RTDS ARIA Helpdoc - canceruknet Home

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RTDS ARIA Helpdoc - canceruknet Home ...

User instructions for the ARIA Tool: 18/09/2009

    User instructions for the ARIA Toolkit to extract the National

    Radiotherapy Dataset (RTDS v3.7)

    1. Installation

    The installation package “setup.exe” can be downloaded as a self-extracting zipped file

    (.exe) from the RTDS website Double click the downloaded file and choose a suitable place on your PC to store the file. Once downloaded, locate the files

    and run the executable file (Setup.exe) to install the toolkit. Follow the instructions with

    the Set up Wizard.

     Figure 1 First Set Up Screen

The default installation location is now in your Program Files, within a folder called

    NatCanSAT. You may place the executable and supporting files wherever is appropriate

    on you PC although it must be able to see the location where you will ultimately store

    your database files either directly or via a mapped drive. Throughout these notes, the

    folder you select in figure 2 will be referred to as the „Installation Folder‟. The place

    where you put you data files is referred to as the „Database Folder‟. These can be the

    same as each other.

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User instructions for the ARIA Tool: 18/09/2009

     Figure 2 Set Up Installation Folder

And click „Next‟ again.

     Figure 3 Set Up Confirm

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User instructions for the ARIA Tool: 18/09/2009

     Figure 4 Set Up In Progress

     Figure 5 Set Up Complete

When the installation is complete, the toolkit will consist of an executable file

    (ARIA_RTDS_Toolkit_v1.0.x.exe, where the „x‟ in v1.0.x signifies the version number), 2 MS Access databases and a series of support files including the User Guide. Full

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User instructions for the ARIA Tool: 18/09/2009

    instructions and supporting files for extracting the data from your OMS are contained in a

    folder called Extract within the main folder. You must carry out this process and place the

    resulting CSV files into a location on your network that can be viewed from the PC the

    toolkit is installed on before running the toolkit.

In addition, you should take a copy of the two empty MS Access databases

    (RTDS_ARIA.mdb and RTDS ARIA Output.mdb) that have been placed in your

    installation folder and place them into a different, suitable folder, again this must be either

    on the PC you are running the toolkit on or a mapped drive viewable from that PC. This

    different folder will be referred to throughout as the „database folder‟. In previous

    versions of the toolkit, these files have been placed into C:\RTDS. You may choose to

    retain this practice in which case you can use the toolkit as before without additional

    action. If you choose not to place your data files in C:\RTDS, you must do the following:

Place the CSV files in the same folder as the two database files. Open RTDS_ARIA.mdb

    on the computer on which the toolkit (not the data) resides. Open the Linked Table

    Manager via the Tools menu and Database Utilities option.

The following screen will appear:

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User instructions for the ARIA Tool: 18/09/2009

Tick the “Always prompt for new location” box. It is vitally important that you only select

    one file at a time. You do this by placing a tick in the box adjoining it, then clicking the

    „OK‟ button. You will be prompted for the location of this CSV file. Repeat the process

    until all files have been re-linked.

Please note: If you have already installed a previous version of the RTDS ARIA Tool you

    will need to remove the software by opening the Control Panel and selecting add or remove programs to uninstall the RTDS ARIA program before installing a newer version.

The item will appear as RTDS_Toolkit _ARIA_v1.0.x, where x signifies the version


     Figure 6 Add or Remove Programs

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User instructions for the ARIA Tool: 18/09/2009

    2. Running the extracts from ARIA

IMPORTANT: Do NOT run the extracts on a live database while patients are being

    treated. Use a backup server, or run them at a time when the database is not being used for patient treatments. There is a small risk that the database may slow or crash while the reports are being run.

    Full instructions and supporting files for extracting the data from your OMS are contained in the folder Extract‟ inside the installation folder. The step-by-step instructions are

    contained in NATCANSAT Reports Dokumentation 5 4.doc‟. You must carry out this

    process and place the resulting CSV files into the database folder before running the toolkit. You may choose an alternative folder but you will have to manually re-link the files in RTDS_ARIA.mdb. See page 4.

