Data Mining Examples using ODBC with Instrument Manager

Purpose & Scope

The purpose of this document is to provide examples of reports using Microsoft Excel® with
Instrument Manager™ and ODBC. It is not intended to be a highly technical document in scope,
but rather a high level tutorial on how to extract information from Instrument Manager using
Microsoft Excel. It is intended to be a living document and serve as a central repository for
information regarding this topic
Intended Audience
The intended audience for this document is Data Innovations LLC direct customers and Data
Innovations’® business partners and their customers.
Definitions
• ODBC – Open Database Connectivity provides an industry standard method for two
applications to share data. In this document, Microsoft Excel (one application) is querying
and extracting data from Instrument Manager’s database (second application) for ad-hoc
reports.

Table of Contents

Section Page
Before You Begin. . . 2
Importing Data from Instrument Manager 3
Modifying the Data in Excel 6
Creating a Report:
Report: Turnaround Time 7
Report: Turnaround Time by Priority 11
Appendix A: Database Configuration for Instrument Manager v8.08 – v8.14 15

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Data Mining Examples using ODBC with Instrument Manager

Overview
The purpose of this document is to provide examples of reports using Microsoft Excel® with
Instrument Manager and ODBC.
Report Application:
Information can be extracted from Instrument Manager with ODBC access using an ODBC-
compliant application such as Microsoft Excel, Crystal Reports, Open Office, etc… The most
common ODBC-compliant application in the laboratory is Microsoft Excel® and the reason for
using it for our example reports. If you are using another application, this guide should
provide guidance on how to develop similar reports in other applications.
Microsoft Excel® 2007 was used in the development of this guide. The same instructions can
be used for Microsoft Excel 2003 user being cognizant of the differences in how Excel 2003
screen appear different than 2007.
How to Develop an Example Report:
To develop any of the example reports, follow these steps:
1. Review the Before You Begin section (page 2)
2. Perform the Importing Data from Instrument Manager instructions (page 3)
3. Perform the Modifying the Data in Excel instructions (page 6)
4. Perform one of the reports examples from the Creating a Report section

Before You Begin. . .

Before you begin using these instructions, you need to ensure:
• Your version of Instrument Manager is v8.08 to v8.14 and has the ODBC and Specimen
Management software module licensed.
• Ensure “Allow Extrinsic Functions in SQL Statements” in the Instrument Manager
database is enabled (See Appendix A on page 15 for Instrument Manager v8.08 – v8.14).
• The end-user system connecting to Instrument Manager has ODBC connectivity
established as defined in ODBC User’s Guide for Instrument Manager.
• The end-user system has Microsoft® Excel 2003 or above. (These instructions were
written using Microsoft Excel 2007).
• User should have at least a basic understanding of pivot tables / pivot charts in Excel.
Consideration(s):
• The SQL statement in Importing Data from Instrument Manager section extracts
information of all specimens in Instrument Manager. If your data retention is larger than 30
days or you have large daily specimen volumes, you should consider modifying the SQL
query statement.

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Data Mining Examples using ODBC with Instrument Manager

Importing Data from Instrument Manager

This process defines how to extract key data from Instrument Manager to develop reports.

Step Action / Description

1 With Excel open, select From a Microsoft
Query from the Data → Other Sources
menu.

2 From the Choose Data Source window,

select the Instrument Manager ODBC
connection and select OK.

3 Select Cancel on the Query Wizard –

Choose Columns window to close the
wizard.
Select Yes in the preceding confirmation
dialog box (Do you want to continue editing
this Query in Microsoft Query?)

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Importing Data from Instrument Manager - continued

Step Action / Description
4 Select Close on the Add Tables window.

5 Select the SQL button on the tool bar in

Microsoft Query to enter the SQL
statement to import the data from
Instrument Manager.

6 Insert the following SQL statement into SQL statement window for the appropriate version of
Instrument Manager.
Instrument Manager v8.08 – v8.14
SELECT sinfo.SID, pinfo.LocationWard, sinfo.Priority,
sinfo.RequestedDateTimeTS, tinfo.TestCode, tinfo.TestResultsReviewedby,
cast($$timestamp^imconvert(status.DateTime) as TIMESTAMP) As
ReleasedDateTimeTS
FROM IM_SM.pinfo pinfo, IM_SM.sinfo sinfo, IM_SM.status status, IM_SM.tinfo
tinfo
WHERE sinfo.Patient = pinfo.Patient AND tinfo.Specimen = sinfo.Specimen AND
tinfo.Patient = pinfo.Patient AND ((tinfo.TestStatus='Released') AND
(status.Test=tinfo.Test) AND (status.Status='Released'))

7 Select OK from the resulting confirmation

window.

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Importing Data from Instrument Manager - continued

Step Action / Description
8 Import the data into Excel by selecting
File → Return Data to Microsoft Office
Excel from Microsoft Query window
toolbar.

