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August 2000 Puget Sound VAHCSVA FileMan 1
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VA FileMan 1Introduction to VA FileMan
Puget Sound VAHCS
Seattle, WA
August 2000Version 3
Contributors: Valerie J. Harvey, Ph.D., Computer & Information Systems, Robert Morris College, Moon Township and Pittsburgh, PA; Rick Marshall, ISS, Puget Sound VA Health Care System (VAHCS), Seattle, WA; Melissa Hughes, ISS, VA Puget Sound VA Health Care System (VAHCS), Seattle, WA.
August 2000 Puget Sound VAHCSVA FileMan 1
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Philosophy of FileMan• Safe, reliable identification of patients,
medications, etc., based on meaning
• Names as meaningful lookup aids
• Combinations of names and other meaningful identifiers to uniquely identify patients, etc.
• Integration of data through relationships (implemented by the pointer data type)
• Data types to enhance safety
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VA FileMan Documentation 1
• Getting Started Manual, Version 22.0– Part I, Displaying Information
• Inquire, Print, Search, Browser
– Part II, Editing Records• Prompts, Field Types, Adding/Deleting Records
– from Part III, “Replace…With” Edits in Section 11
– Glossary– Index
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VA FileMan Documentation 2
• Advanced User Manual, Version 22.0– Import and Export Tools with focus on Export– Relational Navigation– From Advanced Edit Techniques:
• Set Field Default
• Looping (^LOOP)
– Computed Expressions– VA FileMan Functions
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VA FileMan Documentation 3
• Advanced User Manual, cont’d– List File Attributes with focus on Data
Dictionaries– Creating Files and Fields– File Utilities with focus on cross references,
identifiers, editing files– Glossary– Index
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Getting OnlineTest Account [ = select]
PROGRAMS APPLICATIONS SMART TERM VISTA-DHCP
FILE OPEN TEST.STW
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Using the Test Account• ACCESS CODE: fileman1
• VERIFY CODE: fileman2
• Enter: EXINLISTGEMGLOBAL LISTERMODPRSE orUTIL
to carry out activities in course[the particular entries for the menu may vary]
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Establishing FilesTo Learn About FileMan
MODIFY FILE to create 4 files:SKILL,BUILDING,DEPARTMENT,EMPLOYEE
(Just enter your system to invoke MODIFY FILE)
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Using MODIFYto Create a New File
• Select Coordinator's Fileman Option [TEST]: m Modify File Attributes
• DO YOU WANT TO USE THE SCREEN-MODE VERSION? Yes// n (No)
• MODIFY WHAT FILE: ABC SKILL// xyzz
• Are you adding 'xyzz' as a new FILE? No// y (Yes)
• FILE NUMBER: 2.1// 505050 [verify current # to use]
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Naming Your Files Uniquely
• Please prefix the name of each file you create with unique initials. Suppose your initials are abc - then prefix BUILDING with ABC like ABC BUILDING
• Other examples: ABC DEPARTMENT, ABC SKILL, ABC EMPLOYEE
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Responding to FileManPrompts - You May Enter...
• entire word or phrase - Smith,Jane
• ? - gets single line of help
• ?? - gets more detailed help
• selection from choices offered
• incorrect responses - gets beep and ??
• partial response - first 1 or 2 letters (attempt to be unique)
• default response // - if you press <ret> you will get what is in front of //
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Documenting the Design
After creating the design:
LIST ATTRIBUTES to obtain a data dictionary listing for each file created (Just enter L)
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Entering Data andRetrieving Data
ENTER OR EDIT FILE ENTRIES to enter data into the files (Just enter E)
PRINT FILE ENTRIES to print the contents of the files (Just enter P; specify ALL for fields)
INQUIRE TO FILE ENTRIES or SEARCH FILE ENTRIES to retrieve data (Enter I or S)
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Utilities to Edit Fileor Add Identifiers
UTILITY FUNCTIONS option EDIT FILE can be used to delete a file if necessary (Enter U, then E)
