GLOBAL AIDS SYSTEM FOR EVALUATION & REPORTING USER MANUAL

Transcription

1 GLOBAL AIDS SYSTEM FOR EVALUATION & REPORTING USER MANUAL LAST REVISED: MARCH 27, 2009

2 Table of Contents TABLE OF CONTENTS INTRODUCTION GETTING STARTED GLASER ADMINISTRATIVE FUNCTIONS COUNTRY PROFILES PARTNER PROFILES SITE PROFILES THE DASHBOARD DATA ENTRY AND REVIEW PMTCT DATA ENTRY AND REVIEW CARE & TREATMENT DATA ENTRY AND REVIEW DATA VERIFICATION AND SUBMISSION DATA VALIDATION OFFLINE DATA ENTRY STANDARD REPORTING GLASER ISSUE MANAGER GLASER User Manual. Revised March 27,

3 1 Introduction This manual is designed to help users navigate the GLASER reporting system. We hope that you will find answers to your questions about GLASER here and how to use GLASER here. In this introductory chapter, we briefly describe what GLASER is, why it was developed, who will use GLASER, what functions can be performed with GLASER, who will perform these functions, and the overall data flow. What Is GLASER? GLASER stands for Global AIDS System for Evaluation and Reporting. GLASER is an internet-based data warehouse developed by the Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) to collect monitoring and evaluation data for the Foundation s International Family AIDS Initiatives. Why Was GLASER Developed? GLASER allows the Foundation to: Collect standardized monitoring and evaluation data across PMTCT and Care and Treatment programs and project sites. Before GLASER, EGPAF s U.S. offices received different types of data in different formats from different country offices. GLASER makes it possible for all country offices to submit standardized data in the same format, using the same technology platform. Country programs will eventually have the option to use GLASER to report country-specific indicators and on cross-cutting areas such as continuum of care. Collect and synthesize data more efficiently. GLASER relies on country-level data entry, which saves significant time in terms of data processing. Before GLASER, U.S. office staff entered all data, spending a lot of time communicating with country offices and partners to clarify data issues. With the new system, time spent on such communication is minimized and the overall data collection cycle shortened. Also, previously when a report was required, Foundation staff had to reconcile data from different sources and databases. GLASER automatically generates a range of reports each quarter, using the data entered by country programs into the system. Improve data quality. GLASER was designed with built-in data quality check features. For example, the system alerts users if they enter a data value that is not mathematically logical given other data in the system. GLASER also automatically totals values for some indicators that are the sum of other indicators that have already been entered. Give country programs greater access to and ownership of their data. Country programs have greater familiarity with their data because GLASER User Manual. Revised March 27,

4 GLASER requires them to directly enter data into the system. In addition, GLASER gives country staff access to a range of standard country-specific and cross-country reports. Efficiently provide information to senior managers, donors, and other stakeholders through standard reports. The system can also generate data in response to specific requests. Who Will Use GLASER? A wide range of Foundation staff will contribute to the GLASER database and use it for analytical purposes. This includes both U.S. and country office staff, as well as staff from many Foundation departments (Research, Policy, Programs etc.). Because GLASER is stored on the Internet, it is easily accessible. What Functions Can Be Performed With GLASER and Who Will Perform Them? GLASER allows you to perform sixteen different functions. Different EGPAF staff members have the right to perform different GLASER functions (they have different user privileges). Some individuals may have access to perform all sixteen functions, while others may have access to a limited number of functions. The U.S.-based GLASER Administrator assigns user privileges based on pre-defined access rules. Specifically, GLASER user privileges are assigned based on an individual s role in country-level and cross-country monitoring and evaluation. Below, we describe the sixteen GLASER functions, who will or can perform them (user privileges), and (where applicable) important notes about the timing of the function: 1. Create Country Profile: This function allows the user to create a profile for a new EGPAF country program. The country profile shows the country office address, names and contact information for key office personnel, types of funding the country program receives, and the program areas the Foundation supports in that country (PMTCT and/or Care and Treatment). Who Will Perform This Function: The EGPAF U.S.-based GLASER Administrator and M&E Program Coordinator are responsible for creating country profiles for all EGPAF countries. They will work in close collaboration with country staff and country coordinators. 2. Update Country Profile. This function allows the user to change or update information in a country profile. Who Will Perform This Function: The Country Administrator (or designated country staff) has primary responsibility for ensuring that the country profile is accurate and up-to-date. 3. View Country Profile. Allows user to look at a country profile. GLASER User Manual. Revised March 27,

5 Who Can Perform This Function: The country profiles that you can view in GLASER depend on your user privileges, which are assigned by the GLASER Administrator. The privileges are generally assigned based on the extent to which you need to work with a country program and its data. For example, field based staff can view only their country s profile. But a U.S.-based M&E Officer who works across country programs may have privileges allowing them to view all countries profiles. 4. Create Partner Profile. Allows user to create a profile for a new EGPAF partner. The partner profile shows the partner name, type (host country government agency vs. private NGO vs. multilateral agency etc.), level (sub-national, national, regional, or international), address, key contact information, countries where the partner is active, funding sources, and agreement types and dates. Who Will Perform This Function: The U.S.-based GLASER Administrator and M&E Program Coordinator have primary responsibility for creating partner profiles, though they will need to work with field and U.S.-based country support staff to obtain all the necessary information. Timing: Before moving onto Function 7 below ( Creating a Site Profile), a partner profile for the partner supporting that site must be created. 5. Update Partner Profile: Allows the user to change or update information in a partner profile. Who Will Perform This Function: The U.S.-based GLASER Administrator and M&E Program Coordinator have primary responsibility for updating partner profiles. 6. View Partner Profile: Allows the user to look at a partner profile. Who Can Perform This Function: All GLASER users can view profiles for all EGPAF partners. 7. Create Site Profile: Allows the user to create a profile for a new EGPAFsupported site. The site profile shows the site s name, program areas in which it works (PMTCT and/or Care and Treatment), date when the site started reporting data to EGPAF, address, names and contact information for key site personnel, characteristics (urban vs. rural, public vs. private, secondary vs. tertiary), and information on funding mechanisms and reporting status. Who Will Perform This Function: Designated country office staff has primary responsibility for creating site profiles. Timing: A site profile must be created before data entry (Function 10) for that site can begin. This means that site profiles for all new sites must be created before their first quarterly reporting period ends (to ensure adequate time for data entry at the end of the quarter). Note that you should only create a new site profile during the quarter that the site will commence submitting data to EGPAF. Do not create a site profile GLASER User Manual. Revised March 27,

6 before the site is ready to submit data to EGPAF. Site profiles cannot be created unless a profile for the partner supporting that site has been created first (see Timing note for Function 4 above). 8. Update Site Profile. Allows the user to change or update information in a site profile. Who Will Perform This Function: The Country Administrator (or other designated country staff) has primary responsibility for updating site profiles. Timing: Modify site profiles on an ongoing basis as site information changes. 9. View Site Profile. Allows user to look at a site profile. Who Can Perform This Function: EGPAF U.S.-based users can view site profiles for sites in all countries that they work in. Country users can view profiles for all sites in their individual country. 10. Enter Data. Allows user to enter PMTCT or Care and Treatment (C&T) data into the GLASER database. Data are uploaded into GLASER using Excel. You can upload all data for a country at once using the upload function. Data can also be entered manually into GLASER one site at a time.data are entered separately for PMTCT and C&T. Who Will Perform This Function: In-country data entry staff has primary responsibility for data entry. Who performs this role will vary by country office. Large country programs with numerous sites may require a staff member to work exclusively on data entry (they may need to hire such staff). Data entry staff needs to review data before submitting it for Function 11 Data Verification. Timing: Data entry cannot begin unless a corresponding site profile has been created and/or updated. 11. Verify Data. Allows a country-level user to check data after data entry and before submitting data to the Washington office. This provides an extra layer of quality control. Who Will Perform This Function: To ensure higher quality, we recommend that different persons enter and verify data. The data verification person should ideally have a technical background, so that he/she can resolve any outstanding data quality issues before submitting to the U.S. office. However, some smaller country offices may not have enough staff to have different persons carry out these two functions. We recommend that the country M&E, technical, or program officer carry out this function. Timing: Country offices must verify data before they can submit data to the U.S. office. GLASER User Manual. Revised March 27,

7 12. Submit Data. Allows the user to submit country data to EGPAF Washington. Who Will Perform This Function: Most likely, the person who verifies the data will also submit them. However, the Country Director may decide to submit data in order to take a final look at it before submission to EGPAF Washington. Some country offices may assign the role of data submitter to more than one person to guard against a situation where the data submitter is unavailable and data are due to EGPAF Washington. Individual country offices should determine who should perform this function. Timing: Country offices can submit data only after they have entered and verified data. 13. Validate Data. Allows U.S.-based users to check data submitted by country offices. The validator can accept the data. In this case, the data is considered final and the system will lock all captured data (it will no longer be possible to change the data unless designated U.S.-based staff unlock the locked data for the site). If the validator has concerns about the data, he/she can send it back to the country for re-verification before final verification. In this case, the country office will need to address the data quality issues and resubmit the data. Who Will Perform This Role: U.S.-based M&E Officers have primary responsibility for data validation. 14. View Standard Reports. GLASER generates pre-programmed standard reports on PMTCT and C&T programs. These include global reports that summarize data across all EGPAF countries, country reports that summarize data across sites and partners in each EGPAF country, and site and partner specific reports for each country. This function allows the user to view these reports on-line. Who Can Perform This Function: All EGPAF U.S. and country users can view all global and country summary reports. EGPAF U.S.-based users have access to all site and partner specific standard reports for all EGPAF countries in which they work. Country users have access to all site and partner specific standard reports for their country. 15. Create Ad Hoc Queries. Allows user to create customized data searches based on their own questions. Who Can Perform This Function: Designated U.S.-based staff create ad hoc queries. Country-level staff can request these U.S.-based staff to generate ad hoc queries. 16. Administration/Management Privileges. Allows the user to carry out several GLASER-related administrative tasks. These include adding new GLASER users, assigning user privileges for GLASER functions, updating GLASER message boards, setting GLASER data entry and GLASER User Manual. Revised March 27,

8 submission deadlines, file uploads, privileges to unlock data and delete sites and their associated data. Who Can Perform This Function: The U.S.-based GLASER Administrator and U.S.-based M&E Officers have primary responsibility for administering the system. GLASER User Manual. Revised March 27,

9 2 Getting Started In this chapter, we cover basic information that you will need to start working on GLASER: computer system requirements to run GLASER; login and logout procedures; applications available through the GLASER Main and Country Main pages; and other basic functions that appear throughout GLASER. What Are the Computer System Requirements for GLASER? To run GLASER, you must have: A computer with Internet access. Internet Explorer versions 6 or 7. Microsoft Excel 2003 (or higher) for Windows XP (to support off-line data entry) We also recommend that you: Have broadband Internet connection (at least 256 kbps). Slower connection speeds will work, but are not optimal. Enable browser cookies it is best to have your cookies settings set to level medium. This will allow GLASER to save, and operate properly. To check your cookie settings, please follow the steps below: 1. Click on start 2. Click on control plane 3. Click on internet options 4. Select the privacy tab located on internet properties, and move the slider to where level medium is selected. How Do I Login and Logout of GLASER? To login to GLASER: Open Internet Explorer and type glaser.pedaids.org into the address bar. Do not attempt to access GLASER through other Internet applications, such as Mozilla Firefox. GLASER was designed to run on Internet Explorer. Alternately, you can access GLASER by typing access.pedaids.org into your Internet address bar. This takes you to the EGPAF Access page (you will require your EGPAF username and password to get in), where you will see nine different types of EGPAF-specific links that you can access. GLASER is the bottom-most link on the right-hand side of the screen (see below). Click on the link marked glaser. GLASER User Manual. Revised March 27,

