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UW Health Batch Scheduling Best Practices -- Text Navigation and Jobs (HL-024-PRO)

UW Health Batch Scheduling Best Practices -- Text Navigation and Jobs (HL-024-PRO) - Policies, Administrative, UWMF, UWMF-wide, Health Link, Health Link Procedures

HL-024-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 Best Practices -- Text Navigation and Jobs
Policy Number: HL-024-PRO
Effective Date: 8/29/2016
Chapter: NA
Version: Original

I. PURPOSE
This procedure describes best practices for text navigation and setting up jobs during Batch
Scheduling.

II. DEFINITIONS
NA

III. POLICY ELEMENTS
This procedure supports the following policy:

UW Health Batch Schedule Request Policy

IV. PROCEDURE

A. Text Navigation

This section describes some tips and tricks for text navigation.

1. Help Text: Press Shift + F5 to get help text and a list of available options, depending on the
field. (Note: Free text fields do not have available options.) You can do the following actions:
a. Enter one of the available options.
b. Press Enter to return to the field you are requesting help on, while displaying the help
text until you move away from that field. Note: If the help text is obscuring the field,
press the Tab or an arrow key and the help text will disappear.
2. Save and Exit: Press Shift + F7 to save and exit a record. You can also use the Page Up and
Page Down keys to navigate to the end of a record, which will save the record when you exit
the last screen.
3. Copying and Pasting Text: You cannot use Ctrl + C or Ctrl + V to copy/paste text. Instead,
do one of the following actions:
a. Use Ctrl + Shift + C to copy text.
b. Highlight text to automatically copy it to your clipboard.
c. To paste text, put the cursor where you want to paste and use Ctrl + Shift + V or
Shift + Insert, or right-click.


B. Jobs

There are two important screens in the Job record:
• The Job Definition screen defines which template a Job should use.
• The Single and Multiple Response Values screen determines what information the
template should use.

Navigating the Job Definition Screen



The Job Definition screen has two important fields that can cause confusion:

1. Template to use field:
a. The Template to use field is where you enter a template that determines what the Job
does and what mnemonics are needed on the Single and Multiple Response Values
screen (described in the next section).
b. You can edit the Template to use field by pressing F10, but you should never do that
for a Job that is already in use. Doing so will erase all the information on the
subsequent Single and Multiple Response Values screen. Editing this field is only
performed in the initial build of a job.
2. Send error email to field:
a. This field is overwritten by the same field when defining Runs (later in this
document). That can cause confusion.
b. You do not need to complete this field here. Refer to Section D. Runs for more
information about this field.

Navigating the Single and Multiple Response Values Screen

The Single and Multiple Response Values screen is the next screen after the Job Definition screen.




1. The values on this screen, called mnemonics, determine what information the Job will
use. Note: Some templates (e.g., the RWB Reports template) have multiple screens for
mnemonics and pressing Page Down does not take you to the next screen. Instead press
the Down Arrow key.
2. The mnemonics listed on the Single and Multiple Response Values screen are determined
by the template in use.
3. If needed, press Shift + F5 for Help text and possible options for a given mnemonic field.
4. If the system rejects an entered value as illegal and you don’t know why (i.e., pressing
Shift + F5 didn’t work), the next step is to look up the template you are using on Epic
Galaxy. For example, Galaxy might include a description such as, “only run for a range
of 90 days,” for a particular date field.
5. Mnemonics with a leading exclamation point (!) are mandatory fields and must be filled
in with a valid record. The system won’t let you proceed to the next screen or exit unless
you enter a valid record. Note: You can press Shift + F6 + F7 to force exit from a screen
but this is highly discouraged because when you return to this screen, all the information
you entered previously will be erased.
6. If you do not know the valid record to enter in a mandatory field, it is best to research it
or even enter a placeholder value than to force exit.
7. You cannot leave a mandatory field blank and try to execute the associated Run because
this will cause a system error.
8. All the mnemonics that use dates should accept the Epic time standards (e.g., T-1 for
yesterday, M-1 for last month, etc.), but the system allows you to enter a specific date if
you prefer.
9. If you are going to schedule a recurring job, you should always use the Epic time
standard to avoid generating a perpetually growing range.
10. As a best practice, use Epic date inputs. For example, if a job should not be run using
today’s data, the system will not accept T as a value, nor will it accept a day that is too far
in the past. In these cases, the system will prompt you to enter a new value.
11. Additional mnemonics can be entered in the Additional Multiple Response Values
section of the screen (bottom). For example, if a mnemonic requires multiple entries to
include multiple service areas, this is where those would be entered. List the mnemonic
you are adding under the Mnemonic column and enter the value in the Value column.
12. You cannot edit a job if it is currently in a scheduled run. If you need to edit it:
a. Stop the run.
b. Edit the job.
c. Re-schedule/start the run.


