Software Prometheus€¦ · Prometheus to achieve a system that meets the needs for the majority of the users . 1.5. Change requests Prometheus users . MDP BELGIUM. 1. Introduction

MDP BELGIUM

Software Prometheus

Mechelen, Belgium20 November 2015

Hildegarde Broos

MDP BELGIUM

1. Agenda

1. Introduction2. Tips and tricks3. Analytic tools 4. New version 5. EMDIS CORD

MDP BELGIUM

1. Agenda

1. Introduction

MDP BELGIUM

1. Introduction

• EMDIS: communication system between registries in Europe, and outside Europe

• EMDIS initiated in 1992 : the standard platform for registry communication

• The participants (37 countries) communicate directly with each other through encrypted email messages.

• Each country uses their own software.• Can be seen as 1 virtual system.

1.1. EMDIS

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1. Introduction

• World-wide used information system for stem cell donor registries created by Steiner, Prague, since 1993

• Used by 20 countries.• It covers all key business processes of

the registry’s daily search process.• Member of the EMDIS IT committee.

1.2. Prometheus

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1. Introduction 1.3. System architecture

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1. Introduction 1.4. Project Belgium

• Development of decentralized structure.

• Live since 1-4-2013.• Since then: 2 major updates for the

international EMDIS release (in 2013-2014)

• 2015: preparing for new upgrade combined with the EMDIS cord tool

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1. Introduction 1.4. Project Belgium

• Donor import tool.• Cord update + import.• Update tool to BMDW• Connected to 32 EMDIS countries

today• All development following WMDA rules

to be ready for the WMDA accreditation.

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1. Introduction

• Requests from MDPB cooperative centers

• Requests from Prometheus members

• Requests from EMDIS members

1.5. Change requests

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1. Introduction

• Procedure included in the MDPB standards.

• Change request form MDPB FRM014.• The request must be motivated, with

indication of priority.• Impact assessment – change approval.• If it is not a Registry specific function

the RFC must pass the Prometheus user group.

1.5. Change requests MDPB

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1. Introduction

• Cooperation between Steiner Ltd and the registries using Prometheus

• Prometheus Change Advisory Board• Responsibility to receive, review and

agree on the prioritization of requests.• Coordinate the functionality of

Prometheus to achieve a system that meets the needs for the majority of the users

1.5. Change requests Prometheus users

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1. Introduction

• “A formal request for new or changed functionality in the existing IT system and is in response to new or changed business requirements” will have to pass the user group Subcommittee.

• Will be voted on during the bi-annual user group meetings which take place during the WMDA meetings.

1.5. Change requests Prometheus users

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1. Introduction

• The EMDIS development is driven by request for comments (RFCs) by all member registries.

• Yearly EMDIS implementation package during the last quarter.

• Which implicates a yearly Prometheus update.

1.5. EMDIS change requests

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1. Agenda

1. Introduction2. Tips and tricks

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2. Tips and tricks : patients2.1. Active patients

Easy tool to check on the status of your activated patients

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2. Tips and tricks: patients2.1. Active patients

A list of your patients with status “active will be displayed”

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2. Tips and tricks : patients2.1. Active patients report

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2. Tips and tricks : patients2.1. Active patients report

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2. Tips and tricks : patients2.1. Active patients

• International registries check the inactive Belgian searches monthly by sending us spreadsheets and they will cancel themselves if we don’t respond.

• Suspend the search within 6 months if the patient search is inactive but cannot be stopped completely.

• Cancel the file in case of transplantation or other reason.

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2. Tips and tricks : donors2.2. Donor status

• Please keep the availability of your donors up to date:

• Delete the donor after donation.• Change donor status to :

Temporarily unavailable – reservation

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2. Tips and tricks : donors2.2. Donor cancellation or unavailability

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2. Tips and tricks : donors2.2. Donor status

Donor status:

4. Donor deleted: From: date

2. Temporarily unavailable or reserved:From: date to: date

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2. Tips and tricks : donors2.2. Donor cancellation or unavailability

• At the end date of the donor reservation the system will make the donor available again.

• At the age of 60 the donor will be deleted automatically by the system.

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2. Tips and tricks :2.3. Archiving

• Files will be archived for 30 years.• Guarantee backup and longtime data

storage• In case of migration to another

software system: all Prometheus data -files will be migrated including attached files.

