“As a result, we are able to correlate data about tests such as HPV tests and Pap smears and this may inform significant changes in the screening program, potentially leading to a reduction in the number of tests for women.”
Matt Cunningham, Director, ICT, Victorian Cytology Service Inc
Victorian Cytology Service Inc. (VCS) is a health promotion charity. Their core laboratory service is to report on 300,000 conventional Pap tests per annum, while also maintaining the Victorian Cervical Cytology Registry (the Registry), which keeps a log of the results of almost all Pap tests in Victoria.
VCS staff were unable to access the Registry database directly, and had to submit information and research requests formally through the ICT department. This process made individual data queries and general research cumbersome.
To make laboratory test data more accessible, IT staff rehoused it in a data warehouse using Microsoft SQL Server 2008 R2, and structured the data using Microsoft SQL Server 2008 R2 Analysis Services. Now, authorised staff can interrogate data via a Microsoft SharePoint 2010 Web portal, as well as examine data through Microsoft Excel spread sheets.
As a result VCS staff can support external stakeholders, including health officials and GPs, with more detailed and timely analysis. In doing so, VCS staff are more effectively contributing to government health policy and screening services.
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“We needed a product that was easy to use, since our key objective was for colleagues to be able to interrogate the data themselves.” |
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Matt Cunningham
Director, ICT, Victorian Cytology Service Inc |
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Business Needs
Victorian Cytology Service Inc. (VCS) is a health promotion charity. The organisation’s core laboratory service reports the results of around 300,000 conventional Pap tests per annum, making it the largest single laboratory reporting Pap tests in Australia. The organisation also processes a number of other important clinical tests, relating to liquid-based cytology, histology, HPV (Human Papillomavirus) and chlamydia.
VCS also maintains the Victorian Cervical Cytology Registry (the Registry), which takes test data from VCS and other laboratories. The Registry is a key component of the cervical screening program in Victoria and records the results of almost all the Pap smears performed in Victoria. The Registry administers a comprehensive reminder and follow-up program for Victorian women who have Pap smear results listed with the register.
Besides providing laboratory and registry services, VCS is also a centre for research and teaching, and provides advice to state and federal governments to assist with policy formulation. Staff conduct and support scientific research, such as investigations into new technologies and the epidemiology of cervical cancer, and their findings are published internationally in scientific journals.
ICT staff had created an information management system to help staff analyse samples, despatch results and issue follow-up reminders. This system included an underlying database, however this database was not designed for ad-hoc or structured research. To query the database, staff required the skilled assistance of ICT personnel.
“We received increasing numbers of requests for information,” says Matt Cunningham, Director, ICT, Victorian Cytology Service Inc. “Some were internal requests for operational data, but we were also getting many from researchers on epidemiological projects.”
Executing these research requests absorbed a great deal of ICT staff time, because they had to understand the researcher’s exact requirements, develop technical requirements, and then create a data extract or report.
“We wanted our researchers and other key staff to be able to directly access the database themselves,” says Cunningham. “In addition, we wanted to be able to integrate data from multiple sources into our Pap results database, including the results of a variety of clinical tests.
“This would enable us to improve our operational processes and turnaround times. It would also help staff conduct more powerful research, and provide a more comprehensive service.”
Solution
In mid-2009, Cunningham and his colleagues began to look for ways to make data more accessible.
“A primary consideration was cost because we didn’t have a big budget,” says Cunningham. “This meant we looked carefully at licensing issues and how we deployed our physical resources.
“In addition, we needed a product that was easy to use, since our key objective was for colleagues to be able to interrogate the data themselves. It also needed to be compatible with our predominantly Microsoft platform.”
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“We calculated that given our IT setup, the Microsoft solution would cost our business 35 per cent less in licence fees than the next best alternative.” |
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Matt Cunningham
ICT, Victorian Cytology Service Inc |
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A Microsoft business intelligence (BI) solution appeared cost-effective because VCS could utilise existing client access licences to accommodate the increased number of authorised VCS staff accessing their test database. In contrast, VCS costs would rise if they deployed IBM or Oracle BI solutions because it meant they would have to buy a number of extra licences.
Microsoft Gold Customer Relationship Management Competency partner, Dimension Data, recommended using Microsoft SQL Server 2008 R2 Integration Services to feed data from the Oracle database into a new data warehouse based on Microsoft SQL Server 2008 R2. They also suggested making reports available in a Web portal created using Microsoft SharePoint 2010.
