False because a new row
                                 creates when you fill either a moment or an action.
                                 The last row does not count in the performance report as an
                                 incomplete row.
         DURATION:           The duration field displays the duration for this session calculated from
                             the session start time.




   STEP 5: FINISH A SESSION
         FINISH A SESSION:   Click Finished when you are ready to save and finish the session.
                             The End Session message box will display.




                             Click YES if you want to save and close this session.
                             Click NO if you want to return to the session to edit existing rows or to
                             add new rows.
         CANCEL A SESSION:   Click Cancel if you do not want to save the session you have created.
                             The Cancel Session message box will display.




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                       Click YES if you want to close the session without saving the session.
                       This will open the HAND HYGIENE / Login screen.
                       Click NO if you want to return to the session.




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 6.3. Data Download
      Diagram 4: Data Download Steps




   STEP 1: CONNECT THE PDA TO A PC
         CLIENT PC:          You need to connect your PDA to a PC with an iPAQ sync cable.




                             The PC you connect to needs to have ActiveSync version 4.5 installed.
                             ActiveSync acts as the gateway between your Microsoft Windows-
                             powered PC and Windows Mobile powered device.

   STEP 2: REGISTER THE PDA TO A PC
         VALIDATING THE      Once connected to the PC Microsoft ActiveSync checks the PDA
         PDA:                registration details against the PC.
                             You need to register a PDA to a PC before you can continue with the
                             synchronisation processes.
                             You will need to follow the registration Wizard Screens to register a PDA
                             to a PC.




                                  You will need to register the PDA only once to a PC. However,
                             registration works on a per PC basis. If used at a different PC then you
                             will have to register the PDA to the new PC as well.
         REGISTRATION
         SCREEN 1




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                        Click the Next button to continue.
         REGISTRATION
         SCREEN 2




                        Enter a name for the PDA or leave the field blank.
                        Un-Check the synchronised directly option.
                        Click the Next button to continue.
         REGISTRATION
         SCREEN 3




                        Un-Check the synchronisation options where not used with the PDA.
                        If you are using the PDA for the HHNZ Programme only then un-check all
                        the synchronisation options.
                        Click the Next button to continue.
         REGISTRATION
         SCREEN 4




                        Un-Check allow wireless connections option.
                        Data synchronisation will occur via a data synchronisation cable.
                        Click the Next button to continue.




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         REGISTRATION
         SCREEN 5




                            Click Finish to continue.
                            This will open the Microsoft ActiveSync Screen.




   STEP 3: DOWNLOAD THE DATA
         DATA DOWNLOADS:    A PDA needs to have sessions saved before you can download data to
                            the HHNZ Central Database.



         MASTER DATA:       Any changes made to the Master Data will need to be synchronised with
                            every PDA used in the HHNZ Programme.
                            Master Data changes will download from the HHNZ Central Database to
                            the PDA when you connect to the HHNZ Central Database via
                            ActiveSync.
         CONNECT THE PDA:   You need to connect your PDA to a PC with an iPAQ sync cable.




         NOT CONNECTED      Initially Microsoft ActiveSync will display a ‘Not Connected’ message.




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         CONNECTED          Microsoft ActiveSync will display a ‘Connected’ message.




                               Note that this connection is between the PDA and Microsoft
                               ActiveSync and it is not an indication that the connection between
                               the PC and the HHNZ Central database has been established yet.
                               You may need to wait a while longer for the PC connection to the
                               HHNZ Central database to activate.
                               The PDA will display a message box when connectivity has been
                               established for data downloads and data uploads.




         DATA               Data synchronisation is not ready to occur when you receive the
         SYNCHRONISATION:   following message on the PDA:




                            Data synchronisation is ready to occur when you receive one of the
                            following messages on your PDA:




                            Message Box: Network connection established. You can now



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                           synchronise your data.
                           Or
                           The ‘Sessions Saved’ field updates to Synchronising now!

                           Click on OK in the top right corner to close the Message box.

                           Click on the Sessions Saved field to initiate a data download or a data

                           upload process.
         SYNCHRONISATION   The message box Synchronisation will appear on the PDA device once
         COMPLETED:        the data has been synchronised successfully.




