Business Objects Platform · Page 13 Saving or Exporting a Report There are 2 options to saving a report: Option 1: Save the report as a Business Objects report within Business Objects.

SPARRAonline User Guide

Business Objects Platform

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Public Health Scotland (PHS) launched on 1st April 2020 with the formal status of a National

Special Health Board. PHS is Scotland’s national agency for improving and protecting the

health and wellbeing of Scotland’s people, delivering Scotland’s public health priorities,

focusing on increasing healthy life expectancy and reducing premature mortality. PHS

provides authoritative information and services to support people and communities across

Scotland. It leads the national response to unforeseen health emergencies and contributes

to national and local government policy through its provision of robust data and intelligence.

PHS brings together Information Service Division (ISD) and Health Protection Scotland

(HPS) from NHS National Services Scotland (NSS), as well as NHS Health Scotland

(NHSHS). The public health data, intelligence and resources that you received from these

organisations will now be provided by PHS.

Page 1

Contents

Logging On .............................................................................................................................. 2

Setting Preferences ................................................................................................................. 3

Navigating to a Report ............................................................................................................. 5

Running a Pre-Built Report ...................................................................................................... 8

Saving or Exporting a Report ................................................................................................. 13

Printing a Report .................................................................................................................... 18

Starting a New Query (for Power Users) ................................................................................ 20

Closing the Report and Logging Off ....................................................................................... 22

Page 2

Logging On

To access SPARRAonline, type or paste the following URL into the address bar:

https://www.bo.scot.nhs.uk/BOE/BI

Enter your User Name and Password into the areas as shown below in Figure 1.

Click on the Down arrow of the Authentication field. Select LDAP. Click the Log On button.

Figure 1

Please ensure the user name and password are kept secure. They are for personal use only.

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Setting Preferences

Select Preferences on the BI toolbar (Figure 2).

Figure 2 The pane will open on the ‘General’ settings page. In the ‘Set document viewing location’ at the bottom of the page, select ‘In the BI launch pad portal as tabs’ if not already (Figure 3).

Figure 3

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On the left of this screen, select ‘Web Intelligence’ (Figure 4).

Figure 4 In the ‘View’ section, ensure the ‘HTML’ button is selected. In the ‘Modify’ section, select either ‘HTML’ or ‘Applet’ (refers to JAVA). For users who only view pre-built reports or those who create their own reports, the ‘HTML’ option is best suited. For further guidance, visit the User Support Web page: http://www.isdscotland.org/Products-and-Services/Datamarts/User-Support/.

‘Save & Close’ this section.

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Navigating to a Report

Web Intelligence will launch and a screen with ‘Recently Viewed Documents’ will appear

(Figure 5).

Figure 5 Select the ‘Documents’ tab to navigate to the SPARRA standard reports.

Figure 6

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Select the ‘Folders’ tab located at the bottom left of this screen (Figure 7).

Figure 7

Select [+] to expand ‘Public Folders’ (Figure 8).

Figure 8

Expand the ‘Scotland’, then ‘NHS’ and ‘SPARRA’ folders. Select ‘Standard Reports’ (circled in red below).

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Figure 9

A list of SPARRA reports will also appear (Figure 10).

Figure 10

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Running a Pre-Built Report

The 6 pre-built reports (Figure 10) for SPARRA users are:

Report for GP Practices (SPARRA risk scores 20+) – displays 38 data columns.

Report for GP Practices (SPARRA risk scores 20+) fewer columns – displays 14 data columns.

Report for HSCPs (SPARRA risk scores 20+) – displays 54 data columns.

Report for HSCPs (SPARRA risk scores 20+) fewer columns – displays 16 data columns.

Report for NHS Boards (SPARRA risk scores 20+) – displays 53 data columns.

Report for NHS Boards (SPARRA risk scores 20+) fewer columns – displays 16 data columns.

Please note that not all of these may be visible to all users, depending on your level of

access.

Example:

The example in this document will use the report for GP Practices with fewer columns (Figure

11). The same steps are used to run any report.

Figure 11

Step 1: Open the report. To do this, double-click on the name of the report (highlighted in Figure 11). A dialogue box will appear with prompts as shown below. This allows you to choose your GP practice, NHS Board or HSCP. The maximum SPARRA score can also be changed if required (for GP Practice reports, the default maximum score is 60). The lowest SPARRA score is fixed at 20; however, PHS are able to provide scores 1 – 19 if requested. To request these scores, the SPARRA team can be contacted at [email protected].

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Figure 12

The prompts for the 6 reports (Figure 12) are:

‘Enter your 5 digit GP Practice Code’ – only for the GP Practice reports. GPs should enter their practice number.

‘Enter maximum risk score (default is set to 60%)’ – only for the GP Practice reports. Allows the change of the upper SPARRA risk score for the specified patients. This can be increased up to 99.

‘Select Health Board of GP Practice’ – only for the NHS Board reports. Allows the selection of patients in a particular NHS Board. The NHS Board is that of the GP practice.