10 Either of the two actions above will take you to the GLASER homepage, where you will be prompted to enter your GLASER username and password. These are the same as your EGPAF username and password. Type in this information and then click on the green Login button or hit Enter. You are now logged-in to GLASER. To logout of GLASER: Close the GLASER browser by clicking the X in the uppermost, right-hand corner of your browser. Once you shut down the GLASER screen, you are automatically logged-out of GLASER. What Functions Are Available on the GLASER Main Page? The GLASER Main Page looks different and contains different functions depending on what type of GLASER user you are. There are three relevant types of users. U.S.-based staff with GLASER administrative privileges. These are usually members of the U.S. Monitoring and Evaluation team who require access to all countries and functions within GLASER. U.S.-based users with country-specific privileges. This includes members of country support teams who require access to data only for their country. It also includes staff who work in research or program GLASER User Manual. Revised March 27,

11 analysis across countries and require access to data from more than one country. Country-based staff. These persons have access only to data for the country where they are based. The following sections describe the GLASER main page for these three types of GLASER users. U.S.-Based Staff With GLASER Administrative Privileges The GLASER HQ Main Page contains four major sections: 1. Choose a Country 2. Messages from HQ 3. Tools 4. Reference Documents Below, we describe these sections and the functions they contain. 1. Choose a Country. This section contains links to country-specific main pages. These pages contain information about the EGPAF program in that GLASER User Manual. Revised March 27,

12 country and links to that country s data. The Choose a country section also contains a link that allows you add countries to the main page. This will be required if EGPAF starts to work in a new country. 2. Messages from HQ. In this section, you and other GLASER users who have administrative privileges can post messages. All GLASER users will be able to see these messages. Therefore, their content should be general. Examples of messages that are appropriate to post include reminders about data submission deadlines or notifications if the system is down. You can see the name of the person who posted the message (plus the date they posted it) below the message. You cannot reply to messages here. Instead, send the message poster an if you want to respond to them. 3. Tools. In the Tools section, you can search for an EGPAF partner or site profile, or you can link to GLASER Administrative Functions, Partner Profiles, Funding Sources, and Access Reports. Search for a partner and Search for a site. These functions allow you to search for a GLASER partner or site profile. Type the name of the partner or site into the appropriate slot and hit the Search prompt. This will take you to a screen that contains a link to the partner or site profile. If you do not know the exact name of the partner or site, type in as much as you can remember. GLASER will return all matches for the text that you typed. For example, typing Arusha in the Search for a partner field will bring up links for Arusha District Council and Arusha Municipal. Administrative Functions. This link takes you to a screen called Administrative Functions. This screen contains links to GLASER administrative functions, which include adding or deleting GLASER users and posting messages. Please refer to Chapter 3, which describes GLASER Administrative Functions in detail. Partner Profiles. This links to the All Partners page, which links to profiles for all organizations that EGPAF partners with. You can filter the list so that it shows global partners, country specific partners, or active vs. inactive partners. Within these groupings, partners are listed alphabetically. The page also contains a link that allows you to create a new partner profile. This function is covered in chapter 5. Funding Sources. This links to the All Funding Sources page. From this page, you can edit information about funding sources or add a new funding source. Access Reports. This is the link to the GLASER standard reports. These are reports that GLASER automatically generates based on data entered into the system. They include aggregate-level reports on PMTCT and Care & Treatment data. When you click on this link, you must enter a user name and password to access the standard reports. Contact the GLASER Administrator if you do not know what your standard reports user name and password are. GLASER User Manual. Revised March 27,

13 4. Reference Documents. This section of the main page has links to reference documents that may be useful while using GLASER, as well as for data collection and data entry. The documents included are: GLASER User Manual: instructions on how to use GLASER. You are currently viewing a copy of this manual. (Adobe Acrobat). PMTCT Data Indicator Definitions: definitions of EGPAF PMTCT indicators. (Adobe Acrobat). PMTCT Totals Indicator Definitions: explanations of how each total on GLASER s PMTCT totals page is derived (Adobe Acrobat). Standard PMTCT Reports Guide: provides guidance on how to interpret the GLASER PMTCT standard reports. Standard reports are reports that GLASER automatically generates each quarter that present aggregate level data for countries and across all EGPAF programs. Chapter 14 of this manual covers standard reporting in depth. (Microsoft Word). Standard C&T Reports Guide: provides guidance on how to interpret GLASER Care & Treatment standard reports. (Microsoft Word). PMTCT Reporting Form Oct-Dec 2007: a copy of the EGPAF, sitelevel, quarterly PMTCT data collection form. (Microsoft Excel). Instructions for Generating Custom Forms and Uploading Data (Off-line Data Entry): instructions to help you upload PMTCT and C&T data from Excel files into GLASER. This operation can be done in bulk (by partner). (Microsoft Word). Care & Treatment Data Indicator Definitions: instructions for filling out the EGPAF Care & Treatment data collection form. (Adobe Acrobat). C&T Quarterly Facility-Based Reporting Form: a copy of the EGPAF, site-level, quarterly data collection form for Care & Treatment. (Microsoft Excel) Several FAQ documents: answers to common questions on different GLASER functionalities, such as site status, standard reports, and ad hoc querying. (Microsoft Word). Data request form: use this form to submit requests for data stored in GLASER that is not available in the GLASER standard reports. Submit your data request to a member of the U.S. based M&E team. (Microsoft Word). Data Request Policies and Procedures: this document explains policies and procedures related to the submission of data requests (see above). (Microsoft Word). Report Subscriptions Description: you have the option of automatically receiving GLASER standard reports delivered to your on a periodic basis. Report subscriptions allow you to select the reports you would like to receive and the timeframe for receipt. This GLASER User Manual. Revised March 27,

14 document describes the subscription options available to you. (Microsoft Word). You can access a document by clicking on its name. If you are unable to read a document, you may need to download Adobe Acrobat. Click on the Download Adobe Acrobat prompt in the blue box near the top of this section. Adobe Acrobat is a tool that allows you to view documents more clearly. Other Miscellaneous Functions The following links/functions may also be useful to you. The first appears on the Main Page. Others appear throughout GLASER. Click here to Change Quarter : Located at the top of the Main Page just under the Country s name, this function allows you to change the year and quarter of the data that you want to access in GLASER. When you click on this link, you will be prompted to mark the year and quarter whose data you wish to view. After you have made your selection, click the green Change Quarter button. GLASER Main: This link appears in the upper right hand corner of any GLASER screen. At any point within GLASER, you can click on this link to return to your Main Page. For staff with privileges in more than one country, this link is titled GLASER Main. For staff with privileges in one country (such as field-based staff working in a specific country program), the link contains the country name ( Rwanda Main ). Print: This link is to the right of the GLASER Main link. Clicking the Print allows you to print the page that you are currently on. Help. Next to the Print prompt in the upper right-hand corner of your screen, there is a Help prompt. Clicking on this link directs you to download the GLASER user manual. The user manual contains information on all GLASER functions. This Help prompt at the top right corner of your screen is a general help link. GLASER also contains more specific help links throughout the application. These are denoted by a blue question mark inside a yellow circle. See the screenshot below for an example. The yellow question mark tells you that you can get more information about HIV Palliative Care can be found by clicking the question mark. The help hints provided usually serve to clarify definitions of the topic in question. GLASER User Manual. Revised March 27,

15 Then you click on a help link, a small screen containing the help text appears. The rest of your screen will become gray (see below for an example). After you have finished reading the help text, click the Close prompt. This will restore the original screen you were viewing. Navigation Path. Once you leave your Main Page, a tag called Your Navigation Path appears on the upper left-hand side of the GLASER screen next to the GLASER logo. The path shows you which screens on GLASER you moved through to get to your present location. For example, the screen below shows that the user is currently looking at C&T sites in Tanzania. To get this to this point, the user started from the HQ Main Page, clicked on Tanzania (under Choose a Country ), and then clicked Access Care and Treatment site data. GLASER User Manual. Revised March 27,

16 The navigation path feature helps you keep track of where you are in GLASER. At any point, you can click on any of the steps in your navigation path to return to that screen. In the example below, the user would click on Tanzania to return to the Tanzania main page. 3 GLASER Administrative Functions GLASER includes several administrative functions that are used to manage and administer the system. In this chapter, we describe what these functions are, how to access them, and how to carry them out. Who Should Read this Chapter? HQ staff with GLASER administrative privileges will have access to work with the GLASER administrative functions and should read this chapter. These include HQ M&E Officers and HQ IT personnel. What Are the GLASER Administrative Functions? The GLASER includes the following administrative functions: Manage Users and Privileges. GLASER requires user accounts for each individual who accesses the system. A user account consists of a user name, user s active directory (windows) ID, , title, as well as user privileges (specifications about the exact functions that you can carry out in GLASER). As per Chapter 1 of this manual, the user privileges vary from person to person depending on what M&E related roles are part of their job description. The Manage Users and Privileges function allows GLASER administrators to add or delete users to the GLASER system and to assign, delete, or change user privileges. Post Messages. This function allows authorized users (generally HQ Administrators) to post messages on GLASER. These messages GLASER User Manual. Revised March 27,

17 appear in the Messages from HQ section that appears on both the GLASER Main Page and GLASER Country Main Pages. Set Program Deadlines. This function allows HQ Administrators to post deadlines for PMTCT and Care & Treatment data submission by country users and for data validation by HQ users, as well as to determine the date on which the program dashboard 1 (a screen that summarizes the status of data entry for each site in a particular country for a specific program area) will be posted each quarter. Data submission and validation deadlines are posted at the top of the data entry screens for PMTCT and Care & Treatment data entry. Manage File Uploads. This function allows HQ Administrators to add attachments to the GLASER system that users can download and access. The GLASER User Manual and the PMTCT and Care and Treatment Indicator Definitions documents are examples of files that have been uploaded to GLASER. Through this function, GLASER administrators can add, edit, or delete such files. Data Entry Administration. This feature has two functionalities locking/unlocking validated data and setting data entry options (full data sets vs. totals only). Site Administration. This feature has three functionalities editing site start dates, deleting a site s data for a quarter, and deleting a site from GLASER. These features can only be used by HQ Administrators and should only be used in rare instances. By viewing the site administration page, users can view which quarters a site has reported data. Users can also adjust the site start dates of any site that does not have data for the quarter in which it was reporting. Moreover, users can also delete sites that were created in error and have never reported data to EGPAF. Finally, users can delete a site s data for a single quarter. This feature is useful in cases where a site has entered zeros for all indicators and the data must be deleted before the site can be made active not reporting for a quarter. All Site Administration features must only be used after thorough research has been done into the site, so as to ensure that no correct data or sites are inadvertently deleted from GLASER. The first of these features allows Administrators to unlock data that has been validated (and locked) for a site. You may recall that once data is submitted to HQ and validated, it is considered final and becomes locked so that no further changes can be made to it. However, in unusual circumstances it may be necessary to revise a dataset that has been validated. In this case, the data needs to be unlocked. Users must also unlock validated data before the data set can be disapproved. The Data Entry Administration feature allows you to perform this function. 1 See Chapter 7. GLASER User Manual. Revised March 27,