   STEP 4: CHARGE THE PDAS
         CHARGE THE PDA    After data downloads and/or at the end of every day charge the PDA so
                           that it is 100% charged for the next observation session.
                           Use the charge cable to charge the PDA.




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 6.4. HHNZ Web Application

         USER GROUPS:        The HHNZ Web Application has the following user groups:
                                • Super user
                                       o Access to ALL functionality for Application Support
                                • National Coordinator
                                       o Access National Observation and ID Reports,
                                       o Access all DHB Master Reference Data set-ups,
                                       o Ability to add and edit Infectious Diseases Data,
                                       o Application Downloads
                                • DHB Coordinator
                                       o Access DHB and ID Reports,
                                       o DHB Master Reference Data set-ups,
                                       o Enter Infectious Diseases Data
                                • Manager
                                       o Access DHB Master Data Reports, Data Extracts,
                                       o Application Downloads,
                                       o ID Reports
                                • Auditor
                                       o Access DHB Observation and Performance Reports
         DHB SET-UPS:        The following user groups can create and edit District Health Boards:
                             Super User
                             National Coordinator
         PDA SET-UPS         The following user groups can set-up PDAs:
                             Super User
                             National Coordinator
                             DHB Coordinator
         AUDITOR SET-UPS     The following user groups can create and edit Auditors:
                             Super User
                             National Coordinator
                             DHB Coordinator
         HOSPITAL SET-UPS    The following user groups can create and edit Hospitals:
                             Super User
                             National Coordinator
                             DHB Coordinator
         SERVICE SET-UPS     The following user groups can create and edit Services:
                             Super User
                             National Coordinator
                             DHB Coordinator
         WARD SET-UPS        The following user groups can create and edit Wards:



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                         Super User
                         National Coordinator
                         DHB Coordinator
         SESSION TYPE    The following user groups can create and edit Session Types:
         SET-UPS         Super User
                         National Coordinator
         APPLICATION     The following user groups can create and edit Session Types:
         DOWNLOADS       Super User
                         National Coordinator
                         DHB Coordinator
         REPORTS         The following user groups can create and view the following reports:
                         Super User
                         All the reports
                         National Coordinator
                         National Observation Report
                         DHB Coordinator
                         DHB Observation report
                         DHB Performance report
                         Manager
                         Master Data Report
                         Data Extract
                         Auditor
                         DHB Observation report
                         DHB Performance report



         USER NAME AND   You will need to enter a valid group name and password to access the
         PASSWORD:       HHNZ Web Application.
                         The National Coordinator will issue DHB account details specific to every
                         DHB to every DHB Coordinator.
                         Report any issues relating to access to your DHB Coordinator.




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         WEB ACCESS:     You need to be a user that has access to the Health Intranet.
                         Enter the web URL listed below to access the HHNZ Web Application:
                         http://handhygiene/handhygienesplash/
                            Note that connectivity to the HHNZ Web Application and the HHNZ
                         Central Database works via the Health Intranet and not via the World
                         Wide Web (or Internet).
         HOME PAGE:      The Home page will open after a successful login.




         MENU OPTIONS:   The HHNZ Web Application Home page lists all the menu options
                         available to the user on the top Toolbar.



                         Click on any one of the menu options to open the main page specific to
                         that option i.e. click on PDA to open the PDA main page.
                         Every main page has its own menu options (view, edit, add) available to
                         the user.



         DISPLAY:        The currently selected menu option will display with a dark blue back
                         ground.


                         Unselected menu options will display with a light blue back ground.


         LOGOUT:         Click on the Logout           option to exit the application.




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 6.5. Master Data
      Diagram 6: Master Data Set-up processes




   STEP 1: SET-UP DISTRICT HEALTH BOARDS
         DHBS:                The following users can set-up and maintain District Health Boards:
                                 • Super User
                                 • National Coordinator

                              On the Home Page menu click on             to open the DHB view and
                              set-up pages.




         CREATE NEW:          From the DHB page click on              to create a new DHB.
                              Update the fields listed below.




                              Do not enter data into the following fields. They are system fields and
                              will auto-update when you save the record:
                                  • DHB Id
                                  • Date Entered




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                          Click on                                 to save the record.

