NATIONAL DOSE REGISTER Steering Committee Meeting 28 August 2015 M Souphy, A Muller

Mission#4 Programme Progress Opening Meeting 24 Aug 2015 Implemented changes for template v1.5 as discussed Installation of the new portal application on the test/training platform Visit to a data provider (SABS) to assist with technical difficulties Training on administrative and IT related items Training of 27 (9 new) data providers (mostly NORM) Proposals for Steering Committee on identified issues from Mission

Pilot – Review of Uploaded Data Pilot 1: 6 participants Pilot 2: 29 organisations agreed to upload, 9 DP’s uploaded Challenges included: Uploading time IP address issues Timeout issues Unfamiliar with the template usage Proposal: from October to December all DPs should practice filling the template and upload NNR will recreate accounts in new system for existing DPs. New DPs should file a request for access

Test / Production environment 2 environments, which will continue to run in parallel Test (used for tests/upload and training) Production (= “live” system) Directive by NNR and DoH to start uploading “live” data from April 2016 Once production is running, DPs wishing to access the Test system should file a request Distinct colours and banners to distinguish the environments NNR IT will provide already participating DPs with new account information Test environment will be active from October 15 Production environment finalized by December 15 NNR holders to provide current dose reports and submit to the NDR

NDR Template V1.5 to be finalized by 30 September 15 Changes: Companies Practice code mandatory Workers Gender and nationality mandatory If nationality is ZA, ID1 must be National ID Effective Doses Company ID now mandatory Dose unit only mSv New columns “DataProviderReference” and “OldValueToCorrect” Additional Dose Information DoseMeasure: dropped “effective” option Suggestion: addition of worker statuses: “deceased” and “no longer monitored”

ICT Test platform was upgraded with new system and latest security settings NNR IT provided servers for the production platform (web portal server and database server are separated for performance reasons) Installation of Microsoft SQL Server Standard version on production platform is delayed due to availability issues of the installation media. Installation will be finalized in the course of September 15

Historical data Decision to include 5 year-to-date history upon go-live of final system Questionnaire on availability and compatibility of older historical data, + reasonable achievable timeframe NNR will evaluate the responses, and decide on general timeframe

Legal Basis Consulted steering committee Provisions are generally accepted Consent for submitting data seems to be an issue Proposal from NNR management to board includes the consent statement, to be modified/removed following on the expert mission discussions After board, opportunity for public comment and State Law Advisor review After directive, NNR guidance to be complied with

General Proposals Email notification after uploaded file changes status Web portal help function (download manuals, request assistance by “contact us” link) Feedback system for general system and manuals Printing of worker dose records NNR to add/group SABS practice codes into various groups for regulatory reporting DP Master account holders are in charge of training other users for whom they accounts Proposal of yearly training course/refresher at NNR

General Proposals NNR to determine a list of types of data providers and their related upload requirements Requirements can be overwritten for a specific data provider if necessary Uploaded files should possibly need approval if not coming from the “main” DP master account In internal process or on the portal ? User manuals have not yet been updated due to other priorities and new proposals to the template. They will be updated by October 15 After directives, any new DP will be required to upload on the test system first before being granted access to the production system

Proposed Way Forward September 15 Finalization of the template v1.5 + finalization of test system October 15 Users Manual ready Oct. - Dec. 15 Practice template filling and upload (all DPs) December 15 Production system ready Regulatory reports ready Regulatory guide for NDR ready Issue directives to upload from April 2016 January 16 - … Test system available for anybody wishing to test April 16 Go live of NDR and start of upload