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0 HEALTH INFORMATICS DOCUMENT REGISTRY AND GLOSSARY SKMT (Standards Knowledge Management Tool) Developer Guide
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HEALTH INFORMATICS
DOCUMENT REGISTRY AND GLOSSARY
SKMT (Standards Knowledge Management Tool)
Developer Guide
SKMT Developer User Guide
Table of Content1 Known Issues ......................................................................................... 2 1 Introduction ............................................................................................ 3
1.1 Functional Summary ............................................................ 3 1.2 Glossary Only Operation ...................................................... 5
2 Access and Registration ......................................................................... 6 3 Adding a document ................................................................................ 7
3.1 Document Information .......................................................... 8 3.2 Terms defined in documents .............................................. 12
3.2.1 Adding a new term ....................................................................................................... 12
3.3 Keywords ........................................................................... 15 3.3.1 Associations................................................................................................................. 16
3.3.2 Links ............................................................................................................................ 16
4 Governance .......................................................................................... 18 5 Quality of Definitions ............................................................................ 19 Document Control ......................................................................................... 20
1 Known Issues CHANGE OF SCOPE: The user guide now includes guidelines on construction of definitions for terms and draft resolution processes.
RESOLULTION PROCESS: Resolution process needs to be confirmed with the Joint Initiative Council.
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1 Introduction This document provides information to those who have permission from participating organisation to add or modify their data in the Standards Knowledge Management Tool. Before attempting to maintain data in the tool you should be familiar with the User Guide (available from www.skmtglossary.org) This document explains
• Metadata used to describe documents and terms. This is explained in the add a document and add a definition sections.
• How to prepare a quality definition of a term • How to prepare a term/definition harmonisation proposal • The governance of the SKMT
Contributors currently include:
• Standards Documents and Glossary Content from: o International Organization for Standardization Technical Committee (ISO) TC215/Health
informatics o European Committee for Standardization Technical Committee (CEN) TC 251 Health
informatics o Associacao Brazileira de Normas Tecnicas o Nederlands Normatisatie Insituute o Standards Australia o World Health Organisation (WHO)
• Glossary Content o Clinical Data Interchange Standards Consortium (CDISC) o Health Level 7 (HL7) o Canada Health Infoway (Infoway)
1.1 Functional Summary This site supports the person seeking to find standards documents or term definitions as well as the standards developer, the publishing administration. The functional outline diagram (Figure 1) indicates broadly the functions provided by the web based tool and the different people involved.
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Figure 1 SKMT Functionality Summary
Different users have permission to undertake different activities. These are: Reader – Any person who wishes to see the content of the SKMT may register and view any elements in the tool and obtain reports. The Reader may also record feedback upon the standards product or document. This information is helpful when the document or product is next updated as these comments are made available to the developer to improve the quality and content of the next version of the product. Access to the actual standards copyright documents may be restricted. Developers of standards products may decide to use the SKMT to publish their document, or provide a link to the place where their document may be obtained. An indication of whether the document is available free of charge or not is also provided by some developers. Developer/Publisher – A person or persons designated by the publishing organisation to add or update the specific document or glossary item. This person may be the project leader, secretariat or person responsible for publication of content. Developers can add or edit documents and terms/definitions, their activities are outlined in Figure 2.
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Figure 2 Developer activities
Administrator – A very small number of individuals identified by the project management team. Administrators may add/modify all fields in a document or glossary item provided they make these changes within the business rules established for the tool. Specific areas which only an administrator can undertake is the establishment of new organisations, and codes for metadata, and resolution of term/definition harmonisation processes including establishment of a term as a standard definition of a term, and merging of definitions as a result of harmonisation activities. The administrators are also those who manage user accounts (if you have a problem getting access) or input of content from publishers through automatic loading of the data from files provided.