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Sample Database
EMPLOYEE - fields:NAMENUMBERSALARYSEXMARITAL STATUSDEPT*SKILL
SKILLDATE
CERTIFIED
SKILL - fields:NAME
DEPARTMENT - fields:NAMEBUILDING
BUILDING - fields:NAME
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Identifying Records -Identifying the Patient,
Medication, etc.• IEN = Internal Entry
Number - unique - however IEN is arbitary
• .01 field - usually NAME - not unique -intended for lookup
• NAME + Identifiers - looking for a unique combination of fields - example: NAME + DATE OF BIRTH - names are meaningful - safety issues
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Order of Creating Files
• BUILDING before DEPARTMENT
• SKILL and DEPARTMENT before EMPLOYEE
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About Certain Fields -Multiples and Pointers
• SKILL in EMPLOYEE is multiple(*)
• SKILLS in EMPLOYEES points to SKILLS
• DEPT in EMPLOYEE points to DEPARTMENT
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Database Structure
SKILLName
EMPLOYEENameNumberSalarySexMarital StatusDept*Skill Skill Date Certified
DEPARTMENTNameBuilding
BUILDINGName
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Data Types - Date/Time Date/TimeDATE CERTIFIED
DATA TYPE OF DATE CERTIFIED: DATE/TIMEEARLIEST DATE (OPTIONAL):CAN DATE BE IMPRECISE (Y/N): YES// N NOCAN TIME OF DAY BE ENTERED (Y/N): NO//WILL DATE CERTIFIED FIELD BE MULTIPLE? No// (No)IS DATE CERTIFIED ENTRY MANDATORY (Y/N): NO// Y YES
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Data Types - Numeric NumericSALARY (Dollar)
DATA TYPE OF SALARY: NUMERICINCLUSIVE LOWER BOUND: 1000INCLUSIVE UPPER BOUND: 999999IS THIS A DOLLAR AMOUNT (Y/N): NO// Y YESWILL SALARY FIELD BE MULTIPLE? No// (No)IS SALARY ENTRY MANDATORY (Y/N): NO// Y YES....'HELP'-PROMPT: Type a Dollar Amount between 1000 and 999999, 2 Decimal Digits
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Data Types - Set of Codes Set of CodesSEXMARITAL STATUS
DATA TYPE OF SEX: SET OF CODESINTERNALLY-STORED CODE: F WILL STAND FOR: FEMALEINTERNALLY-STORED CODE: M WILL STAND FOR: MALEINTERNALLY-STORED CODE:WILL SEX FIELD BE MULTIPLE? No// (No)IS SEX ENTRY MANDATORY (Y/N): NO// NO....'HELP'-PROMPT: ENTER F OR M
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Data Types - Free Text Free TextNAME in EMPLOYEESKILL in SKILLNAME in DEPARTMENTNAME in BUILDINGNUMBER
DATA TYPE OF NUMBER: FREE TEXTMINIMUM LENGTH: 4MAXIMUM LENGTH: 4(OPTIONAL) PATTERN MATCH (IN 'X'):WILL NUMBER FIELD BE MULTIPLE? No// (No)IS NUMBER ENTRY MANDATORY (Y/N): NO// Y YES
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Data Types - PointerPointer SKILL in EMPLOYEE(*SKILL) (with LAYGO option)BUILDING in DEPARTMENTDEPT in EMPLOYEE
DATA TYPE OF BUILDING: POINTER TO A FILEPOINT TO WHICH FILE: BUILDINGSHOULD 'ADDING A NEW BUILDING FILE ENTRY' ("LAYGO")BE ALLOWED WHEN ANSWERING THE BUILDING' QUESTION? No// (No)WILL BUILDING FIELD BE MULTIPLE? No// (No)IS BUILDING ENTRY MANDATORY (Y/N): NO// NO'HELP'-PROMPT: ENTER A BUILDING
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Establishing a MultipleDATA TYPE OF SKILL: POINTER TO A FILEPOINT TO WHICH FILE: SKILLSHOULD 'ADDING A NEW SKILL FILE ENTRY' ("LAYGO")BE ALLOWED WHEN ANSWERING THE SKILL' QUESTION? No// Y (Yes)WILL SKILL FIELD BE MULTIPLE? No// Y (Yes)IS SKILL ENTRY MANDATORY (Y/N): NO// NOSHOULD USER SEE AN "ADDING A NEW SKILL?" MESSAGE FOR NEW ENTRIES (Y/N): YES // YESHAVING ENTERED OR EDITED ONE SKILL, SHOULD USER BE ASKED ANOTHER (Y/N): Y YES
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Editing Multiples
Select SKILL SUB-FIELD: ? Answer with SKILL SUB-FIELD NUMBER, or LABEL: .01 SKILL
You may enter a new SKILL SUB-FIELD, if you wishSelect SKILL SUB-FIELD: DATE CERTIFIED Are you adding 'DATE CERTIFIED' as a new SKILL SUB-FIELD? No// Y (Yes)
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Documenting Your Work
• LIST ATTRIBUTES Data Dictionary for each file
• PRINT of contents of each file
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Printing
• Getting Started - Chapter 2
• Using ! Prefix for count
• CODON and AMINO ACID database:for AMINO ACID, print NAME and !CODON and then !NAME AND CODON and note the difference