User Manual - NSW Health
Contents
1. gt Password Protected Applications in the System You do not have access to the following applications Use the Request Access link to email an administrator for access Application Management Request E System Access ComPacks Management and Request Reporting Tool Access Environment Information Request v Bence emm SEE ee a Figure 1 Drinking Water Data Base System Home Page This will take you to the DWDB system homepage 2 2 Logout Click on the Log Out link in the header on the top right corner Q Manuals NSW Health DW DB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 5 of 27 dat NSW Health 2 2 1 Time Out For security purposes your session in DWDB will timeout after 30 minutes of inactivity This means you will be automatically logged out if you have not used the system in the last 30 minutes The screen will display the message Access Denied You are not authorised to access this resource l NSW Web Application Portal Logon Access Denied You are not authorised to access this resource mi FER D SEL E Liu LE ie Mr M l Et LP Figure 1 Message for time outs or access rights to a section in the system Simply click Log On at the top left corner to return to the login page and log back in to the system If you believe your session has not yet timed out and you are being blocked from accessing a section within the system that you n2. Akolele Albert Alki Figure 13 Locality Hierarchy landing page The search feature for Locality Hierarchy is similar to the search feature for Information Hierarchy See section 4 2 2 1 Search for a Hierarchy record for more details 4 2 2 2 Add anew Locality record Town Sample Site To add a new locality record such as a Town or Sample Site you will need access to the Locality Hierarchy Management page refer to Figure 13 To access this page go to System Maintenance gt Locality Hierarchy in the menu 1 Select the level e g Town Sample Site 2 Click the Create New button 4 2 2 3 Creating anew sample site example 1 Select System Maintenance from menu bar Select Locality Hierarchy Set the level to Sample Site using the drop down menu and then press the Show button Select Create new Enter details including a unique site code then allocate the site to a Town and press Save After the initial Save the Supply System will be visible and you can add Comments if required Press Save again 7 The sample site will now be linked to the selected Town You can view this by navigating to the Town level then selecting Show After selecting the desired Town double click on it and you will see the list of Sample Sites associated with that town DDYN Q Manuals NSW Health DWDB User Manual v4 0 Water Unit docx Doc
3. The names of the csv file columns must be exactly as shown in the table above or in the templates available from the Database However the sequence of the columns can be changed to suit a laboratory s information management systems 3 22 Upload Results To upload one or more results in a CSV file 1 Select the Analysis Type e g Chemistry Microbiology Fluoride 2 Click the Browse button and select the CSV file to import Only a CSV file will be accepted xIs or xIsx formats will not work and it is important to ensure the format such as dates is correct 3 Click the Upload button The system will review each sample and its characteristic results If the sample and its results have no errors then the system will save it to the database If any errors are found the sample will be rejected and the system will display the error messages on the screen An email will be sent to the Water Unit if any results are outside of possible range or compliance levels Ca al 9 7 Microbiology ImportTemplate 1 csv Microsoft Excel ca Hom Insert Page Layout Formulas Dat Ri Vi Acrobat yeh GEN HEN ry Connections A BA yr ESCH i v gt i ai 168 e L H L f Le KS IS IEE Ci 9 Lg 2 D 24 I 4 s25 o ERS ER HGH GEE aZ From m From From Other Existing Refresh zl Sort Filt 7 Textto Remove Data Consolidate What If Group Ungroup Subtotal Access Web Text Sources Connections Ally E Advanced Co
4. gt Results Entry Barcode Results Entry Barcode Water Utility Barcode 112480173613 Select water utilities Collected Date From 20042012 8 Supply System Selects upply s ystems ply sys Collected Date To 20042012 8 Analysis Types Microbiology Update Barcode Site code Date collected Time collec ted Date received Time received Results date Results Comments Remove Time 7 7 23 112480173613 il 118 elt 1804 2012 1 19042012 18 55 20042012 Enter Comments po Submit Results Figure 2 Results Entry Barcode screen 3 1 1 Search for a sample To search for a sample go to the Results Entry Barcode page and enter the criteria fields including the Water Utility one or more Supply System one or more Analysis Type one only and the Collected Date range Otherwise if you already know the barcode you are looking for enter the Barcode and the Analysis Type Any samples found from your search criteria will be displayed in a read only format and cannot be edited by users other than the Water Unit users 3 1 2 Enter sample results Q Manuals NSW Health DW DB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 7 of 27 NY NSW Health To submit a sample s results 1 Onthe Results Entry Barcode page enter the criteria including the water utility s supply system s analysis type and the date collected range that applies to the sample s 2 Click the Update
5. Unit docx Document User Manual Drinking Water Database Page 24 of 27 GOVERNMENT H ea t h Supply System Report Select Criteria All fields marked with must have at least one selection to generate a report Date 20 04 2012 Refresh Criteria Program Drinking Water Program D Potable Area Health Service 9 selected Public Health Unit g selected Water Utility 43 selected Supply System 123 selected Source Categories 4 selected Source Types 13 selected Sources 317 selected Treatment Types 35 selected Disinfection Methods 6 selected Generate Report Figure 19 Supply System Report criteria screen For details on how to generate a report and export it to Excel or PDF please refer to section 5 1 Common Report Features 5 6 View Performance Comparison Report The Performance Comparison Report displays the percentage compliance by supply system or town To view the Performance Comparison Report go to Reports gt Performance Comparison Report in the menu Performance Comparison Report Select Criteria All felds marked with Di must have at least ane selection to generate a report Report by Supply System C Town Program Drinking Water Program D Potable Area Health Service g selected Public Health Unit 14 selected Water Utility 108 selected Supply System 346 selected Treatment Plants Select Treatment Plants Collected date range OR period must