1.2 Glossary Only Operation Organisations that contribute glossary elements only, but not documents or other standards products do so through the Glossary Only Process. This requires the creation of a single document called “Organisation Name Glossary” and inclusion (by relationship) of the relevant terms to that document. In this way your adoption of that term for use in your organisation is clear.
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2 Access and Registration The Health Informatics Standards Knowledge Management Tool web site is at:
www.skmtglossary.org Before you can become a Developer you must be a registered user of the SKMT. For a registered user to become a developer your organisation must contact the Administrators of the SKMT with your user name and email address and your registration access will be modified to reflect developer status for that organisation. Contacts are: You will be notified as soon as your status is updated. As a developer you will notice that your home screen will be different to what you saw as a Reader (Figure 2)
Figure 3 Developer Screen
This shows the additional areas of Add/Edit Terms, Documents, and Keywords.
Statistics are also available so that you can review the status of those using or viewing your documents.
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3 Adding a document You should always check that the document you are adding has not already been entered into the system. When you press the Documents link in the Add/Edit navigation bar (Figure 2) you will see the search by documents screen. You will notice that the screen appears different to what you saw as a reader (Figure 3)
Figure 4 Developer document search screen
There is an additional icon in the lower left menu bar:
Add a document
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In the table itself you may select the actions below for a specific entry.
Edit the entry
Add a new part to an existing document
Delete the entry
The add details are described here, editing has the same rules and is not described separately.
3.1 Document Information
The document or product information applies to the product and to any parts this product may have. This approach aims to assist retrieval by establishing relationships between documents, cut also by reducing the need to enter data that is redundant as it is shared by all parts.
Figure 5 Document Information Screen
To create a standards product in the tool (usually a document, but not necessarily) complete the screen shown in Figure 5.
Field Instructions Title (Full) The full title of the document. This does NOT include the report number or
identification elements of the document, but the textual title. In ISO this includes the domain: Health Informatics – Electronic Health Records Requirements
Title (Short) The title of the document, for more practical purposes without the domain. Do NOT include any abbreviated names. For example EHR requirements
Title Abbreviation Some documents have a short name used for easy reference. For example documents developed in CEN often have such abbreviated names e.g.: ClaML. Where such short names exist they should be entered here. If there is no abbreviated name in common use one may be created if it is thought to be useful.
Report Number The number used to identify the report (without the year of publishing- as this information is able to be obtained through the last updated field). E.g.: 13606
Publishing Organization
The organization responsible for publishing this document. Where the publication is joint between SDOs choose the organisation which shows both groups e.g.: ISO/HL7. If an organisation is not show, contact the administrator who will add organisational groups, and organisations where required, after confirming with that organisation.
Publishing Country The country in which the document was published – to support accurate document citation.
Responsible Committee
Where a document is produced by the SDO a specific committee may be responsible for review of that document. E.g.: at HL7 a document may have been produced by
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the Architecture Review Board or at ISO by TC215. This field allows the production of reports indicating the reports for which a given group is responsible
Working Group The working group responsible for ongoing management of the document. Where this responsibility does not persist over time, as in the case of HL7 where a special group may have been formed to solve a specific problem and then dissolved, this field should be blank. In ISO it should be entered where possible to allow each working group to monitor and maintain the details of their documents and to contribute to harmonisation activities required for glossary cleanup.
Last Updated This field is updated automatically - a record of all changes is maintained in the history of the entry.
When details are as complete as possible, press the save button. It should be noted that due to entry of details from existing documents and entry of details for projects not yet complete there will be many entries which are incomplete. Users responsible for data entry should make their best effort to enter what is available, without exceptional effort as follow-up activities will be undertaken to quality check and complete information that is not currently available. If you wish to cancel an entry press Cancel, or return to the Search tab. As details are entered the options that can be chosen change (Figure 6).
Figure 6 Example of a new document entry
When the document is saved two additional tabs appear. The first is the document part wizard – which collects more details of the document, or of each part of the document. When saved the system updates the screen to allow you to see/add document parts. Parts are where the full details of the document/s are held. To add a new part press the plus sign (Figure 7).
