Oncology System Platform (OSP) Administrative Reference Guide System 8.0 June 2006

Abstract

The Oncology System Platform Administration Guide (P/N 100021509-01) provides reference information and procedures for using the Oncology System Platform.

Manufacturer and European Representative

Manufacturer:

European Representative:

Varian Medical Systems, Inc. 3100 Hansen Way, Bldg. 4A Palo Alto, CA 94304-1030, USA

Varian Medical Systems UK Ltd. Gatwick Road, Crawley West Sussex RH10 9RG United Kingdom

Notice

Information in this user guide is subject to change without notice and does not represent a commitment on the part of Varian. Varian is not liable for errors contained in this user guide or for incidental or consequential damages in connection with furnishing or use of this material. This document contains proprietary information protected by copyright. No part of this document may be reproduced, translated, or transmitted without the express written permission of Varian Medical Systems, Inc.

FDA 21 CFR 820 Quality System Regulations (CGMPs)

Varian Medical Systems, Oncology Systems products are designed and manufactured in accordance with the requirements specified within this federal regulation.

ISO 13485

Varian Medical Systems, Oncology Systems products are designed and manufactured in accordance with the requirements specified within ISO 13485 quality standards.

CE

Varian Medical Systems, Oncology Systems products meet the requirements of Council Directive MDD 93/42/EEC.

HIPAA

Varian’s products and services are specifically designed to include features that help our customers comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA). The software application uses a secure login process, requiring a user name and password, that supports role-based access. Users are assigned to groups, each with certain access rights, which may include the ability to edit and add data or may limit access to data. When a user adds or modifies data within the database, a record is made that includes which data were changed, the user ID, and the date and time the changes were made. This establishes an audit trail that can be examined by authorized system administrators.

WHO

ICD-9 codes and terms used by permission of WHO, from: ■ International Classification of Diseases for Oncology, (ICD-O) 3rd edition, Geneva, world Health Organization, 2000. ICD-10 codes and terms used by permission of WHO, from: ■ International Statistical Classification of Diseases and Related Health Problems, Tenth Revision (ICD-10). Vols 1-3, Geneva, World Health Organization, 1992.

Trademarks

ARIA is a trademark of Varian Medical Systems, Inc. Microsoft and Windows are registered trademarks of Microsoft Corporation. © 2006 Varian Medical Systems, Inc. All rights reserved. Printed in the United States of America.

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Contents CHAPTER 1

INTRODUCTION ...1-1

Visual Cues ... 1-2 Associated Publications ... 1-2 Contacting Support ... 1-3 Ordering Additional Documents ... 1-3 Communicating Via the World Wide Web ... 1-3 Sending E-Mail... 1-3 About the OSP ... 1-4 Accessing the System Platform Web Portal... 1-5 About the Platform Services Home Page... 1-6 Viewing the Application Version Number ... 1-7 CHAPTER 2

PLATFORM ADMINISTRATION...2-1

Starting Platform Administration... 2-2 About the User Interface ... 2-3 Tabs ... 2-3 Required Information... 2-3 About Changing Settings ... 2-4 Setting System Properties... 2-4 Configuring the Servers ... 2-5 Configuring the Licensing Server ... 2-5 Configuring the Varian System Database Server ... 2-7 Configuring the Varian ENM Database Server ... 2-8 Testing the Database Servers and Connections... 2-9 Configuring the Data Directories ... 2-9 Adding a Data Directory ... 2-9 Editing a Data Directory ... 2-12 Removing a Data Directory ... 2-12 Configuring Couch Locking ... 2-13

iii

About System Messages ... 2-15 System Message Log Files ... 2-15 About Patient Data System Messages... 2-22 Testing SysLog ... 2-22 About the System Configuration Feature ... 2-22 Exiting Platform Administration ... 2-23 CHAPTER 3

USER ADMINISTRATION...3-1

Starting User Administration ... 3-1 About the User Interface ... 3-2 Tabs and Toolbars ... 3-3 Filters ... 3-3 Required Information... 3-3 Context-sensitive Right-click Menus ... 3-3 Columns ... 3-4 About Changing Users, Groups, and Rights ... 3-5 Managing User Accounts ... 3-6 Adding a User Account ... 3-6 Resetting a User’s Password ... 3-9 Disabling a User’s Account ... 3-10 Deleting a User Account ... 3-11 Managing User Groups ... 3-11 Adding a User Group ... 3-13 Editing a User Group... 3-14 Deleting a User Group ... 3-15 Managing Rights ... 3-15 Assigning Rights to a Group ... 3-16 About the Import Feature ... 3-17 Configuring the User Password Policy... 3-17 Exiting User Administration ... 3-18