“The supporting analysis and reporting components of SQL Server 2008 R2 would give staff a clean view of the data and enable them to analyse the data themselves, either through the Web portal or through Excel spreadsheets,” says Rolf Tesmer, National Database Consulting Lead, Dimension Data.
“We calculated that given our IT setup, the Microsoft solution would cost our business 35 per cent less in licence fees than the next best alternative,” says Cunningham. “We could use our existing infrastructure, such as database servers, which saved money. Second, we could cost-effectively scale the product by gradually adding licences as needed. Third, we also recognised that standardising on Microsoft technology would help reduce technical support complications that may arise where technology is not standardised.”
In December 2009, Tesmer and his colleagues at Dimension Data created a proof of concept, which impressed Cunningham. VCS staff started development in late 2010 and the new data interrogation tool went live in March 2011.
Now, non-technical staff can launch an enquiry through Microsoft Excel, by selecting a particular data set, launching a pivot table, and selecting their search parameters – such as age and location. Alternatively, staff can also view the report data in SharePoint portals through their Web browser, and power users can use Microsoft SQL Server 2008 Report Builder 3.0 to create, review or modify existing reports.
Benefits
With a new data warehouse, business intelligence tools and reporting portal, authorised VCS staff can easily investigate laboratory test data with minimal technical assistance. As a result, internal research staff are more familiar with VCS and Registry data and can execute more focused research. This helps VCS have a positive impact on cancer screening and research in Victoria.
Providing effective decentralised access to data with security controls
The new data warehouse, analysis tools and security controls mean authorised staff can now access the test database to resolve their own individual query or research request.
“We achieved our original aim,” says Cunningham. “We have securely decentralised internal access to our core data, so VCS as a whole can deliver better information services to our customers.”
“Previously all queries had to be turned into SQL statements; now staff can get the information themselves,” adds Leigh Trevaskis, Senior Analyst/Programmer, Victorian Cytology Service Inc. “For example, if a GP requires summary information regarding their test results, our customer-facing staff can use the BI platform to identify the relevant information and report back in a timely manner. This means we can provide better support to the GPs and overall deliver a more efficient service.”
Contributing to improved public health outcomes and policy
Amongst VCS employees, greater accessibility is leading to a deeper appreciation of the research potential for VCS data.
“Our staff are on a journey of discovery with the data,” says Cunningham “With their newfound data visibility they’ve discovered we collect far more data than they realised. As a result, colleagues are improving their understanding and learning how to use existing data to make better informed decisions or conduct more sophisticated analysis.”
For example, researchers are investigating areas of under-screening in Victoria with a view to improve screening rates. This will help government enhance the effectiveness of current Pap test screening programs by focusing upon the area of greatest need.
“Because more staff are able to access and utilise VCS data, we can more effectively undertake significant research. In addition, we can maintain access controls that help protect the security of the data,” says Cunningham.
Enabling key ICT resources to focus on core projects and tasks
Increased productivity extends beyond the research and operational staff. Prior to the SQL Server deployment, the ICT Department devoted a substantive proportion of their time working with the departmental staff to understand the scope of data requests to develop extractions and reports.
“Because technical staff are no longer required to invest as much time supporting these service requests, we can dedicate more time to key projects and development,” says Cunningham. “We also anticipate the platform will facilitate new technical initiatives and services within the organisation. For example, the organisation can now more easily implement geo-coding analysis as part of its investigations into screening coverage.”
Helping researchers gain a wider picture
Authorised staff can now integrate Pap test data with data about other clinical tests. This contributes to improved operational performance and reporting and better research outcomes.
“Our clinical test data used to reside in separate silos,” says Cunningham. “With SQL Server Integration Services, we can bring this data together into the virtual data warehouse. As a result, we are able to correlate data about tests such as HPV tests and Pap smears and this may inform significant changes in the screening program, potentially leading to a reduction in the number of tests for women.”
Microsoft product that was featured
Microsoft Business Intelligence solutions can assist in meeting the needs of executives and employees while minimising associated IT management issues and cost. Available as part of the familiar Microsoft Office and Microsoft SharePoint Server products, it is built on the powerful Microsoft SQL Server platform. Microsoft Business Intelligence capabilities can help connect people to data and to
each other, while easing the burden on IT staff and maintaining proper governance.
For More Information
For more information about Microsoft products and services call the sales and information line on 13 20 58 Monday to Friday 8am to 8pm AEST. To find a partner or solution, visit www.microsoft.com/australia/findapartner/