Figure 7 Document Part screen before any entries
Figure 8 shows the empty document part screen ready for details to be input. See the table below for details of what should be entered.
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Figure 8 Developer part entry
If you require codes which are not available contact the system administrator who will add codes appropriate or advise you about how to enter the information you need.
Information to Add
Information about the data requested
Part Number If the document has no parts – enter 0 If there are parts, enter the part number only e.g.: 1
Part Title If the document has no parts leave this field empty. If the document has parts, enter the part title.
Metadata language The language in which the metadata is provided. SDO Document Status Code
The type of document or tool represented, the list offered will depend upon the organisation who is publishing the document or tool. Some of the options include: NWIP - New Work Item Proposal CD - Committee draft D - Draft Standard for Trial Use
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DTR - Draft technical report IS - International standard TR - Technical Report TS - Technical Specification DTS - Draft Technical Specification FDIS - Final Draft International Standard DIS - Draft International Standard MP - Miscellaneous Publication Other
Level of approval date
The publishing date or the date upon which work began. Where details are unavailable a year may be entered.
Organisation Status Code
The code used within the publishing organization to indicate the status of the document. For example in ISO a standard may go through many stages, NWIP – a new work item proposal, a CD committee draft, a DIS – draft international standard etc. Each SDO has variations on this.
Publication Type Is this document a standard or an informative document? If the item is not yet published indicate the type of document intended to be produced.
Contact email The email to be used to contact the publisher or working group responsible for active work items should there be questions about the entry.
Next update planned
The year in which this item will be up for review
Introduction Introduction section of the document – intended to provide information about the document. You can cut and paste directly from your document. If you enter Control V or right click and choose paste. The paste screen will be shown
Scope The scope section of the document indicating the scope of the work.. This field also has paste facilities
Target Group The target group of this work. This field also has paste facilities. Last updated Will be automatically updated. When finished press the Save button. You will see a new tab at the top of the screen which says Complete in Green. Other tabs are also active now. These additional tabs allow you to create links to terms and definitions, key words, associations and links for this document. In some cases you will be able to link to an existing term,
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keyword or association, in other cases you will have to add new terms, new definitions for an existing term or a new keyword.
Figure 9 Tabs for document relationships
3.2 Terms defined in documents Select the terms tab shown in Figure 9. A term should exist once in the SKMT, though any term may have many definitions. It is the intention of the SKMT administration that the duplication of definitions will reduce and that one definition will exist for each term in a given context. This is not yet the situation. This will take you to the Terms and definitions section of the system. All terms and definitions should exist in a document, or be part of the harmonisation of terms and definitions. As such developers should only enter terms and definitions that are part of the documents you are entering. This is true no matter what type of document Figure 10 shows terms associated with the document. To add terms press the + at the bottom left of the screen.
Figure 10 Terms defined in a document
When you press + you will see a list of terms from which you can select (Figure 11). Figure 11 shows terms that start with vocab and the definitions which are available for each of those terms. You should note that they are from different languages. You can:
• select an existing term/definition by clicking on that row and press add selected term. • the term you want is not there - press add a term ONLY ADD A NEW TERM IF IT DOES NOT
EXIST ALREADY
• the term you want is there but the definition you want is not (NOTE: this situation REQUIRES consideration of a harmonisation proposal – to be further detailed) - Select add a definition.
3.2.1 Adding a new term
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There are X parts to the process of adding a term. You must add the term, and a definition for the term, you might also establish relationships for the term (for example that the term is an abbreviation or a subset or child of another term).
Figure 11 Adding a term
Information Instructions Term The term being defined. The term to enter is the full term, not the abbreviation. You
may enter abbreviations after you have entered the full term, and then link the abbreviation to the full term.
Term meaning: If the term is an acronym or abbreviation it will not need a definition, simply tick this and then enter the full name of the term.