iv

CHAPTER 4

LICENSING ADMINISTRATION ...4-1

Starting Licensing Administration... 4-1 About the User Interface ... 4-4 Viewing a List of Available Licenses ... 4-5 Viewing a List of Checked-out Licenses ... 4-7 Managing the License Service ... 4-8 Stopping and Starting the License Service ... 4-8 Uploading a License File... 4-10 Editing the License File ... 4-12 Editing the Options File ... 4-13 Viewing the Debug File ... 4-14 Exiting Licensing Administration ... 4-15 CHAPTER 5

SECURITY ADMINISTRATION...5-1

Starting Security Viewer... 5-1 Generating Reports... 5-3 Exiting Security Viewer ... 5-3 CHAPTER 6

MAINTENANCE ADMINISTRATION ...6-1

About Maintenance Administration ... 6-1 Starting Maintenance Administration ... 6-2 Managing Rules ... 6-5 Editing a Rule... 6-5 Adding a Rule... 6-7 Deleting a Rule... 6-8 Exiting Maintenance Administration ... 6-8 GLOSSARY... GLOSSARY-1 INDEX...INDEX-1

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List of Figures CHAPTER 1 System Platform Web Portal ...1-5 Platform Services Home Page ...1-6 CHAPTER 2 Platform Administration, System Properties Tab ...2-2 Licensing Tab...2-6 Varian System Database Tab ...2-7 Varian ENM Database Tab ...2-8 File Data Tab...2-10 Add Data Directory Dialog Box ...2-10 Create Share Dialog Box ...2-11 Modify Data Directory Dialog Box ...2-12 Radiation Therapy Tab...2-14 Example of a Standard Log File Viewed in Microsoft Excel...2-17 Example of a Standard Log File Viewed in Microsoft Notepad ...2-18 Example of a Detailed System Message Log File...2-21 CHAPTER 3 User Administration, Start Tab ...3-2 Column Chooser ...3-4 Showing a Column in Column Chooser ...3-4 User List ...3-7 New User Details Dialog Box ...3-8 User Details Dialog Box ...3-10 User Groups List ...3-13 Group Details Dialog Box...3-14 Permission Rights List...3-16 Password Policy Dialog Box ...3-18

vii

CHAPTER 4 System Platform Web Portal ...4-2 Platform Services Home Page ...4-3 License Administration ...4-4 List of Workstations Using the Clinical Assessment License ...4-6 Workstations List...4-7 Service Tab ...4-9 License Service Status: Stopped ...4-9 License Service Status: Running ...4-10 License File Tab...4-11 Upload License File...4-12 Option File...4-13 Debug File...4-14 CHAPTER 5 Platform Services Home Page ...5-2 Security Viewer ...5-2 CHAPTER 6 Platform Services Home Page ...6-3 Folder Configuration Page ...6-4

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Chapter 1

Introduction

The Oncology System Platform Administration Reference Guide includes information and instructions for using the Oncology System Platform (OSP), a system platform that includes applications and services for globally managing shared platform, user, licensing, security, and maintenance information across all VMS applications except for 4D Integrated Treatment Console (4DITC), which has its own settings. The Oncology System Platform Administration Reference Guide is written for VMS system administrators and Varian field service representatives. System administrators must be familiar with the VMS applications that their clinic or hospital uses as well as the operation practices and conventions of their local radiation oncology clinic or hospital. System administrators must also be familiar with Microsoft Windows and standard Windows applications. In This Chapter Topic

Page

Visual Cues

1-2

Associated Publications

1-2

Contacting Support

1-3

About the OSP

1-4

Accessing the System Platform Web Portal

1-5

Viewing the Application Version Number

1-7

1-1

Visual Cues This manual uses the following notational conventions to help you locate and identify information: Note:

A note describes actions or conditions that can help the user obtain optimum performance from the equipment or software.

CAUTION:

A caution describes actions or conditions that can result in minor or moderate injury to personnel or can result in damage to equipment or data.

In addition to the notational convention shown above, this manual also uses the following: ■

Italic text - Identifies manual titles, new terminology, alternate terms, and information you type during procedures,

■

Bold text - Used for names of dialog box options (command and option buttons, check boxes), window options (menus and menu options, and toolbar buttons), names of keys, controls, and switches.

■

File > Save - This sequence defines selecting a menu either from the menu bar or by right-clicking and selecting from the right-click menu. The selection here means to click on the File menu, then click the option Save from that menu.