6. and gt NTU Total Coliforms Numbers decimal point lt and gt cfu 100 mL Thermotolerant Numbers decimal point lt Coliforms and gt cfu 100 mL E coli Numbers decimal point lt and gt cfu 100 mL Free Chlorine Numbers decimal point lt and gt mg L Total Chlorine Numbers decimal point lt and gt mg L Figure 5 Acceptable format and units for the submission of a sample of water that had undergone Microbiology analysis In the CSV file this would appear as follows Site Code Barcode Date Collected Time Collected Date Received Time Received Results Date pH Turbidity T otal Coliforms Thermotolerant Coliforms E coli Free Chlorine Total Chlorine Comments 1 111AB1234567 201 10731 12 36 201 10801 09 15 20110802 5 0 01 0 0 0 0 05 0 06 This is a comment Additional samples of water that underwent Microbiology testing would appear as additional lines for example Site Code Barcode Date Collected Time Collected Date Received Time Received Results Date pH Turbidity T otal Coliforms Thermotolerant Coliforms E coli Free Chlorine Total Chlorine Comments 1 111AB1234567 20110731 12 36 20110801 09 15 20110802 5 0 01 lt 1 0 0 0 05 0 06 This is a comment 1 111AB1234568 20110731 12 45 20110801 09 16 20110802 5 5 0 02 lt 1 0 0 0 05 0 06 This is a another comment Q Manuals NSW Health DWDB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 9 of 27 NY NSW Health
7. and Public Health Unit staff to enter and upload water sample results e Allow NSW Health water utilities other departments and agencies to monitor and report on water quality in regional and rural NSW e Allow the NSW Health Water Unit and authorised users to administer the data and manage relationships between entities The DWDB system is owned by the Water Unit of NSW Health If after reading this User Manual you have any questions please contact the Water Unit on 02 9816 0589 1 2 Browsers The DWDB system supports the following browsers Any other browser or version not listed below may not provide the expected functionality Google Chrome best performance Firefox 9 Internet Explorer 7 Internet Explorer 8 Internet Explorer 9 1 3 User Roles This document is a user manual for the following user roles of the DWDB Your permissions to the system will be determined by your user role Water Unit users should also refer to the System Administration Manual for details on administrative functionality Water Unit A user with the Water Unit role has access to all functionality available in the DWDB system This includes management of hierarchy subjects water sampling entities water supply entities programs news labels edit submitted results and generate reports They should also have the ability to assign change permissions of user roles through the AMS PHU Administrator A user with the PHU Administrator role will be associ
8. link if you have any comments to add 11 Tab through to the next row if you have other results to enter 12 Click the Submit Results button to save your results to the database Note If you have completed step 9 and realised you entered the wrong barcode you will need to remove all the characteristic values entered in step 8 before you can change the barcode Note An email will be sent to the Water Unit team if there are any results outside of possible range 3 2 Upload Results You can perform a bulk upload of barcodes via the Upload Results page which is accessible via the menu Enter Results gt Upload Results This function allows you to enter the results in a MS Excel spreadsheet or a text editor such as Notepad store the data in a CSV file and upload the CSV file to the database 3 2 1 Download a Template It is recommended that you download the template relevant to the analysis type before you enter results in MS Excel The template will guide you through the information needed to save sample results There is a different template for each analysis type To download a template simply select the analysis type and click on the Download CSV Template link The CSV file can be opened in Microsoft Excel or a text editor such as Notepad CH ld Microbiology ImportTemplate 1 csv Microsoft Excel H 2 ome Insert Page Layout Formulas Data Review View Acrobat Get External Data Connections Sort amp Fi
9. on how to search add edit and archive a contact 5 REPORTS 5 1 Common Report Features Below is a list of common features used throughout the report screens Each report consists of two screens 1 Criteria screen this screen allows you to filter information to be displayed in the report For example you may be interested in viewing information related to one particular supply system or a number of supply systems 2 Report screen this screen displays the actual report filtered by the values you entered on the Criteria screen 5 1 1 Generate a Report Q Manuals NSW Health DW DB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 21 of 27 NY NSW Health GOVERNMENT You can generate a report from the Criteria screen 1 Enter the criteria values on the Criteria screen such as the water utility s supply system s town s etc 2 Click the Generate Report button The system will display the report based on the criteria 5 1 2 Export a report to Excel CSV or PDF To export a report to Microsoft Excel CSV or PDF 1 Generate the report see section 5 1 1 Generate a Report The system will display the Report screen 2 At the top of the report next to the Export link select either Excel CSV or PDF 3 Click the Export link and select the directory to save the report 5 2 View Results Summary Report The Results Summary Report lists the characteristics and their sum
