Transcript SFTP Transfer to CFBHN

Welcome
CFBHN IT/IS all Hand
Meeting
August 3, 2012
Agenda
• Data due date – 7th of the Month
• Prevention data still submitted to KIT Solution
• Performance Outcomes
• June 2012 – not final
• New Performance Outcomes for FY 12-13
• FTPS Site – Where/How to submit SAMHIS data to CFBHN
• Excel Format - Direct Data Entry sheets
• Contracts
• Data vs. Billing 95% accuracy
• Utilization Management
• Acute Care Registration
• Residential Services Registering all levels
Performance Measures FY 11-12
• The Network is meeting or exceeding all but
the following Performance Measures
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(DCF Dashboard 8/2/2012 YTD through 6/30/2012- current – not final)
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Measure
Actual vs. Target
SPMI Stable Housing - 92.42% vs. 93%
MH Crisis Stable Housing - 89.14% vs. 98%
ED who improve level of function – 56.08% vs. 64%
SED who improve level of function – 58.73% vs. 65%
Performance Measures FY 12-13
Changes and what has stayed the same
Refer to the Exhibit A
Instructions on how to submit data to
CFBHN via FTPS
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There are many ftp programs out there but for
this demonstration we will use one called
FileZilla.
This program is free and can be downloaded at
http://download-filezilla-ftp-free.com/
Or one can find a link via a Google search
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Host: ftp.cfbhn.org
Username: “00username” SharePoint
Password: “your password” same as
SharePoint
Port: “990”
Click “Quickconnect”
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After that you will get a certificate.
Check “Always trust this certificate in future
sessions.”
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The left side of the window is your local site
Right side of the windows is your remote site
Navigate one the left side to the folder that
holds the data you want to upload.
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Double click the file you want to upload on the
left, when it has successfully been uploaded, it
will show up on the right side.
To download data from CFBHN, double click
on the files to the right.
You will be automatically disconnected from
our server after 3 minutes of inactivity.
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All files must be in the standard dcf file structure
Name the file starting with your 2 digit agency
code
Next put your file type, ie Demo
Last put a date stamp of the date in “MMDD”
format
If submitting multiple file of the same type on the
same day, put a sequence number behind it
Submission order
Example: 00delDemo08031_3.txt
Using Central Florida Behavioral Health
Network’s
Central Florida Behavioral Health
Network (CFBHN) has built a means for
agencies that have been using DDE(direct
data entry) screens in SAMHIS to create
SAMH data files that can be uploaded.
There are 11 sheets: one for each primary data set for
SAMH data
You may download the templates to any location
on your PC that you choose. Just be sure that the
location is one that you will remember and can
get to easily.
CFBHN recommends using
Windows Explorer to help
you manage the template files
and the data files you will
create with them.
Every storage location available to your computer,
including your desktop, can be reached by navigating
in Windows Explorer.
If you need help
to use it, you can
do a Google
search for
“Windows
Explorer how to
use”. There are
many websites
covering the
topic including
instruction
videos on
YouTube
To use Windows Explorer, Right click the
START button in the lower left corner of
your screen and select “Open Windows
Explorer”.
You will want to keep these ‘clean copies’ without any
data in them, to make your regular working files.
SO, After downloading the files, you will want to
make another copy of each file, again, use a computer
path location you remember and get to easily.
The Templates will be available on the SharePoint
site if you ever need to download again.
And to have the programs in the template files
work correctly, you must create a new folder
on your computer’s “C” drive.
The name of this folder is
C:\SAMHfiles
Now you are ready to use the
spreadsheet template files
Open Excel
• move to the FILE tab on the ribbon,
• left click ‘Open’,
• navigate to the location where your
working copies of the templates files are
• select one of these files to work in,
• and click the OPEN button
The .xlsm file extension indicates
spreadsheets containing Macros
If the ‘Security
Warning: Macros
have been disabled’
message appears on
your screen click
the Enable Content
button to enable the
macros.
If you do not click “Enable Content”,
you can still enter and save data
However, you
cannot produce the
file to upload to
CFBHN unless you
enable macros.
So, click the Enable
Content button.
The ContractorID and CONTID(contract
number) fields are prepopulated.
There are at least
300 formatted rows
available in each
file where you can
enter data. (The
SERVinputPacker.x
lsm – our example,
has 600 data entry
rows)
Each column has
basic data
validation built
into it.
Drop down lists for selecting a
value to enter are not available
currently. Use the Pamphlet 155-2
for reference during your data
entry as frequently as you wish.
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For example, if a field requires 9
digits, such as the SSN, you
must enter 9 digits or you will
get an error message.
You may open and use and save a copy of
each of the spreadsheets you use as often
as you need to while you are preparing
your data.
When you have completed your data
entry (for the week, or the month) and
you are ready to send it to CFBHN,
you will run the macro built into the
spreadsheet.
RUNNING THE MACRO
or
BUILDING YOUR
OUTPUT FILE FOR
CFBHN
The first action the Macro
performs is to save your
spreadsheet.
SO…You will not lose any of
your data from running the
Macro.
Start the Macro:
Ctrl + Shift + Q
Or
Click button “Run Macro”
Simultaneously depress the Control Key, the
Shift Key and the letter Q or click button
“Run Macro”
That’s It !
Short, sweet and simple.
You started with this
You will have
noticed while the
Macro runs, your
screen changes
many times
The new document
generated by the Macro is
stored as
C:\SAMHfiles\SERVinput.txt
C:\SAMHfiles\DEMOinput.txt would be the
filename instead if you had prepared
demographics data….etc!
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Rename the file according to the prescribed naming
convention (next slide)
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Copy or Move your new C:\SAMHfiles\XXXX.txt file
to a permanent storage location that is not in the
C:\SAMHfiles\ data pathway
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Send a copy of each of your ‘XXXX.txt’ files to CFBHN
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All files must be in the standard dcf file structure
Name the file starting with your 2 digit agency
code
Next put your file type, ie Demo
Last put a date stamp of the date in “MMDD”
format
If submitting multiple file of the same type on the
same day, put a sequence number behind it
Submission order
Example: 00delDemo08031_3.txt
Get ready for the next month by:
• Archiving the previous month
spreadsheets
• Making a copy of the master spreadsheets
• Start entering data for the current month