HOW TO INPUT DATA INTO THE SOFTWARE

1. LECTURE 7 HOW TO INPUT DATA INTO THE SOFTWARE

2. LECTURE OBJECTIVES • To familiarize local surveyors with the use of the HALT-2 software

3. PREREQUISITES • Operating system: Microsoft Windows • Microsoft .NET framework > 2.0 • ZIP file extractor • By default included in Windows XP or above • On the internet: 7-zip http://sourceforge.net/projects/sevenzip/

4. PREREQUISITES: .NET framework Windows 7: • Go to start • Open the Control Panel • Open “Programs” and click on “Programs and Features” • Look for “Microsoft .NET Framework X.X …” • If X.X is 2.0 or more, it means the framework is already installed In all other cases you will have to install the framework Windows XP: • Go to start • Open the Control Panel • Open “Add or Remove Programs” • Look for “Microsoft .NET Framework X.X …” • If X.X is 2.0 or more, it means the framework is already installed In all other cases you will have to install the framework www.microsoft.com/net

5. HALT-2 SOFTWARE Depending on your computer security setting you may receive this warning when you click on the ZIP archive. Click “OK” to continue. This message may appear when opening the application if the ZIP archive has not first been unzipped. Click “Extract all” to continue.

6. THE LTCF APPLICATION Steps to follow: • Unzip the ZIP archive • Double-click on HALT_LTCF(.exe)

7. UNZIPPING THE SOFTWARE (1) If no Zip program installed (Windows XP or above) Right click on the name of the file and search for the function “Extract All…”. Select a folder to which you would like to extract the files. Click “Extract” or “OK”

8. UNZIPPING THE SOFTWARE (2) If a Zip program is installed Right click on the name of the file and search for the Zip program (e.g. 7-Zip). Go to the arrow and select “Extract files” (to unzip to a different folder) or “Extract Here” (to unzip in the current folder)

9. OPENING THE LTCF APPLICATION The ZIP archive contains following files: Click on “HALT_LTCF” to open the application DO NOT DELETE FILES FROM THIS FOLDER !!!

10. THE LTCF APPLICATION Opening screen: Click on “Continue” Login & Password: XXXXXxxx (Capital sensitive !)

11. THE LTCF APPLICATION When logging in for the first time registration is required. Select your country from the drop list Choose the correct LTCF code for the facility from the drop list  Directly entering a study number in this field is not possible (error message) It is very important that the right code is selected! Enter the name of the facility.  Only use letters, no symbols! Choose the day the survey was performed in the LTCF from the drop list Click on the “Accept” button The name and ID of the facility as well as the country will now appear in the bottom left corner of the application window

12. THE LTCF APPLICATION IMPORTANT REMARK: • The application can only be used for the data entry of one institution (i.e. one study number) • When you want to have to enter data for more than one facility: • Create a new folder on your computer • Cope the original .zip file containing the application to this folder • Extract the .zip file • Open the application and enter data for a new LTCF Use a different LTCF study number !!! = allotted by the national study coordinator

13. THE FUNCTIONS OF THE LTCF APPLICATION • Change language (if available) • Change the LTCF identification data • Insert institutional data • Insert resident data • Generate a summary report • Export the LTCF data to the national centre

14. DATA ENTRY: INSTITUTIONAL Q. ENTER OR MODIFY INSTITUTIONAL DATA Click on “Data > Institutional Form > Fill in…” When switching between part A, B and C of the form, a warning message will appear when important questions in the different sub tabs were not answered. The questions concerned are highlighted in purple. These questions, however, do not need to be answered to save data and proceed. Additional data checks were included in part B – Denominator Data

15. ANSWER POSSIBILITIES

16. DATA ENTRY: RESIDENT Q. COMPLETE A RESIDENT FORM: 3 sections (tabs) A: Resident data - parts 1 and 2 B: Antimicrobial treatment data C: Signs and symptoms of an infection

17. DATA ENTRY: RESIDENT Q. COMPLETE A RESIDENT FORM Click on “Data > Resident Form > Add new…” A resident study number consisting of letters and numbers should have been allotted to each resident during the PPS. This number should appear on the resident questionnaire (paper form) and entered into software In addition, a software number is automatically assigned to each resident form. It is incremental, i.e. the first resident form receives number 1, the second receives number 2 and so on.

18. DATA ENTRY: RESIDENT Q. ENTER RESIDENT DATA When switching from part A to part B or C of the form, a warning message will appear when no answer was given to following questions: gender, surgery in the previous 30 days, urinary catheter, vascular catheter, incontinence, pressure sore, other wounds, disorientation or mobility. The variables concerned are highlighted in purple. These questions, however, do not need to be answered to save resident form.

19. DATA ENTRY: RESIDENT Q. ENTER RESIDENT DATA • Sections B (Antimicrobial Treatment Data) and C (Signs and Symptoms of an Infection) are by default “greyed out” which means no data can be entered without first answering “Part 2” tab of section A (Resident Data)

20. DATA ENTRY: RESIDENT Q. ENTER ANTIMICROBIAL TREATMENT DATA Click on the button “Add New Antimicrobial Treatment” to enter data for a (new) antimicrobial Select an antimicrobial from the predefined list OR Enter the antimicrobial name in the free text field Note: Antimicrobials manually entered in the free text box are not included in the automatic summary report (no ATC code)

21. DATA ENTRY: RESIDENT Q. ENTER ANTIMICROBIAL TREATMENT DATA The antimicrobial treatment data cannot be saved if the following occurs: • No antimicrobial was chosen from the drop list or no antimicrobial name was inputted. • No answer given to the questions “type of treatment”, “antimicrobial given for” and “was a culture sample taken?” • No answer given to the question “For urine: dipstick test before prescribing” [only needed if the antimicrobial is given for an indication related to the urinary tract.] • No culture result reported in the tab “isolated microorganisms” [only necessary if a culture sample was taken]

22. DATA ENTRY: RESIDENT Q. ENTER INFECTION CONFIRMATION Signs and symptoms should not and cannot be reported in the software. Only the decisions in the grey text boxes of the paper resident questionnaire should be transferred. e.g.

23. DATA ENTRY: RESIDENT Q. MODIFY RESIDENT DATA • Go to “Data > Resident Form > Search / Modify …” • Select the resident from the displayed list by clicking on its ID number and then on the “Accept” button. DELETE A RESIDENT FORM • Go to “Data > Resident Form > Delete…” • Select the resident & click “Accept” • Confirm the deletion

24. GENERATE SUMMARY REPORT VIEW THE SUMMARY REPORT In the menu, select “Reports > View Report” You will receive a document that explains the calculations in this report You can print and/or save the report

25. EXPORT OF THE LTCF DATA Once all data have been encoded, the data base should be exported • Click in the menu on “Data > Export” • Select a folder in which the file should be saved. Click “OK” • A dialog box appears, confirming that the file was saved. The name of the file is automatically generated: [ID of the facility].[Name of the facility].HALTDatabase.zip Important: Do not rename the created .zip file • The file should be sent to the national study coordinator He/she will provide you more details on how to do this