CHRONiCA - Manage Vital Records Electronically

EDI Death

EDI Death Import is the feature of CHRONiCA application which allows user to import death records from death files to CHRONiCA.

For electronically importing data, system reads the files and extracts the data from those files and then imports them into CHRONiCA. For doing this process the following are the steps that need to be followed:

A feature called 'Process Death File' will allow user to select the file (which is placed in a Files_ToBeProcessed\Death folder). After selecting this file it has to be processed by selecting the 'Process File' option.

System processes and displays count of Total number of records, number of Assimilated records and number of duplicate records.

Duplicate records will not get assimilated into CHRONiCA at the time of Importing Death (.txt) files.
For importing Duplicate records into CHRONiCA user need to use ‘Unassimilated Record Compare’.
For that user need to follow the following steps:
1. Search the duplicate death records using "Unassimilated General Search".
2. Select one record at time from the list of duplicate death records and select "Unassimilated Record Compare" from the Import Data Menu.
3. System will open the Unassimilated Record Compare window. It will show the EDI Record and a list of Candidate CHRONiCA records for that EDI record.
4. User can select any CHRONiCA record from the list of Candidate CHRONiCA records to compare it with the EDI record.
5. User can select the values which he/she wants to update from the EDI record and click the "Save as Correction" button.
6. The record will be saved as a new version into CHRONiCA with the newly selected values.

Version Change History

New Fields which have arrived in the Death .txt files are accommodated into Version Change History.

Default Document Date for New Record, Correction and Amendment

1. When adding a NEW Record, System will fill in the Document Date field by default, (its mandatory to have some date in it) with the current system date (from database server). If the user changes it from this default value, CHRONiCA will give a warning, notifying the user that "DOCUMENT DATE IS USED FOR TRACKING DOCUMENT REVISIONS, PLEASE DO NOT CHANGE UNLESS ABSOLUTELY NECESSARY" and user will be able to continue saving the changes by accepting that warning.

2. When correcting a record, System will keep the Document date or the "DEDate" (Data-entry Date) that GSI has added to documents in which this field was originally blank (its mandatory to have some date in it). If the user changes it from this value, CHRONiCA will give a warning, notifying the user that "DOCUMENT DATE IS USED FOR TRACKING DOCUMENT REVISIONS, PLEASE DO NOT CHANGE UNLESS ABSOLUTELY NECESSARY." and user will be able to continue saving the changes by accepting that warning.

3. When a new revision (Amendment) of the record is made, CHRONiCA will change the Document date to the Current System date by default in order to track this as the creation of a new document. (its mandatory to have some date in it).If the user changes it from this value, system will give a warning, notifying the user that "DOCUMENT DATE IS USED FOR TRACKING DOCUMENT REVISIONS, PLEASE DO NOT CHANGE UNLESS ABSOLUTELY NECESSARY." and user will be able to continue saving the changes by accepting that warning.

Document Numbering

Print Certificate utility provides the facility to assign the document number to every document generated by using this utility. This document number generation utility is fully configurable that is, if we want we can have this feature otherwise we can omit this feature.

Currently when we do Print Certificate through CHRONiCA 2.0.1.0 we have to manually enter the document number. This utility is going to automate this process. The features it will provide are as follows:

1. Managing the document number and configuring the document number depending on the paper reams.
2. Resetting the document numbers when ream gets over.
3. Auto generation of document numbers depending on the number of copies requested by the user.
4. It also allows to set a number as Current Document number so that documents can be numbered from this value.

Delete Unassimilated Files

This utility will display the list of files which are imported using EDI module of CHRONiCA but not even a single record from that file has been assimilated into CHRONiCA.

User can select any file from the list which he/she feels is imported by mistake and request to delete that file so that all the records associated with that file will be deleted from temporary table of EDI.

This utility provides a report which display list of all deleted files along with date, time and user name who deleted a particular file.

Server Availability

At present, if the user wants to configure the configuration files of CHRONiCA then he has to do it manually, by opening the file and making the necessary changes. As it is a manual process, it is tedious and prone to error.

This utility will configure CHRONiCA's configuration files (CHRONiCA.exe.config and SqlMap.config). It will allow the user to configure the configuration files directly from CHRONiCA application using the given user interface. This setting has to be done at the time of starting CHRONiCA for the first time.

It can also be done at any subsequent time during using the application if user wants to change the database.

Image Verification

This utility will verify images attached to the records in CHRONiCA database with the physical image path.

And will return two result set as 1) Images only in File system ("These are all the image details those are only in file system but not associate with CHRONiCA records").

2)Images only in CHRONiCA ("These are the person record details with images attached to them ,but images physically are not present in a Hard drive.")

Configuration Management

Configuration Management is used to configure list of entries for auto completion fields in CHRONiCA. (i.e. Master table entries). Configuring a master list means deactivate/activate entries or inserting a new entry into the list.

This module can be mainly used to deactivate such entries which were inserted into list because of typo mistakes in data entry (due to any new entry in CHRONiCA control which got inserted automatically into the auto completion list.)

We need to deactivate such entry because otherwise it creates problem at the time of entering a record into CHRONiCA.

This module is also used to make a new entry in to the Master table list (Useful in the Master tables for which auto insert property is set to false in CHRONiCA Control).

Various Master lists for which we required Configuration Management is listed below:

Occupation list
Industry list
Marital Status
US State list
County list
Country list
Funeral Director (with License No.)
Funeral Home (with detail Address)
Certifier Name (with Address)
Attendant (with Address)
Manner of Death
Education

Automatic Updater

This utility is used to upgrade the product automatically.

The first step is creation of manifest. This is done by the developer of the product. The manifest is an xml file that contains all the required information regarding the files and scripts to be updated.

The second step is to configure settings for the running of this utility. This task is done by the administrator of the application which uses this utility (Administrator of CHRONiCA in our case). In this task the various paths are set which are necessary for execution of Automatic Updater.

The final task is executing the utility. It is done by the administrator of the application who uses this utility (Administrator of CHRONiCA in our case). It is divided into two sub tasks. First is downloading the files to be updated into the local cache folder. Second sub task is for applying these changes from cache folder into the actual bin of CHRONiCA (or any other application for which Automatic Updater is used).

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