C. Batches

Batches are straightforward. List all the Jobs you want to associate with the Batch on the Batch
Definition screen and proceed.



D. Runs

Runs are also fairly straightforward. The commands you can use are listed at the bottom of the
Run Definition screen.



1. Always enter a valid email in the Send Error Email To field of the Run Definition screen.
Note: The email entered here will overwrite any email entered on this field on the Job
Definition screen described in Section B. Jobs.
2. The Send error email to field determines who to email if there is an error in a
job/batch/run.
3. An error email address can be entered in multiple places (e.g., the Job Definition screen)
but you should always enter it in a Run, because the system always uses the error email
address indicated in a Run. Thus, entering it in the Send error email to field of the Job
Definition screen is not necessary.

4. Regardless of where you enter the error email address, always enter the actual name of a
user that has a qualified email address, formatted as [last name, first name]. Note: Type
the first few letters of the last name and press Enter to get a list of email options that
qualify.
5. The Send error email to field causes confusion because Text almost always prefers a
user’s ID rather than their actual name. If you encounter problems with this field, check
to make sure you are entering the qualified users name in the format described in Step 4.
6. Users should not use their own emails except when testing jobs/batches/runs.
a. When possible, enter a valid group email in the Send Error E-mail To field.
b. Avoid using your personal email in this field, if possible.
c. If you are not a part of the group email, you can also enter your own personal
email. However, do not enter ONLY your personal email.
7. Applications should generate and use a dummy employee whose email is the
Application’s group email. That way everyone will get the error email. Note: It used to
be a best practice to always include the interconnect user so the Technical team would
receive the error email, but this is no longer the case.
8. A source of frustration in both the Send error email to field and on the Single and
Multiple Response Values screen fields described next is that if you accidentally enter an
illegal value (i.e., trying to enter a user ID rather than a name for the Send error email to
field), the system will give you an error flag and force you to enter a valid value. This is
normal, but if you are in a hurry and try to fix it too quickly or start navigating away from
the current screen when the error flag appears, the system can get stuck for a few seconds
as it keeps trying to alert you to the illegal values. There is nothing you can do except
wait, but it often annoys users.

E. Submitting a Run

1. Press F9 to schedule a run or to run it immediately.
2. You cannot submit an immediate run and set up a run schedule at the same time. You
must perform the first run, wait for it to finish, and then set up your ongoing schedule.
3. You won’t lose your run schedule if you submit a single run after setting up the schedule.
The system will remember your settings.

F. Scheduling a Run

The following image shows the setup to schedule a Run for 6:00 AM every day of the week,
including Saturday and Sunday.




1. When scheduling a Run, press Shift + F5 to determine what each field in the Scheduling
Recurring Runs screen does. Most are fairly intuitive.
2. Once you are satisfied with the information you have entered, press F9 to submit the
Run.

G. Security and Access

1. Whatever user you log in to Text with is the user the system associates with the Run.
Thus, if the Run performs an action or updates a record, this is going to be the user used
most of the time. Note: Occasionally a template requires the ID and security of a specific
user for certain tasks.
2. When possible, use a generic username (preferably associated with a group email) to
ensure that any records touched indicate it was an automated action. Note: This is
standard practice in Billing, but the Clinical applications usually do not have a generic
user, so the user is just the actual user.
3. When a generic user is not used, some runs will begin to error out when the specific user
leaves the organization (their security is revoked). So try to use a generic user whenever
possible.
4. You can request a generic user associated with an application group’s email.
5. Always verify that whoever you are logged in as has access to the necessary records/file
paths/functionality you are asking the Run to access. This should be readily apparent
during testing (Hint: Always test your runs).
6. Make sure the Epic daemon itself can access whatever it is you want your Run to do.
Although we are using the security level of the associated user, we are also limited by the
reach of the process that actually executes the code. This usually becomes an issue with
file paths. Text almost certainly cannot write directly to your home directory, even if your
user can write or export things there. You should be able to look up whatever network
directory your application uses, but if you have access to the Unix directory, that can be
much easier to use. If there are questions or concerns whether the Unix daemon has
authority to read/write a file, contact the Health Link Technical Team. Issues come up if
a user creates the directory rather than the HL Technical Team.


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, L. Davidson, M.
Potyraj