10. or the Results Report Quick criteria screen 2 Select a saved report criteria from the Saved Criteria field The system will pre populate the criteria with the criteria you saved 3 Click the Generate Report button The system will display the report based on the criteria 5 2 3 Delete a Saved Report Criteria 1 Goto the Result Report or the Results Report Quick criteria screen 2 Select a saved report criteria from the Saved Criteria field 3 Click the Delete selected button Q Manuals NSW Health DWDB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 23 of 27 XY W NSW Health 5 3 View Results Detailed Report The Results Detailed Report lists the characteristic result values and other details such as the unit of measure sample site code lab name date collected date received results date and comments The Results Detailed Report can be accessed via two 2 criteria screens 1 Reports gt Results Report Quick in the menu 2 Reports gt Results Report in the menu To view a Results Detailed Report select one of the two criteria screens and choose the report type Results Detailed Report refer to Figure 16 and 17 5 3 1 Save a Report Criteria and Generate the Report See section 5 2 1 Save a Report Criteria and Generate the Report 5 3 2 Generate a Saved Report Criteria See section 5 2 2 Generate a Saved Report Criteria 5 3 3 Delete a Saved
11. will be sent to the Water Unit team if there are any results outside of possible range 3 3 2 Search for a sample To search for a sample using the Results Entry screens enter the criteria fields including the water utility supply system and the date collected month and year Any results found from your search criteria will be displayed in a read only format for users other than the Water Unit users 4 SYSTEM ADMINISTRATION Depending on your user role you will have access to one or more of the administration screens and access to one or more records in the system Each administration screen has similar features and layout 4 1 Common Administration Features Below is a list of common features used throughout the system administration screens 4 1 1 Search for a record To search for a particular record type such as a Treatment Plant Laboratory or Contacts you will need to access the Manage screen for that record type All Manage screens can be accessed via the System Maintenance menu For example to access the manage screen for Laboratories go to System Maintenance gt Laboratory in the menu Similarly to access the manage screen for Contacts go to System Maintenance gt Contacts in the menu By default the Manage screen will display the full list of current records i e records that are not archived You can scroll through the entire list to search for your record However if there is a long list of records it is r
12. Criteriz Choose si Dalai selec Freeram Drindng Wate Program Ares Health Service gt S Pudi z Asa th Lint al Water Utility i Supiy System Sample Sitz Rodham Synet Canal asi FHU oem Sydney venial Unst H al Fengerambes Shire Sone Yal Town a Temnecal a EF Se EM eh Dskrad ubu lur Gourh Eastam Sydney lawama PHU Sculh Basten Gedney lasara PHU ann Shin Corci Yaman Tolman a oe ge 996 D et Defred Lace Crackerbart Snich Waster Sydnas PHL Sculh Weastam Sycnay PH Yass Valley Council Young Voogeli E SE Ur fet Zefred Malshuglmar e Sydnes ost MU si touw Shit Canet E T ang Vilagas i Young 2 fe ct al alts Sek allah Sydney Fast PHU le ct all af Select all after Sefer allah Select all after Select all after Ea Labersteries A Solem Rivers Palhokyy Sawca Len Richmond Waler Laborstones Soak aeer Ener or renal abiat y i Characteristics Sam He Tyges Chemisty Talal Prins Acdricnal Flunds Gar ul vil Desubad Suide TRE Ckemisdlex a Fkand am i Talal Hardeess as Cat Flonds Source Ce legories Source wees 138E Ol Grmurdeater Laks Suess Eloraga Pandas Yelu Pinch Dam welman Bors Wah haanscir amoung D nurimbsh Borefels Treatment Types i Disirferzien Types Fiker ion re almerr Sun ar naiisn Zeda Ash Horain Balioa Sain Oust lation fea Yoman Ycung Young linges Cole cted date ange OE pend niet be enten ol Entan LEL Tr OR Select pao Chanas B
13. Delete a Saved Report Criteria ccccccsssccccccssssssseeecccessesssseeeeeceesseeessseeeeeeesseessaeeeeeeeeseeesaaeeeees 23 5 3 View Results Detailed Report EE 24 5 3 1 Save a Report Criteria and Generate the Hepnort 24 532 Geneae Saved Report UNE ege eegene eenegen 24 5 3 3 Delete a Saved Report CGrtenzg 24 5 4 View Results Exception Report RER 24 5 4 1 Save a Report Criteria and Generate the Hepnort 24 5 4 2 Generate a Saved Report Crterzg 24 5 4 3 Delete a Saved Report CGrterzg cccccccssccccccssssssseeeececessessseeeeeeeesseseessseeeeeeesseessnaeeeeeeessseesaaeeeeees 24 5 5 View Supply System Information Repor resscianrn a 24 5 6 View Performance Comparison Re Pott cccccccccccccsssssssssececcccsssesseeeeeeesseeessseeeeeeesseeesseeeeeeeesessenaes 25 5 7 View Fluoride Compliance Summary Report 26 5 8 View Fluoride Compliance Detailed Report rrrrrrrnnnnnnnnrrrnnrrannonnnnnnrrvnnrrrnnnnnnnrrrnnrsnnnnnnnnrrrnnssssnsnnnnnnnnee 26 5 9 View Fluoride Compliance Exception Report sssessnnnsssssneeeeeneesssssrrrersssssrererensssserrrennsssserrreenssssenn 26 5 10 View Sampling Frequency Hepnort 26 Q Manuals NSW Health DWDB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 3 of 27 NY NSW Health 1 INTRODUCTION 1 1 Background The purpose of the NSW Drinking Water Database DWDB is to provide the following functions e Allow users including laboratory water utility
14. Drinking Water Database User Manual NY NSW Health NY NSW Health CONTENTS 1 MroucUi sti st te t s it itt ht E A E E E E E I E E E E E 4 1 1 FCI 0 10 MAE E EEA AE T E P E E AE ETE 4 1 2 Sie E 4 1 3 Be e EN 4 ATS al EEE EE OAA A A EAA AAA A 5 2 1 NA 5 2 2 Reise Di EE 5 NM 6 2 3 View TAO AC EEE EN EEES EE AREAS E EA EEANN SESER 6 2 4 View News Id 6 2 5 VOW DISDONI EE EEE EE E tens 6 2 5 1 Configure Dashboard dn 6 2 6 EE FT 6 2 7 FEN 7 Enter Sample Results 7 3 1 Results Enty gt A OC EEE EEE T 7 Sled AC e 069 eS AMIS EEE 7 EE NNN 7 32 EDN AD EEE EEE E E E E E A 8 321 Re aile e E Rule S Er MENN 10 3 3 RER EX ie AC Ae TCLS Tr ONG EE 10 Jol SS EEE EEE EEE 10 NNN 11 NM CON E 11 4 1 Common Administration SH 11 TA COO aE NN 11 2 NNN 11 EC Ealan existing ee ME 11 ALA NTN 12 4 2 Merarcny IMIATIAG 2100 EEE 12 4 2 1 Information Hierarchy Management 14 4 2 2 Locality Hierarchy Management 17 4 3 EENHEETEN 21 4 3 1 Treatment Plant Management 21 43 2 Laboratory Management 21 BS NNN 21 Q Manuals NSW Health DW DB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 2 of 27 NY NSW Health w REDONS n E E E E E E 21 5 1 Common Rept Feature EE 21 S ee ER e EE 21 512 PEPE CSV Or PDE sruni rannan A 22 5 2 View Results Summary Heport 22 5 2 1 Save a Report Criteria and Generate the Hepnort 23 522 Generat a Saved Report Cie E 23 5 2 3