    Please note that on rare (but more than one) occasions the order of fields in the CSV files has not been as expected. To date, this has always resulted in no data being returned in the output tables but could result in data appearing in the wrong output field or a particular field, as opposed to a whole table, being empty. The following lists state the order of fields in each CSV file as required by the toolkit.

    1 (Patient) PatientSer
















2a (Appointment)













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User instructions for the ARIA Tool: 18/09/2009

    2b (Task)





    NonScheduledActivityCode CourseSer

    NonScheduledActivitySer ActivityName




3 (Prescription)








    TotDeliveredActualDose NoFracs





4 (Treatment History)













5 (Diagnosis)









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User instructions for the ARIA Tool: 18/09/2009

    3. Creating the extract from PAS

    A critical phase of the RTDS extraction is the production of an extract from your PAS

    system for all patients treated during the period specified.

    To assist in creating the PAS data extract, a text file can be generated containing a list of

    patient identifiers that appear in the ARIA extract between the dates specified. For further

    information please go to Step 3 of Section 4 - Running the ARIA tool.

    The required file format for the PAS Extract is a CSV file with the columns listed in the

    document „Specification for Extract from PAS for RTDS v3.7.doc‟. It is important to note that although some fields are marked as optional they must still be represented in the csv

    file by using a comma. Column names do not have to match the RTDS field headings.

    They do, however, all have to be included and they MUST appear in the order specified.

The extract will be required after the end of each month to include information for all

    patients attending for radiotherapy during the month.

    See Specification for Extract from PAS for RTDS v3.7.doc for further information.

    ? Create the output file as a comma delimited file with quotes as the text identifier.

    ? Name the file “PASData.csv”

    ? Copy PASData.csv into the database directory.

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User instructions for the ARIA Tool: 18/09/2009

    4. Running the ARIA tool

To open the ARIA tool, use the shortcut on either the desktop or your Programs menu or

    find the ARIA_RTDS_Toolkit_v1.0.x.exe file in the installation folder. The Main

    Application Screen will appear as in figure 8.

There are four steps to accomplish before the toolkit can be run to generate the output

    data. Each step is accessed using the tabs near the top of the screen.

     Figure 7 Toolkit: First Run with Missing CSV Files Step 1 Copy Extract files

The tool will not do anything worthwhile unless all the ARIA csv files are present. When

    you open the toolkit it checks to see if your data has previously been imported into the

    database. If it has not, it establishes if the csv files are in the folder where your

    databases are located. If they are, it automatically imports the data.

If the files are not present in this folder, the „Browse for CSV Files‟ button becomes active.

    You can use this to browse for the files. (Typing a path to a folder in the box next to it will

    open the browse dialogue box in that folder). Please note the browse option will copy the

    CSV files from the different location into the folder where your databases are located. If

    you then amend the original CSV files (for example when running a new month‟s extract) the tool will not take account of these changes. The browse facility will only become

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User instructions for the ARIA Tool: 18/09/2009

    active again if you delete the CSV files in the database folder and attempt to refresh your

    data using the „Refresh Data‟ button. Alternatively, you could overwrite the old CSV files

    with the new ones yourself. Again the Refresh Data button clicked to complete the


This process only has to be done once although, as stated above, when your data

    changes you must return to this screen and click the „‟Refresh Data‟ button.

Once the toolkit has successfully located and imported your data, step 1 has been

    completed and a message displayed, as shown in figure 8.

    Figure 8 Toolkit: Step 1 Complete If you have previously run a version of the toolkit and completed the Reference and

    Integrity checks (see Step 4 below) you will have generated data in the look-up tables of

    the back-end database (by default: C:\RTDS\RTDS_ARIA.mdb). If you moved this

    database out of your database folder prior to installing the new version you can transfer

    the data from these tables into the new version to avoid having to repeat some of the

    tasks. Clicking the „Import Look-up Data‟ button will allow you to browse for the original

    database. Please take careful note of any warning messages as data will not be imported

    automatically if the structure of the tables has changed between versions. You will have

    to transfer the data over using queries. If you do not know how to do this, contact the

    helpdesk on 0870 840 8033.

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