Data Transfers

Where the application is concerned, a "data transfer" refers to the act of moving OSRI or SIG records from one tablet PC to another. During the first part of the review week, most of these will be local site data transfers related to First-Level QA. These local site data transfers involve moving records from one or more tablet PCs to another. Most often, this will be from a review pair or pairs' tablet to a Site Leader's tablet. Later, during Second-Level QA and Local Site Finalization, the data transfers take place between the local site and an off-site central server, which is where the CFSR Data Repository that ultimately stores all four sites' records is located. During these processes, records move from one Site Leader's tablet to the central server.

Regardless of whether they are between two tablets at the local site or the local site and central server, data transfers use the Data Transfer Screen to transfer records. There are slight differences between the appearance of the Local Site and Central Server Data Transfer screens, but the basic functionality of both are identical. Both screens involve transferring records as either downloads or uploads.

Data transfers can only be initiated by Site Leaders. Reviewers cannot initiate data transfers.

Also, after a record is transferred, it becomes inactive (locked) on its original location and active on its new location. An inactive record is highlighted in dark gray on the Record Summary Grid. If it is opened, it displays with a dark gray background and cannot be edited. For an inactive record to become active again, it must be transferred back from its new location. In emergency situations, a Site Leader can unlock an OSRI or SIG record.

Local Site Data Transfers

Local site data transfers take place between tablets located at the local review site. In all cases, the data transfer will be initiated by a Site Leader. The data transfer will take place as either a record download or a record upload, and can involve one or more source or destination computers. In other words, the Site Leader may download records from one or more tablets (either reviewer or Site Leader), or upload records to one or more tablets (again, either reviewer or Site Leader). Transfers also may take place wirelessly or over a connecting wire, although transfers over a connecting wire (referred to as "Red Wire" transfers) can only involve two tablets.

Local site data transfers are managed through the Local Site Data Transfer Screen.

Wireless Transfers

Wireless transfers take place between an initiating Site Leader's tablet and one or more other reviewer or Site Leader tablets. They take place over a local wireless network established by a wireless router. Before wireless transfers can take place, the initiating Site Leader must ensure that the wireless network is activated and that all involved tablets are connected. To activate the local wireless network, a Site Leader (or the onsite JBS representative) must plug the wireless router provided to the local site into an electrical outlet. Once the router is plugged in, all tablets in the immediate vicinity should connect to it automatically, although it may take several seconds for each connection to establish.

To check a tablet’s connection status, float the cursor over the Wireless Network icon in the tablet’s tool tray. A pop-up window showing the tablet’s active network connection will open. The network’s name should be cfsr-wlan-1. You are now ready to wirelessly connect to other tablets. To do so, select Local Site from the Data Management Menu's Transfer Records option. The Local Site Data Transfer Screen will open.

For a wireless transfer to work, all of the tablets involved must be connected to the wireless cfsr-wlan-1 network. If any of the tablets fail to connect to this network, you may need to reconnect or re-enable the wireless network

Reconnecting to the Network

In some instances, a tablet may fail to connect to the network. This will often be due to the tablet’s already being connected to another wireless network (the hotel’s, for example). In this case, another network name will display when you float the cursor and the tablet’s network connection must be manually set. To manually set a tablet’s network connection:

1) Right-click the Wireless Network Connection icon to open the Wireless Network Connection Status window.

2) Click the View Wireless Network button.

3) Select cfsr-wlan-1 from the list of available networks. If cfsr-wlan-1 does not appear as an available network, you may need to refresh the network list. To do this, click the Refresh Network List link in the upper left-hand corner.

4) Click the Connect button.

Once you click the Connect button, a Wireless Network Connection Status window will open. When it closes, the connection will be complete. You can close the Wireless Network Connection window by clicking the red X in its upper corner.

Once the wireless connection is established, you must open the Local Site Data Transfer Screen to execute a wireless transfer.