15. Report Criteria See section 5 2 3 Delete a Saved Report Criteria 5 4 View Results Exception Report The Results Exception Report lists the characteristic result values that were outside of compliance levels and other details such as the unit of measure sample site code lab name date collected date received results date and comments This report has the same columns as the Results Detailed Report The Results Exception Report can be accessed via two 2 criteria screens 1 Reports gt Results Report Quick in the menu 2 Reports gt Results Report in the menu To view a Results Exception Report select one of the two criteria screens and choose the report type Results Exception Report refer to Figure 16 and 17 5 4 1 Save a Report Criteria and Generate the Report See section 5 3 1 Save a Report Criteria and Generate the Report 5 4 2 Generate a Saved Report Criteria See section 5 3 2 Generate a Saved Report Criteria 5 4 3 Delete a Saved Report Criteria See section 5 3 3 Delete a Saved Report Criteria 5 5 View Supply System Information Report The Supply System Information Report displays key information for one or more supply systems Details include the supply population if the system is potable annual allocation treatment details and locality details To view the Supply System Report go to Reports gt Supply System Information Report in the menu Q Manuals NSW Health DWDB User Manual v4 0 Water
16. abin Health ait Mens ikem Salzen Ceiai Gosa TH Figure 10 Public Health Unit Details screen Northern Sydney Central Coast PHU Q Manuals NSW Health DW DB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 15 of 27 Wass NSW Health 4 2 1 3 2 Water Utility Details The Water Utility Details page is used for adding a new water utility record or editing an existing water utility record For details on how to add edit or view a water utility record refer to section 4 2 2 2 and 4 2 2 3 Users with the appropriate permissions can edit the water utility address and phone number assign one or more contact person s add or remove supply systems associated to the water utility and add or remove laboratories that can enter and view results for that water utility Waber Utility Details Figure 11 Water Utility Details screen Bathurst Regional Council 4 2 1 3 3 Supply System Details The Supply System Details page is used for adding a new supply system record or editing an existing supply system record For details on how to add edit or view a supply system record refer to section 4 2 2 2 and 4 2 2 3 Users with the appropriate permissions can edit the supply system address and phone number specify whether it is a bulk supplier and if so the supply systems it bulk supplies to add or remove towns that are supplied by this supply system and assign one or more contact perso
17. ated to one Public Health Unit PHU and have full access to edit the PHU details They will not have the ability to add a new PHU Additionally they inherit the permissions of the PHU General and WUC Administrator roles PHU General A user with the PHU General role will be associated to one PHU and have access to enter sample results data and create sample sites under the PHU A user with the PHU General role should have access to all reports WUC Administrator A user with the WUC Administrator role will be associated to one Water Utility Council WUC and have limited access to edit the WUC details limited access to edit supply system details create and update town details and edit a number of treatment plant details Additionally they inherit the permissions of the WUC General role Q Manuals NSW Health DWDB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 4 of 27 Gene Health WUC General A user with the WUC General role will be associated to one WUC and have access to enter sample results data and create sample sites A user with the role WUC General has access to all reports Lab Administrator A user with the Lab Administrator role will be associated to one laboratory and have access to maintain the laboratory details They can add new sample sites limited to selected water utilities but cannot edit sample site details Additionally they inherit the permissions of the Lab General r
18. be entered Collected From Ta Dates Select period Choose Generate Report Figure 20 Performance Comparison Report criteria screen For details on how to generate a report and export it to Excel or PDF please refer to section 5 1 Common Report Features Q Manuals NSW Health DW DB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 25 of 27 dat NSW Health 5 7 View Fluoride Compliance Summary Report The Fluoride Compliance Summary Report lists the fluoride characteristics and their summary statistics such as mean median standard deviation and the percentage meeting guideline values This report has the same columns as the Results Summary Report To view the Fluoride Compliance Summary Report go to Reports gt Fluoride Compliance Report in the menu and select the report type Summary Report Fluoride Compliance Report Select Criteria All flelds marked with must have at least one selection to generate a report Report Type Summary Report Detailed Report C Exception Report Area Health Service 7 selected Public Health Unit 43 selected Water Utility 64 selected Supply System 107 selected Characteristics 5 selected Collected date range OR period must be entered Collected From To Dates R Select a period Choose Generate Report Figure 21 Fluoride Compliance Report criteria screen For details on how to generate a rep
19. button The Add Remove button provides the ability to manage relationships and link one record to another record e g link a town record to a supply system record It displays a screen with a list on the left for active records and a list on the right for the selected records Q Manuals NSW Health DWDB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 11 of 27 dat NSW Health Aberdeen Adaminaby Adelong Airport EES Akolele Albert Albury lt lt Remove Aldavilla Alectown Alice Edwards Village Alstonville Angourie ARCH Abercrombie Caves Ardlethan Ariah Park Armidale Arrawarra Ashby me E Save Selections Figure 7 Add Remove Towns To select a record simply click an item on the left then click the Add gt gt button This will move the record from left to right To select one or more records simply press the Ctrl button on the keyboard and select individual records with your mouse or press the Shift button on the keyboard and select consecutive records with your mouse 4 1 4 Archive a record There are two methods to archive a record Depending on the manage screen one or both methods will be available e Once you have performed a search on the Manage screen click the Archive link for that record OR e Goto the record details page see section 4 1 3 Edit an existing record and set the End Date to today or a previous date You can set the e