Associated Publications This manual provides information about the OSP. For more information on the OSP, refer to the Oncology System Platform Release Notes (100023356).

1-2

Oncology System Platform Administration Reference Guide

Contacting Support Support services are available without charge during the initial warranty period. If you seek information not included in this publication, call Varian Medical Systems support at the following locations: ■

North America toll-free telephone support

+1.888.827.4265

■

Global telephone support

+1.702.938.4807

Ordering Additional Documents To order additional documents, call the following: ■

North America

+1.800.535.5350 (Press 1 for parts)

■

Global

+1.702.938.4700

Communicating Via the World Wide Web If you have access to the Internet, you will find Varian Medical System support at the following location: Oncology Systems - http://www.varian.com/oncy/ Then click Support from the menu list along the left side of the window.

Sending E-Mail For e-mail support, send your e-mails to Information Management Systems, [email protected]

Introduction

1-3

About the OSP The OSP includes the following applications and services:

1-4

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Platform Administration – Platform Administration allows you to manage system, licensing, database, file data, and radiation therapy settings for common VMS applications. See Chapter 2, Platform Administration.

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User Administration – User Administration allows you to manage users, user groups, and user rights for all VMS applications. See Chapter 3, User Administration.

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Licensing Administration – Licensing Administration is a Web-based application that allows you to upload new licenses and manage floating licenses for all licensed ARIA features. You can also use License Administration to check the status of the license server and to view a list of the current, checked-out licenses for each workstation. See Chapter 4, Licensing Administration.

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Security Viewer – Security Viewer is a Web-based application that allows you to generate and print authorized login, failed login, and audit trail reports. See Chapter 5, Security Administration.

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Maintenance Administration – Maintenance Administration is a Web-based application that helps you clean up and archive OSP system, server, and user files without any user intervention. See Chapter 6, Maintenance Administration.

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System Platform Web Portal – System Platform Web Portal includes links for accessing Security Viewer, License Administration, OSP application downloads, and system information. See “Accessing the System Platform Web Portal” on page 1-5.

Oncology System Platform Administration Reference Guide

Accessing the System Platform Web Portal OSP includes a Web portal that contains menus and links for accessing OSP information and services. To access the Systems Platform Web Portal: 1. Do any of the following: ■

From your desktop, click Start > Programs > Varian Tools > Platform Portal.

■

From any OSP application, click Help > About, click the System Info button, then click the Platform Server link.

The System Platform Web Portal opens (see Figure 1-1).

Figure 1-1 System Platform Web Portal

Introduction

1-5

2. Click the Platform Services link. The Platform Services Home Page opens (see Figure 1-2).

Figure 1-2 Platform Services Home Page

About the Platform Services Home Page The Platform Services Home page includes the following menus and links for accessing services and information: ■

1-6

Main menu – The main menu is located across the top of the page and includes the following menus: 

Home – Clicking Home takes you to the Platform Services Home page, where you can access administrative services, downloads, and help and system information.



Administrative Services – Includes options for accessing Security Viewer, License Administration, and Maintenance Administration.



Download – Includes an Administrative Applications option for accessing OSP applications that are available for downloading to the local workstation.



Help – Includes a System Info option for viewing system information, such as server module and version number, and for testing access to the OSP Application Settings Server and the OSP User Rights server.

Oncology System Platform Administration Reference Guide

■

■

Links – The following links are located on the left side of the page: 

Security Viewer – Provides access to the Security Viewer application.



License Administration – Provides access to the License Administration application.



Maintenance Administration – Includes settings for helping you clean up and archive OSP system, server, and user files.



Administration Applications – Provides access to downloads for Administrative Applications and Service Tools.



System Info – Includes links for testing access to the OSP servers. Also includes system information such as server module, version number, and installation date.

Sign Out link – The Sign Out link is located at the top, right of the page. Clicking the Sign Out link logs you out of current application and takes you to the Platform Services Home page.

Viewing the Application Version Number When contacting the Oncology HelpDesk, it is helpful to know the version number of the application you are using. To view the version number of your application: 1. From the application, click Help > About. 2. Click System Info. The System Info dialog box includes information about the current application, software version, and environment. 3. To close the System Information dialog box, click OK. 4. To close the About dialog box, click OK.

Introduction

1-7

Chapter 2

Platform Administration

Platform Administration allows you to globally configure and manage the shared system, licensing, database, and Radiation Therapy settings for all VMS applications except for 4D Integrated Treatment Console (4DITC), which has its own settings. Note:

The settings in Platform Administration are shared and global, so when you configure settings in Platform Administration, you configure settings for all VMS applications. You cannot have different settings for different VMS applications.