                          Click on                                 to return to the current screen
                          without saving the changes made.
         CODES            Use a DHB code from the list below:
                           DHB                           Code
                           Auckland DHB                  ADHB
                           Bay of Plenty DHB             BOPDHB
                           Capital and Coast DHB         CCDHB
                           Canterbury DHB                CDHB
                           Counties Manukau DHB          CMDHB
                           Hawkes Bay DHB                HBDHB
                           Hutt Valley DHB               HVDHB
                           Lakes DHB                     LDHB
                           MidCentral DHB                MCDHB
                           Northland DHB                 NLDHB
                           Nelson Marlborough DHB        NMDHB
                           Otago DHB                     ODHB
                           South Canterbury DHB          SCDHB
                           Southland DHB                 SDHB
                           Tairawhiti                    TWDHB
                           Taranaki DHB                  TDHB
                           West Coast DHB                WCDHB
                           Whanganui DHB                 WDHB
                           Waikato DHB                   WKDHB
                           Waitemata DHB                 WMDHB
                           Wairarapa DHB                 WRDHB

         EDIT EXISTING:   From the DHB page click on                to edit an existing DHB.
                          Update any one of the fields listed below.




                              Sort Order: Rank from 1 onwards to display in A to Z order in the
                              Reports i.e. 1 will display 1st, 2 will display 2nd, etc.
                              Update the sort order for all DHBs to 1 to auto sort A to Z per the
                              DHB Description.

                          Click on                                 to save the changes.

                          Click on                                 to return to the current screen
                          without saving the changes made.




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   STEP 2: SET-UP A PDA
         PDAS:         The following users can set-up and maintain PDAs:
                          • Super User
                          • National Coordinator
                          • DHB Coordinators
                       On the Home Page menu click on             to open the PDA view and set-up
                       pages.
                       Every PDA used in the Hand Hygiene data collection programme needs to be
                       set-up in the Master Data Tables.




         CREATE NEW:   From the PDA page click on                to add a new PDA.
                       Update the fields listed below.




                           Device Name*: The value for this field will upload (synchronise) from the
                           PDA ‘Device ID’ field on the PDA to the master data tables. Do not
                           manually enter a value into this field.
                           Unique Device Id: The PDA will display the value on the PDA screen when
                           connecting to the HHNZ Central Database for the first time. Manually
                           enter the unique device id number displayed on the PDA into this field.
                           Sort Order: You can manually rank the PDAs entered to display in a specific
                           order or default to 1 to system sort.
                           Inactive Date: Enter an inactive date only when the PDA is no longer used
                           by the Hand Hygiene programme.
                       Do not enter data into the following fields. They are system fields and will
                       auto-update when you save the record:


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                          • Device Name
                          • PDA ID
                          • Date Entered

                       Click on                                 to save the record.

                       Click on                                to return to the current screen
                       without saving the changes made.
         EDIT          From the PDA page click on                   to edit an existing PDA.
         EXISTING:
                       Update any one of the fields listed below.




                       Click on                                to save the changes.

                       Click on                                to return to the current screen
                       without saving the changes made.

   STEP 3: SET-UP AUDITORS
         AUDITORS:      The following users can set-up and maintain Auditors:
                           • Super User
                           • National Coordinator
                           • DHB Coordinators
                        On the Home Page menu click on                to open the Auditor view and set-
                        up pages.




         CREATE NEW:    From the Auditor page click on                         to set-up a new Auditor.
                        Update the fields listed below.




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                             Inactive Date: Enter an inactive date only when the Auditor is no longer
                             participating in the Hand Hygiene programme.
                         Assign a ROLE to every new Auditor




                         Click on the appropriate role i.e. Gold Auditor, Platinum Auditor or DHB
                         Auditor.

                         Click on         to assign the selected role to the auditor.

                         Click on         to remove a role assigned to the auditor.

                         Click on         to assign ALL roles to the auditor.

                         Click on         to remove all roles assigned to the auditor.
                         Do not enter data into the following fields. They are system fields and will
                         auto-update when you save the record:
                            • System User Id
                            • Date Entered

                         Click on                                 to save the record.