20. button The system will display a table of barcodes that satisfy the criteria entered 3 Click the Add new button The system will display a new row at the bottom of the table for you to enter a sample s details 4 Select the barcode either by typing it in or choosing from the drop down menu 5 To move between fields use the Tab key Site codes can be keyed in selected from the drop down menu or found by pressing the Down Arrow key to scroll through the available list 6 When entering a date the numbers can be entered without including the symbol between To check the box for Time Collected Not Supplied use the space bar When entering times the hour and minutes must have four digits e g 08 30 7 Select the Enter button to record the results for the sample This will open a new screen 8 Tab through the fields for the different characteristics Fields can be left blank if no value is available If you want to change the order of the characteristics in this screen please refer to section 2 6 User Preferences 9 Click the Finish button once you have finished entering the characteristic results The system will display warning messages for results outside of possible compliance range if you have possible compliance validation turned on see section 2 6 User Preferences You will still be able to submit the results if the values fall outside of the possible compliance range 10 Click the Comments
21. d can be visualised as follows NSW QLD Area Health Area Health Area Health Service 1 Service 2 Service X Public Health Public Health Public Health Public Health Unit 1 Unit 2 Unit 3 Unit X Water Utility Water Utility Water Utility Water Utility Water Utility 1 2 3 4 X Supply Supply Supply Supply Supply Supply Supply System 2 System 3 System 4 System 5 System 6 System X System 1 Fo Placeholder Town A Site 2 Sample1 Sample2 Sample3 Sample4 Figure 8 The Information Hierarchy structure and how it is associated to towns sample sites and samples Placeholder Town B Placeholder Placeholder Site X Site 999 Site 999 Placeholder Site 999 SEH Site 3 Imprecisely Imprecisely Located Samples Located Samples Q Manuals NSW Health DWDB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 13 of 27 NY NSW Health 4 2 1 Information Hierarchy Management The Information Hierarchy depicts the NSW Health structure in regards to water supply systems refer to Figure 8 It currently consists of 1 State e g NSW Water Unit 2 Area Health Service e g Greater Western AHS 3 Public Health Unit e g Greater Western PHU 4 Water Utility e g Bathurst Regional Council 5 Supply System e g Bathurst Supply System The State and Area Health Service records are only accessible to the Water Unit 4 2 1 1 Search for a Hierarchy record Public Hea
22. ecommended that you filter the list 1 Enter values in the criteria fields For example you may be interested in viewing records that are current only not archived or a record that has specific characters in its name 2 Click the Show button to view a list of records that matched your search criteria No records will be displayed if the system did not find any records The system will perform a contains search on any text entered in the criteria e g if you enter har in the Name field on the Contacts page the system will return records that have har in the name such as Harry and Charlotte 4 1 2 Add a new record To add a new record 1 Goto the Manage screen for that record type refer to section 4 1 1 Search for a record 2 Click the Create New button 3 Enter the record details 4 Click the Save button The system will check that all the required information have been entered and are in the correct format before saving the record to the database 4 1 3 Edit an existing record To edit an existing record 1 Search for the record on the Manage screen for that record type refer to section 4 1 1 Search for a record Select the record by clicking on its blue link Edit the record details Click the Save button The system will check that all the required information have been entered and are in the correct format before updating the record in the database i o 4 1 3 1 Add Remove
23. eed access to please contact the Water Unit for assistance 2 3 View Homepage The homepage will be the first page displayed once you have logged in to the DWDB system The top half of the homepage displays any published news articles and provides the ability to access the full article The bottom half of the homepage displays a dashboard dependent on your user role To return to the homepage at any time you can click on Drinking Water in the header or the Home link in the breadcrumbs which sits below the header 2 4 View News Article On the Homepage click the View full article link to view the full news article You can download attachments if there are any available 2 5 View Dashboard The dashboard is visible on the homepage and displays the percentage compliance for each supply system or water utility broken down by the compliance types Physical Chemical and Microbiology also refer to the Performance Comparison Report The dashboard is available to certain user roles namely Water Unit Public Health Unit Admin and General Water Utility Admin and General e General 2 5 1 Configure Dashboard settings Users who have access to the dashboard can configure the dashboard settings via the Preferences page see section 2 6 User Preferences 2 6 User Preferences The User Preferences page allows you to personalise the certain areas of the system according to your needs This is accessible via the My Preferences l
24. eruk Canaria Rapori Sa a amp Ganarala Tapir Figure 18 Results Report criteria screen Both criteria screens will give you the same Results Summary Report The difference is that the Results Report Quick screen is faster as it has fewer fields to select from It is recommended that you use the Results Report Quick screen unless you need to filter the report on fields not available on the Results Report screen i e area health service public health unit sample site source categories source types sources treatment types disinfection types treatment plants entered date 5 2 1 Save a Report Criteria and Generate the Report You can enter and save the report criteria for Results Summary Report Results Exception Report and Results Detailed Report If you regularly generate the same or a similar report it is recommended that you use the save report criteria feature It will save you time by allowing you to save the report criteria so that next time you need to generate the same report you can select it from a list instead of re entering the fields 1 Enter the criteria on the Result Report or the Results Report Quick criteria screen 2 Click the Save amp Generate Report button 3 Enter a name for the criteria and click OK The system will display the report based on the criteria entered 5 2 2 Generate a Saved Report Criteria You can generate a saved report criteria from the Criteria screen 1 Goto the Result Report
