Guidelines for data cleaning in Epi-Centre
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- Thomasine Small
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1 Guidelines fr data cleaning in Epi-Centre Overview Starting frm 1 st quarter 2010, RNTCP will migrate and reprt the prgramme surveillance data slely thrugh the Epi-Centre Windws versin. As a preparatin fr the migratin, this activity will facilitate in cleaning and cmpleting prgramme surveillance infrmatin starting frm 1 st quarter 2005 till 4 th quarter S, at the end, we will have a clean and cmplete database at all levels (District, State, Cnsultants and Central TB Divisin) fr the perid 1 st quarter 2005 till 4 th quarter 2009 and ensure that Epi-centre is functinal in the district cmputer. Objective Primary bjective:- T achieve cuntry-wide preparedness fr hassle-free usage f Epi-Centre Windws versin, prir t 1 st quarter 2010 reprting (Dead line:- 15 th March 2010). Secndary bjective:- Clean and cmplete prgramme data available at all levels (CTD, States, Cnsultants, Districts) fr the perid 1 st quarter 2005 till 4 th quarter Pre-requisites Necessary preparatin at Cnsultants laptp MS-Outlk 2003 cnfigured and made functinal fr RNTCP.ORG system. Reginal & Language settings has been set t English (United Kingdm). ClickYes sftware has been installed and activated. Epi-Centre is updated with the latest patch and is functinal. Necessary preparatin at District level Cmputer is present at District ffice with the minimum cnfiguratin suggested by CTD. District level Date Entry Operatr is in place and trained in Epi-Centre. Bradband internet cnnectin available at District ffice. MS-Outlk 2003 cnfigured and made functinal fr RNTCP.ORG system. Send a test mail frm the district cmputer t its wn ID. Perfrm Send and Receive t send the test and again a Send and Receive after 5 minutes t receive the test . If MS-Outlk is nt cnfigured in the district cmputer, please refer t the attached file t d the cnfiguratin yurself. In case, yu have prblem in ding s r it desn t wrk even after ding all the necessary steps, get in tuch with Mr.Sumit Agarwal, Netwrk Administratr, CTD n his mbile (n: ) Check if ClickYes sftware has been installed. If nt, then the setup file is available in C:\Epi- Centre2006\Prgrams flder by the filename ClickYesSetup. Duble click n the setup file t start the installatin. Click n Next, I Agree and then Install t start the installatin. Once the installatin is ver, right-click n the ClickYes icn newly created in the system tray. Click n Start n Lgn t select it. Again right-click n the ClickYes icn created in the system tray. This time click n Start suspended t deselect it. Again right-click n the ClickYes icn created in the system tray. This time click n Resume t activate ClickYes sftware.
2 Check if the Reginal & Language settings has been set t English (United Kingdm). This is required fr all cmputers t crrectly display PM District level reprt (Financial infrmatin part). T d this click n Start Cntrl Panel. Duble-click n Reginal and Language ptins as shwn in the picture belw. Select English (United Kingdm) frm the list in the Reginal & language ptins windw. Epi-Centre is updated with the latest patch and is functinal. All pending prcurement r up-gradatin f district cmputer t be cmpleted befre March Necessary preparatin at State level Cmputer is present at State ffice with the minimum cnfiguratin suggested by CTD. State level Date Entry Operatr is in place and trained in Epi-Centre. Bradband internet cnnectin available at State ffice. MS-Outlk 2003 cnfigured and made functinal fr RNTCP.ORG system. Check if the Reginal & Language settings has been set t English (United Kingdm). Check if ClickYes sftware has been installed. Epi-Centre is updated with the latest patch and is functinal. Apprach fr cleaning data T be dne at the district headquarter, n the district cmputer, by the district level DEO, under the supervisin f the Cnsultant (Highly Recmmended) Advantages Under the direct supervisin f the Cnsultant, this activity can be accmplished in a span f 2-4 hrs, depending n the vlume f data previusly entered. Once the existing data is cleaned up, Cnsultants can take a stck-f-data t ensure that the remaining missing quarterly data is entered and ed. Ensures that the data is clean and cmplete and Epi-Centre is fully functinal with the latest update patch installed crrectly and necessary data backup safely filed. Achievements At the end, district cmputer will be fully functinal and ready fr the smth transitin t the Windws versin frm 1 st quarter Challenges Cnsultants lking after many districts may find it difficult t finish all districts befre April Alternatively, send a trained & gd DEO t the nearby districts and remtely supervise the activity The same advantages and achievements f previus apprach can be btained alng with the eliminatin f the time cnstraint challenge faced by the Cnsultant. In this apprach, the capacity f