• (excluded: received initial search results)

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Attached files: • Possibility to attach external files such

as text documents, PDF’s, excel files to a donor or patient record.

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• Attached files:

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2. Tips and tricks :2.3. Archiving reports

• One note :• When you save / archive reports to

your local network– backup must be guaranteed by your institution.

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1. Agenda

1. Introduction2. Tips and tricks3. Analytic tools

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3. Analytic tools

1. Analytic patient tool 2. Patient tools:

Analytic tool for outgoing typing requestsAnalytic tool for outgoing sample requests

3. Analytic tool for donors4. Donor tools:

Analytic tool for incoming typing requestsAnalytic tool for incoming sample requests

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3. Analytic tools 3.1. Analytic patient tool

Analytic tools :

• Exports of all data available in Prometheus

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In the upper left column: small button to open the window screen with all options:

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The list of columns will be displayed and can be selected for further analysis.

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Buttons to navigate between records:

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Count: number of records

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Column headers: Arrow in the corner of the column: filter data.

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Data export to file: Export of all columns, or selected columns to different formats:

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Save the export to your files:

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3. Analytic tools

• All available data (selected) of the patient database are exported to excel: (records since 2008 available).

3.1. Analytic patient tool

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3. Analytic tools

• Analytic tool for outgoing typing requests

• Analytic tool for outgoing blood sample requests

3.2. Outgoing requests

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3. Analytic tools 3.2. Outgoing typing requests

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3. Analytic tools

Export of all activated typing requests (for Belgian donors and EMDIS donors) since 2008 including :

- Requested resolution- HLA typing before request- HLA results- Request date / status - No result date

3.2. Outgoing typing requests

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3. Analytic tools 3.2. Outgoing typing requests

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3. Analytic tools

Export of all activated blood sample requests (for Belgian donors and EMDIS donors) since 2008 including :

- Requested details, quantity- Arrival date, arrival status- No result date- IDM results- Confirmatory typing results

3.2. Outgoing blood sample requests

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3. Analytic tools

Check of blood samples with pending CT results (transplant center) Select the analytic tool for outgoing sample requests

3.3. Practical example: pending CT results

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3. Analytic tools

Transplant center: Check the blood samples with pending CT resultsTick the following items:* Patient name / request date / donor Id / ARR date / ARR status / RES date / RES status / NORES date / NORES status.


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3. Analytic tools

Selection of fields:


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3. Analytic tools

Customize the date:


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3. Analytic tools

Then export the date:


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3. Analytic tools

Then export the date:


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3. Analytic tools

And save the file to your local directory:


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3. Analytic tools

And save the file to your local directory:


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3. Analytic tools 3.3. Practical example: pending CT results

The result is an overview of the status of all the samples you received :

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Samples with CT results not available: so NORES message sent:

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Samples with CT results not available: so NORES message sent:

Pending CT results:• Sample not yet received• 1 sample received but CT results

pending

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3. Analytic tools

Easy tip:• Keep the Sample requests pending in

the new EMDIS messages as long as the CT typing has not been entered.


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3. Analytic tools 3.4. Donor analytic tool

• All data available in the donor database are available in the analytic tool

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3. Analytic tools

3.6. Incoming blood sample requests

3.5. Incoming typing requests

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1. Agenda

1. Introduction2. Tips and tricks3. Analytic tools 4. New version

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4. New version Version 181

Implementation date: 2016

- simultaneously with the implementation of EMDIS cord- after interfaces with the cord blood banks are operational

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4. New version

4.1. Messages and requests

The “messages” tab divided into:• Messages • Requeststo give better overview of status of requests

New options

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4. New version 4.1. Messages and requests

• Old:

• New:

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• Panel on second row:

• Messages: displays all EMDIS messages

• Requests: displays requests and status of requests

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4. New version

4.1. Messages and requests4.2. Save settings

New options

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4. New version 4.2. Search result report: save settings

• New option to save the parameters of your search report when editing the printout:

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The “save settings” will archive your parameter selection :

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4. New version

• Entry of name :

4.2. Search result report: save settings

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4. New version

When doing another searchyou can retrieve the previoussettings in the :

By clicking on “load”:

4.2. Search result report: save settings

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4. New version 4.3. User settings

Store user settings at different levels: • EMDIS search results• EMDIS messages

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4. New version 4.3. User settings: EMDIS search results

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4. New version 4.3. User settings: EMDIS search results

New option to store and delete your user settings:

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4. New version 4.3. User settings: EMDIS new messages

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4. New version

New option: “data typing history tool”Better recording of HLA updates.

