Data Alignment

Estimated reading time: 4 min

Your Introduction to Data Alignment

As part of an upgrade to RxWorks version 4, there will be records in your current database structure that need to be ‘mapped’ (or matched) into in your new RxWorks database structure. Another term you may hear this being referred to is ‘Aligning your data’.
Information does not change, just the way it is saved into the new database.

The RxWorks database structure has been developed based on extensive research and review into the emerging trends of modern practice management.

The data alignment will:

  • Remove duplicate records in your database.
  • Correct misspelt records.
  • Store your data more consistently and accurately.
  • Provide you with an extensive list of breeds and species.
  • Set up your database structure to allow for greater statistical and reporting analysis.
  • Analysis tools are available through standard RxWorks Reports and additional RxWorks Modules.

    RxWorks will complete the majority of data mapping, however you will be required to audit and approve the work RxWorks have completed.
    To help with the Data Mapping process, RxWorks has created a Data Mapping Spreadsheet.

    An RxWorks Implementer will call to arrange a start date for the data mapping process. In addition to this manual, we will provide you with further details and training.
    It is important you understand that while mapping is in progress no breeds, species, reminders, custom fields, services, or suppliers can be added to RxWorks.

    Enable the Spreadsheet Macros

    Before you can begin work with the Data Alignment Spreadsheet, the spreadsheet macros must be enabled.
    At the top of the spreadsheet you will notice a security warning.
    Click on the ‘Enable Content’ button to enable the macros.

    Navigating the Spreadsheet’s HOME Page

    The HOME Page of the Data Mapping Spreadsheet keeps track of the data mapping progress.

    The Green Sections:

  • RxWorks will map this data.
  • You need to review this section and approve it prior to mapping your Breeds data.
  • The Yellow Section:

  • This section maps your ‘Breeds’ data. It cannot begin until the green sections have been approved.
  • RxWorks will map this data, and you are required to review and approve the details.
  • Each of these sections show:

  • The number of records in your current database.
  • The number of records that have been mapped.
  • The remaining number of records to be mapped.
  • The percentage of mapped data for that category.
  • The overall total is also shown.

    Clicking on the ‘Online Manual’ button at any stage will display instructions on how to use the Data Mapping Spreadsheet.

    Clicking on the ‘HOME’ button at any stage in the Data Alignment Spreadsheet will display the spreadsheet HOME page.

    The top area of the spreadsheet HOME page is for RxWorks administration and does not require your attention.

    Reviewing Data in the Green Sections

    RxWorks will map your data into the green categories for you. It is your responsibility to review this information and approve it. At times, a Client Services Implementer will be required to correspond with you for further information.

    Take Note Of Changes

    During your review, note down any changes you wish to make. These may include:

  • The original database information.
  • The category you are reviewing.
  • The information to be mapped.
  • Although you are able to make the changes yourself, we strongly recommend contacting your RxWorks Client Services Implementer to update the spreadsheet for you.

    How To Review Your Data

    To review a green category from the spreadsheet HOME page:

    1. Click on the ‘Map Data’ button next to the category you wish to review.
    2. Go through all references marked with a dark green ‘OK’.
    3. These have been mapped, but we recommend you double check the details.

    4. Go through all references marked with a pink ‘Check’. Make sure you are happy with the mapped data.
    5. If there are any, go through all references marked with a light green ‘Fill-In’.

    These are items that do not have data to map to.
    Your RxWorks Client Services Implementer will discuss the options with you.

    When your data is 100% mapped, the bar for each category will be shown as a darker shade of green.

    Reviewing Data in the Yellow (Breeds) Section

    RxWorks will map your breeds data for you. It is your responsibility to review this information and approve it. If you have any questions, please contact your RxWorks Client Services Implementer.

    Take Note Of Changes

    During your review, note down any changes you wish to make. This may include:

  • The legacy breed name.
  • The breed RxWorks have mapped to.
  • The breed you would prefer to be mapped to.
  • Although you are able to make the changes yourself, we strongly recommend contacting your RxWorks Client Services Implementer to update the spreadsheet for you.

    How To Review Your Breeds Data

    For the following steps, refer to your legacy system data in the white column called ‘Your Data’.

    Ensure the best matched ‘RxWorks Breed/Species’ from the drop down list in the blue section under ‘RxWorks Name’ is matched to your legacy data.

    The Steps
    1. Click on the ‘Map Data’ button next to the Breeds category.
    2. Go through all references marked with a dark green ‘OK’.
    3. These have been mapped, but we recommend you double check the details.

    4. Go through all references marked with a pink ‘Check’. Make sure you are happy with the mapped data.
    5. If there are any, go through all references marked with a light green ‘Fill-In’.

    These are items that do not have data to map to.
    Your RxWorks Client Services Implementer will discuss the options with you.

    Requesting A New Breed Name

    If there is a breed not listed to map your legacy data to, request a new breed by contacting your RxWorks Client Services Implementer. Alternately, select the ‘Request new Central data’ button on the spreadsheet HOME page.

    Save the Spreadsheet before Closing

    To store your mapped data, the spreadsheet must be saved before closing.
    Click on the Excel Spreadsheet Orb and select Save, or Use Ctrl + S on your keyboard.

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