Data Management

Data management in the application includes such functions as database backups, data transfers, and USB key creation. All data management functions are accessed through either the Data Management or Admin Menus.

Note that many data management functions, including access to the Admin menu, are only available to site leaders.

Data Management Menu

In addition to providing information about the application’s version, this drop-down menu offers six options: Backup, Restore, Transfer Records, Re-assign Case, Unlock a Case, and Unlock a SIG.

Backup

The backup function is available to both reviewers and site leaders, and is a critical step to ensure that no data is lost in the event of a corrupted or lost tablet. When you back up the database, you are essentially taking a “photograph” of how it exists at that moment in time. If a disaster occurs and your tablet becomes damaged, you can then restore the database to the state captured in that “photograph.” This restoration, however, will erase any new information entered since the last backup. Therefore, you should backup the database at least once per hour to ensure that the backup file reflects the most current information.

To create a backup file, make sure that your USB key is plugged into the tablet PC. Then, use the following steps:

1) Select Backup from the Data Management Menu.

2) At the Browse for Folder window, choose a destination for the backup file. Your USB key will be the default destination. Click OK to save the file.

3) A pop-up window will open stating that the backup was successful. Click OK to continue.

The backup file will be located on your USB key and will have a name beginning with the prefix cfsr_snapshot. Following that will be the date and time at which the file was generated. Note that clicking on this backup file will have no effect on the application or your database; the only way to use it is through the application's restore function.

Restore

This function, available to both reviewers and site leaders, enables you to restore the database from a previously backed-up copy. The previous copy will overwrite the entire database, effectively erasing all current information and replacing it with what was previously saved. For this reason, it is important to always keep the backup file as current as possible.

To restore the database, use the following steps:

1) Select Restore from the Data Management Menu.

2) A pop-up window will display with a warning message explaining that restoring the database will delete all current data. Click OK to continue with the restoration.

3) From the Select Restore File window, navigate to the location of the backup file. If the location has more than one backup file already saved, select the most current one by choosing the file with the most recent date/time in its name. Click the Open button to continue.

4) As with the Backup function, a pop-up window will open to show that the restoration was successful. Click OK to continue.

Remember that the restore function will overwrite all information that currently exists on your tablet. Do not use this function except as a last resort! If you do need to restore your database, you should seek out the JBS representative who is providing technical assistance on site and ask him or her to assist you.

Transfer Records

This function is only available to site leaders. It is grayed out for reviewers. It allows a site leader to transfer OSRI or SIG records between tablets at the local site and the central server. These transfers can be done wirelessly, through a local area network, or over a red wire that connects two tablets to each other. These record transfers are an essential part of the Quality Assurance process.

For more information on transferring records, see Module 6.7: Data Transfers.

Re-assign Case

This function allows a case to be reassigned from one review pair to another. Once a case is re-assigned, it will no longer appear with the previous review pair's listing of cases on the Record Summary Grid. Only the new review pair will be able to access and edit it.

Note that this function is typically only used as a last resort, when it is clear that a particular review pair is struggling to complete a particularly complicated case and will not have time to finish the others it has been assigned. The decision to re-assign a case should only be made after careful consultation between the site leaders and affected review pairs.

To reassign a case, use the following steps:

1) Select Re-assign Case from the Data Management Menu.

2) The Reassignment Screen will open. Click the down arrow beside the Selected Record field to open a drop-down menu of available cases, then select the case that you wish to reassign.

3) Click the down arrow in the Select User field to open a drop-down menu of all current reviewers/Review Teams. Select the case’s new reviewer or Review Team from this list.

4) Click the Re-assign Case button.

5) A Status Update window will show the reassignment’s progress. You may cancel the reassignment by clicking the Cancel button. The window will close automatically once the reassignment is complete.

6) Click Overview to return to the Overview Screen. The reassigned case will no longer display on the Record Summary Grid.

Note that the new review pair will not be able to access the reassigned case until a site leader transfers the case from the original review pair's tablet to their own.

