HMIS Data Reset & Modification Guideline

Transcription

1 HMIS Data Reset & Mdificatin Guideline Fr Mnthly Data

2 Table f Cntents 1. INTRODUCTION DATA RESET GUIDELINES FOR MIS MONTHLY DATA Mdes f Data Resetting f Data Types f Reset Bulk Reset (BR) Selective Reset (SR) Reset Optin Availability DATA MODIFICATION GUIDELINE FOR MIS MONTHLY DATA Page 2 f 26

3 1. INTRODUCTION There are bradly tw types f users i.e. Data Entry Users (DEUs) & Read Only Users (ROUs). The Data Entry Users reprt /uplad data n HMIS prtal in the defined frmats and can view this data in available reprts n HMIS whereas the Read nly Users can nly view the data reprted by DEUs in the frm f available reprts n HMIS prtal. The Read Only Users dn t have the right t enter r mdify any data reprted n HMIS prtal. Fr reprting / uplading data in HMIS, there are specific set f frmats with a specified perid f reprting. The data can be reprted in HMIS using any f the fllwing mechanism: Online data entry (Direct entry int nline frm) Online data uplad (single file uplad) Offline data Uplad (r bulk uplad) [This ptin is available nly fr MIS Mnthly facility frmats] When the user uplads/enters data fr the first time, it is knwn as additin f data. Further, the user may mdify the data entered nly if the data is available in the draft mde and the data can nly be mdified by the user wh has upladed / entered data. In case the user has frwarded the data t the next level then t make any changes in the data, the data is required t be reset t the draft mde. Once the data is at the draft mde, the user may mdify the data. This dcument prvides the detailed guidelines n the fllwing tw imprtant aspects / prcesses related t data dynamics fr MIS Mnthly Data n HMIS prtal: Resetting f Data Mdificatin f Data Bradly this dcument/guideline cvers the fllwing details: Data Reset Guidelines fr MIS Mnthly Data Mdes f Data Resetting f Data Types f Reset Bulk Reset (BR) Selective Reset (SR) Reset Optin Availability Data Mdificatin Guidelines fr MIS Mnthly Data Page 3 f 26

4 2. DATA RESET GUIDELINES FOR MIS MONTHLY DATA As per existing practice, the data is entered / upladed n HMIS prtal and is frwarded t immediate next level. The data entry pint can be facility, sub district/blck, district r state depending n the type f frmat which is upladed / entered. Facility/sub district enters/uplads data and frwards t district. District enters/cmpiles data and frwards t state. State frwards the data t Centre after ensuring/validating data. Once the data is frwarded t the Centre it can t be mdified. In rder t mdify the frwarded data, the data needs t be reset t the draft mde. At present, blck users, district users and state users sends a request t the Centre t reset the data. The data can be reset by the Centre, state and district depending n the rights prvided. The different levels r mdes f data n HMIS are described belw: Mdes f Data Facility Level Draft Mde: The facility level user enters/uplads the data in HMIS prtal. It remains in draft mde till it is frwarded. The data can be mdified at this stage. Frward Mde: Facility level user frwards data t sub district after entering /uplading it n the HMIS prtal. Frward mde data cannt be mdified by the facility unless it is reset. Sub district Level Draft Mde: In sme cases, Sub district level user enters/uplads the data f all the facilities existing in the sub-district. The data f all the facilities can be mdified at this stage. Frward Mde: Sub district level user enters/uplads the data f all the facilities present in its blck and frward the data t district. In case f facility level data entry when the facility has frwarded the data t sub-district and the sub-district has frwarded this facility data t District. District Level Draft Mde: In case f Facility based reprting, the district level user enters/uplads the District HQ data, and then cmpiles this data alng with facility data frwarded by sub-district. The district HQ data can be mdified and Mnthly Cnslidated data can be recmpiled at this stage. In case f District level reprting the district level user enters/uplads the district cnslidated data. The data can be mdified at this stage. Page 4 f 26

5 Frward Mde: In case f Facility level reprting, the district level user enters/uplads the District HQ data, and then cmpiles the data, and frwards the data t State. In case f District level reprting the district level user enters/uplads the district cnslidated data and frwards the data t state. State Level State Frward: The State frwards the data t the centre. Nte: The data can be mdified nly by the entity/user that has entered the data Resetting f Data Page 5 f 26

