Purpose

The Request Casa Extract screen is used to create an extract for your provider organization containing information from the registry database that can be used for CASA reporting purposes.

• Functionality

• The CASA Process

• Extract Layout

Functionality

• Creating the Extract

Enter an assessment date in the format 'MM/DD/CCYY' in the 'Common Review Date' text box, or click on the calendar icon to set the date. *Note*

Next select one of the additional options described below. This additional section will only appear if you are a county organization.

Click on the  Save  button to submit the assessment date information.

Option	Description
Clients associated with your organization	Selecting this option will return only clients who are active within your organization. This is considered normal reporting.
Clients residing in selected counties	Selecting this option will return all clients residing in the county(ies) you select. This report will not exclude clients based on if a client is active within your organization or not.
Clients within your organization or residing in selected counties	Selecting this option will return a combination of the two previous options. It will return all clients active within your organization and/or all clients residing within the county(ies) you select.

• Reporting for Clients associated with your organization:

  1. All you have to do is select this option and select any other report criteria you wish to use for the report. Selecting a county is not required.

• Reporting for Clients residing in selected counties:

After selecting this option you must select a county or counties to be used for the report. Selecting this option and not selecting at least one county will return an error stating that you must select a county to continue.

1. Below the options you will have two boxes where counties will be available for selection. Available Counties and Selected Counties.

2. Move any county you would like to report for into the Selected Counties box by selecting it in Available Counties box and clicking on the Add> button. You should notice it move from the Available Counties box to the Selected Counties box.

3. Remove a county you do not wish to report for by selecting it in the Selected Counties box and clicking on the <Remove button. You should notice it move from the Selected Counties box to the Available Counties box.

• Reporting for Clients within your organization or residing in selected counties:

In addition to reporting for selected counties your normal organizational clients who have been administered immunizations by you will returned on the report. After selecting this option you must select a county or counties to be used for the report. Selecting this option and not selecting at least one county will return an error stating that you must select a county to continue.

1. Below the options you will have two boxes where counties will be available for selection. Available Counties and Selected Counties.

2. Move any county you would like to report for into the Selected Counties box by selecting it in Available Counties box and clicking on the Add> button. You should notice it move from the Available Counties box to the Selected Counties box.

3. Remove a county you do not wish to report for by selecting it in the Selected Counties box and clicking on the <Remove button. You should notice it move from the Selected Counties box to the Available Counties box.

All assessments will be based on all clients that have birthday dates within 35 months of the assessment date entered in step one above.

The extract will be a comma delimited text file that can be imported into the CASA application for processing.

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The CASA Process

1. After selecting the assessment date and submitting this information, the registry will find all clients in the system that are 35 months old or less from the selected assessment date and include them in the extract.

2. The registry then runs a batch process which will create a zipped file that will be placed on an FTP server.

3. Go to the Check Request Status screen to view the status of the extract.

4. When the extract is finished the 'Status' column will display "COMPLETE", and the file will be displayed as a hyperlink which you can click on to download the CASA file.

5. Once the file is downloaded, you can extract the text file and import it directly into the CASA application for processing. *Note*

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Extract Layout

For each client included in the CASA file extract, the layout will be as follows:

1.)	A unique identifier for the client. (Length of 10)
2.)	Clients First Name. (Length of 25)
3.)	Clients Last Name. (Length of 35)
4.)	Clients Birth Date in format of MMDDYYYY. (Length of 8)
5.)	Client Ethnic Code. (Length 2)
6.)	Vaccine Group. (Length 5)
7.)	Vaccination Date in format of MMDDYYYY. (Length of 8)

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• Creating the Extract Note

For reference your Provider Organization name will be displayed below the text box for the common review date.

• Unzip Download Note

The file you download will be a self extracting zip file which means all you have to do is download the file and then click on it to extract the text file used in CASA. The text file extracted will appear in the same directory where you downloaded the original CASA file. Call the help desk if you have questions.

 

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