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

2. 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

3. 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

4. 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

5. 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”

6. 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

7. 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

8. 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

9. General Proposals
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

10. 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

11. 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