Re-enabling Wireless Connections

The tablet PCs may sometimes become disconnected from the cfsr-wlan-1 wireless network. If a tablet is not connected to cfsr-wlan-1, users can manually connect by right-clicking the “Wireless Network Connection” icon, selecting “View Available Wireless Networks”, selecting cfsr-wlan-1, and clicking “Connect”.

Other than manually connecting to the cfsr-wlan-1 wireless network as described above, users should not alter the wireless connection configurations, “disable” the wireless connection, or “repair” the wireless connection unless JBS staff are available to assist in person or over the phone.

Red Wire Transfers

Red wire transfers take place between a Site Leader's tablet and one other reviewer’s or Site Leader’s tablet through a hard-wired connection between the two tablets. They are an efficient way to quickly transfer records from tablet to tablet. The hard-wired connection is established via a red ethernet wire that will be on site.

Note that, as with all data transfers, only Site Leaders can initiate a red wire transfer. In order for the transfer to work, the other tablet must be turned on with the USB key inserted and the application open. To establish a red wire connection, first connect both tablets to one another with the red wire. It plugs into the ethernet port, which is located on the right-hand side.

Once the two tablets are connected, they will create a Local Area Connection. While this connection is taking place, you will see an orange dot moving back and forth beneath the Local Area Connection icon in the bottom right-hand corner of the screen. This process may take up to a minute. When the connection has been established, you will see a yellow exclamation mark appear over the icon. If you float your cursor over it, you will see a pop-up window indicating that there is only limited connectivity available. This is normal.

With the tablets still connected, go to the Data Management Menu and select the Transfer Records option. A status window will display as the Local Site Data Transfer Screen opens. Once the screen has opened, you will be able to upload or download records between your two tablets normally. However, you will only have access to the one tablet to which you are connected.

When you have finished the data transfer, be sure to disconnect the red wire from each tablet.

The Local Site Data Transfer Screen

Local site data transfers are executed from the Local Site Data Transfer Screen. From here, Local Site Leaders can transfer OSRI records, SIG records, and the Summary of Findings Form from one or more tablet PCs located at the local site to their own.

The Local Site Data Transfer Screen is accessed by using the Transfer Records option from the Data Management Menu. When a Site Leader selects this option, the tablet verifies that a working network connection exists and then launches this screen. At the top of the screen, beneath the title bar and menu bar, is a green Site Bar. This identifies the current review site. If the network connection is good, the Site Bar will be green. If it is not good, the Site Bar will be red.

The central area of the Local Site Data Transfer Screen displays square tablet icons that represent the tablets currently connected to the network. Each icon appears as a tan or white box. Tan shading indicates OSRI records, while white shading indicates SIG records. Each tablet icon displays the Review Team or Site Leader’s name in the header.

Within each Tablet Icon appear record icons. These are smaller boxes identified by an individual record’s name in the header. The header’s text will be in bold if the record is active on that tablet; it will be grayed out if it is inactive (i.e., if it has already been transferred).

Each record icon is shaded with green, red, or a combination of both colors. The amount of green corresponds to how complete the record is. Red indicates that there are still incomplete items in the record. If you float the cursor over a Record Icon, a pop-up window will display basic record information including a transfer history.

If any tablet has more cases than will fit within its Tablet Icon, a scroll bar will appear on the Tablet Icon’s right-hand side. Use this scroll bar to move up and down through the stored records. If a tablet holds both OSRI and SIG records, its Tablet Icon will be divided in half. OSRIs will appear in the tan area and SIGs will appear in the white.

The bottom area of the Local Site Data Transfer Screen represents the tablet of the Local Site Leader who initiated the data transfer. It is separated from the Central Screen by another green Site Bar. Below the Site Bar are three shaded areas. The tan area on the left is where OSRI records display.

The white area on the right is for SIGs. Below this is a smaller purple area where an icon for the Summary of Findings Form icon will display.

The Site Bar at the bottom of the screen includes a filtering drop-down menu that Local Site Leaders at one of the two metro sites or State Team Leaders can use to select Review Sites. When the filtering menu is used, only Record Icons originating from the currently selected Review Site will display in the Leader’s Tablet Area at the bottom of the screen.