25. ierarchy record Public Health Unit Water Utility Supply System To add a new hierarchy record such as a public health unit water utility or supply system you will need access to the Information Hierarchy page refer to Figure 9 To access this page go to System Maintenance gt Information Hierarchy in the menu 1 Select the level e g Public Health Unit Water Utility Supply System etc 2 Click the Create New button 4 2 1 3 View or Edit a Hierarchy record Public Health Unit Water Utility Supply System Once you have performed a search for the hierarchy record see 4 2 1 1 Search for a Hierarchy record you can click on its link to view or edit the record The hierarchy details screen displays the fields and information relevant to the hierarchy record It also includes the ability to change the relationship between hierarchy records and other entities 4 2 1 3 1 Public Health Unit Details The Public Health Unit Details page is used for adding a new public health unit record or editing an existing public health unit record For details on how to add edit or view a public health unit record refer to section 4 2 2 2 and 4 2 2 3 Users with the appropriate permissions can e edit the public health unit address and phone number e assign one or more contact person s and e add or remove water utilities and local government areas associated to the public health unit Public Health Unit Details Main details S
26. ink at the footer of each page or via the System Maintenance menu Dashboard Preferences e Hide Show the dashboard and e View the percentage compliance by supply system or by water utility Results Entry Preferences e Switch validation messages on off for results outside of possible range or compliance levels e Change the order that the characteristics are displayed on the Manual Results Entry Barcode screen and the Manual upload template Q Manuals NSW Health DW DB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 6 of 27 NY NSW Health e Select the Unit of Measure UoM for characteristics that may have more than one UoM 2 7 Feedback You can submit feedback to the water unit team by clicking the Submit Feedback link which is at the footer of each page This will open a new mail message from your locally installed mailbox e g Microsoft Outlook The To field will be auto populated with the appropriate email address to the water unit team 3 ENTER SAMPLE RESULTS There are a number of ways that you can submit results Barcode sample results e Manual entry see section 3 1 Results Entry Barcode e Bulk upload via a CSV file see section 3 2 Upload Results Fluoride field results that have no barcode e Manual entry see section 3 3 Results Entry Fluoride Field 3 1 Results Entry Barcode The Results Entry Barcode page is accessible via the menu Enter Sample Results
27. lter Data Tools Outline Al v a X v El Site Code B G D E F G H l J K L 1 Site Code Barcode Date Collected YYYYMMDD Time Collected hh mm Date Received YYYYMMDD Time Received hh mm Results Date YYYYMMDD pH Turbidity Total Coliforms Thermotolerant Coliforms E coli Fr 1 2 3 4 5 Figure 3 A CSV Template opened in MS Excel Q Manuals NSW Health DW DB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 8 of 27 NY NSW Health E Microbiology ImportTemplate 1 csv Notepad File Edit Format View Help Site Code Barcode Date Collected YYYYMMDD Time Collected hhimm Date Received YYYYMMDD Time Received Chh imm Results Date YYYYMMDD pH Turbidity Total Coliforms Th Figure 4 A CSV Template opened in a text editor Notepad The format of the content of the text file is important Below is a table that provides examples of the acceptable format for the submission of a single sample of water that has undergone Microbiology testing Element column Format and units Comments name Site Code Up to 3 characters 001 1 and 001 are treated as the same code 111AB1234567 Date Collected DD MM YYYY or 31 07 2011 or YYYYMMDD 20110731 Time Collected HH MM 12 36 Date Received DD MM YYYY or 01 08 2011 or YYYYMMDD 20110801 HH MM 09 15 Results Date DD MM YYYY or 02 08 2011 or YYYYMMDD 10802 Numbers decimal point lt and gt pH Turbidity Numbers decimal point lt
28. lth Unit Water Utility Supply System To search for a hierarchy record such as a Public Health Unit Water Utility or Supply System you will need access to the Information Hierarchy page To access this page go to System Maintenance gt Information Hierarchy in the menu Information Hierarchy Level Supply System Name Show Current Archived Current Only Supply System Code Name Abercrombie Aberdeen ACTEW Adaminaby Adelong Albury A Amelav Figure 9 Information Hierarchy landing page 1 Select the Level e g Public Health Unit Water Utility Supply System etc and 2 Set Show Current Archived to Currently Only if you only want to see current records Otherwise select Archived Only to see archived records or select All to see both current and archived records 3 Itis optional to enter the Name field The Name field will further filter the search by finding any records whose name consists of the text you entered For example if you enter an in the Name the system would return records like Balranald Central Tablelands Jenolan Gilgandra Shire etc The Name field is useful for users that have access to multiple records 4 Click the Filter button The system will search for and display a list of records that satisfy the criteria Q Manuals NSW Health DW DB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 14 of 27 dat NSW Health 4 2 1 2 Adda New H