                         Click on                                 to return to the current screen
                         without saving the changes made.
         AUDITOR EDIT:   From the Auditor page click on                     to edit an existing Auditor.
                         Update any one of the fields listed below.




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                        Click on                                  to save the changes.

                        Click on                                  to return to the current screen
                        without saving the changes made.
                        Edit a ROLE assigned to the Auditor




                        Click on the appropriate role i.e. Gold Auditor, Platinum Auditor or DHB
                        Auditor.

                        Click on         to assign the selected role to the auditor.

                        Click on         to remove a role assigned to the auditor.

                        Click on         to assign ALL roles to the auditor.

                        Click on         to remove all roles assigned to the auditor.



   STEP 4: SET-UP HOSPITALS, SERVICES AND WARDS
         HOSPITALS,        The following users can set-up and maintain Auditors:
         SERVICES AND         • Super User
         WARDS:               • National Coordinator
                              • DHB Coordinators
                           The set-up of Hospitals, Services and Wards follow a similar logic.
                           The set-up and maintenance processes for all of these will be
                           documented in Step 4.
                           Set-up a hospital first, then a service that is linked to the hospital and



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                       then a ward that is linked to the service.

                       On the Home Page menu click on                  to open the Hospital view
                       and set-up pages.
                       On the Home Page menu click on                 to open the Service view and
                       set-up pages.

                       On the Home Page menu click on               to open the Ward view and
                       set-up pages.
         CREATE NEW:   From the Hospital page click on                        to set-up a new
                       Hospital.

                       From the Service page click on                     to set-up a new Service.

                       From the Ward page click on                   to set-up a new Ward.
                       Complete the fields displaying in a YELLOW back ground.
                       When setting up a new Service select the linking hospital from the drop
                       down selection box.


                       When setting up a new Ward select the linking hospital and service from
                       the drop down selection box.




                       Do not enter data into the fields displaying in a WHITE back ground.
                       Complete Inactive Date when the Hospital, Service or Ward is no longer
                       required in the data collection programme.
                       Related Lists                display the hospital + service + ward
                       combinations.
                       Inactive Hospitals, Services or Wards will display in a RED font.


                       Most recent Hospital, Service or Ward edited will display in a BLUE font.



         EDIT:         From the Hospital page click on                       to set-up a new
                       Hospital.

                       From the Service page click on                      to set-up a new Service.

                       From the Ward page click on                     to set-up a new Ward.




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         HOSPITAL:




         SERVICE:




         WARD:




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 6.6. Infectious Diseases (ID) Data Entry
      Diagram 7: Infectious Diseases Data Entry processes




   STEP 1: ID DATA ENTRY
         ID DATA ENTRY:         The following users can enter Infectious Diseases data:
                                   • Super User
                                   • National Coordinator
                                   • DHB Coordinator
                                The following users can edit Infectious Diseases data:
                                   • Super User
                                   • National Coordinator

                                On the Home Page menu click on                   to open the Infectious
                                  Disease Add\Edit page.
         SELECT A PERIOD:




                                Click on the drop-down list box to select the year you want to enter data
                                for.




                                In the Period table (example above) click on the period you want to
                                enter data for.




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                              Enter a month (i.e. Apr) into the Filter field and click on FILTER.

                              Select All Years in the Year drop down box.
                              This will display the month against all years.
         ENTER DATA:
                              Click on the Data Entered By drop down list box and select the name of
                              the person that is doing the data entry.




                              Enter the correct values into the three fields listed above.
                              Ensure that the values entered are correct before you Save the data.

                              Click on                to save the data entered.

                              Click on            to remove the data entered and return to the
                              current page.
         EDIT DATA ENTERED:   Only the National Coordinator can edit Infectious Disease Data entered.
                              You will need to email the corrections to be made to the National
                              Coordinator.
         REPORT:




                              Click on Reports and then click on the Select a report drop down box.
                              Click on Infectious Diseases – ID Report to open the ID Report selection
                              criteria.