18 The second feature allows you to determine whether a dataset for a particular site should be entered into GLASER in its entirety or whether totals only will be entered for that particular site. The norm is to enter all data and have the system calculate totals. However, in some cases, a site may not be able to disaggregate the indicator values that make up a total. For example, for Care and Treatment reporting, a site may not be able to disaggregate indicators by age and sex (which is currently required by the system). In this case, changing the Data Entry Administration setting from Full Data Set to Data Totals Only will make it possible to manually enter just the totals for these fields. This feature allows GLASER to accommodate the fact that sites are at different levels of readiness to meet EGPAF reporting requirements. It should not be over-used. Whenever possible, full datasets should be entered. How Do I Access the GLASER Administrative Functions? To access the GLASER administrative functions from the GLASER main page, click on the Administrative Functions link located in the Tools section of the main page. This will take you to a screen with links to the five administrative functions described above. Note: currently only HQ Administrators have access to GLASER Administrative Functions. If you are not an Administrator and you need to use these functions, contact your HQ Administrator. GLASER User Manual. Revised March 27,

19 How Do I Use the GLASER Administrative Functions? In this section, we explain how to use the GLASER administrative functions. Manage Users and Privileges: On this screen, you can see the names of all GLASER users and their user privileges. The page displays HQ and country users separately. The default view is that of HQ users. To view country users, click on the Country Users link (it will be green if you are not already on the country users screen) at the top left section of the screen. Users names appear in alphabetical order. Only HQ Administrators can view this screen. To add a new user: GLASER User Manual. Revised March 27,

20 Click on the green Create New User link at the top left section of the screen. This takes you to a screen titled Create New User. A user s active directory (windows) ID is required to create an account. You can click on Find a user next to the user s Active Directory (Windows) ID textbox to find EGPAF users. Enter the last name or part of a user s last name you want to create an account for. Click select for the applicable user. This will automatically populate the user s Active Directory (Windows) ID, user name and . You can specify a title for the user as it should appear on the users log in credentials. Mark whether the user is an HQ or a country user in the User Groups field. The default selection for User Groups is HQ. Change the selection to country if the user being added is a country user. Be especially careful to remember to change this selection if the new user works for a country office. In the General Privileges section, select the functions that the HQ user will have by checking the boxes corresponding to each function. These roles will be assigned by EGPAF Programs staff for HQ users and by Country Offices for country users. You can select as many functions as the user requires for fulfilling his/her role. At the bottom of the General Privileges section, there is a prompt labeled Add Data Entry Privileges. Here, select the country for which this HQ user will perform data entry functionalities. HQ administrators will have privileges to perform all functionalities for all countries while other HQ users may have only certain countries. To select a country, click on the blue arrow in the box next to the Add Data Entry Privileges prompt. This should invoke a list of all EGPAF supported countries, along with the option to select All Countries. Select the option you want and then click the Add button to the right of the box. Select the applicable data entry privileges (enter/review data, submit data etc.) for the selected country. You can repeat this process to add multiple countries. Click Save at the bottom of the screen. If you change your mind and decide not to add the user, click Cancel instead of Save. The screen shot below shows what a filled-in version of the Create New User screen might look like: GLASER User Manual. Revised March 27,

21 To edit information about a user in the Manager Users and Privileges screen: Click on the green edit link in the row with that user s name. This takes you to a screen containing the same user information fields as you saw in the Create New User screen. You can change any information on this screen by: o Typing in the fields that have text responses (user s name, address, and title). o Clicking in the radio buttons for the User Groups field. o Checking the check-boxes for the General Privileges field. o Changing the country for which the user has access with the dropdown list next to the Add Data Entry Privileges prompt. You can also change the user s data entry privileges by checking in the corresponding check-boxes in the section marked Data Entry Privileges section. Click the green Save button at the bottom of the screen after you have finished editing all the new information. If you decide not to save the information, hit Cancel instead. To delete a user from the Manage Users and Privileges screen: Click the green Delete button in the row containing that user s name. The system will ask you if you are sure that you want to delete that user. Click OK if you are sure or click Cancel if you change your mind. GLASER User Manual. Revised March 27,

22 Post Messages: The Post Messages screen contains messages posted by HQ Administrators that currently appear on the GLASER Main and Country Main Pages, the date the message(s) was posted, the poster s name and user role, and the date the message(s) will expire. Note: The expiration date of messages will only be displayed on the Post Messages administration page, and will not be present on either the HQ or Country Main page. To add a new message: Click on the green Create New Message link at the top of the screen. This invokes a screen titled New Message. Type your message into the box marked Message Text. Select the date your message should appear on the GLASER Main Page and Country Main Pages by clicking your cursor over the blue arrows in the date, month, and year boxes next to the Date to Post Messages prompt. This will invoke a list of dates, months, or years that you can select. Select the expiration date for your message (date when the message will be taken off GLASER) by repeating the date selection process described in the previous bullet. Click Save at the bottom of the screen to save this information or click Cancel if you decide not to post the message. The screen shot below shows the Create New Message screen. You can see that the message in this screen shot will be posted on April 16, 2007 and it will expire on June 16, 2007: GLASER User Manual. Revised March 27,

23 To edit a message from the Post Message screen: Click the green Edit button under the message you want to edit. This takes you to an Edit Message screen that contains the same fields as the Create New Message screen described above. You can change the text of your message by typing in the box in the Message Text section, as well as selecting new dates the message should appear or expire. Click Save after you have made your changes or Cancel if you decide that the message should remain as it was. Set Program Deadlines: This screen allows you to set deadlines for PMTCT and Care & Treatment data submission and validation and also to establish when the dashboard 2 for a program will refresh in GLASER. To use this function/screen: Select the year and quarter for which you need to set program deadlines. Select the year by clicking the blue arrow in the box in the Year field. This will invoke a drop-down list of years. Select a year with your cursor. Select a quarter by selecting one of the radio buttons in the Quarter field. Select the View command in the green box next to the Year field. If dates have already been set for that year and quarter, the fields in the PMTCT and Care & Treatment sections of the screen will now show this information. If no dates have yet been selected, these fields will be blank. 2 A dashboard is country-specific screen (with separate screens for PMTCT and Care & Treatment) that shows all country sites whose data has been entered and the status of data entry. GLASER User Manual. Revised March 27,

24 For example, if you select 1 st quarter 2007, you will see that April 30, 2007 is the date that data must be submitted for PMTCT and Care & Treatment. If you select 4 th quarter 2012, the date fields will remain blank because no dates have been selected yet for that time period. To select the date a dashboard should be posted or refreshed, or deadlines for data submission and validation, click on the green Calendar link in the field for Post Dashboard, Data Submission, and Data Validation respectively. This will invoke a calendar from which you can select the specific date, month, and year you want. Select a date by clicking on the blue number for the date you want. Select a month by clicking on the blue arrow in the Month field. This will invoke a drop-down list of months. Select the month you want by clicking on it with your cursor. Select a year in the same way in the Year field. Click the green Save button at the bottom of the screen to save your information or Cancel if you change your mind. The screen shot below illustrates what the Set Program Deadlines screen looks like. In this example, the program deadlines for PMTCT and Care & Treatment for the 1 st quarter of 2007 are all set towards the end of March, 2007: Manage File Uploads. This screen allows you to add (upload) files to GLASER, edit/replace files already uploaded or delete uploaded files. Screen shot of the Manage File Uploads screen: GLASER User Manual. Revised March 27,

25 To add a file from this screen: Click the green Upload a new File button in the top, left-hand corner of the screen. This takes you to another screen where you can enter information about the file that needs to be uploaded. Type in the name/title of the file as it should appear in GLASER in the File Title field. Next, select the file by clicking the Browse link in the Select a File field. You should now be able to see the list of files available to you (generally, these will be the files that are stored in your computer or the computer systems your computer has access to). Select a file by clicking on its name and then clicking the Open button in the Choose File window. If you decide not to add the file, click Cancel instead of Open. At this point, you will be taken back to the Upload a New File screen. Click the green Save button at the bottom of the screen. Your file should be uploaded to GLASER. Screen shots of the Upload a New File and Choose File screens: GLASER User Manual. Revised March 27,

26 To edit a file (change the file name or replace the file with a new or updated version) that has already been uploaded to GLASER: Click the green Edit button in the row containing the file name. To change the file title name, simply rename the original file title name with the new file title name. Click save to store all new changes. To replace the file, follow the instructions above to add a file, but be sure to change the new file title name if needed before saving all new changes. To delete a file: Click the green Delete button in the row containing the file name. A pop-up window will appear asking if you are sure you want to delete the file. If you are sure, click Ok in the pop-up window. If you change your mind, click Cancel instead. GLASER User Manual. Revised March 27,

27 Data Entry Administration: This function is performed one country at a time. To start: Select a country by clicking on the Data Entry Administration link and choosing a country from the drop-down list that appears. This takes you to the Data Administration screen for that country, which lists all sites in that country (with separate screens for PMTCT and Care & Treatment sites) and their data entry settings. To view the PMTCT sites, click the PMTCT link next to the View prompt at the top of the screen. To see the Care & Treatment sites, click on the Care & Treatment link. You have to choose between enabling sites to either enter full data sets or data totals only. To choose one of these options, move your cursor to the corresponding radio button (either Full Data Set or Data Totals Only ) next to the name of the site you want and click on it. Remember, by choosing Full Data Set, users can enter data in its entirety. When choosing Data Totals Only, users can only enter data totals. Don t forget to click the green Save button at the bottom of the screen or click Cancel if you do not want to save the page. As mentioned above under What Are the Glaser Administrative Functions?, Data Entry Administration also gives HQ Users the ability to unlock validated data for a Country s corresponding program (Care and Treatment or PMTCT) for which data needs to be unlocked. Follow the same steps as above to get started. First, select the applicable country by clicking on the Data Entry Administration link and choosing a country from the drop-down list that appears. This takes you to the Data Entry Administration screen for that country. Click on the applicable program area for which a Site s data needs to be unlocked. Note: The checkbox to unlock a site s data will only appear after that site s data has been validated. For sites where you do not see this checkbox, it means those sites data have not been validated yet. GLASER User Manual. Revised March 27,

28 Check the checkbox under the column heading Unlock Validated Data, for the site whose data you want to unlock. Click the green Save button at the bottom of the screen or click Cancel if you decide not to save. HQ Users can alter data for a site that was previously validated and locked. Once all edits and updates are made to the data: Go back into the Data Administration screen Navigate back to the site whose data you changed. Uncheck the checkbox that was previously checked to lock the data. Click Save to re-lock the Site s data. Site Administration: This function allows certain HQ users to edit the start date of a site, delete a site s data for a single quarter, and delete a site from GLASER. o First, select the country in which you are interested in viewing. o A list of sites for the selected country should appear. Click the site in which you are interested in viewing. To edit a site s start date: o Check the Site Administration screen to see when the site first began reporting C&T and PMTCT data to EGPAF. As a reminder, the EGPAF Start Date should be the same as the earlier of the two service start dates. Each of the service start dates should be the first day of the first quarter in which a site first reported data in GLASER. o Select the green Edit Start Date button from the upper right corner of the screen. GLASER User Manual. Revised March 27,