If tablets lose connectivity during a wire transfer, or if new tablets connect to a local wireless network, it may become necessary to refresh the Local Site Data Transfer Screen. Refreshing the screen resets the display and updates each tablet and record icon. To refresh the Local Site Data Transfer Screen, simply select Transfer Records from the Data Management Menu again.

Central Server Data Transfers

Central server data transfers occur between the tablet PC of a Site Leader and the central server, also called the CFSR Data Repository. Central server data transfers are generally initiated as part of the Second-Level QA process, which often involves QA performed by Site Leaders located off site. They are also used to transfer final SIG records to the central server at the end of the review week. They can take place as either record downloads or uploads.

Note that central server data transfers require a working Internet connection. The local wireless network used for Local Site Data Transfers does not provide Internet access. You may have wired or wireless Internet access options available on site, including access to a wireless card that will be provided by JBS. If, for some reason, Internet access is not available at your site, you may have to seek out other options. These options may include your hotel room, local restaurants, coffee houses, libraries, or other public sites.

Note that you most likely will have to manually configure your tablet's Internet connection, especially if you have been performing local site transfers.

Configuring an Internet Connection

The tablet PCs are preconfigured to connect automatically to the cfsr-wlan-1 wireless network if they are within range of the router. Users should not alter the wireless connection configurations unless JBS staff are available to assist in person or over the phone.

If a tablet is not connected to the cfsr-wlan-1 wireless network, specific steps can be taken as detailed in the “Application Transfer Instructions” document provided on site. Remember that you can also use a red wire transfer to connect two tablets if you are unable to connect to the cfsr-wlan-1 wireless network.
 

The Central Server Data Transfer Screen

The Central Server Data Transfer Screen is where all central server data transfers are executed. To access the Central Server Data Transfer Screen, select Transfer Records from the Data Management Menu. Then select the Between Your Tablet and Central Server option.

Once you select this option, a Data Transfer Setup pop-up window will open asking if you are using a wired connection to access the Internet. If you are using a wired connection (e.g., an ethernet cable plugged into a wall port), make sure that the wire is properly connected and then click the Yes button. The tablet will automatically adjust its settings to account for the wire. If you are using a wireless Internet connection, click the No button.

A Status Update window will open showing the tablet’s progress as it connects with the central server. When the Status Update window closes, the Central Server Data Transfer Screen will display. This screen’s basic layout is similar to the Local Site Data Transfer Screen. At the top is the application’s Title Bar, followed by the Menu Bar and the green Central Server Bar, which confirms the connection to the central server. If the Internet connection is good, the Site Bar will be green. If the Internet connection is not good, the Site Bar will be red.

The main portion of the Central Server Data Transfer Screen is where each local site’s individual “folder” space on the central server is represented. Each folder icon displays the local site’s name in its blue header. Beneath this header are three colored areas: a tan area, which displays OSRI Records; a purple area, which displays the Summary of Findings Form; and a white area, which displays SIG Records.

Generally, Site Leaders will only have access to their own local site’s central server folder. However, Site Leaders based at either of the two metro sites will be able to view and transfer to and from either metro site folder. Team Leaders will be able to view all four site folders.

The bottom of the Central Server Data Transfer Screen represents the tablet of the leader who initiated the data transfer. It is separated from the rest of the screen by another green Site Bar. This area of the screen displays record icons for all the records currently stored on the leader’s tablet. Like the Central Server Folder icons, the tablet display is divided into three colors: tan for OSRI records, white for SIG records, and purple for the Summary of Findings Form.

The green bar includes a drop-down menu that allows you to filter by review site the records being displayed. This allows you to select which review site’s records you wish to view at once.

Record Downloads

Record downloads occur when a Site Leader moves one or more records down from the central area of the Central Server or Local Site Data Transfer Screen to the leader’s area located at screen bottom. The original record becomes locked, and the downloaded record becomes accessible on the leader’s tablet.

There are three types of downloads: site downloads, tablet downloads, and individual downloads. All three work with OSRI records, but only tablet and individual downloads work with SIGs.