9 Import Data dialog box will appear.

Select OK from the dialog box to import
the data into a table within Excel.

Results: The imported data from Instrument Manager should appear in a worksheet within Excel.

Figure 1 - Example of Instrument Manager Extraction Data

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Data Mining Examples using ODBC with Instrument Manager

Modifying the Data in Excel

This process defines how to modify and format the data after it is extracted from Instrument Manager in
preparation for developing the report(s).

Step Action / Description

1 In cell H1, enter ‘TAT’ (without the quotes) for
the label of this new column.

2 In cell H2, enter the equation ‘=G2-D2’ (without

the quotes) to subtract the result time from the
sample arrival time and then copy the formula
for all the rows in the spreadsheet for column
H.

3 Copy and Select Column H and change the

format of Column H to h:mm:ss by going to
Home → Format → Format Cells → Custom
and select OK.

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Data Mining Examples using ODBC with Instrument Manager

Report: Turnaround Time

Description of the Report:
This report provides the turnaround time by hour for all the test results in Instrument Manager. It is
based on the assumption that the test arrival date/time is established when the order is downloaded
from the LIS and the result completion date/time is based on the date/time of the result from the
instrument.
Example of the Report:
Below is an example of the report generated from Instrument Manager into Microsoft Excel.

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Report: Turnaround Time - continued

Step Action / Description
1 Select a cell within the new dataset and select
PivotChart from the Insert → PivotTable menu.

2 Select OK and using the default values from

the Create PivotTable with PivotChart dialog
box.

3 Click the checkbox next to Expression_7 and

TAT in the PivotTable Field List box.

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Report: Turnaround Time - continued

Step Action / Description
4 Click and drag TAT from the Axis Fields
Categories box to the Values box.

5 Click the down arrow on Count of TAT from the

Values box and select Value Fields Settings
option.

6 Change the Summarize value field by from

Count to Average and click OK.

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Report: Turnaround Time - continued

Step Action / Description
7 Select the Column B (all the values in the
Average TAT column) and change the
format to h:mm:ss by going to Home →
Format → Format Cells → Custom and
select OK.

8 Select any cell in Column A (e.g. A3) that

is not a label and right-click and select
‘Group’ from the menu.

9 Select Hours from the Grouping dialog box

and deselect Months and click OK.

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Data Mining Examples using ODBC with Instrument Manager

Report: Turnaround Time by Priority

Description of the Report:
This report provides the turnaround time by hour and by specimen priority for all the tests in Instrument
Manager. It is based on the assumption that the specimen arrival date/time is established when the
order is downloaded from the LIS and the result completion date/time is based on the date/time of the
result from the instrument.
Example of the Report:
Below is an example of the report generated from Instrument Manager into Microsoft Excel.

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Report: Turnaround Time by Priority - continued

Step Action / Description
1 Select a cell within the new dataset and select
PivotChart from the Insert → PivotTable menu.

2 Select OK and using the default values from

the Create PivotTable with PivotChart dialog
box.

3 Click the checkbox next to Priority,

Expression_7 and TAT in the PivotTable Field
List box.

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Report: Turnaround Time by Priority - continued

Step Action / Description
4 Click and drag TAT from the Axis Fields
Categories box to the Values box.

5 Click the down arrow on Count of TAT from the

Values box and select Value Fields Settings
option.

6 Change the Summarize value field by from

Count to Average and click OK.

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Report: Turnaround Time by Priority - continued

Step Action / Description
7 Select the Column C (all the values in the
Total column) and change the format to
h:mm:ss by going to Home → Format →
Format Cells → Custom and select OK.

8 Select any cell in Column A (e.g. A3) that

is not a label and right-click and select
‘Group’ from the menu.

9 Select Hours from the Grouping dialog box

and deselect Months and click OK.

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Appendix A: Database Configuration for Instrument Manager v8.08 - v8.14

This process defines how to ensure a key database configuration option is enabled to allow advanced SQL
statements Instrument Manager system using ODBC for Instrument Manager.

Step Action / Description

1 On the Instrument Manager system, click
on the Cache (blue cube) icon in the
lower right corner of your desktop.

2 Select System Management Portal from

the Cache menu that appears.

3 For v8.08 and v8.09

Enter “Admin” as the User Name without
the quotes and “SYS” as the Password
and click on the Login button.
For v8.11 and above:
The login / password is based on the user
login and password and their security
rights in Instrument Manager.
4 Select Configuration from the
InterSystem’s System Administration
page.

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Appendix A: Database Configuration for Instrument Manager v8.08 - 8.14- continued

Step Action / Description
5 Select SQL Settings from the
InterSystem’s System Confirguration
page.

6 Ensure Allow Extrinsic Functions in SQL

Statements option is set to Yes.

7 Click the Save button in the lower-right of

the window to the configuration options.

8 Close the browser window for the

InterSystems System Management Portal
by clicking the red-X (close button) in the
upper-right corner of the browser
window.

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