29 o Enter the updated start dates in the appropriate start date text boxes using the MM/DD/YYYY format. o Click Save. Any changes to the site s start date should be reflected in the Program Dashboard, as well as the site s profile. To delete a site s data for a quarter: o First, view the site s data to confirm that it can be deleted. Select the hyperlink under the Data Status column to view the site s data. The text in the hyperlink will describe the status of the data and will be, Incomplete, Completed, Verified, Submitted, or Validated. o Once you have confirmed that it is okay to delete the site s data, then click the red x in the upper right corner of the view data window. o Finally, click the Delete Data hyperlink under the actions column to delete the data. Be sure that you are deleting the data for the correct service and correct quarter, as there is no way to retrieve any lost data. GLASER User Manual. Revised March 27,

30 To delete a site: o First, confirm that the site has never reported data to EGPAF. Sites that have data in GLASER should not be deleted. o Click the green button labeled Delete This Site that is in the upper right hand corner of the screen. GLASER User Manual. Revised March 27,

31 4 Country Profiles In this section, we describe what a Country Profile is, how to find an individual Country Profile in GLASER, and how to create and update a Country Profile. Who Will Work with Country Profiles? The EGPAF U.S.-based M&E Program Coordinator and GLASER Administrator have primary responsibility for creating Country Profiles for all EGPAF countries. They will work closely with country staff and Country Coordinators to carry out this responsibility. The Country Administrator (or other designated country staff) has primary responsibility for updating their Country Profile. They need to make sure that Country Profile information is correct and updated on at least a quarterly basis. What Is a Country Profile? A Country Profile provides summary information about EGPAF country programs. For countries where the Foundation has an office and/or personnel, it displays office and key personnel contact information. For all countries, it displays information on country funding sources and specifies what program areas EGPAF supports in that country (PMTCT and/or Care & Treatment). Every country that receives support from EGPAF should have a Country Profile. When the Foundation starts work in a new country, a Country Profile must be created. When there are changes in a country program s information, the Country Profile must be updated. How Do I Locate a Country Profile? U.S.-based users must access GLASER Country Profiles from the GLASER HQ Main Page. From the Main Page, click on the country s name in the Choose a Country portion of the main page to go that country s Country Page. From the Country Page, you will see partial information from the Country Profile displayed on the left-hand side. To access or update the full profile, click on the green Update Country Profile link at the top of this screen. GLASER User Manual. Revised March 27,

32 If you are country-based user, you only have access to your own country program profile. You access it through the Country Main Page (the page that opens when you log-on to GLASER). Similar to U.S.-based users, you will see partial information from the Country Profile displaysed on the left-hand side of the Country Main Page. To access or update the full profile, click on the green Update Country Profile link at the top of this screen. How Do I Create a Country Profile? Only the U.S.-based M&E Coordinator and GLASER Administrator have privileges to create a country profile. To create a new country profile, the U.S.-based M&E Administrator and/or GLASER Administrator will click on the green Add a Country link in the Choose a Country section of the GLASER HQ main page. This brings up a blank country profile screen (the screen reads Create New Country at the top). Fill in the fields on this screen as follows: Country Name: Use the blue arrow in the drop-down box in this field to bring up a list of all EGPAF countries. Select the name of the country you are creating a profile for. The following fields apply only to countries where the Foundation has a country office or staff. Country Address: Type address information for the EGPAF country office in the corresponding boxes: o Address (building number and street name) o City, town, or village o State, province, district etc. Type in the name of the region, district, province, state etc. that the office is located in (the titles of the geographic demarcations will vary by country). o Postal code o Country Country Director: Type the Country Director s name, official EGPAF title, business phone number, and EGPAF address in the corresponding boxes. Technical Advisor: Type in the name of the Country Technical Advisor, his or her official EGPAF title (e.g. PMTCT technical officer, Care & Treatment technical officer etc.), business telephone number and EGPAF address. If the country office has more than one technical advisor, click on the green Add Another Technical Advisor link at the bottom of this field and enter the same information for this extra person or persons. M&E Officer: Fill in the information for the M&E Officer in the same way that you did for the Technical Advisor. Similarly, you can add GLASER User Manual. Revised March 27,

33 additional M&E officers by clicking the green Add Another M&E Officer button. The following fields apply to all country programs. Funding: Mark the appropriate check-box or check-boxes to indicate whether the country receives: o U.S. government funding (USG), such as USAID or CDC funds. o Private funding, such as funds from foundations or private pharmaceutical companies. o Other bilaterals non-u.s. government bilateral donor agencies, such as DFID. o Multilaterals, such as WHO or UNICEF. Save Options: If you select Enable Save Prompt function that appears in this section, staff who enter data for the country will receive periodic reminders asking them if they want to save their data. These reminders will appear each time they enter data in 50 fields or type 1,000 characters in Notes boxes. Some data entry staff may find these reminders useful, while others may find them unnecessary. Each country team should find out whether data entry staff want this function enabled. o If you want to turn on the automatic save prompt, check the check-box in this field. o If you do not want to turn on the save prompt, do not check the check box leave it empty. Program Areas Supported by EGPAF: Select the appropriate checkbox to indicate whether EGPAF supports PMTCT or Care & Treatment in that country. If EGPAF supports both types of programs, select both check-boxes. For each program area (PMTCT or Care & Treatment) you select, you must also choose the funding source(s) for that program area(s). To do this, move your cursor to the blue arrow in the drop-down box next to the Add a Funding Source prompt. This will bring up a drop-down list of all EGPAF funding sources (CDC Central, USAID Bi-lateral, Gates Central, etc.). Use your cursor to select the funding source you want. Then click the green Add button to the right of the blue arrow. Some things to look out for in this section include: o The selections in the drop-down list include MOU (no funding). As the title implies, this funding source does not actually have funding linked to it. However, MOUs (Memorandums of Understanding) are fairly common for EGPAF country programs and this option in the drop-down list allows GLASER to capture them. GLASER User Manual. Revised March 27,

34 o The Private (Other) selection refers to other private sources of funding that are not specifically listed in the drop down menu. o You can add as many funding sources as necessary. o If you need to delete a funding source, click the green Delete button next to the funding source s name. Hit the green Save button at the bottom of the screen to save the country profile. Hit Cancel if you do not want to save it. How Do I Update a Country Profile? To update a country profile: For U.S.-based users, from the GLASER HQ Main Page click on the country s name in the Choose a Country section to go the Country Page. Country users will already be logged into their country page, so this step will not be necessary for them. From the Country Page, click on the green Update Country Profile link in the Country Profile section of the page (see the screen shot below). The country profile now appears and can be updated. To add or change information in the Country Address and Country Director fields, type additions and changes into the boxes you want to change. You can type over information that is already in a box. To change information about a specific person who is listed in the Technical Advisor and M&E Officer fields (adding a new telephone number for example), type the new information over the old. If you want to delete an individual altogether, click the green Delete GLASER User Manual. Revised March 27,

35 Contact button in these fields. This will clear the name, title, telephone number, and address for this person from the system. Don t forget to enter information for the person (if any) who has taken their place. This is also a chance to add new technical advisors and/or M&E officers by clicking either the green Add Another Technical Advisor or Add Another M&E Officer buttons at the bottom of these two fields, and entering information for these persons. To change the status of the funding type (USG vs. private), select or de-select the appropriate check-box in the Funding field. In the Program Areas Supported by EGPAF field, add or delete funding sources as per the instructions for this field in the How Do I Create a Country Profile? section above. Hit the green Save button at the bottom of the screen to save your information. Hit Cancel if you do not want to save it. If you hit Cancel, the profile will appear as it was before you updated it. The screen shot below shows a fictional country profile for Kenya. It shows that EGPAF supports both PMTCT and Care & Treatment in Kenya. The funding source for PMTCT is CDC Regional and the funding source for Care & Treatment is CDC Bi-lateral: GLASER User Manual. Revised March 27,

36 Some Things to Keep in Mind Certain fields in the country profile have a blue asterisk (*) next to them (see the screenshot below). This means that they are mandatory and that you must make a selection for them. You will not be able to save your country profile or changes you have made to it unless you provide information for these fields. These fields are: o Country Name. o Program Areas Supported by EGPAF; you must choose at least one program type PMTCT and/or Care & Treatment and at least one associated funding source. GLASER User Manual. Revised March 27,

37 GLASER User Manual. Revised March 27,

38 5 Partner Profiles This section explains what a Partner Profile is, how to find a Partner Profile, and how to create and update Partner Profiles. A Partner Profile must be created before you can create Site Profile for sites supported by that partner. Who Should Read This Chapter? This section is intended primarily for EGPAF HQ staff because they will create and update Partner Profiles. Generally, the HQ M&E Program Coordinator creates and updates Partner Profiles. He or she may need to work with the HQ Country Coordinator or Country Administrator to obtain all the required information. What Is a Partner Profile? A Partner Profile contains information about EGPAF partners, including: Partner Name (standard name that links to finance database, name, and abbreviated name), Partner Type (host country government agency vs. private NGO vs. para-statal etc.) and Partner Level (sub-national, national, regional, or international); address and key contact information; countries where the partner operates; agreement type; and funding source. The information contained in these profiles is helpful to EGPAF staff for a variety of needs. Additionally, you can use the Ad-Hoc Query function (see Chapter 14) to analyze data using specific partner characteristics (such as Level and Type). How Do I Locate a Partner Profile? You can search and access all Partner Profiles through the GLASER HQ main page or access specific country Partner Profiles through a Country Main page. To search for a Partner Profile from the HQ Main page: Type the partner s name into the Search for a partner box in the Tools section of the HQ Main page (see screen shot below). Hit the green Search button to the right of the box. This brings up a Search Partners screen that contains a blue link to the partner profile. Click on the blue link. You can now see the partner profile. GLASER User Manual. Revised March 27,

39 If you cannot remember the partner s full name, type as much of it as you can remember into the Search for a partner box. GLASER will list all partners containing the letters or phrase that you entered. For example, if you enter the phrase Ministry of Health, the Search Partners screen will display all partners whose name contains the phrase Ministry of Health. You can then choose the partner you want from these selections. To access a Partner Profile from the HQ Main Page: Click the blue Partner Profiles link in the tools section of the HQ Main page. This brings up an All Partners screen that lists all EGPAF partners in alphabetical order. This screen also shows the program areas the partner supports (PMTCT and/or Care &Treatment) and the countries where it is active. Click on a partner s name to access the full partner profile. At the top, left-hand side of the All Partners screen, next to the View prompt, there are three options: Global Partners, Country Partners, and Create a New Partner. If you select Global partners, the screen will display all partners who are active in more than one country. If you select Country Partners, the screen will display partners who only operate in one country. In addition, a click on Country Partners provides the option to look either at Active or inactive Partners within that country. We will describe the Create a New Partner prompt later in this chapter GLASER User Manual. Revised March 27,

40 See the screen shot below, which highlights the Search for a partner and Partner Profiles prompts/links on the HQ Main Page: To access a Partner Profile from a Country Main page: Click the blue Access Partner Profiles link in the Actions section of the Country Main page. This brings up a country-specific All Partners screen showing all partners operating in that country, listed in alphabetical order. Click on a partner name to access the full partner profile. GLASER User Manual. Revised March 27,

41 How Do I Create a Partner Profile? Partner Profiles will be created at the HQ level by the M&E Program Coordinator. To create a new Partner Profile, click the blue Partner Profiles link in the Tools section of the GLASER HQ Main page. This brings up the All Partners screen. Click the green Create a new Partner link at the top of the screen (next to the View prompt). This takes you to a blank Partner Profile screen. Fill in the fields on the new Partner Profile page as per the instructions below. Note that some fields are marked with a blue asterisk, which indicates that the field is required. You must enter information for a required field, or you will not be able to save the Partner Profile. GLASER User Manual. Revised March 27,