Unlock a Case

During the Quality Assurance process, OSRI cases that are transferred from a review pair's tablet to a site leader’s tablet become “locked” on the review pair’s tablet until the site leader returns it. Locked cases are highlighted in gray on the Record Summary Grid. They also display a gray background when they are opened. Locked cases cannot be edited or altered.

While transferred cases will appear on the site leader’s tablet as active on the Record Summary Grid, they are actually locked for editing. Site leaders cannot edit any information on an OSRI during quality assurance; rather, they can only add stickies and override item ratings as necessary. In emergencies, though, Local Site Leaders can unlock a case for editing. To unlock a case, use the following steps:

1) Select Unlock a Case from the Data Management Menu.

2) The Unlock Record Screen will open. Use the Selected Record drop-down menu to choose the case that you wish to unlock.

3) Click the Unlock Record button.

4) A confirmation window will open with a warning that unlocking the record can lead to the duplication of files. Click OK to continue.

5) Another window will open confirming that the case has been unlocked. Click OK to continue.

6) Click Overview to return to the Overview Screen. Use the Edit Cases option in the OSRI Menu to access the case and edit its information.

Note that if a site leader edits a case record after unlocking it, the changes he or she makes will never be seen by the review pair, even if the record is uploaded back to the reviewer tablet. Local Site Leaders should use the unlock feature to edit OSRIs only as a last resort, in cases where the review pair has already been dismissed from the local site.

Unlock a SIG

Although the SIG does not undergo the same Quality Assurance Review that the OSRI does, SIG records can still undergo data transfers and, as with OSRI cases, become locked to the original Interviewer once a transfer takes place. If a situation arises where one person needs to edit a SIG record while it is locked on his or her tablet, he or she can unlock it for emergency editing. To unlock a SIG, use the following steps:

1) Select Unlock a SIG from the Data Management Menu.

2) The Unlock Record Screen will display. Use the Selected Record drop-down menu to choose the record that you wish to unlock.

3) Click the Unlock Record button.

4) A confirmation window will open warning that unlocking the record can lead to the duplication of files. Click OK to continue.

5) Another window will open confirming that the case has been unlocked. Click OK to continue.

6) Click Overview to return to the Overview Screen. The case will no longer appear as gray in the Record Summary Grid and can be edited normally.

Note that, as with OSRI cases, any changes made to unlocked SIGs will not be seen by the site leader to whom the SIG was transferred until another data transfer takes place.

Admin Menu

The Admin Menu is only accessible by site leaders. It is grayed out for review pairs. The menu offers two functions: USB Key Utility and Initialize Database.

USB Key Utility

This function allows site leaders to create a new USB key in the event that one is lost. When you select it from the Admin Menu, the USB Utility Screen opens. There are two buttons at the top of the screen: Read Key and Write Key. Below these buttons are three information fields that display login information for the database. This information includes the database login name (DB User), the password, and the tablet’s designation (Host). The Team Member field is a drop-down menu that allows the site leader to select a reviewer from a list of those currently on site.

To create a new USB key, plug a working USB key into one of the tablet’s USB ports. Then follow these steps:

1) Click the Read Key button. The information fields will populate with the necessary database information. Remove the key once these fields have populated.

3) Use the Team Member drop-down menu to select the reviewer or Local Site Leader for whom the new USB key is being created.

4) Plug a blank USB key into one of the tablet’s USB ports. Click the Write Key button.

5) A pop-up window will appear asking you to specify the USB key file. Navigate to the drive containing the new (blank) USB key, then click the Save button.

6) Keeping the new USB key in the tablet, close and reopen the application. The new name or Review Team should appear in the title bar at the top of the screen.

The application will write the necessary data onto the new USB key. Note that any given USB key can only contain the data for one review pair or site leader.

Initialize Database

This function allows a database administrator to completely reset the database as it exists on that tablet. This is only done in extreme cases where the database has become irreversibly corrupted or otherwise unusable. Initializing the database erases all existing files and restores the database to a pre-review condition. The Restore function can then be used to restore a previously generated backup file.

Note that initializing the database requires a network password. Consult the database administrator or onsite JBS representative for more information.