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                              Select criteria for every field.
                              DHB: Select your DHB
                              Session type: Select National
                              Select a Period Start Date and a Period End Date

 6.7. HHNZ Reports
      Diagram 5: Access the HHNZ Reports Steps




   STEP 1: DHB REPORTS
         DHB REPORTS:        The DHB reports are:
                                • DHB – Observation Report (Compliance report)
                                • DHB – Performance Report (Data collection monitoring report)
                             User groups with access to these reports are:
                               • Super User
                               • DHB Coordinator
                               • Auditor




                             To create a DHB report click on the    to display the list of report
                             options.
                             Click on the report option you want to select.
         REPORT SELECTION
         CRITERIA:




                             Each report has the following selection criteria enabling the user to
                             create a report per the information required:
                                • DHB: Only your DHB will list in the selection options
                                • Hospital: Hospitals created for your DHB will list in the selection
                                   options



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                              • Service: Services relating to the hospital selected will list in the
                                selection options
                              • Ward: Wards relating to the service selected will list in the
                                selection options
                              • PDA: The list of PDAs set-up for your programme will list in the
                                selection options
                              • Session type: The session types are National or District Health
                                Board
                              • Start Date: Start date of data collected
                              • End Date: End date of data collected
                           Click on the     to display the list of options.
                           Click on the option you want to select for this report.
         RUN THE REPORT:
                           Click on View Report                           to run and display the report
                           results on the screen.
         REPORT FORMAT:




                           You can select different report formats once the report results display on
                           the screen.
                           Click on the     to display the list of options.
                           Click on the option you want to select for this report.
                               The recommendation is to select Acrobat (PDF) file if required to
                           print, email or save the report.

   STEP 3: MASTER DATA AND DATA EXTRACT REPORTS
         ACCESS TO THE     Users assigned to the Managers access security group can access the
         MASTER DATA &     Master Data and Data Extract reports.
         DATA EXTRACT
         REPORTS:
         REPORTS           There are two DHB Master Data Reports available to users with the
                           correct access:
                              • Master Data – Master Data (Master data report for your DHB)
                              • Master Data – DHB Data Export (Select a data extract to save to a
                                 local directory)




                           To create a Master Data report click on the        to display the list of



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                            report options.
                            Click on the report option you want to select.
         REPORT FORMAT:     This report will auto-run to display the Master data set-ups within your
                            DHB.




                            You can select different report formats once the report results display
                            on the screen.
                            Click on the      to display the list of options.
                            Click on the option you want to select for this report.

                            Click on Export             and SAVE or OPEN the report.
                                The recommendation is to select Acrobat (PDF) file if required to
                            print, email or save the report.
         DHB DATA EXPORT:




                            The DHB data export report has the following selection criteria enabling
                            the user to create an extract per the information required:
                               • DHB: Only your DHB will list in the selection options
                               • Start date: Start date per the session create date
                               • End Date: End date per the session create date
         RUN THE REPORT:
                            Click on View Report                            to run and display the report
                            results on the screen.
         REPORT FORMAT:




                            You can select different report formats once the report results display
                            on the screen.
                            Click on the      to display the list of options.
                            Click on the option you want to select for this report.

                            Click on Export             and SAVE or OPEN the report.




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                               The recommendation is to select Excel if required to create your
                            own reports in Excel or select CSV if required to integrate with another
                            reporting tool within your DHB.


 6.8. HHNZ Application Downloads

   STEP 1: APPLICATION DOWNLOAD
         APPLICATION        When a new version of the HHNZ PDA Application has been released the
         DOWNLOAD:          National Coordinator will notify all participating DHBs to replace the
                            existing PDA application with the revised PDA Application.
                            The following users have access to the Application Download function:
                               • National Coordinator
                               • Manager
         DOWNLOAD THE       On the Home Page menu click on                     to open the Infectious
         APPLICATION:       Disease Add\Edit page.



                            Click on the URL (example above).
                            This will open a File Download message box.

                            Click on                  to open the network directories available to you.
                            Select a network directory and folder and click on Save.
                            You are no able to access the latest HHNZ PDA Application and release
                            notes from within your own network.
                            Follow the steps and processes in the HHNZ Technical document to
                            install the new HHNZ PDA Application release onto every PDA.
                                   The recommendation is to download the data to the Central
                                   Database when you get a notification from the National Coordinator
                                   to do so.
                                   After the last download on the ‘old’ version do not collect new data
                                   on the PDA until you have installed the new application release.




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