42 Great Plains Partner Name: Great Plains is EGPAF s finance database. EGPAF s Finance department has a list of all partner organization with whom EGPAF conducts business. The drop down arrow in this field contains the names of all partners as listed in the Great Plains system. Use the blue arrow in the drop down menu to select the partner you are creating a profile for. If you do not see your partner listed, notify your GLASER Administrator immediately so that the name can be added to the Great Plains list. This field allows standardization and future linkage between EGPAF Programs GLASER database and the EGPAF Finance s Great Plains database, particularly in the event that the two systems may use different names to refer to the same partner. EGPAF Partner Name (Required Field): Enter the partner s complete name. Abbreviated EGPAF Partner Name: Enter the commonly used, abbreviated form of the partner s name, if one exists. For example, enter JSI for John Snow, Inc. Partner Type: A partner is defined in GLASER as an organization with which EGPAF collaborates to achieve mutually agreed upon objectives. Note that GLASER s definition of partners includes both organizations that have a financial arrangement with EGPAF (grantees or contractors) as well as partners that do not (primarily organizations with whom we have Memorandums of Understanding). Note that GLASER s definition of partners includes both organizations that have a financial arrangement with the Foundation s (grantees or contractors) as well as partners that do not (primarily organizations with whom we have Memorandums of Understanding). In this field, select a Partner Type that most closely describes the partner organization. The eight Partner Type options are: Host Country Government Agency. The partner is a government agency, such as the Ministry of Health, District Health Services, etc. Private/FBO (Faith Based Organization). The partner is a religious or religious-based organization, specialized religious institution, or non-profit institution that has a religious character or mission, such as the Cameroon Baptist Convention Health Board (CBCHB), Christian Health Association of Kenya (CHAK), etc. Private/NGO (Non-governmental Organization). The partner is a private, non-profit organization (other than a FBO), such as EngenderHealth, the Freedom Foundation, etc. Private/For-profit. The partner is a private contractor or otherwise part of the commercial sector, such as Axios International. GLASER User Manual. Revised March 27,

43 University. The partner is a local or non-local university, such as University of Witwatersrand, University of Alabama, etc. Multilateral. The partner is an organization formed through the union of three or more nations unified through a common interest on a particular issue, such as UNICEF, UNAIDS, etc. Para-statal. The partner is a state-owned enterprise, which operates using a combination of public and private funds. It may be, but is not required to be, headed by a government appointed individual. A partner should be chosen as a Para-statal only if the host country government defines it as such. Self (EGPAF).. The last option in this field is Self (EGPAF). You should select this option in cases where EGPAF provides direct support to sites without an intermediary partner organization and/or the existence of a MOU, grant, cooperative agreement or contract with a partner organization. GLASER requires all sites to be linked to a partner, so in instances where there is no partner, EGPAF will be listed as the partner by default. In this case, the remaining sections of the Partner Profile will be disabled and you will not be required to enter information in them. Partner Level: You can choose only one. Your selection for this category is important. Your choice will determine the type of partner contact information required in subsequent fields. Sub-national. The partner s work is localized to a specific location or area within a country. For example, district health services would be sub-national. National. The partner works in multiple locations or country-wide within a country. Examples include a ministry of health or national AIDS program. Regional. The partner is based in one country in the region but works in two or more countries in that region. International. The partner works in multiple countries around the world. Examples include Institut de Santé Publique et de Développement (ISPED). Sub-National or National partners If you selected Sub-National or National for the Partner Level field, enter information in the following fields (you will not be able to enter GLASER User Manual. Revised March 27,

44 information in other contact fields, as they not relevant to sub-national or national partners): Partner National/Sub-National Contact : This field contains a filter question: Does the National/Sub-National Partner have a Regional or International contact?. You should answer this question affirmatively if there is a partner contact located outside the country where the partner s work focuses. If the answer is yes, check the box next to the question. This enables you to enter that person s name, official title, telephone number, and address into the appropriate boxes below. If you do not check the Yes box in response to the filter question (i.e., the partner does not have a regional or international contact ), the fields for this person s name, title etc. will be disabled and you will not be able to enter those details. Select a Country. Scroll down the Partner Profile to the Select a Country field. This field tells the User the Country in which this partner operates. In the Add a Country to this Partner sub-field, use the drop-down box to select a country (the drop-down lists all countries where EGPAF works). For sub-national/national partners, by definition the partner works only in one country, so you can only make one selection in this field.. Click the green Add button to the right of box. The country name should now appear below the box. If you make a mistake and need to delete your country selection, hit the green Delete this Country button to the right of this box. If, in the future, EGPAF no longer supports the partner, select the check-box next to the Partner is no longer supported by EGPAF in country prompt. Partner Country Address (Required Field): Enter the partner s primary in-country office address (i.e. physical location address) including the street, town, postal code and telephone number. Note that City/Town/Village is a required field. Partner Country Director (Required Field): Enter the primary point of contact at the partner s Country Office. Often this person is named in the written agreement (contract, grant, or MOU) between EGPAF and the partner. Include the individual s job title, telephone number and address. Note, the Partner Country Director s name and telephone number are required fields; you will not be able to save the partner profile unless you provide this information. Partner Country Technical Contact. Enter the primary technical contact person at the partner s Country Office (if different from the Partner Country Director). Include the individual s job title, telephone number and address. If there is more than one, hit the green Add Another Contact button at the bottom of the field and enter the same information for the extra person(s). If you made a mistake and need to delete a technical contact, hit the green Delete button next to that person s name. This removes the name, title, and telephone GLASER User Manual. Revised March 27,

45 information for that individual. Note that none of the sub-fields in this field are required, so if there is not technical contact, you do not need to enter any information in this field. Partner Country M&E Contact. Enter the primary contact person for M&E at the partner s Country Office (if different from the Partner Country Director or Partner Technical Contact). Include the individual s job title, telephone number and address. Regional Partners If you selected Regional in the Partner Level field, enter information in the following fields: Partner Regional Address (Required Field): Enter the partner s regional office address (i.e. physical location address) including the building number, street, city/town/village, postal code, country and telephone number. Note that the city/town/village and country subfields are. You will not be able to save a regional partner profile unless you enter these two pieces of information. You should enter the other information if you have it, but you will still be able to save the profile even if you do not provide it. Partner Regional Contact : Enter the primary point of contact at the partner s regional office. Include the individual s job title, telephone number and address. Select a Country: Scroll down the Partner Profile to the Select a Country field. This field tells the User the Country where the partner works with EGPAF. In the Add a Country to this Partner sub-field, use the drop-down box to select the countries where the partner works with EGPAF. You can make multiple selections for this field, but will need to add each country one at a time. After you select a country s name, click the green Add button to the right of box. The country name should now appear as a sub-field heading in the left-hand side of the profile. The View sub-field lists all countries that have been selected as places where the partner works with EGPAF. If there is more than one country in this sub-field, the names of the countries become active links; the country that is active (whose information will appear immediately below) appears in black, while other countries names appear as green links. To change the screen so that you can view information from another country (besides the active one), click the green link with the country s name. When you view a specific country s information: o If the country was added by mistake and you need to delete the country from the profile, hit the green Delete this Country button. Please note that you cannot delete a country from a Partner Profile if funding sources are directly linked to this country. o If, in the future, EGPAF no longer supports the partner, select the check-box next to the Partner is no longer supported by GLASER User Manual. Revised March 27,

46 EGPAF in country prompt. The country will still shop up listed against the partner, but when you view its information, you will be able to see that this check-box has been selected. o Note the question at the bottom of this field: Does the Regional or International Partner have a local address? If the answer is no, do not check the check-box next to the Yes reply. If the answer is yes, select the check-box next to the Yes response. At this point, GLASER will enable the insertion of Partner Address, Partner Country Director, Partner Country Technical Contact, and Partner Country M&E Contact information in fields that will appear below the Select a Country field. Provide this information if it is available. International Partners If you selected International in the Partner Level field, enter information in the following fields: Partner International Address (Required Field): Enter the partner s international office address (i.e. physical location address) including the street, city/town/village, postal code, country and telephone number. Note that the city/town/village and country information sub-fields are required. You will not be able to save the profile unless you provide this information. Enter information for the other sub-fields if you have it, but you will still be able to save the profile if you do not provide it. Partner International Contact : Enter the primary point of contact at the partner s international office. Include the individual s job title, telephone number and address. Select a Country : Scroll down the Partner Profile to the Select a Country field. This field tells the User the Country where the partner works with EGPAF. In the Add a Country to this Partner sub-field, use the drop-down box to select the countries where the partner works with EGPAF. You can make multiple selections for this field, but will need to add each country one at a time. After you select a country s name, click the green Add button to the right of box. The country name should now appear as a sub-field heading in the left-hand side of the profile. The View sub-field lists all countries that have been selected as places where the partner works with EGPAF. If there is more than one country in this sub-field, the names of the countries become active links; the country that is active (whose information will appear immediately below) appears in black, while other countries names appear as green links. To change the screen so that you can view information from another country (besides the active one), click the green link with the country s name. When you view a specific country s information: o If the country was added by mistake and you need to delete the country from the profile, hit the green Delete this Country GLASER User Manual. Revised March 27,

47 button. Please note that you cannot delete a country from a Partner Profile if funding sources are directly linked to this country. o If, in the future, EGPAF no longer supports the partner, select the check-box next to the Partner is no longer supported by EGPAF in country prompt. The country will still shop up listed against the partner, but when you view its information, you will be able to see that this check-box has been selected. o Note the question at the bottom of this field: Does the Regional or International Partner have a local address? If the answer is no, do not check the check-box next to the Yes reply. If the answer is yes, select the check-box next to the Yes response. At this point, GLASER will enable the insertion of Partner Address, Partner Country Director, Partner Country Technical Contact, and Partner Country M&E Contact information in fields that will appear below the Select a Country field. Provide this information if it is available. For All Partners Regardless of partner type, you must provide information in the Agreement section of the Partner Profile unless the Partner Type selected is Self/ EGPAF). This is a required file: Use the blue button in the box next to the Agreement Type label to bring up the drop-down list of agreement types ( MOU (Memorandum of Understanding), Sub-Grant, or Contract ). Select the agreement type that EGPAF has with that partner and click the green Add button to the right of the box. This will bring up an Add a Funding Source sub-field unless you selected MOU (Memorandum of Understanding) for your agreement type. MOUs have no associated funding source. o Use the blue arrow in the box next to the Add a Funding Source prompt to invoke the drop-down list of EGPAF funding sources (CDC Bilateral, Gates Central etc.). Select the funding source for the partner and hit the green Add button to the right of the box. You will see sub-fields for the agreement start and end dates, and the dates of any modifications to the agreement. This applies to all agreement types, including MOUs: o For Agreement Start Date, click the green Calendar button to the right of this box. This brings up a calendar that displays all possible dates. Select the date the agreement between the partner and EGPAF began. o Follow the same process for the Agreement Modification Date sub-field. If there was more than one agreement modification, click the green Add Another button at the extreme right of this sub-field. This creates another GLASER User Manual. Revised March 27,

