A TRAINER S GUIDE TO THE DATA ENTRY SESSION

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1 A TRAINER S GUIDE TO THE DATA ENTRY SESSION WHAT IS THIS GUIDE? This guide is a support document for the trainers of the DATIM session on Data Entry. This session follows the standard DATIM training approach with 1) a live demo session where the trainer demonstrate and explain the features in DATIM, and 2) a hands-on session with exercises where participants get to practice the same features. This guide will help the trainer prepare for the live demo session. The Live Demo step by step with guidance section has a detailed walkthrough of all the steps to demonstrate with explanations and screenshots that should be easy to follow. Use that when preparing for the live demo session. There is also a Quick Guide which lists the steps very briefly and this is meant as a lookup guide or cheat sheet WHILE doing the demo, to help the trainer remember all the steps and the flow of the demo. LEARNING OBJECTIVES FOR THIS SESSION 1. Understand how to select the correct data entry form 2. Understand how to navigate inside a selected data entry form 3. Understand how data validation works 4. Understand how offline data entry mode works TIME NEEDED Live demo: 30 minutes Hands-on exercises: 45 minutes BACKGROUND Data entry is the module for aggregate data collection. Data entry is organized by data set which is equivalent to a collection form. All data sets that are filled must refer to an organization unit (a location/site), a period (e.g. January 2016 or January March 2016 ), and a funding mechanism, and these must be selected before the data entry can begin. Data quality is checked on each value inputted for value type validation (e.g. number vs text), and in the whole form for consistency e.g. validation rules verifying that subtotals <= totals etc. If Internet connectivity is dropped, the data entry session can continue uninterrupted due to the local storage feature. When Internet is back the data stored locally (temporarily) will be uploaded to the central server.

2 BEST PRACTICES, TIPS & TRICKS Double click on a field to see historical values, comment on data and mark for follow up Min/Max ranges can be defined per data element and orgunit to alert users when typing in extreme values Future periods can be enabled through data set settings and is defined per data set The orgunit tree and datasets are stored locally in the browser cache and may take long to load the first time or when there have been changes made on the server or when the cache is cleared since all is downloaded to your computer. Next time it is much faster to open. The validation rules are defined in the Data Quality user interface and can easily be modified/corrected if there are illogical rules. New rules can also be easily added, so encourage users to provide feedback to the DATIM support team if they have ideas on how to improve them. Hide/show the left side menu (the org unit hierarchy) by clicking on the green arrows PREPARATIONS If necessary, clean up all existing data for the organisation units, datasets, periods used in this demo, so that all forms are blank when you do the demo. QUICK GUIDE - OVERVIEW OF STEPS FOR THE LIVE DEMO Login using one of the partner logins from site and district level data entry. Login using Country-level agency login for country-level data entry. During the live demo of DATIM focus on the following steps: 1. Show how to open the Data Entry module from the Apps menu 2. Show how to select orgunit, data set, period, and funding mechanism. 3. Show data entry features and how to navigate the selection and forms. 4. Show MER Targets: Facility Based - by site 5. Show an example of input field validation 6. Show an example of a validation rule violation 7. Show the offline data entry feature 8. Explain the complete button 9. Explain the process of data correction after completion 10. Show MER Targets: Community Based - by district 11. Show MER Results: Facility Based - by site

3 LIVE DEMO STEP BY STEP WITH GUIDANCE (IN DETAIL) These are more detailed explanations with screenshots for every step in the live demo. STEP 1: Open Data Entry from the Apps menu Open the Apps menu, look for Data Entry or start to type in Data En - click on the Data Entry app to open it. STEP 2: Find and select your site (organisation unit) in the org hierarchy Click on the + symbol to expand the hierarchy in the desired branch. For example, to find Parrot Site, expand Demoland, then Animal Region, and finally Bird District. Click on the site name to select it. When selected the org unit s name will change color to orange.

4 STEP 3: Select a data set Only data sets relevant (allocated) to the selected org unit and user will show up in the Data Set drop down list. Select MER Targets: Facility Based. STEP 4: Select a Period for your data After selecting a Data Set a list of available periods will appear in the Period drop down. The period list are all of the same frequency/periodicity (called period type in DATIM) and this is defined per Data Set. In this example the Period Type for the MER: Facility based data set is Financial Oct. In this demo please select October September 2016.

5 STEP 5: Select a Funding Mechanism for your data The Funding Mechanism drop down list will show all mechanisms that your user account has access to. Please make sure you select the correct one that corresponds to the site and data set you are reporting. In Demoland, data entry users are only assigned to one funding mechanism STEP 5: Explain how to navigate the MER Targets: Facility Based form

6 STEP 6: Explain how totals and dis-aggregates are reported STEP 7: Select Clinical Services and Explain how field input validation works The first level of data quality control is on field input. If the system expects a numeric value it will give a warning when a non-numeric character is used.

7 STEP 8: Explain how to Run Validation and Complete the form When you are done filling the form (for all relevant tabs) first run the validation checks. If that is passed successfully go ahead and complete the form by clicking on the complete button. If Validation fails, the system will give you directions on what to correct before completing the form. See next step. STEP 9: Show an example of a Validation Rule violation When running the Validation Rule you will get a pop up with the results of the data validation. In this example you can see that the subtotal Disaggregated by Age and Sex is 1950 while the reported Numerator (total) is only 500, so this cannot be correct.

8 STEP 10: Show offline mode When Internet connectivity is dropped the system will provide the following notification on the top of the data entry page: You are now offline, data will be stored locally. Data entry can continue like before and values will be stored locally. You can still navigate to other orgunits, data sets and mechanisms, but historical data that have not been registered in the current offline session will not be available. Only data that is entered while offline and not yet uploaded to the central server can be viewed while in offline mode. When Internet is back again you will be notified that There is data stored locally, please upload to server. You need to click on the Upload button in order to push data to the central server.

9 STEP 11: Navigate to MER Targets: Community Based (Note to participants this is a District based form) Follow the same steps as previously introduced Select an organization unit (any district will do) Select the data set Select the Period Select the Funding Mechanism The following form will appear: STEP 12: Navigate to the MER Results: Facility Based form at the Site level Follow the same steps as previously introduced Select an organization unit (any site will do) Select the data set Select the Period (Note that the period is quarterly for MER Results forms) Select the Funding Mechanism

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