3 few highly skilled and capable DEO in the state can be enhanced t replicate the same activity in the nearby districts besides his wn data. The trained DEOs in this case will be visiting each and every district and under the supervisin f the Cnsultant, wh is cnnected remtely thrugh TeamViewer sftware, ensures that all necessary activities are cmpleted t the desired level. Or call all DEOs t a central lcatin (nt recmmended) It can be dne centrally by calling all District level DEOs t a central lcatin alng with their database n a pen drive r CD. (Nt recmmended) Cnstraints Direct supervisin will be disruptive. Lss f data is predicted because f transprtatin f data frm ne cmputer t anther cmputer and back frth. Extra effrts required t ensure fully functinal Epi-Centre at the district cmputer befre the start f 1 st quarter Cnsultants need t ensure that the clean and cmplete database is available at the district cmputer and that the DEO has ed the changes after returning back t his/her district. Nte:- It will be misleading t assess the cmpleteness f data available in the district cmputer by lking at data available in the Cnsultants laptp r state cmputer. The check shuld be dne n the district cmputer first and later n ther cmputers. Prcedure t clean and cmplete data Install the latest update patch Befre starting any data cleaning jb, first it has t be ensured that the latest available update patch is installed in the cmputer. T d this, first check fr the latest update patch available at web site r ftp:// site. Check the versin f Epi-Centre either frm the pening screen while starting Epi-Centre r by clicking n Help Abut Epi-Centre. If the district cmputer des nt have the latest patch then dwnlad and install the latest patch. Nte:- The versin number shwn in the abve pictures is indicative and nt a real ne. Once it is made sure that Epi-Centre is updated with the latest patch, then the data clean-up activity can be started. Ensure all master maintenance are cmplete Open District Master maintenance and check if the fllwing infrmatin are cmplete:- Office address, Telephne n., Fax n., ID etc. District prjected ppulatin frm 2005 till (mst imprtant & essential)
4 DTO Psting histry (If histry nt available then atleast the current DTO details shuld be entered) WHO Cnsultant psting histry (If histry nt available then atleast the current WHO Cnsultant details shuld be entered) Open TU Master maintenance and check if the fllwing infrmatin are cmplete:- MO-TC name, Office address, Telephne n., Fax n., ID etc. Year-wise prjected ppulatin frm 2005 till (mst imprtant & essential) Nte:- If the TU-wise prjected ppulatin is nt visible fr all the 5 years and nt scrllable then click n the (Edit TU) buttn t make the year-wise TU prjected ppulatin list scrllable.
5 TU Prjected ppulatin If the year-wise TU prjected ppulatin is nt cmplete i.e. nt available fr the perid 2005 till 2010 then click n Data entry Master maintenance Prjected ppulatin Enter the prjected TU-wise ppulatin fr the missing perids. Brwse all past data fr Case Finding / Sputum Cnversin / Treatment utcme Open Data entry Case Finding. Click n the Shw buttns buttn t display all the buttns in the tlbar. Click n the Next buttn t mve t the first recrd. Check fr the cmpleteness f all data items in each blck. T d this, click ne by ne each sheet tab like Blck 1, Blck 2 and Blck 3. Check if the status f the recrd is shwn as Rec nt ed in red. All recrds shuld be set as Rec nt ed s that they can be ed t all after the cmpletin f the data cleanup activity. If it displays the recrd status flag as Rec ed in blue, then click
6 n the last buttn in the tlbar i.e. Set/Reset flag buttn t set the flag as Rec nt ed. This buttn is a tggle key. S clicking n it nce will set it as Rec nt ed and clicking n it again will reset it back t Rec ed. Click n the Next buttn t mve t the next recrd. Check fr the cmpleteness and then mve t the next recrd. Cntinue the same prcess till the last recrd f the Case finding frm. Similar checking prcedure has t be fllwed fr the ther 2 frms Sputum Cnversin and Treatment Outcme. Imprtant ntes While brwsing thrugh the data, in case, if a message ever pps-up saying that the Data has been entered in a wrng frmat, then nte dwn the details f the recrd. Clse Epi-Centre and lg-in again t Epi-Centre as ADMIN Data Manager. Delete the data and re-enter it in the crrect frmat as suggested by Epi-Centre. Revised reprting frmats were implemented frm 1 st quarter 2008 fr Case finding, Sputum Cnversin & Treatment utcme. There were tw revisins fr Prgramme Management reprting frmat ne frm 1 st quarter 2006 and the secnd revisin frm 2 nd quarter Brwse all past data fr Prgramme management TU level Similar checking prcedures has t be fllwed as dne fr ther frms (like Case finding) except that the Next buttn at the bttm f the windw (as shwn in the belw picture) shuld be clicked t brwse thrugh the entire frm till the last page f the frm. Since PM-TU level data entry screen des nt have sheet tabs but pages (pages 1t 8) s this brwsing. Carefully, read the errr r warning messages and take necessary crrective actin. Fr ex., if yu see a warning message as Numeratr mre than denminatr, then crrect the apprpriate data. Fr the perid 1st qtr 2005 t 1st qtr 2009, sme f yu may get a warning message in Quality f DOTS implementatin sectin arising due t a delayed diagnsis f a bug in the sftware. Check and accept the data as calculated and suggested by Epi-Centre. Remember t check the status flag. It shuld be set t as Rec nt ed.