48 Agreement Modification Date line with corresponding Calendar and Add Another links so that you can create records for as many modifications as necessary. o Select the Agreement End Date using the same process as for Agreement Start Date. Note that if the agreement is modified, you may need to update the partner profile to reflect any changes to the agreement end date. You will need to specify an agreement type and funding source for each country where the Partner works with EGPAF You can add more than one agreement type and funding source to the Partner in a given country by repeating the process described above as many times as necessary. Finish the partner profile by clicking the green Save button at the bottom of the screen. If you decide not to save the profile you created, hit the green Cancel button instead. If there are any incomplete fields in your profile, GLASER will not allow you to save the profile and will notify you what the missing information is by providing text in red lettering at the bottom of the profile. If the profile has been successfully created, GLASER will automatically take you back to the All Partners page. How Do I Update a Partner Profile? To update a Partner Profile, access the Partner Profile (see section above How Do I Locate a Partner Profile? ). If you have user privileges that allow you to update a partner profile, the last link on your navigation path will read Update Partner Profile. To update a partner profile, you can change the information in any of the fields by basically following the same instructions as in the How Do I Create a Partner Profile? section. Additional pointers include: Type over fields that contain text to change the text. Select alternate radio buttons to change fields that use radio buttons. GLASER User Manual. Revised March 27,

49 Check or un-check check boxes linked to filter questions to change the response. Be aware that if a filter question check box is unchecked, linked fields may be deactivated and data entered in them will be lost. Click green Add boxes to add countries, country technical and country M&E contacts (for sub-national and national partners), agreement type, and agreement modification dates. Click green Delete buttons to remove countries where the partner is no longer active and to remove old technical and M&E contacts (for sub-national and national partners). Please note: A country from a Partner cannot be deleted if funding sources are directly linked to this country. Delete funding sources from countries. Please note: If a funding source is directly linked to a site, and has been added as a funding mechanism for this site, it must first be deleted from the site, before the system will allow you to delete it from the Partner. Be sure to click the Save button at the bottom of the screen after you update a profile. If you forget to hit Save, the profile will not reflect any of your changes. If you decide not to save your changes, hit the Cancel button instead. Important Things to Keep in Mind A Partner Profile must be created before you can create Site Profile for sites supported by that partner. You cannot delete a country from a Partner Profile if funding sources are directly linked to this country. If a funding source is directly linked to a site (see Chapter 6 on Site Profiles), and has been added as a funding mechanism for this site, it must first be deleted from the site Profile before the system will allow you to delete it from the Partner. GLASER User Manual. Revised March 27,

50 6 Site Profiles This section explains what a site profile is, how to find site profiles in GLASER, and how to create and update site profiles. Who Should Read This Section? This section is primarily for EGPAF country office staff because they are responsible for creating and updating site profiles. Typically, the Country Administrator (or other designated country staff) will create and update site profiles. Site profiles must be updated every quarter before data entry for the site can begin. What Is a Site Profile? A site is the point of PMTCT or Care &Treatment service delivery. Sites include clinics, health posts, community health centers, district hospitals, referral hospitals, and other types of health facilities. Site Profiles provide important contact information for individuals at EGPAF sites, as well as basic information on program areas supported by EGPAF at the site and the site s funding source(s). Specific information in site profiles includes: site name and address; contact information for key personnel; site characteristics such as site setting (urban vs. rural), type (public vs. private etc.), and level (primary vs. secondary etc.); program areas (PMTCT and/or Care & Treatment) supported by EGPAF, associated partner, funding source, and the dates on which the site first began reporting for each service (C&T and PMTCT start dates). How Do I Access a Site Profile? Users with HQ privileges can search and access all site profiles from the GLASER HQ Main Page. Country users can access their country-specific site profiles from their Country Main Page. To search for a Site Profile from the HQ Main page: Under the Tools section of the main page, go to the Search for a Site prompt. Type the site s name in the box next to this prompt. Hit the green Search button to the right of the box. This brings up a Search Sites screen. The screen should contain a blue link to the site whose name you entered. Click on the blue link to access the site profile. GLASER User Manual. Revised March 27,

51 The screen shot below shows the location of the Search for a site prompt on the HQ Main Page: If you cannot remember the site s full name, type as much of it as you can remember into the Search for a Site box. GLASER will list all sites containing the letters or phrase that you entered. For example, if you enter the phrase Centre de Sante, the Search Sites screen will display all sites whose name contains the phrase Centre de Sante. Choose the blue link for the site you want from among these choices. To access a Site Profile from the HQ Main page In the Choose a Country section of the HQ main page, click on a country name. This takes you to the country page. Continue with the Country Main Page Pathways presented below (1 or 2) To access a Site Profile from a Country Main page: Pathway 1 In the Actions section of the country page, click the blue Access Site Profiles link. This action will bring the user to the Site Dashboard for that country. The Site Dashboard lists all of a country s active sites. To view the Inactive Site Dashboard for the country, click on the green button labeled Inactive Sites at the top of the screen. GLASER User Manual. Revised March 27,

52 Click on the blue hyperlink for the site for which you want to access the site profile. To access a Site Profile from a Country Main page: Pathway 2 In the Actions section of the country page, click on the blue Access Program Dashboard hyperlink. This brings you to the Program Dashboard for the country a screen that lists all PMTCT and Care & Treatment sites in that country. You can click on the site name to access the Site Profile for the site. The screen shot below shows the two links through which you can access site profiles on a Country Main Page: GLASER User Manual. Revised March 27,

53 How Do I Create a Site Profile? Site Profiles are created at the country level. From the Country Main page there is one navigation pathway that can be followed to create a new Site Profile. Creating a new Site Profile: Click the blue Access Site Profiles link in the Actions section of a Country Main Page. This brings you to the Site Dashboard page for that country. Click the green Add New Site for Country X link next to the View prompt at the top of the Country Page. You should now see a Create a New Site screen containing blank fields. Completing a new Site Profile: Fill in the fields on the new Site Profile page as per the instructions below. Note that some fields are marked with a blue asterisk, which indicates that the field is required. You must enter information for a required field, or you will not be able to save the Site Profile: Site Name (Required Field): Enter the site s complete name. Abbreviated Site Name: Enter the commonly used, abbreviated form of the site s name, if one exists. For example, enter CHU Cocody for Centre Hospital Universitaire Cocody. Program Areas Supported by EGPAF (Required Field): Choose the program areas (PMTCT and/or Care & Treatment) that are supported by EGPAF at the site. A response is required for this field for both program areas. In other words, you must actively click Yes or No to indicate whether or not the program area is supported by EGPAF at the site. Date when site first started receiving EGPAF support: This is a system generated date that reflects the date when the site profile is created. The date will generate after the profile has been completed GLASER User Manual. Revised March 27,

54 and saved. This date will be used as a proxy for when EGPAF started supporting the site for PMTCT and/or Care & Treatment. Site Address (Required Field): Enter the site s primary address (i.e. physical location address) including the building number, street name, City/Town/Village, Postal Code, District, State/Province, Region and telephone number. The City/Town/Village field is a required field. Site Director: Enter the name and contact information for the primary point of contact at the site. Often this person is named in the written agreement between the EGPAF partner (or EGPAF, where there is no partner) and the site. Include the individual s job title, telephone number, and address. Technical Advisor: Enter the name and contact information for the primary technical contact person at the site (if different from the Site Director). Include the individual s job title, telephone number, and address. If there is more than one Technical Officer for the site, click the green Add Another Contact button at the bottom of the field. M&E Officer: Enter the name and contact information for the primary contact person for M&E at the site (if different from the Site Director). Include the individual s job title, telephone number, and address. If there is more than one M&E Officer at the site, click the green Add Another Contact button at the bottom of the field. EGPAF Coordinator: Enter the name and contact information for the primary EGPAF staff responsible for supervising and coordinating activities at the site. The EGPAF Coordinator may sit at the EGPAF Country Office or may be posted at a field office/location depending on the country program. Include the individual s job title, telephone number and address. You can only designate one person for this position. Site Setting: The two Site Setting options are Rural and Urban. Choose one. Rural. As defined according to the national census definition for your country. Urban. As defined according to the national census definition for your country. National definition of Urban/Rural: Type the definitions of urban and rural used in your country. Site Setting-Urban: If you chose Urban for the Site Setting, select a sub-category of urban. The three options are Capital City, Peri-Urban and Other Urban. Choose one. If you selected Rural in the Site Setting sub-field, you will not be able to enter information in this field because this field applies only to urban sites. GLASER User Manual. Revised March 27,

55 Capital City. The national capital city. Peri-urban. As defined according to the national census definition for your country. Other Urban: Other urban areas as defined by the country (e.g. provincial capitals). Define Peri-Urban/Other Urban: If you filled in the previous field, provide the national definition of peri-urban and other urban in this field. Site Type: The four Site Types are: Public, Private/FBO, Private/NGO, and Private/For-profit. Choose one. Public. The site is owned by the government sector (either the national or sub-national Ministry/Department of Health). Private/FBO (Faith-based Organization). The site is owned by a religious or religious-based organization, a specialized religious institution, or a non-profit institution that has a religious character or mission. Private/NGO (Non-governmental Organization, other than an FBO). The site is owned by an organization that is outside of the government sector and is not a FBO. Private/For-profit. The site is owned by an organization that is part of the private or commercial sector. Is the site supported through a Public Private Partnership (PPP)?: if the answer is yes, check the Yes box next to this prompt and type in the description of the partnership in the text box immediately below. Site Level: The four Site Levels are peripheral, primary, secondary, and tertiary. Choose one. Peripheral. The site operates at the community level and provides access to the most basic health care services (e.g. dispensary, health post/hut, mobile clinic). Primary. The site is at the lowest level of the formal public health system where patients usually have their first point of contact with a professional health care worker (e.g. primary health center, community heath center, clinic). Secondary. The site is a first level referral facility for health care at the district or equivalent level (e.g. district hospital). GLASER User Manual. Revised March 27,

56 Tertiary. The site is a referral level facility that provides complex health care requiring complex technology and highly skilled personnel. These facilities usually have a higher concentration of resources and may also support the training of health workers at both pre-service and in-service levels (e.g. provincial or regional hospitals, teaching hospitals, Centers of Excellence). Site Support: Program Area s checked above that are supported by EGPAF will display as active under the Site Support category. If a particular Program Area is not checked and supported by EGPAF, then all fields under that Program Area will be disabled. Add a Funding Mechanism (Required Field): Use the blue arrow in the drop-down menu to choose from all combinations of EGPAF Partner and Funding Source available for a site in the country. The choices that appear in this drop down will be driven by which Partners are working in the country and which Funding Sources are linked to those Partners in the Partner Profiles. Select the Funding Mechanism that supports PMTCT (or Care & Treatment) at the site. Hit the green Add button to the right of the drop-down box. This selection will show up as Funding Mechanism 1. Make another selection and click on the Add button again to allow the selection of multiple PMTCT (or Care & Treatment) Funding Mechanisms if PMTCT (or Care & Treatment) is supported by more than one Funding Mechanism at the site. Remember, if a Program Area is supported by EGPAF, a Funding Mechanism must be added. Quarter when site started receiving EGPAF support through Funding Mechanism X. This is a system generated date (Quarter and Year) that reflects the quarter when a particular Funding Mechanism is added to the site profile for PMTCT (or Care & Treatment). Is this the last quarter Funding Mechanism I is supporting this Site?: If this is the last quarter that the selected/applicable Funding Mechanism will support its corresponding site, select radio button Yes. If this will not be the last quarter in which the selected/applicable Funding Mechanism will support its corresponding site, select radio button No. If Yes is selected, the system will generate a date (Quarter and Year) format, which will display on the profile when the site profile is saved. This will track and record the accurate date in which the applicable Funding Mechanism ended funding for its corresponding Site. Reporting Status: Quarter of first ever PMTCT (or Care & Treatment) report to EGPAF: This is a system generated date (Quarter and Year) that reflects the quarter when the first PMTCT report was submitted to EGPAF by the site. This date will be used as a GLASER User Manual. Revised March 27,