6 The right t reset any mde f data described abve is with the HMIS system administratr at centre / natinal level. Hwever, fr the sake f streamlining the prcess f resetting f data, HMIS system administratr shall nly reset the data which is in State Frward Mde. Rest all ther mdes can be handled by the State r Districts (if the rights are given). Further, if a district is t be given the right t reset the data, then the same shall be dne by the HMIS system administratin n the request f the cncerned State/UT after apprval f MHFW Types f Reset In HMIS, the data may be reset by adpting either the Bulk Reset r Selective Reset ptin. This sectin cvers the detailed prcess n each f these reset ptins Bulk Reset (BR) This ptin is used t reset the data in ne g based n the selectin f parameters in the query in the system. The fllwing parameters cver the brad spectrum f the query: Financial Year Perid Prfrma / Frmat State District Sub-District/Blck Facilities Hwever, the abve parameters shall be filtered based n access (HMIS System Administratr /State user / District user) and based n the prfrma / Frmat selected (i.e. SC/PHC/CHC/SDH/DH / MC). Further, as an example the screen sht f the entire prcess f bulk resetting f the data is given belw fr the Nrth West District f Delhi State (district frward mde). Herein the fllwing facilities f Delhi Gvt blck were bulk reset (i.e. in ne g) which were in district frward mde: DGD Ashk Vihar DGD Jaidev Park DGD Jaunti Fllwing are the steps fr bulk reset (BR): Step BR-1: Run the query with defined parameters Step BR-2: Click /Press Bulk Reset Buttn Page 6 f 26

7 Step BR-3: Data Successfully Reset Step BR-4: Verificatin Step BR-1: Run the query with defined parameters In HMIS applicatin select MIS mdule (Mnthly / Quarterly / Annual). Herein, MIS Mdule- Mnthly was selected alng with sme parameters fr Delhi State as given belw: Click MIS Mnthly as per the screen sht given abve Page 7 f 26

8 Page 8 f 26

9 Step BR-2: Click /Press Bulk Reset Buttn On clicking/pressing the Bulk Reset buttn, the fllwing message fr taking the cnfirmatin f the user is generated by the system. Page 9 f 26

10 Step BR-3: Data Successfully Reset On clicking/pressing the cnfirmatin buttn OK in the last step, the actin f reset is successfully executed and the apprpriate message is displayed in the system. Page 10 f 26

11 Step BR-4: Verificatin The status f the data has been reset fr the three selected facilities t FACILTY DRAFT since the data was entered by the facility. In case the data is entered by Sub-District, the status wuld have been reset t SUB-DISTRICT DRAFT. Further, the MC f the cncerned district als mves int DISTRICT DRAFT mde. These details may be seen in the screen shts given belw: Page 11 f 26

12 Nte: In case f District level data entry, the data wuld be reset t District Draft-mde Selective Reset (SR) This ptin is used t reset the data after analyzing the status f the data. Herein als the reset shall be based n the selectin f parameters in the query. The fllwing parameters cver the brad spectrum f the query: Financial Year Perid Prfrma / Frmat State District Sub-District/Blck Facilities Hwever, the abve parameters shall be filtered based n access (HMIS System Administratr /State user / District user) and based n the prfrma / Frmat selected (i.e. SC/PHC/CHC/SDH/DH / MC). Page 12 f 26

13 Further, as an example, the screen sht f the entire prcess f selective resetting f the data is given belw fr the Nrth West District f Delhi State (district frward mde). Herein three facilities (DGD Ashk Vihar, DGD Jaidev Park & DGD Jaunti) f Delhi Gvt blck were selectively reset which were in district frward mde. Bradly the selective reset has been cvered under the steps which are detailed belw: Step SR-1: Run the query with defined parameters Step SR-2: Click /Press Search Buttn Step SR-3: Reset the Data Step SR-4: Verificatin Step SR-1: Run the query with defined parameters In HMIS applicatin, select MIS mdule (Mnthly / Quarterly / Annual). Herein MIS Mdule- Mnthly is t be selected. Then the purpse f search has t be selected as Data Frwarding fr selective reset. Pst selectin f purpse f search the parameters are t be selected. Herein, fr Delhi State sme f the parameters selected are given belw: Page 13 f 26