In This Chapter Topic

Page

Starting Platform Administration

2-2

About the User Interface

2-3

About Changing Settings

2-4

Setting System Properties

2-4

Configuring the Servers

2-5

Testing the Database Servers and Connections

2-9

Configuring the Data Directories

2-9

Configuring Couch Locking

2-13

About System Messages

2-15

About the System Configuration Feature

2-22

Exiting Platform Administration

2-23

2-1

Starting Platform Administration To start Platform Administration: 1. Click Start > Programs > Varian Tools > Platform Admin. 2. In the Login dialog box, enter your user User ID and password, and click OK. CAUTION:

To secure the system, make sure you change the default password once you begin using the application. For instructions on changing the password, see “Resetting a User’s Password” on page 3-9.

Platform Administration opens to the System Properties tab (see Figure 2-1).

Figure 2-1 Platform Administration, System Properties Tab

2-2

OSP Administration Reference Guide

About the User Interface The Platform Administration graphical user interface (see Figure 2-1) includes the following elements for accessing Platform Administration features, and for entering, selecting, and viewing data. ■

Tabs

■

Required Information

Tabs Platform Administration includes six tabs: ■

System Properties – Includes options for dose units, language, and patient data security (for example, HIPAA).

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Licensing – Includes configuration options for the licensing server.

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Varian System Database – Includes configuration options for the Varian System database server.

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Varian ENM Database – Includes configuration options for the Varian ENM database server.

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File Data – Includes configuration options for data directories.

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Radiation Therapy – Includes configuration options for couch locking.

Required Information The Platform Administration user interface includes windows and dialog boxes in which you access, add, and edit data. In certain cases, information is required before you can perform a function. Orange text boxes indicate that information is required. If you do not enter data in orange text boxes, you cannot save your data.

Platform Administration

2-3

About Changing Settings Whenever you make changes in Platform Administration, you need to perform the following tasks to apply your changes: ■

Save your changes – You do not have to save after each change-you can save all of your changes at once before closing Platform Administration. To save your changes, click File > Save. Note:

■

We recommend that only one user at a time make changes. If you and another user change the same information at the same time, and you try to save over the other user’s changes, you will get a message that says that the save could not be completed because another user has updated the data. Click File > Reload to display the latest data from the server then reapply your changes.

Restart applications and services – You must restart applications and services to apply the changes to those applications and services. We recommend you do this during off-hours, when no users are using the system.

Setting System Properties You can set the following properties for all VMS applications:

2-4

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Dose Units menu – Indicates the dose unit measurement you want display in the user interface. Options include Gy and cGy.

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Language menu – Indicates the language of the user interface. This setting is overridden by the user’s language preference.

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Patient Data Security check box – When selected, this option prevents unauthorized viewing of patient data by locking the screen of any VMS applications after the time specified in the Patient Data Security Wait (min) text box. This option also triggers an audit trail of patient data access. This option is for facilities that protect patient data, for example, HIPAA-compliant facilities.

■

Patient Data Security Wait (min) text box – When selected, this setting indicates the number of minutes to wait before locking the workstation.

OSP Administration Reference Guide

To set the system properties: 1. Click the System Properties tab (see Figure 2-1). 2. From the Dose Units list, select the unit of measurement. 3. From the Language list, select the language of the user interface. Once identified by the system, the user can select their own language preference. 4. If your clinic or hospital protects patient data (for example, if your facility is HIPAA-compliant), select the Patient Data Security check box, and in the Patient Data Protection Wait text box, type the number of minutes you want the workstation screen to remain active. 5. Click File > Save. 6. Restart applications and services to apply the changes.

Configuring the Servers You can configure the server name, database name, and port number of the following servers: ■

Licensing Server

■

Varian System Database Server

■

Varian ENM Database Server

Configuring the Licensing Server You can configure the host name and port number of your licensing server; however, we recommend that you not change these settings unless you are instructed to do so by Varian Customer Support. Note:

Additional instructions are required from Varian Customer Support in order to change the port number.

Platform Administration

2-5

To configure the licensing server: 1. Click the Licensing tab (see Figure 2-2).

Figure 2-2 Licensing Tab

2. In the License Server Hostname text box, type the name of the licensing server. 3. In the License Server Port text box, type the port number of the licensing server. 4. Click File > Save. 5. Restart applications and services to apply the changes.

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OSP Administration Reference Guide