# Presentation: 125870

## National Institute of Dental and Craniofacial Research

- Dental, Oral, & Craniofacial Reporting System (DOCRS)

- DOCRS

- Mary Ann Williamson
- Office of Information Technology
- NIDCR

- May 2001

**Notes:**
This presentation is on the Dental, Oral, & Craniofacial Reporting System (DOCRS)

## Overview

- IMPAC II Extension
- Allows flexible querying and reporting of IMPAC II data

- DOCRS

- May 2001

**Notes:**
DOCRS is an IMPACII Extension system which allows flexible querying and reporting of IMPACII data.

## Requirements and Specifications

- Grew out of NIDCR Strategic Planning Process
- Trans-NIDCR Workgroup participated in all phases
- Meets Division of Extramural Research needs as well as other NIDCR organizational units

- DOCRS

- May 2001

**Notes:**
DOCRS grew out of the NIDCR Strategic Planning Process, which called for “...optimal uses of the information management technology.”)

A Trans-NIDCR Workgroup was involved in all phases of development, from initial planning and contract proposal through the iterative development process.  As a result, the system allows DER staff to have easy access to data needed to manage the grants portfolio, and also allows other offices such as Budget and Public Information to get needed information.

## Technical Features

- Database back-end is Oracle 8.1.6
- Daily data refresh
- Client front-end is MSAccess2000
- Application resides on client PC
- Client application updates are distributed automatically to all users

- DOCRS

- May 2001

**Notes:**
The database backend is currently Oracle 8.1.6 running on the CIT EOS UNIX server.  The daily refresh process extracts data from IMPACII and reformats into “denormalized” database tables to speed up access to data.  If the refresh does not complete, data from the most recent refresh remains available.

The client front end is MS Access2000 running on Windows98 and 2000.  The application resides on the client PC.  New releases of the application are managed via a batch procedure that runs automatically when needed to get the latest version, without requiring a manual intervention at each PC.

## Security

- User logon is required
- Three role types ensure appropriate access to data and application

- DOCRS

- May 2001

**Notes:**
To enforce security, a user logon is required to enforce the three roles of User Admin (allowing access to monitoring features), full view (allowing query access to all data), and limited view (allowing query access to public information data only).

## Some Key Features

- Query flexibility
- Output flexibility

- DOCRS

- May 2001

**Notes:**
Some key features of DOCRS are query flexibility and output flexibility.  

## Query Flexibility

- Specific IC or all of NIH
- Funded and pending applications from one screen
- Pre-defined aggregates simplify querying
- User can create report heading
- Query can be saved for future use

- DOCRS

- May 2001

**Notes:**
While DOCRS is optimized for NIDCR use, a user can query for another IC or for all of NIH.  Both funded and pending applications are available.  Pre-defined aggregate groupings (such as Active Today, Grant Mechanism), simplify querying.  The user can define a report heading and can save queries for future use.

## Output Flexibility

- Up to 3 sort levels
- Default hitlist contains significant data elements
- Hitlist displays record count and sum of funded amounts
- Can export query results to Word and Excel
- Other output options include mailing labels and e-mail

- DOCRS

- May 2001

**Notes:**
A user can specify up to 3 sort levels.  The default hitlist contains the most significant data elements, as defined by the Workgroup).  The hitlist displays the record count and automatically sums the funded amounts. Available output options include a report published in MSWord, an Excel spreadsheet, mailing labels, and e-mail.

## Hitlist Options

- Dynamically sort on any field displayed
- Select records from Hitlist to copy/paste into other application, or to sum funded amounts
- View Detail Report for individual record
- View Summary Statement, Abstract, or Notice of Grant Award in Word

- DOCRS

- May 2001

**Notes:**
The hitlist can be further manipulated to dynamically sort on any field display, select records from the hitlist to copy/paste for use in another application (such as MSWord or e-mail), and to select records from the hitlist to sum the funded amounts.  The detail report brings up more extensive information.  The Summary Statement, Abstract, and NoGA can be viewed in Word.

## Current Phase

- Maintenance phase
- Minimal changes will respond to environment, make corrections, or add any critical elements
- Next planned feature is standard reporting module
- NIDCR will monitor IMPACII applications before undertaking any significant new development

- DOCRS

- May 2001

**Notes:**
DOCRS is currently in a maintenance phase.  The only anticipated changes are those needed to respond to the environment, make corrections, or add any new critical elements.  The next planned feature is a standard reporting module.  NIDCR will monitor IMPACII applications before undertaking any significant new development.

## Slide 11

**Notes:**
The Main Menu screen displays the date and time of the last refresh; allows for changing the password, and (for those with the Admin role) allows managing the user tables.
(Query & Reporting)

## Slide 12

**Notes:**
The Query & Reporting screen has many features.  The buttons across the top allow a user to clear all previous parameters (New Query), open a previously saved query, save a current query, and print the screen.  The right-hand column contains pre-defined aggregate groupings.  The center portion is the principal area for specifying selection criteria.

(Sort)