29. lumns Duplicates Validation Analysis 7 v v Get External Data Connections Sort amp Filter Data Tools Outline F3 vi fe 1 53 00 PM B c D E G H 1 J K L 1 Site Code Barcode Date Collected YYYYMMDD Time Collected hh mm Date Received YYYYMMDD Time Received hh mm Results Date YYYYMMDD pH Turbidity Total Coliforms Thermotolerant Coliforms E coli 2 1 112AB0173613 20120301 9 23 20120302 10 55 20120302 7 1 lt 1 lt 1 lt 1 E 2 112AB0118536 20120302 11 22 20120303 13 53 20120303 7 1 lt 1 lt 1 lt 1 4 Figure 6 A CSV file opened in MS Excel with 2 Microbiology sample data 3 3 Results entry Fluoride Field You can enter fluoride field results via the Results Entry Fluoride Field page which is accessible via the menu Enter Results gt Results Entry Fluoride Field These results are not associated to a barcode 3 3 1 Enter a result To enter fluoride field results 1 Enter the criteria including the water utility supply system and the date collected month and year 2 Click the Update button The system will display a table for daily fluoride results and two tables for weekly fluoride results Any previously entered results will be displayed in a read only format All values must be greater than zero 3 Click on the Daily button to reveal the data entry fields for the daily results 4 Enter results in the value column for each day of the month You can use the Tab key to move between days 5 A message about com
30. mary statistics such as mean median standard deviation and the percentage meeting guideline values The Results Summary Report can be accessed via two 2 criteria screens 1 Reports gt Results Report Quick in the menu 2 Reports gt Results Report in the menu To view a Results Summary Report select one of the two criteria screens and choose the report type Results Summary Report Results Report Quick All flelds marked with must have at least one selection to generate report Report Type Results Summary Report C Results Detailed Report C Results Exception Report Saved Criteria Choose D Delete selected he Program Drinking Water Program p Water Utility Supply System Town 108 selected 346 selected 741 selected Laboratories 17 selected Analysis Types 4 selected Characteristics 42 selected Sample Types 5 selected Collected date range OR period must be entered Collected From To Ed OR Select a period Choose Barcode Generate Report Save amp Generate Report Figure 17 Results Report Quick criteria screen Q Manuals NSW Health DW DB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 22 of 27 dat NSW Health GOVERNMENT Results Report L fokk merked w i OO ned Gene ai Neset 86 enka ON DX ear eG of a aoe Letz Dype F Bas yle Burns y tepork L ltz Drill kan Resule Exceptior Repos Saved
31. mple site record or editing an existing sample site record For details on how to add edit or view a sample site record refer to section 4 2 2 2 and 4 2 2 3 Users with the appropriate permissions can e edit the Sample Site code and e the town it is associated to Q Manuals NSW Health DW DB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 20 of 27 W NSW Health sample Site Detalls Sample Site code Strast 4ddress Pitstone Road Young Town Yours Description 100mm dead end at Chinamans Dam house Dates Start Date End Date Supply Systemi s Supply System Lomment 5 No comments Add Comment Last Modified 0 ate 8 03 2012 Last Modified B y sysadmin Figure 16 Sample Site Details a sample site in Young 4 3 Other Administration screens Below is a list of other administration screens accessible depending on the permissions assigned to your user role These can be accessed via the System Maintenance menu 4 3 1 Treatment Plant Management See section 4 1 1 to 4 1 4 on how to search edit and archive a record such as a treatment plant When editing a treatment plant record you have the ability to add remove water sources treatment types and disinfection types 4 3 2 Laboratory Management see section 4 1 1 to 4 1 4 on how to search edit and archive a record such as a laboratory 4 3 3 Contacts Management See section 4 1 1 to 4 1 4
32. n s Q Manuals NSW Health DW DB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 16 of 27 W NSW Health GOVERNMENT Supply System Details Main details Sappy System Hana Dasoriptian Bastel Actress Sappy System Code Gar s Lois ahulik supa eer wesi rescmert Here Gcetton Si Supply Sysberedsj bulk supplies bo Dacs nat tument y bak suaply Dates Start Gara iain Enc Data Townia supplied 2000 IO TAI 4000 Contos comments Figure 12 Supply System Details Aberdeen 4 2 2 Locality Hierarchy Management The Locality Hierarchy currently consists of 1 Local Government Area e g Ballina 2 Town e g Wollongbar 3 Sample Site e g Tap behind toilet facilities in Hill Park Oval Wollongbar The Local Government Area records are only accessible to the Water Unit 4 2 2 1 Search for a Locality record Town Sample Site To search for a locality record such as a Town or Sample Site you will need access to the Locality Hierarchy Management page To access this page go to System Maintenance gt Locality Hierarchy in the menu Q Manuals NSW Health DWDB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 17 of 27 NY NSW Health Locality Hierarchy Level Name Show Current Archived Current Only Create New Abercrombie Caves Aberdeen Adaminaby Adelong
33. nd date to a future date if you know the date it needs to be archived Archived records i e records whose end date is today or a previous date will appear on the Archived Only list instead of the Current Only list on the Manage screen 4 2 Hierarchy Management Samples are grouped based on a hierarchy that reflects the NSW Health structure in regards to water supply systems It currently consists of 1 Information Hierarchy elements a State e g NSW Water Unit b Area Health Service e g Greater Western AHS c Public Health Unit e g Greater Western PHU d Water Utility e g Bathurst Regional Council e Supply System e g Bathurst Supply System 2 Location Hierarchy elements a Local Government Area LGA b Town e g Bathurst c Sample Site 3 Sample Not all Samples easily fit into this hierarchical model as the location of some Samples are not precisely known and are only known to be related to a Supply System For these samples a placeholder Sample Site with a site code of 999 has been created This allows the system to display Samples with an imprecise location consistently on the various reports and screens within the system Placeholder Town will need to be created for Supply Systems that serve more than one town Q Manuals NSW Health DWDB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 12 of 27 NY NSW Health The hierarchy under which samples are groupe