Site Downloads

Site downloads can only happen during local site wireless transfers. They only work with OSRI records. A site download transfers, at once, all eligible OSRI records located on any tablet that is connected to the network. "Eligible records" are those that have had their QA Status set to Ready for QA Review.

To execute a site download, click and hold on the green Site Bar at the top of the screen. When you drag the cursor, the headers of all eligible OSRI records will turn yellow to show that they have been selected. Drag the records to the OSRI section at the bottom of the screen, which will turn yellow. When you release the cursor, a Status Update window will open to show the download’s progress.

Tablet Downloads

Tablet downloads transfer all eligible OSRI or SIG records from one tablet or central server folder. All SIGs are eligible; OSRIs must have their QA Status set to Ready for QA Review (for local site transfers) or State QA Review Complete (for central server transfers) for a tablet download to work. To execute a tablet download, click inside a tablet or folder icon in the central screen area. When you drag the cursor, the headers of all eligible records will turn yellow. Drag the records to the correct side at the bottom of the screen (tan for OSRIs, white for SIGs) and release them there. When you release the cursor, a Status Update window will open to show the download’s progress.

Individual Downloads

Individual downloads allow Site Leaders to transfer a SIG record or any OSRI record regardless of its QA Status. To execute an individual download, click the individual record icon in the central screen area. When you drag the cursor, its header will turn yellow. Drag the record to the correct side at the bottom of the screen (tan for OSRIs, white for SIGs) and release it there. When you release the cursor, a Status Update window will open to show the download’s progress.

Record Uploads

Generally, record uploads occur when a Site Leader opens either the Local Site or Central Server Data Transfer Screen and then moves one or more records (either OSRI or SIG) from his or her tablet area at the bottom of the screen up to either a tablet or the Central Server in the center screen. The original record becomes locked and the uploaded record becomes accessible from its new tablet or the central server.

There are two ways to upload OSRI and SIG records: group uploads and individual uploads.

Group Uploads

A group upload moves all eligible OSRI or SIG records at once. All SIG records are eligible; OSRI records are eligible if they have had their QA Status set appropriately. The appropriate setting will depend on where in the overall QA process the OSRI record is:

Site Leader to Reviewer (First-Level QA): QA Review Complete

Site Leader to Central Server (beginning Second-Level QA): Ready for State QA Review

Site Leader to Central Server (ending Second-Level QA): State QA Review Complete

To execute a local site group upload, click anywhere within either the OSRI or SIG side at the bottom screen. When you drag the cursor, the headers of all eligible record icons will turn yellow. Drag the OSRI or SIG records to their destination tablet in the central screen. Note that while group uploads only permit you to move OSRI records back to their original tablet, SIG records can be group uploaded to any leader’s tablet.

If you are using a local wireless transfer and have OSRI records to upload to multiple tablets, you can upload them in one step by dragging the selected records to the green Site Bar at the top of the screen. This will automatically transfer them back to their original tablets.

For central server uploads, drag the selected records to the appropriate site folder in the central screen.

In either case, a Status Update window will open to show the upload’s progress.

Individual Uploads

Individual uploads allow the transfer of a single OSRI or SIG record. For local site data transfers, an individual upload allows the Local Site Leader to transfer an OSRI record either back to the original reviewer’s tablet or to another Local Site Leader’s tablet. Individual uploads can be performed regardless of a record’s QA Status.

To execute an individual upload, click and hold an OSRI or SIG record icon located at the bottom screen. When you drag the cursor, that record’s header will turn yellow. Drag the selected record to its destination tablet or central server folder in the central screen. Assuming that it is an eligible destination, the tablet or folder icon will also turn yellow once the cursor is positioned over it.

For SIG records, eligible destinations include the tablet of another Site Leader or the site’s folder on the central server. For OSRI records, eligible destinations include the original review pair’s tablet, another Site Leader’s tablet, or the site’s folder on the central server. It is not possible to upload an OSRI record to a new review pair's tablet unless the original review pair first reassigns the case.

When you release the cursor, a Status Update window will open to show the upload’s progress.