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Policies,Administrative,UWHC,Department Specific,Health Link,Health Link Procedures

UW Health Batch Scheduling Request Procedure (HL-023-PRO)

UW Health Batch Scheduling Request Procedure (HL-023-PRO) - Policies, Administrative, UWHC, Department Specific, Health Link, Health Link Procedures

HL-023-PRO


Administrative Departmental Procedure
This department-specific procedure applies to the operations and staff of the Information Services
Department of the University of Wisconsin Hospitals and Clinics Authority as integrated effective July 1,
2015.

Policy Title: UW Health Batch Scheduling Request
Policy Number: HL-023-PRO
Effective Date: 8/29/2016
Chapter: NA
Version: Original

I. PURPOSE
This procedure describes the steps to create jobs, batches, and runs, and to request batch
scheduling. This procedure uses the 1000-RW Batch Template for illustration purposes.

II. DEFINITIONS
NA

III. POLICY ELEMENTS
This procedure supports the following policy:

UW Health Batch Schedule Request Policy

IV. PROCEDURE

A. Open the Batch Scheduler Main Menu

1. From the Clinical Administration main menu, type 1 and press Enter to select
Management Options. Note: The numbers may differ between applications but the
names should be the same.




2. Type 20 and press Enter to select Utilities. Note: The numbers may differ between
applications but the names should be the same.



3. Type 1 and press Enter to select Batch Menu. Note: The numbers may differ
between applications but the names should be the same.




4. The Batch Scheduler Main Menu appears.



B. Define a Job From a Template

A job is a set of questions and answers that define the way the system performs a specific task,
usually a task in TXT.

1. From the Batch Scheduler Main Menu, type 1 and press Enter to select Job
Enter/Edit. Note: The numbers may differ between applications but the names
should be the same.




2. Type the name of your job in the Job field and press Enter. If there are no other jobs
with the exact name, you will see the following screen with the message No Job
found.



3. Enter Y in the Would you like to create a new Job? field and press Enter.
4. The system prompts you to assign the job number or have it assigned automatically.
Assign the job number within the numbering range for your application. Refer to the
Health Link Style Guide for more information.

Note: For a new job, follow the Health Link Style Guide for the naming/numbering range that
corresponds to your application. For example, the numbering range for ADT is 5,500,000-
5,799,999.

5. Type the job number in the JOB IDENTIFIER field and press Enter once before
trying to create it so you can validate that the number hasn’t been used already.




6. The system gives you the option to change the job name. Press Enter.



7. Enter the ID for the template you want to use in the Template to use field of the Job
Record screen.

Note: The template you select here determines which mnemonics appear on the
Mnemonics screen. If you want to change the template after you enter it, press F10.
This procedure uses the 1000-RW Batch Template for illustration purposes.

8. Enter a free-text description of your job in the Description field of the Job Record
screen. You can enter multiple lines of information. It is recommended that you
include the name and number of the corresponding Batch and Run in the Description
field, as well as the date the job was created.



9. Press Page Down to move to the next screen (Mnemonics).
10. Enter a value for each required mnemonic in the Value column of the Mnemonics
screen. Enter the same values you would use if you were completing the prompts
manually.

Note: Mnemonics marked with an exclamation point (!) are required.

11. Assess each optional mnemonic and decide whether to enter a value. Enter the same
values you would use if you were completing the prompts manually.


Note: The values for some mnemonics can only be entered by ID number.



Note: Press Shift + F5 to display additional information you may need to complete a required (!)
mnemonic field.

12. Enter the mnemonics:
a. Report field: Enter the report ID number. The report name and number will
then populate in this field.
b. !DEPT FOR PRINTING field: Enter the department name or number. For
example, UWMF EPIC SYS[90028.
c. !USER (user ID) field: Enter Batch, UW.

Note: Batch, UW is the user ID used in this procedure. In general, enter the background group
user ID for your group in the !USER (user ID) field, when possible. For some jobs, you may need
to enter yourself as the user. Knowing what user to enter is one of the biggest hurdles encountered
in creating jobs. Ask for guidance if you are not sure.

d. !PRINT field: Enter No.
e. EXPORT FILE PATH field: Information entered in this field differs
depending on whether the Job is for UW Health or a Community Connect
partner. For example, the file path for UW Health may be
\share\uwh\[application]\[environment]\[filename].

Example file path for ADT: \share\uwh\ADT\PRD\CR_CER2.txt

Example file path for Agrace:
\\uwhealth.wisc.edu\unc1\Epic\Share\[CCXX]\[filename###.csv], where
filename is the name of the file and CCXX is the folder for a Community
Connect partner.

Note: Entering ### after the filename will cause the system to automatically enter the date. You
don’t have to add a date to the filename yourself. The .csv file extension ensures the file opens in
Excel.

C. Define a Batch

Grouping jobs into batches allows you to run several jobs together at the same time and define

dependencies between jobs. For example, if you want to run a report and then print it, you would
set up a batch with two jobs and set the dependencies such that the report job finishes before the
print job starts.

Note: Every Job needs to go into a Batch, even if it is the only Job in the Batch.

1. From the Batch Scheduler Main Menu, type 2 and press Enter to select Batch
Enter/Edit. Note: The numbers may differ between applications but the names
should be the same.



2. When prompted, enter a Batch name/number in the Batch field and press Enter.
3. If this is a new Batch, type Yes in the Would you like to create a new Batch? field
and press Enter.

Note: The system automatically assigns a batch ID. If you want to assign an ID manually, you
can enter one here. For consistency, it is best to use the same number for each Job, Batch, and
Run, if they are not new.



