PEPFAR/MoH Data Alignment. Managing Facilities and Maintaining Harmonization within DATIM and General Q & A October 24, 2018

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1 PEPFAR/MoH Data Alignment Managing Facilities and Maintaining Harmonization within DATIM and General Q & A October 24,

2 PEPFAR/MoH Data Alignment Activity 2018 Timeline Date Item PEPFAR/MoH Data Alignment Activity 24-Oct Webinar Facility Management and Harmonization within DATIM / Q & A 8-Nov Submission Close MoH Results Submission Window Closes 15-Nov Submission Close MER Data Submission Window Closes 16-Nov PEPFAR and MoH data available in DATIM 28-Nov Webinar Data Analysis and viewing data for POART 3-Dec Review Open MoH Results Data Review Window Open 21-Dec Review Close MoH Results Data Review Window Closes 4-Jan Final PEPFAR and MOH data available in DATIM

3 Overview Managing facility harmonization within DATIM Analyzing your DATIM facility list for duplicates How to resolve duplicates Review - uploading the MoH results file Q & A

4 Managing Facility Harmonization within DATIM 4

5 What is Facility Reconciliation? Facility Reconciliation is the process of mapping the facilities between MoH and DATIM, and adding any additional MoH facilities not already in DATIM. 5

6 Maintaining Harmonized Facility List What is the MoH ID? MoH ID data field is a DATIM organizational unit attribute used for maintaining facility alignment with the given country s MoH When do we need to consider the MoH IDs of facilities in DATIM? Consider MoH ID of a facility while making changes (adding new facilities, merging existing facilities, or deleting facilities) How to add/update MoH ID? You can edit a facility to add or update the MoH ID attribute. Site administration user guide in DATIM Support outlines the steps 6

7 How to locate the Facility (Org Unit) you want to edit? How to locate the Org Unit you want to edit: 1. Use hierarchy or search box to locate the parent of the org unit you want to change

8 Add/Edit Org Unit Add 1. Use + icon to add new org unit Edit 2. Use icon to edit an org unit

9 Add/Update MoH ID Edit Org Unit

10 Analyzing your DATIM Facility List for Duplicates 10

11 Understanding and preventing duplicates in merged facility lists

12 Purpose Understand the types of duplicates that can exist when aligning your country s President s Emergency Plan for AIDS Relief (PEPFAR) facility list with the national master facility list (MFL) and why resolving duplicates is important. Document steps the PEPAR Data for Accountability, Transparency and Impact Monitoring (DATIM) alignment team can take to check for duplicates within the MFL prior to the facility reconciliation process. Learn the steps for investigating potential duplicates Learn about the duplicate analysis process

13 What are duplicates? Same site listed in a facility list twice Types of duplicates: Duplicates of newly created MoH sites and existing PEPFAR sites Duplicates of newly created MoH sites Duplicates of existing PEPFAR sites Duplicates from different parent locations

14 Duplicates of MoH sites and existing PEPFAR sites One or more sites that were added to the DATIM site hierarchy through the facility reconciliation process AND one or more

15 Duplicates of newly created MoH sites Two or more sites that were added to the DATIM site hierarchy from the MoH MFL that share a similar name and parent community

16 Duplicates of existing PEPFAR sites Two or more sites that already existed in the DATIM site hierarchy before the facility reconciliation process that share a similar name and parent community

17 Duplicates from different parent locations Two or more sites in the facility reconciliation list that share a similar name but are listed as being located in different parent communities

18 Reasons for duplicates Different naming conventions Being listed in a different parent community Placeholder sites Duplicate unique IDs

19 Preventing duplicates Search site lists before adding a site Use agreed upon standardized naming convention Review changes to MOH facility list quarterly Additional information: MFL Resource Package can be found at ng_evaluation/mfl/en/

20 Facility reconciliation duplicate analysis Purpose: catch duplicates not caught by the facility reconciliation app Performed by the DATIM data exchange team and after hierarchy merges are moved to production Each country team will receive an analysis file that will require further investigation

21 How do we the analysis? Step 1: Sort the file alphabetically by parent community Duplicates within the same parent community Step 2: sort the file alphabetically Duplicates in different parent communities Color code potential duplicates by type Tabulate sets of duplicates

22 Analysis File

23 Investigating duplicates in DATIM hierarchy Inspect the MFL to see if there are two similar sites Cross-check using implementing mechanisms

24 Job aid information Link to job aid: us/categories/ pepfar-moh-data-alignment- Activity

25 Resolving Duplicate Facilities 25

26 How to resolve duplicates? Delete site with no data: If a MoH site was newly created in DATIM and afterward you find it already exists in DATIM, copy MoH ID from the newly created MoH site and put it into the already existing DATIM site before deleting the MoH site. Submit DATIM support ticket to merge sites with data: If there is data, complete the site change operation template and submit to DATIM Support helpdesk. When merging sites, always keep the older site, as this site UID may be used in other systems, such as Agency SIMS systems. 26

27 How to resolve duplicates? Complete Site Change Operation Template Site merge operation requires name and DATIM UID of receptor (to be retained) and donor (to be deleted) sites. Receptor site MoH ID will be retained unless the MoH ID data field (column H) in the site change template has an updated MoH ID. Site Operation Key Site Operation (one for entire row) ADD DELETE MERGE UPDATE Description Add site Delete site Merge site to another site either in the same parent or different parent 1) Update site MoH ID, coordinates (latitude, longitude), ipsl codel; 2) Rename site details e.g site name, site code; 3) Relocate site to another parent

28 Using the site change operation template Live Demo 28

29 Milestone 3: Data Import 29

30 3: MoH Results Data Exchange Generating and uploading the Results File, which will contain the Ministry s annual results for the relevant indicators by facility. Using MoH native indicator and facility codes that were defined during the Indicator Mapping and the Facility Alignment. The file will be formatted in Comma Separated Values (CSV) and use a flat file layout. MoH Data Repository Extract, Transform and Load (ETL) the MoH Results file App: Data Exchange Indicator Mapping Facility Alignment MoH Results Data Exch. Data Use May Jun Jul Aug Sep Oct Nov Dec 30

31 Results File Template Please observe how the five fields are ordered: MOH_FacilityID, MOH_IndicatorCode, MOH_Disag, Value, Period. 31

32 Results Submission App User Interface

33 Results Submission App Validations

34 Resolving Validation Issues Considerations around resolving facility mappings Updating OU in DATIM (sync time to GeoAlign)

35 Summary Reviewed how linkages to the MoH Facility are maintained in DATIM and how to modify this o MoH ID field Reviewed ways to analyze your facility list, looking for duplicates Reviewed how to resolve duplicate facilities by merging them Reviewed Milestone 3, Importing the MoH Results file

36 PEPFAR/MoH Data Alignment Activity 2018 Timeline Date Item PEPFAR/MoH Data Alignment Activity 24-Oct Webinar Facility Management and Harmonization within DATIM / Q & A 8-Nov Submission Close MoH Results Submission Window Closes 15-Nov Submission Close MER Data Submission Window Closes 16-Nov PEPFAR and MoH data available in DATIM 28-Nov Webinar Data Analysis and viewing data for POART 3-Dec Review Open MoH Results Data Review Window Open 21-Dec Review Close MoH Results Data Review Window Closes 4-Jan Final PEPFAR and MOH data available in DATIM

37 Q&A