57 proxy for when EGPAF started supporting PMTCT (or Care & Treatment) at the site. The date will be generated by the system when the Site submits data for a program for the very FIRST time. This is applicable for new sites only. For existing sites, EGPAF will back fill this date into the system. Reporting Status: Is this the quarter of the last ever PMTCT (or Care & Treatment) report to EGPAF? (Required Field): Either a Yes or No response is required. If the response is Yes, then the system will generate a date (Quarter and Year) that reflects the quarter when the last ever PMTCT (or Care & Treatment) report was validated by HQ. This date will be used as a proxy for when EGPAF stopped supporting PMTCT (or Care & Treatment) at the site. Please confirm that the site profile has been reviewed and updated (Required Field): mark the check-box next to this prompt after you have finished creating the site profile. Hit the green Save button at the bottom of the screen to save the profile. If you decide not to save the profile, click Cancel instead. GLASER User Manual. Revised March 27,

58 An example of a completed site profile: GLASER User Manual. Revised March 27,

59 How Do I Review and Update a Site Profile? You can change the information in any of the fields by roughly following the same instructions as in the How Do I Create a Site Profile? section. Additional pointers include: Type over fields containing text to change the text. Click green Add boxes to add M&E Officers, Technical Advisors, and funding mechanisms. Select alternate radio buttons to change the information in fields that use radio buttons. Check or un-check check boxes to change the status of Care & Treatment and/or PMTCT delivery through the site, and the status of a public-private partnership. Click green Delete buttons to remove outdated personnel and partner information. If EGPAF will stop supporting PMTCT and/or Care & Treatment at the site, enter Yes for the question Is this the quarter of the last ever PMTCT (or Care & Treatment) report to EGPAF?. Check the check-box next to the Please confirm that the site profile has been reviewed and updated prompt at the bottom of the page. Don t forget to hit the Save button at the bottom of the page after you have completed your changes. Otherwise, the page will appear the same as before you entered your changes. GLASER User Manual. Revised March 27,

60 7 The Program Dashboard This section explains what the Program Dashboard is, and how to access and use it. Who Should Read This Section: This section will be useful to all EGPAF staff using GLASER. The program dashboard is a basic screen that most users, especially M&E Country staff, will need to navigate. What is the Program Dashboard? The Program Dashboard lists all of the sites in a single country, and displays site information for one quarter, including partner association, data entry status, important data submission deadlines, and which programs (PMTCT and C&T) are supported by each site. The dashboard is updated on a quarterly basis by the US-based M&E Officers to reflect which sites are active not reporting for the quarter. The dashboard below is the PMTCT Site Dashboard for Lesotho. GLASER User Manual. Revised March 27,

61 How Do I Access a Dashboard? From a Country Main Page, users will access the Program Dashboard by clicking on the Access Program Dashboard link under the Actions section of the Main Page. What Can I Do With the Program Dashboard? The dashboard allows you to: View data by quarters. When you access the dashboard for a country program, the system automatically defaults to the current quarter s dashboard (it displays the sites that are active and reporting as well as those that are active not reporting for the current quarter). You can view dashboards for other quarters by clicking the blue Click here to Change Quarter link near the top of the screen. Select the quarter you want to view and click Change Quarter. Note: You will not be able to see historical data (data for quarters prior to Q for PMTCT and Q3 07 for C&T) in the GLASER application. Historical data can only be viewed in Standard and Ad Hoc Reports. 1. GLASER User Manual. Revised March 27,

62 2. 3. View site profiles. To view the profile of a site listed on the dashboard, click on the site s name (in blue) under the Site column of the dashboard. This takes you to the full site profile. View site-partner associations at a glance. To view the partners associated with the PMTCT sites, click the blue PMTCT link at the top of the PMTCT column. To view the partners associated with the C&T sites, click the blue C&T link at the top of the C&T column. GLASER User Manual. Revised March 27,

63 Sorting information on the dashboard. The dashboard allows you to sort site information by a number of variables. o Partner. Once you have clicked on the PMTCT or C&T link, you will be able to see the partners supporting the sites for those programs. Clicking the arrows to the right of the Partner label on the dashboard organizes site information by partner, with partners listed in alphabetical order. o Site. Click the arrows to the right of the Site label to sort the dashboard alphabetically by site. This is the default setting for GLASER User Manual. Revised March 27,

64 the dashboard, but in case you sort the sites using another variable, you can return to the way the screen initially appeared by using this function. o Data status. Clicking the arrows aligned with each data status organizes the list of sites by data status, with sites least far along first and ones furthest along last. For example, sites whose status is Incomplete under Data Entry on the dashboard will appear first. Sites that have already had HQ validate their data appear last. If you click the arrow again, the order reverses. Access site data. You need to access a site s data entry screen in order to modify, save and submit data. To access data for a site, find the site name in the Site column and then click on the status bar next to it in the PMTCT or C&T column. You can click anywhere in the status bar to access the latest version of the data. GLASER User Manual. Revised March 27,

65 View data submission and validation deadlines. At the top of the dashboard, you will find deadline information for the submission and validation of PMTCT and C&T data. These deadlines are set each quarter by the GLASER administrator. GLASER User Manual. Revised March 27,

66 8 Data Entry and Review This section discusses some basics of GLASER data entry. GLASER contains screens to enter data for both PMTCT and Care &Treatment programs. It describes how to navigate data entry screens, enter and save data, GLASER data quality checks, and data review. Who Should Read This Section: All EGPAF staff responsible for entering/reviewing, verifying, or validating data should read this section. At country-level, this will typically include data entry personnel, country M&E/technical/program officers, and country directors. At the DC or Los Angeles offices, it includes US-based M&E officers. Individuals who supervise data entry staff should also read this section. How Do I Navigate the PMTCT and C&T Data Entry Screens? Access the PMTCT or Care & Treatment data entry screens from the Access Program Dashboard link on the country program page (see Chapter 7 to learn how to use the dashboard). Clicking on this link brings the user to the main Program Dashboard page, where there are 3 distinct tabs: All Programs, PMTCT, and Care and Treatment. By selecting amongst these tabs, the user can view all the sites that offer the service (PMTCT or Care and Treatment) specified for a particular country. For example, when accessing the Program Dashboard via the Cote d Ivoire page and selecting the Care and Treatment tab, all sites that offer care and treatment services and report to EGPAF in Cote d Ivoire (regardless of whether or not the sites also offer PMTCT services) will be displayed. The right column of the program dashboard displays status bars that indicate whether a site s data have been entered and validated in GLASER. To access the data entry screen for a particular site, click on these status bars in the right-most column of the Program Dashboard page. The left hand column of the Program dashboard includes a list of sites. To view the site profiles for a particular site, click on the individual site name listed on the far left column. GLASER User Manual. Revised March 27,

67 The PMTCT and Care and Treatment forms are divided into 6 sections each. On the PMTCT form, the following distinct sections exist: 1. Antenatal Care 2. Labor and Delivery 3. HIV Exposed Infants 4. Expanded ART Services 5. Additional Services 6. Totals On the Care and Treatment form, the following distinct sections exist: 1. Service Characteristics 2. HIV Palliative Care 3. ART 4. ARV Regimens 5. Cohort Analysis 6. ART Follow-Up The following is an example of the PMTCT data entry form on GLASER: GLASER User Manual. Revised March 27,

68 When you access either the PMTCT or Care &Treatment data entry form, the system automatically takes you to the top of the data entry page. The entire data entry form is on one page with each section heading highlighted in yellow as one scrolls down. How Do I Enter and Save Data in a Tab? Entering data into the PMTCT or Care and Treatment form is largely done by typing data from the data entry forms into the corresponding cells in GLASER. The forms and the GLASER data entry interface were developed so that indicators on the form are the same as the indicators in the system. However, we discuss here some basic concepts that will be helpful as you enter data into the system. In the following two sections, we offer specific tips for PMTCT (Chapter 9) and Care &Treatment (Chapter 10) data entry. After entering all of the relevant data for all sections in the data entry form, be sure to check the Data Entry Complete checkbox on the bottom of the page and press the Save button. After the data is saved, data will be set to the Completed status on the Program Dashboard. Questions vs. Indicators: For the purpose of discussion, we will refer to cells in the data entry screens as either questions or indicators. Questions require a yes/no response (by selecting a corresponding radio button). Indicators require you to type in a numeric value (there are a few exceptions, which we describe in the following two chapters). Filter questions: The majority of questions in the data entry screens are filter questions. If you answer Yes to a filter question, you are expected to provide values for related indicators. If you answer No to a filter question, related indicators will be deactivated and you will not be able to input data in these fields. An example of a filter question is Does this site provide antenatal care services? If you answer Yes, you are expected to input data for indicators that measure ANC services, such as Number of pregnant women who received HIV counseling and education in antenatal care. If you answer No to this question, you will not be able to input data for indicators related to antenatal care services. GLASER will automatically disable the cells where you would otherwise input this data. Notes: To capture any notes that may help explain the data better, the data entry form also contains Enter Notes boxes. These boxes appear after each sub-section in the form. They allow you to type in comments that you want to share with other persons who will view the data. Once you save the form, the notes will be moved from the Enter GLASER User Manual. Revised March 27,

69 Notes box to the Read Notes box just to the left. This means that the notes can no longer be edited and are read-only. Below is an example of the Enter Notes boxes that appear below Table II.i (HIV Palliative Care): Saving Your Data: As mentioned earlier, to save your data, hit the green Save button at the bottom of the form. GLASER Data Quality Checks GLASER contains several automated features that help improve data quality, known as hard and soft error checks. These checks are based on the most common reporting errors that the M&E team has observed through their experience with data management at the US-based offices. Hard error checks: A hard error check occurs when you enter data that results in a logical fallacy. That is, the data entered is not possible or appropriate. For example, if you enter a letter into a data cell that requires a numeric value, GLASER will give you a hard error message. This will appear as a pop-up window on your screen that states the exact problem. You will not GLASER User Manual. Revised March 27,

70 be able to continue data entry, or save your data, until you have fixed the problem. Users can view the number of soft check errors for a site, by looking at the right side of the Program Dashboard: The screen show below gives an example of a hard check error message associated with a filter question: Reasons that a hard error message appear usually include: You entered a letter into a cell that requires a number. You answered Yes to a filter question for a section and did not provide a value (or enter Missing ) for a related cell that is required.. Soft error checks: A soft error check occurs when the value you enter into a cell suggests a possible problem with data quality/accuracy. For example, if the value for Number of pregnant women who were tested for HIV in antenatal care is smaller than the Number of pregnant women who received GLASER User Manual. Revised March 27,

71 HIV test results in antenatal care, this suggests that there may be a mistake either with data entry (for example, the user typed in the wrong value) or with the values on the data collection form. If there is a mistake, you should correct it. However, soft error checks are not necessarily always errors. In some cases, there may be a reason why data does not conform to expectations. For example, GLASER will trigger a soft error check if the number of women enrolled in antenatal care is significantly greater than the number receiving HIV counseling and education in antenatal care. At facility level, this may not be an error. It may reflect program reality; a facility may be unable to provide adequate counseling and education services. If there is no real error, you should provide comments in the Enter Notes section that explain the situation. Soft error messages appear only after initial data entry has been completed and the site has moved from the Incomplete status to the Completed status. GLASER will tell you what the soft error is. When you receive a soft error message, you should either correct the data if it is truly a mistake, or provide notes in the Notes section to explain why the data is the way it is. Unlike a hard error, you will be able to continue with data entry and save your data even if you have a soft error that hasn t been fully addressed. The screen shot below gives an example of a soft error check message that appeared in Table IV.ii (Second line ARV regimens): GLASER User Manual. Revised March 27,

