Frequently Asked Questions

1. What data does the VA have for researchers' use?
   
   There is an enormous number of administrative, clinical, and economic datasets available for researchers' use in the VA. The VIReC Web site "Introduction to VA Data" describes the variety and types of VA data sources available. The "Overview of Data Sources" provides descriptions of data sources documented by VIReC; these are data sources most frequently used by VA researchers. VHA National Data Systems division maintains an inventory of corporate databases and produces the Corporate Database Monograph, which is available on the VIReC Web site.
   
2. How can I access data on the Austin Information Technology Center (AITC formerly: CFD; formerly: AAC) mainframe?
   
   You need a Time Sharing Option (TSO) account. See Requesting Access to VA Data.
   
   
3. How do I log on to the Austin Information Technology Center (AITC formerly: CFD; formerly: AAC) Mainframe? Are there step-by-step instructions?
   
   Yes. See VIReC Insights: Guide to First Time Users of VA Austin Information Technology Center (AITC formerly: CFD; formerly: AAC) .
   
   
4. How can I obtain access privileges to data with real Social Security Numbers (SSN)?
   
   For guidance on how to obtain access privileges to data with real SSNs, please refer to our Toolkit for New Users of VA Data, section 3 (Special Note on Access to Real SSN).
5. Where and how can I get data on VA facilities?
   VA researchers can find information about VA facilities through the Veterans Administration Site Tracking system (VAST), a state-of-the-art object oriented database that maintains profiles of VHA service sites. VAST was conceived, designed and developed by the Planning Systems Support Group (PSSG), a field unit of the Office of Policy and Planning (now Assistant Deputy Undersecretary for Health).
   
   
6. What does an ICD-9-CM code mean? Can I print out what a diagnostic code or a procedure code represents?
   VIReC provides for downloading a SAS format library that contains all the diagnostic and procedure codes currently in ICD-9-CM Version 21.0 (Effective October 1, 2003). The format names are:

   $icd9dis. SAS formats for ICD-9-CM diagnostic codes

   $icd9pro. SAS formats for ICD-9-CM procedure codes

   The SAS format library can be downloaded from this Web site in two different formats:

   • If you use SAS on the MS Windows operation system, download the SAS format library for MS Windows: formats.sas7bcat
   • If you use SAS on any other operating system, download the SAS format library for users of all other operating systems and use “proc cimport” in your system’s SAS application to convert the file: icd9fmt.cpt
     
     
7. How do I download data or program files from the Austin Information Technology Center (AITC formerly: CFD; formerly: AAC) mainframe?
   You have two options. First, you can download files using "file transfer protocol" (FTP) software. For almost all operating platforms (e.g., MS Windows or Unix), a command line version of the "ftp" software is built-in. The following sample session shows how to connect to the AITC mainframe using ftp.exe in an MS DOS window and how to download files. For downloading SAS datasets, don't forget to use the "binary" option as shown below. The two files will be downloaded onto your current directory, which is the root directory on c: drive for the sample session.

   Microsoft(R) Windows DOS(C)
   Copyright Microsoft Corp 1990-1999.
   C:\>ftp austin.aac.va.gov
   Connected to austin.aac.va.gov.
   220-FTPD1 IBM FTP CS V1R2 at SYP.aac.va.gov, 14:55:57 on 2004-01-22.
   220 Connection will close if idle for more than 15 minutes.
   User (austin.aac.va.gov:(none)): XXXXXXX
   331 Send password please.
   Password: XXXXXXX
   230 XXXXXXX is logged on. Working directory is "XXXXXXX.".
   ftp> ascii
   200 Representation type is Ascii NonPrint
   ftp> get jcl.lib(x)
   200 Port request OK.
   125 Sending data set XXXXXXX.JCL.LIB(X) FIXrecfm 80
   250 Transfer completed successfully.
   ftp: 3854 bytes received in 0.35Seconds 11.01Kbytes/sec.
   ftp> binary
   200 Representation type is Image
   ftp> get sample.xpt
   200 Port request OK.
   125 Sending data set XXXXXXX.sample.xpt FIXrecfm 80
   250 Transfer completed successfully.
   ftp: 23600 bytes received in 0.41Seconds 57.99Kbytes/sec.
   ftp> quit
   221 Quit command received. Goodbye.

   The downloaded files will be found in your current directory (the root directory on c: for the sample session) under the names of "jcl.lib(x)" and "sample.xpt," respectively.

   When uploading files to the mainframe, use the following command before issuing the "put" command for file uploading.
   
   ftp> quote site cy pri=500 sec=100

   The internet address for FTP connection to the mainframe is "austin.aac.va.gov."

   Some commercial FTP software (e.g., WS_FTP or AlFTP) is much easier to use than the command line. Some terminal emulation software such as TN3270 provides file uploading and downloading functionality.

   Secondly, for extremely large data files, we recommend that you write your file onto magnetic tape medium and have them sent to you. It will save time and internet bandwidth for other people who may use the mainframe from remote locations. For creating tapes and having them sent to you, contact the Austin Help Desk at (800) 883-4100 (toll-free), (512) 326-6780, or E-mail: asd@va.gov .

   More documentation is availabe at the AAC intranet Web site or by contacting the Austin Help Desk.
   
   

8. Datasets that I am using tend to be big and my SAS jobs take a long time to execute. How can I make my SAS programs more efficient?
   
   A PowerPoint presentation developed by VIReC staff member Phil Colin provides "SAS Programming Efficiency Tips" . "Efficient Programming in SAS" , prepared by Larry Brand, Center for Management of Complex Chronic Care, is specific to use of VA datasets.
   
   
9. What is KLFMenu?
   
   The KLFMenu is a system of report-generating programs provided via the VA Intranet by the VISN Support Service Center (VSSC). The VSSC Web site on the Intranet includes a point-and-click interface that enables users to obtain reports according to their specifications using a variety of VA corporate data sources maintained at the Austin Information Technology Center (AITC formerly: CFD; formerly: AAC). Two issues of VIReC Insights provide instructions for using the KLFMenu:

   •  Murphy PA, Cowper DC, and Frisbee KL. Researchers' Introduction to KLFMenu Pre-Defined Reports & Dataset Contents. Hines, IL: VA Information Resource Center; 2002. VIReC Insights, Vol. 3, No. 2.

   •  Cowper DC, Murphy PA, and Frisbee KL. Researchers' Introduction to the KLFMenu "Create Report" Option. Hines, IL: VA Information Resource Center; 2002. VIReC Insights, Vol. 3, No. 3.