# Presentation: 423171

## Getting to the Bottom of the Data – Basic FileMan

**Michele Krajewski**
- Vista Imaging System Manager
- Philadelphia VAMC
**David W. Massey**
- Product Support Specialist
- Clinical 3 Team, Imaging Support

## Introduction

- VA FileMan – What is it?
- Menu Options
- List File Attributes from Data Dictionary Utilities
- FileMan report functions (Inquire, Sort, Search and Print)
- FileMan Templates
- “Jumping” files & Multiples
- References & Links
- Questions?

## VA FileMan – What is it and Who uses it?

- Creates and maintains a database management system (DBMS).
- Used to define, enter, and retrieve information from a set of computer-stored files, each of which is described by the data dictionary.
- Has several levels of users, ranging from a data entry person who enters, edits, inquires or prints information, to software application developers who utilize the DBMS features and utilities.

## Sample API Calls – Programmer Alert!

## Fields, Records, and Files 

- A computer **database** such as VA FileMan organizes your data, storing it in **fields**, **records**, and **files**, much as you might arrange and preserve information on paper.
- A **record** is a group of fields of data. Each record has a name (e.g., a patient name for a patient record). You can use the record name to recall the record for editing or for printing out. Records are also known as file *entries*.
- For example, a record for a patient might have various **fields** such as NAME, AGE, ADMISSION DATE, etc. for a single patient. Each record for a patient would contain the same set of fields (places to fill in information).

## Fields, Records, and Files

- Each **field** in a record functions just like a blank on a form. When you're editing a record on a terminal, for each field, you'll find a prompt that tells you what type of data to enter.
- All of the records that contain like data are collected and stored in the same **file**. For example, all patient records are stored in the PATIENT file (#2) and all computer user records are stored in the NEW PERSON file (#200). This way, to look up a patient, you know that the file to go to is the PATIENT file. Also, to do a report on all patients, you would generate the report from the PATIENT file.

## Database

## DD – Map to the City (Database)

- City = Database
- Block = Package
- House = File
- Room = Record

## VA FileMan Options

-           Enter or Edit File Entries
-           **Print File Entries**
-           **Search File Entries**
-           Modify File Attributes
-           **Inquire to File Entries**
-           Utility Functions ...
-           **Data Dictionary Utilities ...**
-           Transfer Entries
-           Other Options ...
- Select VA FileMan Option
***(Tip: ‘???’ for menu descriptions in Vista.)***

## Data Dictionary Utilities

- The structures of VA FileMan files are stored in the data dictionary (DD).
- Locate specifications of every field in every file.
- Use the information in the DD (usually field names and descriptions) to successfully access and use the data in VA FileMan's files.

## List File Attributes Option

- This listing displays the structure of the file and the characteristics of the fields in the file.
- It does not show entries, records, or any data contained in the file!
- This information can be very useful when deciding what fields to include in a report, or what fields to edit.

## List File Attributes  Formats

**Brief**   *[good place to start!]*
- Condensed
**Standard (or Modified Standard)**
- Custom-Tailored   *[try on your own!]*
**Templates Only**
- Global Map 	*[Programmer Alert!]*
- Indexes and Cross-References Only
- Keys Only

## Brief Data Dictionary

**Brief** format is more readable but less complete than the default of a **Standard** listing.
*Let’s look at a Brief DD for an Imaging File! **	****(*****2005  IMAGE FILE)**
*But how do I know what Imaging files are on my system??  **	**Tip: ***(?  ^2005)**
*What if I don’t know the file range start? Tip: ***(Package Technical manual)**

## Brief Data Dictionary

- BRIEF DATA DICTIONARY **#2005 -- IMAGE FILE** 		 (VERSION 3.0)
- -------------------------------------------------------------------------------
**NUMBER**                         2005,.001    NUMBER
-                         Type a Number between 1 and 999999, 0 Decimal Digits
**OBJECT NAME**                    2005,.01    FREE TEXT
-                                    Answer must be 3-70 characters in length.
**ACQUISITION SITE**               2005,.05    POINTER TO INSTITUTION FILE (#4)
-   Name of Site where Image was Created
-                      Enter the name of the site where the image was created.
**EXPORT LOCATION**                2005,.06   2005.01  POINTER
-    Multiple
- 	 EXPORT LOCATION              2005.01,.01    POINTER
-                                          	TO NETWORK LOCATION FILE (#2005.2)

## Multiples (Subfiles)

- Sometimes, a single field in a record is not enough to hold all the information required.
- Subfiles (Multiples) are widely used throughout V*ista*.
- Subfiles can themselves contain Subfiles creating additional levels in files.

