August 2000Puget Sound VAHCS VA FileMan 1 1 VA FileMan 1 Introduction to VA FileMan Puget Sound VAHCS Seattle, WA August 2000 Version 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 2000Puget Sound VAHCS VA FileMan 1 2 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

August 2000Puget Sound VAHCS VA FileMan 1 3 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

August 2000Puget Sound VAHCS VA FileMan 1 4 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

August 2000Puget Sound VAHCS VA FileMan 1 5 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

August 2000Puget Sound VAHCS VA FileMan 1 6 Getting Online Test Account [  = select]  PROGRAMS  APPLICATIONS  SMART TERM VISTA-DHCP  FILE  OPEN  TEST.STW

August 2000Puget Sound VAHCS VA FileMan 1 7 Using the Test Account ACCESS CODE: fileman1 VERIFY CODE: fileman2 Enter: EX IN LIST GEM GLOBAL LISTER MOD PR SE or UTIL to carry out activities in course [the particular entries for the menu may vary]

August 2000Puget Sound VAHCS VA FileMan 1 8 Establishing Files To Learn About FileMan MODIFY FILE to create 4 files: SKILL, BUILDING, DEPARTMENT, EMPLOYEE (Just enter your system to invoke MODIFY FILE)

August 2000Puget Sound VAHCS VA FileMan 1 9 Using MODIFY to 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// [verify current # to use]

August 2000Puget Sound VAHCS VA FileMan 1 10 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

August 2000Puget Sound VAHCS VA FileMan 1 11 Responding to FileMan Prompts - 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 you will get what is in front of //

August 2000Puget Sound VAHCS VA FileMan 1 12 Documenting the Design After creating the design: LIST ATTRIBUTES to obtain a data dictionary listing for each file created (Just enter L)

August 2000Puget Sound VAHCS VA FileMan 1 13 Entering Data and Retrieving 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)

August 2000Puget Sound VAHCS VA FileMan 1 14 Utilities to Edit File or Add Identifiers UTILITY FUNCTIONS option EDIT FILE can be used to delete a file if necessary (Enter U, then E)

August 2000Puget Sound VAHCS VA FileMan 1 15 Sample Database EMPLOYEE - fields: NAME NUMBER SALARY SEX MARITAL STATUS DEPT *SKILL SKILL DATE CERTIFIED SKILL - fields: NAME DEPARTMENT - fields: NAME BUILDING BUILDING - fields: NAME

August 2000Puget Sound VAHCS VA FileMan 1 16 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

August 2000Puget Sound VAHCS VA FileMan 1 17 Order of Creating Files BUILDING before  DEPARTMENT SKILL and DEPARTMENT before  EMPLOYEE

August 2000Puget Sound VAHCS VA FileMan 1 18 About Certain Fields - Multiples and Pointers SKILL in EMPLOYEE is multiple(*) SKILLS in EMPLOYEES points to  SKILLS DEPT in EMPLOYEE points to  DEPARTMENT

August 2000Puget Sound VAHCS VA FileMan 1 19 Database Structure SKILL Name EMPLOYEE Name Number Salary Sex Marital Status Dept *Skill Skill Date Certified DEPARTMENT Name Building BUILDING Name

August 2000Puget Sound VAHCS VA FileMan 1 20 Data Types - Date/Time Date/Time DATE CERTIFIED DATA TYPE OF DATE CERTIFIED: DATE/TIME EARLIEST DATE (OPTIONAL): CAN DATE BE IMPRECISE (Y/N): YES// N NO CAN 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

August 2000Puget Sound VAHCS VA FileMan 1 21 Data Types - Numeric Numeric SALARY (Dollar) DATA TYPE OF SALARY: NUMERIC INCLUSIVE LOWER BOUND: 1000 INCLUSIVE UPPER BOUND: IS THIS A DOLLAR AMOUNT (Y/N): NO// Y YES WILL SALARY FIELD BE MULTIPLE? No// (No) IS SALARY ENTRY MANDATORY (Y/N): NO// Y YES.... 'HELP'-PROMPT: Type a Dollar Amount between 1000 and , 2 Decimal Digits

August 2000Puget Sound VAHCS VA FileMan 1 22 Data Types - Set of Codes Set of Codes SEX MARITAL STATUS DATA TYPE OF SEX: SET OF CODES INTERNALLY-STORED CODE: F WILL STAND FOR: FEMALE INTERNALLY-STORED CODE: M WILL STAND FOR: MALE INTERNALLY-STORED CODE: WILL SEX FIELD BE MULTIPLE? No// (No) IS SEX ENTRY MANDATORY (Y/N): NO// NO.... 'HELP'-PROMPT: ENTER F OR M

August 2000Puget Sound VAHCS VA FileMan 1 23 Data Types - Free Text Free Text NAME in EMPLOYEE SKILL in SKILL NAME in DEPARTMENT NAME in BUILDING NUMBER DATA TYPE OF NUMBER: FREE TEXT MINIMUM LENGTH: 4 MAXIMUM LENGTH: 4 (OPTIONAL) PATTERN MATCH (IN 'X'): WILL NUMBER FIELD BE MULTIPLE? No// (No) IS NUMBER ENTRY MANDATORY (Y/N): NO// Y YES

August 2000Puget Sound VAHCS VA FileMan 1 24 Data Types - Pointer Pointer  SKILL in EMPLOYEE(*SKILL) (with LAYGO option) BUILDING in DEPARTMENT DEPT in EMPLOYEE DATA TYPE OF BUILDING: POINTER TO A FILE POINT TO WHICH FILE: BUILDING SHOULD '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

August 2000Puget Sound VAHCS VA FileMan 1 25 Establishing a Multiple DATA TYPE OF SKILL: POINTER TO A FILE POINT TO WHICH FILE: SKILL SHOULD '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// NO SHOULD USER SEE AN "ADDING A NEW SKILL?" MESSAGE FOR NEW ENTRIES (Y/N): YES // YES HAVING ENTERED OR EDITED ONE SKILL, SHOULD USER BE ASKED ANOTHER (Y/N): Y YES

August 2000Puget Sound VAHCS VA FileMan 1 26 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 wish Select SKILL SUB-FIELD: DATE CERTIFIED Are you adding 'DATE CERTIFIED' as a new SKILL SUB- FIELD? No// Y (Yes)

August 2000Puget Sound VAHCS VA FileMan 1 27 Documenting Your Work LIST ATTRIBUTES Data Dictionary for each file PRINT of contents of each file

August 2000Puget Sound VAHCS VA FileMan 1 28 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