4. Type the Batch number in the BATCH ID field within the numbering range for your
application, then press Enter. Refer to the Health Link Style Guide for more
information.
5. Type the name of the Batch in the BATCH NAME field, then press ENTER.
6. Press Enter to move to the next screen.

7. Type a free-text description of your batch in the Description field of the Batch
Definition screen. You can enter multiple lines of information.



8. Type the name(s) or Job ID(s) of each job you want to include in the batch in the Job
Name column. You can have a single Batch with many Jobs in it.



9. Press Enter.

Note: If you are adding Jobs to an existing Batch that is already scheduled, the system will not let
you add the Job. You have to find the Run that includes this Batch and stop it, then add the Job to
the Batch and restart the Run.

10. When you have finished entering all the jobs for the batch, press Page Down. You
can now create another batch or press Page Up to return to the Batch Scheduler Main
Menu.

D. Define a Run

A run is a record that specifies which batch to execute, when, and how many times. RW Batch
runs are typically recurring runs.

This section describes how to define a run. The next section describes how to submit a run.

1. From the Batch Scheduler Main Menu, type 3 and press Enter to select Run
Enter/Edit. Note: The numbers may differ between applications but the names
should be the same.




2. Type a number/name for the new run and press Enter.

Note: For consistency, it is best to use the same number for each Job, Batch, and Run, if they are
net new.

3. Type Yes in the Would you like to create a new Run? field.



4. Enter the name of the batch you want to run in the Batch Name field on the Run
Definition screen.

Note: After you enter the name of a batch, it cannot be modified.



5. Enter a free text description of the run in the Description field.




6. Enter one or more recipients from the User (EMP) master file in the Send error email
to field. The list of recipient(s) is notified if the run encounters an error.



7. Type Yes in the Prevent Resubmit field to prevent the run from being rescheduled if
its status changes to 4-Error. Type No or leave this field blank to allow the run to be
rescheduled even if it has an error.
8. Press F9 to proceed to the Submit Runs screen.



E. Submit a Recurring Run

In most cases, you will be scheduling recurring runs (runs that repeat on a schedule). To set up a
recurring run, you must specify:
• When the batch should run.
• How often the batch should run.
• What to do if a batch is scheduled to run on a holiday.


This section describes how to set up a one-time submission of the run or runs you created using
the instructions above.

Note: Some fields do not appear until you enter Yes in the Recurs? field.

1. In the Recurs? field of the Submit Runs screen, type Yes and press Enter. Several
new fields appear on the screen. As you fill in fields, more fields may appear.



2. Enter the date after which you want recurring runs to be submitted in the Schedule
start date field. This can be either an absolute or a relative date.
3. Enter how often you want the batch to run in the Frequency field. Options are as
follows:
• Individual dates: The batch is submitted on dates you specify.
• Daily: The batch is submitted once every certain number of days that you set.
• Weekly: The batch is submitted on certain days of the week once every certain
number of weeks you set.
• Monthly by days of the month: The batch is submitted on certain days per
interval of months.
• Monthly by days of the week: The batch is submitted on certain days of the
week, during certain weeks of the month, per interval of months.
4. Enter a time to start the batch each day it runs in the Start time field.
5. In the Holiday action field, enter a value that determines what the system does if a
recurring batch is due to run on a holiday. Options are as follows:
• No Special Action: The batch runs as normal on holidays.
• Skip Batch: The batch doesn’t run on holidays and is canceled, not rescheduled.
• Next weekday: The batch runs on the first weekday following the holiday.
• Previous weekday: The batch runs on the last weekday before the holiday.
• Next Calendar Day: The batch runs on the next day after the holiday, whether it
falls on a weekday or weekend.
• Previous Calendar Day: The batch runs on the last day before the holiday,
whether it falls on a weekday or weekend.
• Next Day except Primary Weekend Day: The batch runs on the next day after the
holiday, excluding the primary weekend day specified by your organization. If
you live in the United States, the primary weekend day is probably Sunday.

• Previous Day except Primary Weekend Day: The batch runs on the last day
before the holiday, excluding the primary weekend day specified by your
organization.
6. Press F9 to submit the run.
7. When the message Is this acceptable? appears at the bottom of the screen, type Yes
and press Enter. The Jobs in the Batch are now scheduled to run.
8. If there are any errors in a Job/Batch/Run, the system sends an email to the email
address specified in the Send error email to field of the Run Definition screen. Refer
to Step 6 of Section D. Define a Run.

F. Enter a Batch Scheduler Process Request

1. From the Health Link INT home page, click Batch Scheduler Process Request.



2. Complete the Batch Scheduler Process Request form. The fields marked with a red
asterisk (*) are required. When you are finished, click Order Now at the bottom of the
form.

Note: You will not receive an email confirmation of the submission, so make sure all the
information is documented for your build.

3. The Health Link Technical Team will review the submitted information. Note: If your
request is urgent, email the Health Link Technical Team to expedite.
4. The Health Link Technical Team validates the impact (if any) for the Batch process to
run and approves it to move to either RPT or PRD, depending on what the Batch is
running.

V. FORMS
Batch Scheduler Process Request Form in ServiceNow. (https://uwhealth.service-
now.com/ess/form.do?sysparm_document_key=sc_cat_item,fb85cedf6fc2d200e5b40edeae3ee43
2

VI. REFERENCES (optional)
NA


VII. COORDINATION

Sr. Management Sponsor: UW Health CIO
Author: IS Director – Clinical Systems
Reviewer(s): Health Link Technical Leaders

Approval Committee: Health Link Technical Leaders

SIGNED BY:
UW Health CIO

VIII. REVISION HISTORY

Effective Date Next Review Summary of Changes Change Authors
8/29/2016 8/29/2017 Initial release. K. Wroblewski