Language Select the language of the term and definition. Last Updated This is automatically updated once the term is created.
The next tab allows you to add relationships for the term, if there are any. You do not have to add relationships but the screen for them is shown in Figure 12.
Figure 12 Term Relationships
When putting relationships in the most important thing to read is the sentence under hierarchic position - which makes it easy to see if the term is a parent or child of the term being added. In this case the term being added is Vocab which is an abbreviation of Vocabulary. Press Save or Cancel when you have finished your entry. You must enter a Definition, select the Definition tab.
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Figure 13 Add definition
The data to be added are listed in the table below. Bold items are required all other information is optional or automatically generated:
Information Instructions and Explanation Definition The definition for the term provided in the document – do NOT include examples or
notes or source information in this field, as these metadata have their own fields available. See the guide on construction of proper definitions.
Context Where there is more than one definition of a term context MUST be declared. However in the initial data entry process the context is difficult to establish consistently and may be left blank
Usage Comment This field may be used to provide notes, examples or other notes about the term and definition.
Category Associates the term/definition to a healthcare domain or area. This can assist in harmonisation as terms and definitions need to be considered with other related terms if they are to be correctly harmonised.
Source of definition If the source is not the document, the source of the definition should be entered, using Harvard citation.
Source Public URL A link to the document in which the original definition was provided can be entered. At this point in the system this field should be left blank.
Image URL Many definitions have pictures to assist in explaining them. These can be provided through URL linkage or through providing the file directly (through image file field).
Image File See above.
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Information Instructions and Explanation Status The definition may have a status, just as the term may have a status. The status codes are:
Pending – in a working document only – not yet published Candidate – published but not yet resolved as the ‘best’ definition for the standards community. Standard – published and agreed as the definition preferred for this term in this context. - The declaration of a term as a Standards can only be done by the site Administrator on the direction of the Joint Initiative Council SKMT Governance Committee. Retired – once used but no longer an active accepted definition. Note: retired definitions will not be listed in search results (unless specifically requested).
Version date The date upon which this version is to be retired or change applied Rationale for status change
Further information about the definition, usage or resolution of conflicting definitions can be recorded here
Mark as restricted If this definition is not to be seen as a result of searching this should be ticked. This can be used to manage release of information. You can enter information into the tool and remove this mark when you are ready for others to see it.
When you are finished press Back to Document Part tab at the top right of the screen
3.3 Keywords The keyword tab indicates keywords which describe the content of this standards product. You do not have to enter keywords. Press the + to add new keywords (See Figure 14). The process is simpler than adding terms or definitions to a document, but similar.
To add a keyword press the + at the bottom left of the screen.
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Figure 14 Keyword addition or selection
3.3.1 Associations This section is not essential, but allows relationships between documents to be indicated. This area is still in development
3.3.2 Links Links are used to indicate information about how to obtain the standard product.
Figure 15 Document links
. If links are recorded the information entered is explained in the table below.
Information Description Publisher's document site
The web address at which the document can be found.
Actual Document If the actual document is to be made available through the SKMT it can be uploaded here. Language Indicate the language of the document.
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Description The description should indicate the following: Guidance on how to register for the site if it is required in order to obtain documents. Information on whether the document is free of charge or has an associated cost and any conditions which apply.
Last Updated Automatically updated.
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4 Governance Committee being confirmed
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5 Quality of Definitions Refer to ISO publication on health informatics glossary content development
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Document Control
Sept -08 Draft 1 H.Grain [email protected]
Jan 09 Draft 2 H. Grain [email protected]
Mar 09 Draft 3 H. Grain [email protected]
Jun 09 Draft 4 H. Grain [email protected]
March 10 Draft 5 Canada Health Infoway (Infoway) [email protected]
July 2012 general update for new release. Inclusion of improved search facility and ability to indicate adopters of documents (national and initiative based), improved keyword facilities
H.Grain [email protected]