‘Enter HSCP Name(current)’ – only for the HSCP reports. Allows the selection of patients in a particular HSCP area. The HSCP is that of the GP practice.

Step 2: To search for patients in practice 12097 (for example) with a maximum risk score of 60, enter 12097 in the search box and click on the binocular icon (Figure 13).

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Figure 13

Select ‘12097’ that appears in the ‘GP Practice Code (current)’ and double-click or select the arrow to the right of this box (circled in blue above). Once the code has moved to the box on the right-hand side (circled in orange above), select OK to run the report.

Step 3: To change the maximum risk score default from 60:

Click on the prompt ‘Enter maximum risk score (default is set to 60%)’ as shown below in red.

Enter the new upper limit in the box (for example 80).

Click on the right arrow to move the value into the right hand box and click OK.

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Figure 14

Notes: The report cannot be run until the GP Practice Code has been entered (the OK button is not activated when the report is first opened). A red arrow to the left of a prompt indicates values still have to be selected for this prompt – this will then change to a green tick once the value has been entered. Click on the Refresh Values symbol to display the full list of values available if needed. The HSCP, NHS Board and GP practice prompts will display a list of all HSCPs/NHS Boards/GP practices in Scotland; however, the data for a particular NHS Board/HSCP/GP practice will only be able to be seen if the user has access. The report runs within a couple of minutes (depending on the size of the report) and displays data on the patient List Page. The report contains the following 3 tabs (click on the tabs at the bottom of the screen to view their contents):

General Notes – general notes on the data and a description of the contents of each report tab.

SPARRA Patient List – confidential patient information including SPARRA risk score, demographic information, long-term conditions (LTCs), number of emergency admissions and other clinical information.

Notes on Data Fields – notes on specific data items contained in each report.

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Figure 15

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Saving or Exporting a Report

There are 2 options to saving a report:

Option 1: Save the report as a Business Objects report within Business Objects.

Option 2: Export the results to Microsoft Excel, PDF (Adobe Reader) or CSV. For option 2,

skip to Page 15.

Option 1

Click the down arrow on the Save button and then click Save As (Figure 16).

Figure 16

The Save As window opens and the Favourites folder must be used to save the report as

there is no permission to save into the Public folder.

The Favourites folder is the user’s personal storage area which only they can access.

Click on the Favourites Folder (circled in red below).

Figure 17

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Click on the new folder icon to create a new folder (circled in red below).

Figure 18

Enter a new folder name and click OK.

Figure 19

The new folder is now listed under the ‘Title’ column (in this example, the new folder is called

‘SPARRA MAR 2020’). Click the Save button (Figure 20 below).

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Figure 20

Option 2

Export the results to Microsoft Excel, PDF (Adobe Reader) or CSV.

In this example the report will be saved as an Excel File.

Once the report is run, click on the Export button (circled in red below).

Figure 21

Select the ‘Reports’ radio button, then in ‘File Type’, select Excel (.xlsx). Click on the OK

button.

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Figure 22

Then click ‘Open’ or ‘Save’, as shown in Figure 23.

Figure 23

If ‘Open’ is selected, the contents of the whole Excel workbook are shown with the 3 tabs at

the bottom.

Figure 24 below is not showing any patient data; this is done deliberately to avoid disclosure.

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Figure 24

In the top left corner of the screen (Figure 24) click ‘File’ and ‘Save As’. Click ‘Browse’ to

search for a folder to save the report in.

In the ‘Save as type’ box, click ‘Excel Workbook’, then the Save button.

The report should be saved to a folder on the PC which is only accessible by the user and by

any other persons authorised to view the confidential patient data.

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Printing a Report

The results can be printed directly from Business Objects. To do this, click on the down

arrow of the print icon, then click ‘Print’.

Figure 25 The below window appears, select the necessary options, then click Print.

Figure 26

The below box appears. Select ‘Open’. This will open the report in a PDF file.

Figure 27

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Click on the Print icon (circled in red below).

Figure 28

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Starting a New Query (for Power Users)

The ‘Web Intelligence’ tool can be found in the opening quadrant screen or via the

‘Applications’ menu (Figure 29). This facility allows ‘power users’ to create their own queries

outside the pre-built reports discussed above.

Figure 29

A new pane will open which will be blank. This is because although the application is

running, a ‘new’ document will need to be created in a similar way to other office based

products, as shown below in Figure 30.

Figure 30

This will allow a data source to be selected. In the image below ‘HTML’ had been selected in

the ‘modify’ preferences section. ‘Universe’ should be selected, as shown below in Figure

31.

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Figure 31

HTML only allows the NSS Universes to be searched (depending on authorisation).

If Applet (the JAVA applet) had been selected, more options will be available.

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Closing the Report and Logging Off

Click the Log Off button to securely log off. Then click on the red cross at the top right of the

screen.

Figure 32