7 Brwse all past data fr PM District level and re-enter 2nd & 3rd quarter 2009 Similar checking prcedure as Prgramme Management TU level. Delete and re-enter PM-District level data fr 2 nd and 3 rd quarter This re-entry is essential because f a delayed diagnsis f a bug in the sftware. As a result f the bug, the last rw f the Equipments data was nt saved and hence with every save, the last item f the equipment data was lst. Check fr the cmpleteness f 4 th quarter 2009 data especially the Equipments data. If the data was entered befre installing the update patch 4, then the last item f the Equipment data will be missing. In this case, the 4 th quarter 2009, PM-District level data has t be deleted and re-entered. T delete the recrd, yu have t be lgged in as ADMIN Data Manager. Once lgged in, pen the recrd by either brwsing thrugh the recrds using the buttn till yu reach the desired recrd r find the recrd thru Cnfirm Selectin buttn by selecting the apprpriate quarter and year. Once the recrd is displayed, click n the Delete buttn either frm the tlbar ( ) r the Delete buttn at the bttm f the windw as shwn in the picture abve. Remember t check the status flag. It shuld be set t as Rec nt ed. Check status f quarterly data availability Once the checking and cleaning f all previusly entered data is ver, the next activity is t take a stck f what is available and what is pending frm 1 st quarter 2005 till 4 th quarter This can be easily dne using the Status f quarterly reprts as shwn in the belw picture.
8 Prepare a list f all pending quarterly data and then start entering. Once finished again check the status f quarterly reprts fr all quarters individually during the perid 1 st quarter 2005 t 4 th quarter If there are n pending items, then the database is clean and cmplete. quarterly data Send the clean and cmplete data t CTD, State and thers by clicking n Send/Receive quarterly data t CTD, State & Others. Backup the data Take a backup f the data files (Epi-Centre.MDB, TmpApvr.MDb and Tmpreprts.MDB) frm the C:\Epi-Centre2006\Data files flder n an external strage media like pen drive r CD. Nw, Epi-Centre is ready in the district cmputer t be in use frm 1 st quarter Activities at State and Cnsultant level t ensure cmpleteness f data Start uplading s as and when they are received frm the district after their Clean & cmplete activity is ver. Peridically check the status f quarterly reprts fr all quarters starting frm 1 st quarter 2005 t 4 th quarter Discard all ld s received prir t Feb 2010 and lying in the Inbx yet t be upladed. Take a backup f the data files (Epi-Centre.MDB, TmpApvr.MDb and Tmpreprts.MDB) frm the C:\Epi- Centre2006\Data files flder n an external strage media like pen drive r CD. Nte:- Cnsultants shuld uplad all s received frm any district in the state irrespective f whether it is supervised by him/her.
9 Checklist f majr activities District Name: Date:- Check if the latest update patch available fr Epi-Centre has been installed in the district cmputer. Check if master TU infrmatin and master district infrmatin are cmplete. Check all previusly entered quarterly data (CF / SC / RT / PM-TU / PM-District). Prepare a list f all pending/missing quarterly data in Epi-Centre windws versin. Enter all pending/missing quarterly data. Check if MS-Outlk is functinal. Check if the Reginal & Language settings has been set t English (United Kingdm). Check if ClickYes sftware is installed and activated. Check if data has been ed frm Epi-Centre t CTD, State and Others. Check if data backup has been taken after the Clean and Cmplete activity. Check whether TeamViewer sftware is installed (
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