Data File Requirements

When uploading data into the tool, users must adhere to specific guidelines to ensure data integrity, accuracy, and consistency. Below are detailed instructions and requirements to keep in mind during the data loading process.

1. Mandatory Data

If mandatory data is missing from the file, the file will be rejected. Ensure all required fields are populated before uploading.

2. Non-Mandatory Data

The non-mandatory data are: DVCAT, DVDECOD, DVTERM, DVENTC and DVENTCVIZ.

Users must determine what each date represents (e.g., date of deviation, deviation end date, date when deviation was found). Ensure that the chosen date type is used consistently across all visualisations to avoid inconsistencies. Options for date fields should be clearly listed in the template documentation.

3. Standardised Date Format

All dates added to the spreadsheet must be formatted as DD/MM/YYYY. This standardisation ensures consistency and accuracy in data handling and visualisation.

4. New Data Only

Ensure that there is no duplicated data in the file. Each file to be loaded should contain only new data. No data that has previously been loaded should be included in the new file. This ensures that the data remains current and prevents duplication.

5. Modification of Patient Data

If any data for a patient is modified in a data file, the original data file must be deleted, and the modified data file reloaded. This process ensures that all data remains accurate, up-to-date and not duplicated.

6. Data Deletion

Users can delete data files from the Data Upload tab in the Data Upload section if necessary.

7. DVCAT, DVDECOD, and DVTERM Fields

- If users are populating these fields manually:

• Each entry can have any number of DVCATs. DVCATs will be automatically concatenated with a semi-colon ";" as a separator when multiple DVCATs are selected.

• For each DVCAT, any number of valid DVDECODs can be assigned. DVDECODs will be automatically concatenated with a semi-colon ";" as a separator when multiple DVDECODs are selected.

• When a DVDECOD(s) is entered correctly, the DVTERM section will auto-populate. In the case of multiple DVDECODs, the DVTERMs will be concatenated with a semi-colon ";" as a separator.