Development of a National Adult Protective Services Data System: Namrs Pilot Final Report (volume 2). 10. Workflows

09/25/2015

The following workflow took place when a state submitted any of the data Components. The approval process required a technical user review the data for the Agency and Key Indicators Components and the validation results and reports for the Case Component.

In this flow, the status for the data component started at not submitted, then became one of the following based on the state and technical user's action:

  • In Process--Once the state had submitted the data, the technical user reviewed the data to confirm if the data quality requirements were met by the data submission. During this review period the data status remained marked as in process.

  • Resubmit--In this case, the technical user had reviewed the data (Agency and Key Indicators Components) or results/report (Case Component) and decided that the data were not valid. The technical user requested the state to resubmit and needed to contact the state and discuss the issues with them.

  • Approved--In this case, the technical user found no errors during the review of the data component and approved the data.

Automatic email alerts were sent to appropriate state and technical users to communicate the data status changes. Figure 10.1 provides a schematic representation of the workflow and interaction between the NAMRS, state user, and the technical team user.

Agency Component Data Entry and Submission

State users filled a data entry form that contained fields for all the data points in the Agency Component. The user could fill out the form, save their data, and return later to work on it some more. Once they were satisfied with all the data, they could submit it. This page had basic type validation (i.e., if a field required numbers and the user entered letters in that field) and required field validation at the time of saving the data. If the user submitted their data, they may no longer edit their data unless data resubmission was requested.

A federal user could view data for the Agency Component for any state. A federal user would see the same page as the state user. However, the federal user could view the data for any state by toggling the list of states on the top of the page. All fields would be disabled, and there would be no way to save or submit data.

A technical user or administrator could submit or approve data for the Agency Component for any state. A technical or administrative user would see the same page as the state user. However, the user could view the data for any state by toggling the list of states on the top of the page. The user could edit/save data for any state. The user would see radio buttons for each status, with the current status selected. The user could change the data status and save. The appropriate emails were sent, depending on the new status. There would be no submit button for this user but data could be saved by changing the status to in process.

FIGURE 10.1. Workflow to Accept Data for Each Component
FIGURE 10.1. Flow Chart: This graphic is described within the report text.

Key Indicators Component Data Entry and Submission

State users filled a data entry form that contained fields for all the data points in the Key Indicators Component data. The user could fill out the form, save their data, and return later to work on it more. Once they were satisfied with all the data, they could submit it. This page had basic type validation (i.e., if a field required numbers and the user entered letters in that field) and required field validation at the time of saving the data. If the user submitted their data they could no longer edit their data unless data resubmission was requested.

A federal user could view data for the Key Indicators Component for any state. A federal user would see the same page as the state user. However, the federal user could view the data for any state by toggling the list of states on the top of the page. All fields would be disabled, and there would be no way to save or submit data.

A technical user or administrator could submit or approve data for the Key Indicators Component for any state. A technical or administrator would see the same page as the state user. However, these user could view the data for any state by toggling the list of states on the top of the page. The user could edit/save data for any state. The user would see radio buttons for each status, with the current status selected. The user could change the data status and save. The appropriate emails were sent, depending on the new status. There would be no submit button for this user but data could be saved by changing the status to in process.

Case Component Data Entry and Submission

A state user generated the XML file. The data for the Case Component would be submitted in XML format. A state user would first export the data from the state information system into the required XML format. Following that, the state user validated for XML structure and data element characteristics requirements using the XSD file available for download on the NAMRS Pilot website. The state user could perform the validation using their favorite XML validator software. XmlValidator (Sourceforge) is an open-source XML validation software. XML Spy is a commercially available XML validator and editor. The XML file without any errors would be ready to be uploaded to NAMRS.

A state user could upload and submit data for the Case Component. A state user could upload an XML file containing the Case Component data on the file upload tab. When the file was uploaded, it was validated against an XSD by the NAMRS Pilot system to determine validity. If the XML was invalid (structure and field definition validation), validation error messages describing the issues were displayed and the entire XML file is considered invalid. The user could download the list of error messages. The data status for the component remained as in process because NAMRS could not read the data in the file. The user has to upload a valid file to proceed further.

If the XML was valid, it proceeded to the next step which was the content validation. This was an asynchronous process where a number of validation rules across fields and records were applied and could take some time. The data status for the component changed to in validation while the file was being validated and a new file could not be uploaded during this time. When data validation was complete, the data status for the component changed to data valid when there were no errors and to data invalid when errors were identified.

If there were no errors the user could view the validation results on the data validation results tab. The results may have contained warnings showing where the data were missing. Basic counts like the number of investigations accepted would be displayed in the data report tab. The user could submit the data by clicking on the submit button or could upload another XML file and go through the entire upload process again.

If there were errors, the user could view the validation results on the data validation results tab. The results listed the data errors where the XML violated the validation rules. The data corresponding to the errors would not be saved in the database. The results could also contain warnings showing where the data were missing. A new XML file without any errors needed to be uploaded to proceed further. Figure 10.2 describes this process visually.

A federal user could view status and reports for the Case Component for any state. A federal user would see the same page as the state user but only the data validation results and the data report tabs would be visible. The file upload tab would not be visible. All fields would be disabled, and there would be no way to save or submit data.

A technical user or administrator could submit, view, and approve data for the Case Component for any state. A technical or administrative user would see the same page as the state user. There would also be a dropdown with all states in it so that the user could select which state they wanted to view. The user could upload an XML file for any state. The user would see radio buttons for each data status, with the current status selected. The user could change the status and save. There would be no submit button for this user--data could be submitted by changing the status to in process. Figure 10.2 shows the data submission and approval process as a flow chart.

FIGURE 10.2. Case Component Approval Workflow
FIGURE 10.2. Flow Chart: This graphic is described within the report text.

View full report

Preview
Download

"NAMRSpilot-V2.pdf" (pdf, 1.83Mb)

Note: Documents in PDF format require the Adobe Acrobat Reader®. If you experience problems with PDF documents, please download the latest version of the Reader®