14 Step SR-2: Click /Press Search Buttn On clicking/pressing the Search buttn, the result f search is shwn belw the query. The result displayed abve is in cllapsed mde. On clicking the + sign, befre the result set the details are displayed as given belw: Page 14 f 26

15 The detailed result displays the facilities t be reset and their current status f data, ptin t Preview the data, Cmpare with previus mnths data entered, Verify fr checking data entry validatins, * Delete fr deleting the data and reset t reset the data. *The Delete ptin is nly available fr the HMIS system administratrs. Page 15 f 26

16 Step SR-3: Reset the Data Select the facilities whse data is t be reset frm the result set as given in the screen sht belw: On clicking Reset buttn after selecting the facilities whse data is t be reset, the cnfirmatin message is shwn by the system t the user. Page 16 f 26

17 On clicking the OK buttn in the cnfirmatin message, the actin f reset is cmpleted and the apprpriate message ( Selected recrds has been Reset ) is displayed in the system. Page 17 f 26

18 Page 18 f 26

19 Step SR-4: Verificatin The status f the data has been reset fr the three selected facilities t FACILITY-DRAFT since the data was entered by the facility. In case the Sub-District wuld have entered the data the status wuld have reset t SUB-DISTRICT DRAFT. Further, the MC f the cncerned district autmatically mves int DISTRICT DRAFT mde. These details may be seen in the screen shts given belw: Page 19 f 26

20 Nte: In case f District level data entry, the data needs t be reset t District Draft-mde Reset Optin Availability The Bulk Reset r Selective Reset ptins are available t users as per the matrix given belw: User Bulk Reset Selective Reset HMIS System Administratr State User District User Page 20 f 26

21 3. DATA MODIFICATION GUIDELINE FOR MIS MONTHLY DATA The data mdificatin guidelines prvide the prcess / guidelines fr the mdificatin f data entered in the HMIS Prtal. If the data is available in the draft mde, the user can mdify the data using Mdify ptin. Else if the data is frwarded, then the data first needs t be reset t the draft mde and can then nly be mdified. The verall prcess fr mdificatin f data is cvered under the fllwing brad steps which are explained subsequently in detail: Step M-1: Run the query with defined parameters Step M-2: Click Search Buttn Step M-3: Click Mdify Buttn Step M-4: Cnfirmatin n Mdificatin Step M-1: Run the query with defined parameters After lgging in the HMIS Prtal, under MIS Mnthly, the user is prvided with tw majr ptins i.e. Add and Search. By default Add is in active mde (green clr highlighted). Fr mdifying data click/press Search. Once this is selected, the Search ptin is active (clur f Search tab changes t green). Nw select the Purpse f Search as Data Viewing / Mdifying. Page 21 f 26

22 Step M-2: Click /Press Search Buttn Nw enter the varius parameters (Financial Year, Perid, Prfrma / Frmat & Facilities) fr which the data is t be mdified and execute the query by clicking /pressing the Search Buttn. Page 22 f 26

23 On clicking/pressing the Search buttn, the result is displayed as given belw: The abve result set is displayed as a cllapsed /grid view. In rder t see the details click the + icn t get the details/expanded view. Page 23 f 26

24 Step M-3: Click Mdify Buttn Click n Mdify buttn t pen the reprted data in which mdificatin is required. Nte: if the mdify buttn is in red clr, it depicts that the data is in Frward mde and cannt be mdified. In rder t mdify this data, it has t be reset t Draft mde. Page 24 f 26

25 On clicking/pressing the Mdify buttn, the actual data as reprted is displayed in the frm t the user. The user then makes the required changes in the data. On making the required changes, the user needs t click/press the Update buttn t mve t the next part f the frm and save the current part fr which data is mdified, till the end f the frm. Page 25 f 26

26 Step M-4: Cnfirmatin n Mdificatin At the end f the frm, nce the user clicks/presses the Update buttn, the user is displayed with a message stating that Data has been successfully updated. ***End f Dcument*** Page 26 f 26