Community Paediatrics, St James' Hospital

Database Design & Data Migration

The Child Protection Database developed by Illuminaries for Community Paediatrics at Leeds Teaching Hospitals replaced two legacy dBase IV databases in use at St James’s Hospital and Leeds General Infirmary. The two databases had identical data structures but were not linked and the codings in use at the two sites had drifted apart over the 10 year life of the systems. In addition, the team based at St James' Hospital had started to use digital cameras in clinic and whilst the images for each episode were stored in separate folders, a variety of naming / cataloging conventions were in use by different clinicians.

A new, conceptual data model had been designed by Illuminaries and was implemented in a SQL Server 2000 database. A component of this was a Document Management System (DMS) to provide a central repository for letters, reports and images relating to each epsiode.

The first phase of the data migration process took the form of comprehensive data quality checks, undertaken by Illuminaries. With the close co-operation of members of the Community Paeds team, the dBase data was cleaned and remapped to the new data model. This process ran in parallel with the development of the new front end, browser application.

Data migration tools were developed using a combination of MS Access and SQL Server Data Transformation Services.

The digital photography files were catalogued by episode number into an Access database and migration tools written to re-catalogue these into the DMS in the new database.

Finally, the clinical reports previously stored across a number of fields in the dBase system were re-generated as html documents and registered in the DMS.

A number of trial migrations were undertaken, each one picking up new issues and introducing refinements from previous attempts. The new system was rolled out live at at the two sites on different days, with about a four week gap in between.

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    Sylvia Ward, Deputy Chief Executive, Age Concern Sheffield

    "Illuminaries provided creative and imaginative solutions to our data needs and have designed a database that is straightforward to use and has flexible search methods"

    Paula Walker, Sheffield and Rotherham Asbestos Group

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    Lucia Kempsey, Bettyjoy

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    Daniel Kaye, PDO SYEM

    "Illuminaries were fully accommodating to all my needs and have more than delivered on what I had hoped"

    Stephen Radley, Consultant Obstetrician, Sheffield Teaching Hospitals

    "As you are planning to get Tony to set your database up, you can be confident that the system will work. Tony also ran the Trent HCV database for a number of years, which generated over 25 peer-reviewed publications"

    Will Irving, Professor of Virology, University of Nottingham

    "I felt it was very productive today and you really have done an amazing job so far with this, it is beyond the expectations I had and to see it in today’s format was really positive"

    Vicky Jones, Quality Co-ordinator, Health Education England

    "Thanks so much for the quality database. It is a great piece of work. I am demonstrating it today at Willerby and am sure everyone will be impressed."

    Julie Platts, Quality Manager, Health Education Yorkshire and the Humber

    "[The QM application is] a really powerful development that allows timely review of concerns, streamlining engagement between the Trust and HEYH so helping in the accuracy of reporting and feedback the GMC"

    HEYH

    "You people are so helpful"

    John Sellars, ICT Consulting

    "The good work done by Illuminaries was highlighted by everyone (at the launch event). I personally would like to highlight the extra mile you went to get to this point. So a very special thanks to you both [Tony and Jim]"

    Mohamed Naeem, Child Protection Specialist, UNICEF Maldives Country Office

    "I would like to express my thanks to all of you as well as Illuminaires for their dedication and patience in delivering a user sensitive system that will help in transforming the work of the Government to plan and effectively deliver protection measures to the troubled communities and families in Maldives"

    Manssor Ali - UNICEF, New York

    "The very odd occasion I have required assistance, you have been very responsive in helping me resolve the problem"

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    Andrea Bennett, Deputy Nurse Manager / STOP HCV Project Lead

    "So far it’s been remarkably painless going live, so I just want to say thank you for your fantastic work. We’ve had some really positive comments, and I don’t think there have been any negative ones."

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