4.4. Donor typing HLA update

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4. New version

When you do a typing update the update will be logged in the new HLA “data typing history tool” and discrepancies will be marked:


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4. New version

• All discrepancies will also be logged in the discrepancy analytic tool at the central Registry level.


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4. New version

The new “data typing history tool”also enables to report discrepant confirmatory typing results.

4.5. Discrepant confirmatory typing results

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4. New version

• Existing Prometheus procedure to send CT results:


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4. New version

• The confirmatory typing results will be sent by EMDIS to the respective donor Registry.


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4. New version

• The message will be listed in the EMDIS messages:


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4. New version

• In case of a discrepant typing the discrepancy has to be reported using the WMDA S70 form.

• Additionally: Prometheus offers a new tool to record the discrepant typing.


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4. New version 4.5. Discrepant confirmatory typing results

• How to record the discrepancy: select the search results report:

• Select the requested blood sample with the discrepant ct and click on “typing history” button:

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The discrepant typing window screen opens and shows the following options: • Consensus type displays the actual

typing• New HLA typing result: option to enter

the correct typing of the discrepancy found

• Then propose new consensus and savethe results:

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4. New version

• The discrepant is recorded in the upper part of the window screen.


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4. New version

• The entry date of the discrepancy is logged in the search results: “Sample res” and the discrepant typing information remains available


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• At the Registry level all reported discrepancies are centrally logged:

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• The registry participates in the WMDA’s survey on HLA discrepancy during CT/verification typing – required for WMDA accreditation

• With this new tool Prometheus offers the option for the Registry to log the discrepancies found and fulfill WMDA requirements.

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1. Agenda

1. Introduction2. Tips and tricks3. Analytic tools 4. New version5. EMDIS CORD

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5. EMDIS CORD 5.1. Project

• EMDIS CORD is a feature for sharing all cord blood records between registries.

• Mirroring of complete cord dataset between HUBS: one to one exchange.

• Necessitates a real time interface between the Belgian cord blood banks and Prometheus to have up-to-date cord data.

• In the software of the international registries the extended dataset of the Belgian cord bloods are immediately available.

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5. EMDIS CORD 5.1. In practice

• In Prometheus 2 pages have been added to the cord record to include the additional data fields.

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5. EMDIS CORD 5.2. Cord record: tab CBU IBesides availability and HLA typing data sent out today:

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5. EMDIS CORD 5.2. Cord record: Tab CBU IIAdditional data fields in the EMDIS cord dataset shared between registries

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5. EMDIS CORD 5.2. Cord record: TAB CBU III

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5. EMDIS CORD 5.3. EMDIS CORD search

• In the search tool you see immediate the complete dataset of the international cords of the registries linked with Belgium

• Further requests can be done following the existing EMDIS settings.

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5. EMDIS CORD 5.3. EMDIS CORD search

• How to do a EMDIS cord search? • Go to Search and then EMDIS VIEW

MIRROR:

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5. EMDIS CORD

• EMDIS mirror opens: EMDIS CBU BROWSER

5.3. EMDIS CORD search

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5. EMDIS CORD

• Go to:


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5. EMDIS CORD

• Load the database of the cord database:


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5. EMDIS CORD

• The cords of the mirrored Registry will be uploaded:


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5. EMDIS CORD

• Go to the CBU search and initiate a cord search for your patient :


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5. EMDIS CORD

• Set the search parameters:


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5. EMDIS CORD

• The cords matching with your patient will be displayed:


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5. EMDIS CORD

• Further activations can be done :


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5. EMDIS CORD

• Activations will be listed in the EMDIS messages as the other workflow EMDIS messages:


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5. EMDIS CORD

• Printout of search report and possibility to save between the other EMDIS search results :


Documents

Software Prometheus€¦ · Prometheus to achieve a system that meets the needs for the majority of the users . 1.5. Change requests Prometheus users . MDP BELGIUM. 1. Introduction