## Field Types

-  Date/Time
-  Numeric
-  Set of Codes - codes that represent values
-  Free Text – length 1 to 250 characters
-  Word Processing - multi-line document of text
-  Computed – virtual field, value not stored
-  Pointer to a(nother) File
-  Variable Pointer – point to more than one file
-  Mumps - designed specifically to contain executable M code.

## Pointer to a File

- Using a pointer field from an entry in the current file, you can easily retrieve information from the pointed-to entry in another file.
- You can include the attending physician's phone number for each patient in your report, by using a simple extended pointer at the "PRINT FIELD:" prompt.
- PRINT FIELD: 					**ATTENDING PHYSICIAN :PHONE NUMBER**

## Standard Data Dictionaries

- The most complete information about a file is obtained by using the Standard data dictionary format.
- Default for the List File Attributes option.
- In addition to detailed information about every field in the file:
- file description
- file access
- identifiers
- other files pointing to the file
- cross-references
- files pointed to by the file
- templates associated with the file

## File Access – Data Security

- VA FileMan has facilities for screening access to entire files *and *to data within files on a field-by-field basis. Access to previously defined templates is also controlled.
- Imaging files are secured with the ‘@’ file access symbol.

## Standard Data Dictionaries

*Let’s look at a Standard DD for an Imaging File! **	****(*****2005  IMAGE FILE)**
- Description – *good info!*
- Look up an individual field (Start with field: FIRST// .01  OBJECT NAME)
- Tip: For faster searches on files that contain many entries (2005!), start w/cross referenced fields.

## Standard DD Field

- 2005,.**01**      **OBJECT NAME**            0;1 **FREE TEXT** (Required)
-               INPUT TRANSFORM:  K:X[""""!($A(X)=45) X I $D(X) K:$L(X)>70!($L(X)
-                                 <3)!'(X'?1P.E) X
-               LAST EDITED:      JUN 30, 1993
-               HELP-PROMPT:      Answer must be 3-70 characters in length.
-               **DESCRIPTION:**      Each object has a natural language name; this
-                                 usually consists of the patient name, social
-                                 security number, and object description.  This
-                                 field is automatically defined by the Imaging
-                                 software.
-               CROSS-REFERENCE:  2005^B
-                                 1)= S ^MAG(2005,"B",$E(X,1,60),DA)="“
- 		   2)= K ^MAG(2005,"B",$E(X,1,60),DA)

## Templates Only DD

- Displays information about the templates associated with a file.
- Input Templates
- Print Templates
- Sort Templates

## Quick FYI...Other DD’s – Programmer Alert!

- Global Map format shows the actual structure of the global (file) that contains the data for the file
- The Indexes and Cross-References Only format shows the Traditional cross-references and New-Style indexes that are defined on a file.
- The Keys Only format shows the keys that are defined on a file.

## What does a Global look like?? - Programmer Alert!

- VAH>D ^%G
- Global ^MAG(2005,118942363 -- NOTE: translation in effect
- ^MAG(2005,118942363,0)=ZZTEST,RAD 000-00-7777 ANKLE^BIL00118942363.TGA 	^18^18^26^3^7175928^CR^3070222.143857^118942362^0^0
- ^MAG(2005,118942363,2)=3060310.075236^^^ANKLE     (#1)^3060310.0739^74^855019
- ^MAG(2005,118942363,40)=RAD^1^75^111^29
- ^MAG(2005,118942363,100)=^^520^6
- ^MAG(2005,118942363,"FBIG")=18^26
- ^MAG(2005,118942363,0 "PACS")=1.2.392.200054.30630000.10450.6.1141998753.1^85
- ^MAG(2005,118942363,0 "SERIESUID")=1.2.392.200054.30630000.10450.5.1141998753
- ^MAG(2005,118942363,0 "SOP")=15^1.2.840.113754.1.7.520.69.20060310.75813.0

## Related 2007 VeHU Classes

- 113H VA FileMan - Basic (The Rookie)
- 210H VA FileMan - Advanced (Where Eagles Dare)

## Helpful Links

- Hardhats FileMan _[http://www.hardhats.org/fileman/FMmain.html](http://www.hardhats.org/fileman/FMmain.html)__ _
- VHA – Office of Information VA FileMan V. 22.0 _[http://vista.med.va.gov/fileman/index.asp](http://vista.med.va.gov/fileman/index.asp)_
- VHA Software Document Library FileMan _[http://www.va.gov/vdl/application.asp?appid=5](http://www.va.gov/vdl/application.asp?appid=5)_
- VeHU All Years Catalog – search for “FileMan” _[http://vaww.vehu.med.va.gov/Catalog/Default.cfm](http://vaww.vehu.med.va.gov/Catalog/Default.cfm)_

## Resources

- VA FileMan manuals – Technical, User, Advanced User and Programmer
- VA FileMan v. 22.0 website
- Hardhats website

## Questions?