34. ole Lab General A user with the Lab General role will be associated to one laboratory and have access to enter sample data for the water utilities that their laboratory is linked to They have access to all reports General A user with the General role only has access to reports Users assigned this role are typically Area Health Service staff other state agencies such as NSW Office of Water consultants and students 2 GENERAL 2 1 Login To log in to the DWDB system 1 Open a web browser and enter the URL for the Web Application Portal www drinkingwaterdb gov nsw au 2 Login with your username and password If you do not have a username and password please contact the NSW Health Water Unit 3 Once you have logged in successfully you will be taken to the AMS homepage Click on the Drinking Water Database link in the My Applications section Wale Welcome labadmin doh com NSW Web Application Portal My Account Log Out Welcome to the External Web Application Portal View your applications below To access password protected applications please press the Request Access link to send an email to the administrator Free applications are available to view at any time My Applications NSW Health Applications You are registered to use the following applications The following applications don t require registration and are Tree to use Health Statistics New South Wales Drinking water monitoring database
35. ort and export it to Excel or PDF please refer to section 5 1 Common Report Features 5 8 View Fluoride Compliance Detailed Report The Fluoride Compliance Detailed Report lists the fluoride characteristic result values and other details such as the unit of measure sample site code lab name date collected date received results date and comments This report has the same columns as the Results Detailed Report To view the Fluoride Compliance Detailed Report go to Reports gt Fluoride Compliance Report in the menu and select the report type Detailed Report See Figure 20 For details on how to generate a report and export it to Excel or PDF please refer to section 5 1 Common Report Features 5 9 View Fluoride Compliance Exception Report The Fluoride Compliance Exception Report lists the fluoride characteristic result values that were outside of compliance levels and other details such as the unit of measure sample site code lab name date collected date received results date and comments This report has the same columns as the Fluoride Compliance Detailed Report To view the Fluoride Compliance Exception Report go to Reports gt Fluoride Compliance Report in the menu and select the report type Exception Report See Figure 20 For details on how to generate a report and export it to Excel or PDF please refer to section 5 1 Common Report Features 5 10 View Sampling Frequency Report The Sampling Frequency Repor
36. pliance will show if a result greater than the Guideline value 1 5 mg L is entered Ignore the message if the result is correct If the message has appeared because of a typographical error correct the result 6 Also enter any Comments in the right hand column of that name 7 Click on the Weekly point one button to reveal the 5 data entry fields for the first set of weekly results 8 Enter the Date Collected the Site Code for the Sample Sites from which the samples were collected use the Down Arrow key to select these or just enter the three digit code the result Values and any Comments 9 Click on the Weekly point two button to reveal the 5 data entry fields for the Second set of weekly results 10 Enter the Date Collected the Site Code for the Sample Sites from which the samples were collected use the Down Arrow key to select these or just enter the three digit code the result Values and any Comments 11 Click the Submit Results button to save the results The system will display validation messages for results outside of possible compliance range if you have possible compliance validation turned on Q Manuals NSW Health DWDB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 10 of 27 NY NSW Health see section 2 6 User Preferences You will still be able to submit the results if the values fall outside of the possible compliance range Note An email
37. t compares the number of samples taken to the number of allocated samples for each supply system To view the Sampling Frequency Report go to Reports gt Sampling Frequency Report in the menu Q Manuals NSW Health DWDB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 26 of 27 fo Health Sampling Frequency Report Select Criteria All flelds marked with must have at least one selection to generate a report Program Drinking Water Program D Area Health Service 8 selected Public Health Unit 44 selected Water Utility 108 selected Supply System 346 selected Collected date range OR period must be entered Collected From To Dates R Select a period Choose Generate Report Figure 22 Sampling Frequency Report criteria screen For details on how to generate a report and export it to Excel or PDF please refer to section 5 1 Common Report Features Q Manuals NSW Health DW DB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 27 of 27
38. ument User Manual Drinking Water Database Page 18 of 27 NY NSW Health Sample Site Details Sample Site code Street Address Town Description Dates Start Date 27 04 2012 End Date Ga Supply System s No Supply System s Comments Please click the Save button to enable adding comments Last Modified Date Last Modified By Save Figure 14 Creating a new sample site 4 2 2 4 View or Edit a Locality record Town Sample Site Once you have performed a search for the hierarchy record see 4 3 1 Search for a Locality record you can click on its link to view or edit the record The locality details screen displays the fields and information relevant to the locality record It also includes the ability to change the relationship between locality records and other entities 4 2 2 4 1 Town Details The Town Details page is used for adding a new town record or editing an existing town record For details on how to add edit or view a town record refer to section 4 2 2 2 and 4 2 2 3 Users with the appropriate permissions can e edit the Town description e edit the population and e add or remove sample sites Q Manuals NSW Health DW DB User Manual v4 0 Water Unit docx Document User Manual Drinking Water Database Page 19 of 27 NY NSW Health Comments Figure 15 Town Details Alstonville 4 2 2 4 2 Sample Site Details The Sample Site Details page is used for adding a new sa
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