72 How Do I Verify Data? Verifying data means making sure that data entry is complete and accurate to the best of your knowledge. Data verification (along with data submission) is an important step in assuring data quality. Once the site has been moved to the Completed status, the next steps will be to review the data and move the site to the Verified and Submitted statuses. To do this: Make sure that all relevant values and data have been correctly inputted into GLASER Resolve, to the best of your ability, any soft error checks by correcting mistakes (where there is a genuine error) or providing notes in the Enter notes section (where the data is correct, but requires explanation) Make sure that any notes you have provided are thorough and easy to understand Once you have reviewed the data entry form and are satisfied with it, check the checkbox marked Verify Data. Next, click Save to store all entered and verified information. The status bar on the Program Dashboard will now change to Verified. Repeat these same steps to bring the data to the Submitted stage. Site with verified data in status bar: Site with submitted data in status bar: GLASER User Manual. Revised March 27,

73 9 PMTCT Data Entry and Review In this chapter, we discuss how to enter and review PMTCT data, checks for PMTCT, as well as some other tips on PMTCT data entry. error Who Should Read This Section: This section is most relevant for in-country M&E officers, data entry staff and their supervisors. PMTCT Data Entry When you access PMTCT data for a site from the PMTCT dashboard, you will automatically be taken to the data entry screen for that particular site. You will see that there are different sections of the data entry screen. These sections are: 1. Antenatal Care 2. Labor and Delivery 3. Follow up of HIV Exposed Infants 4. Expanded ART Services 5. Additional Services 6. Totals Data entry largely entails typing values from the data collection form into the data entry screen. You can either scroll down to each section to enter data or you can access each section by clicking on the Go to hyperlinks at the top of the data entry screen. You will also have to respond to PMTCT error checks (both hard and soft). We discuss these below, along with other tips on PMTCT data entry. The discussion of the error checks in this chapter is at a more conceptual level. For a full list of all PMTCT hard and soft error checks, see Appendix 1. GLASER User Manual. Revised March 27,

74 PMTCT Hard Error Checks Linked to Filter Questions All PMTCT hard error checks are related to filter questions that ask whether a site provides certain services. These services are: Antenatal care Labor and delivery Counseling and testing in labor and delivery Distribution of ARV prophylaxis/infant doses Follow-up of HIV exposed infants (well-child clinics, systems to follow up infants/children and mothers) The filter question will ask whether you provide the services above. You must reply either Yes or No by selecting the corresponding radio button. If you select Yes, you must fill in values for indicators pertaining to that service. If you do not, you will not be able to save data within that tab. If data is for an indicator is missing, type MISSING or -1 in the corresponding cell. An example of a PMTCT hard error message is: You answered Yes to Indicator 1.1.1, therefore you must enter a value for Indicators through (see screen shot below). In this case, Indicator is Does this site provide antenatal care services? Indicators through all ask about antenatal care services. For example, Indicator is Number of pregnant women who were tested for HIV in antenatal care. If you answer yes to indicator 1.1.1, you must enter data for the indicators associated with ANC services. GLASER User Manual. Revised March 27,

75 If you select No, GLASER will disable the fields related to that service, and you will not be able to enter data. These filter questions appear in the sections pertaining to sections 1Antenatal Care, 2 (Labor and Delivery, and 3 (HIV Exposed Infants. PMTCT Soft Error Checks A soft error reflects either a genuine data entry error or it may reflect a programmatic situation that causes the data to look substantially different from what one would expect. The PMTCT soft error checks were developed based on the most common data quality issues that EGPAF faces. GLASER will alert you to any soft errors after data entry s for a site is complete. At that point, soft error messages will be visible on the data entry screen under the cell that triggered the soft error. When you see a soft error message, you must enter an explanation in the Notes box in the relevant section that explains why the data appears the way it does. If the error is a genuine data entry error, you must correct the error. Below, we explain the types of soft error checks that are incorporated in GLASER s PMTCT data entry screens. Counseling and Testing GLASER User Manual. Revised March 27,

76 Both section 1 (Antenatal Care) and section 2 (Labor and Delivery) contain indicators related to counseling and testing. There are several soft errors in place to ensure that there are no gross inconsistencies between these numbers. Specifically, the soft errors ensure that the numbers of pregnant women in the following categories are reasonably consistent with each other: Newly enrolled Received HIV counseling and education Tested for HIV Received test results Positive HIV results In this cascade of indicators, if the number of women in a category is significantly larger or smaller than in the indicator immediately before or after, you must enter an explanation. Of course, if the discrepancy in the numbers reflects a data entry error, you must correct the error. Examples of error message for this type of soft error are: The number of pregnant women who received counseling and education in antenatal care (1.1.5) is greater than 5 times the number of pregnant women newly enrolled in antenatal care (1.1.2). Why is the ratio so high? The number of pregnant women tested in labor and delivery who received HIV test results (2.1.8) is higher than the number of pregnant women who were tested for HIV in labor and delivery (2.1.7). Why did more women receive test results than were tested? See the image below for a screen shot of a PMTCT soft error check message: GLASER User Manual. Revised March 27,

77 ARV Prophylaxis Both the Antenatal Care and Labor and Delivery sections also contain soft errors pertaining to indicators on ARV Prophylaxis. Specifically, these soft errors serve to ensure consistency between the number of women: AND Identified as HIV positive Receiving prophylaxis or treatment # of women receiving single dose nevirapine # of infants receiving single dose nevirapine If the number in a pair of these indicators is substantially higher or lower than its affiliated indicator, it could signal potential problems with service delivery. For example, if a large number of women identified as HIV positive are not receiving prophylaxis or treatment, it could indicate problems with drug supply at a site. Examples of error messages related to these soft errors are: GLASER User Manual. Revised March 27,

78 The number of women receiving any type of ARV prophylaxis or treatment in antenatal care (the sum of Indicators 1.2.2, 1.2.4, and 1.2.8) is greater than 5 times the number of women identified as HIV positive in antenatal care (the sum of Indicators and 1.1.8). Why is there such a large difference in the number who received prophylaxis and/or treatment and the number of HIV positive pregnant women? The number of HIV exposed infants who received only single dose nevirapine in labor and delivery (2.2.2) is greater than 5 times the number of HIV positive pregnant women who received only single does nevirapine in labor and delivery (2.2.1). Why are there so many more HIV exposed infants than HIV positive pregnant women who received this service? Hard Checks in ARV prophylaxis Labor and Delivery In addition to the previously mentioned soft checks related to ARV prophylaxis, section 2.2 of the Labor and Delivery indicators have addition hard checks. These checks require that each indented indicator be less than or equal to the above parent indicator. For example, data entered for indicator can not be greater than the data entered for indicator Additional Data Entry Notes Expanded ART Services and Additional Services Sections 4 (Expanded ART Services) and 5 (Additional Services) contain no hard or soft error checks. Section 4 collects information on screening and staging for HIV illness, enrollment into care and treatment, and initiation of HAART (Highly Active Anti Retroviral Therapy) among different types of population groups who have been identified as HIV positive through PMTCT programs. Section 5 gathers information on additional counseling and testing services among some of these groups. Simply enter data from the data collection forms into the corresponding GLASER cells for these two sections. GLASER User Manual. Revised March 27,

79 Totals Section 6 presents information on totals for different indicators. You cannot enter any data into this section. GLASER automatically generates data to populate this section, based on data that you entered in previous sections. For example, one of the totals presented is Total number of pregnant women tested for HIV. This number is based on the sum of two other indicators from two other sections Number of pregnant women who were tested for HIV in antenatal care (Section 1, Indicator 1.1.5) and Number of pregnant women who were tested for HIV in labor and delivery (Section 2, Indicator 2.1.7). If any of the numbers in the Totals section look incorrect, you will need to go back to the tab(s) where data related to that total were entered and make the correction in that section. GLASER User Manual. Revised March 27,

80 The PMTCT Totals section: GLASER User Manual. Revised March 27,

81 GLASER User Manual. Revised March 27,

82 10 Care & Treatment Data Entry and Review In this chapter, we discuss the error checks for Care & Treatment, as well as some other tips on Care & Treatment data entry. Who Should Read This Section: This section is most relevant for in-country data entry staff and their supervisors. Care & Treatment Data Entry As mentioned in Chapter 8, the Care and Treatment data entry form has 6 distinct sections. These are: 7. Service Characteristics 8. HIV Palliative Care 9. ART 10. ARV Regimens 11. Cohort Analysis 12. ART Follow-Up When you access Care & Treatment data for a site from the Care & Treatment dashboard, the entire form will automatically load on one page. The 6 different sections of the form are clearly separated by yellow headings on the form. Data entry largely entails typing values from the data collection form into the data entry screens. You will also have to respond to Care & Treatment error checks (both hard and soft). We discuss these below, along with other tips on Care & Treatment data entry. The discussion of the error checks in this chapter is at a more conceptual level. For a full list of all Care & Treatment hard and soft error checks, see Appendix 2. Care & Treatment Hard Error Checks Filter and Service Questions Many of the Care & Treatment hard error checks are related to filter questions that ask whether a site provides certain services or collects certain types of information. The topic areas covered by the filter questions are: HIV palliative care to children and adults Indicators by pediatric age groupings Entry point to HIV care Cotrimoxazole prophylaxis 6 and/or 12 month cohort data GLASER User Manual. Revised March 27,

83 The filter question will ask whether you provide the services or collect the information described above. You must reply either Yes or No by selecting the corresponding radio button. If you select Yes, you must fill in values for indicators pertaining to that service or type of information. If you do not, you will not be able to save data on the form until the relevant information is entered in. If data is for an indicator is missing, type MISSING in the corresponding cell. If you select No, GLASER will disable the fields related to that service, and you will not be able to enter data. An example of a Care & Treatment hard error message connected to a filter question is: You answered Yes to question 2 in site characteristics therefore you must enter a value for this cell. Question 2 Does this site collect information on pediatric age groupings? This error message could appear against any cell that collects information on any indicator that records information on pediatric age sub-groups. For example, in Table II.ii of the data collection form, you would be expected to enter values for all cells in the table, which collects information on pediatric HIV palliative care for the age groups 0-1, 2-4, and HIV Palliative Care Table II.i (HIV Palliative Care, non-art and ART) contains hard error checks to ensure that indicators that are subsets of other indicators are not larger than the original indicator. An example of an error related to this type of hard check is: The number of children on cotrimoxazole prophylaxis is larger than the total number of children who received HIV care during the quarter. Entry Point to HIV Care Table II.iii (Entry Point to HIV Care) contains hard error checks to ensure that the number of persons in different sub-categories of entry points to HIV care should not exceed the total number of new enrollees for the quarter. An example of an error related to this type of hard check is: The total number of females (15-24) years old entering care through individual entry points (VCT, TB, etc.) exceeds the total number entering care for the quarter. GLASER User Manual. Revised March 27,

84 ART Table III,i (ART, All patients) contains hard error checks to ensure that the number of new enrollees and external transfers on ART (in different age/gender groups) equals the number started on ART during the quarter. An example of an error related to this type of hard check is: The sum of the number of males (25 or more years) new on ART and the number of males (25 or more years) on ART who transferred in during the quarter does not equal the number of males (25 or more years) who started on ART during the quarter (cell 3b). Cohort Analysis Tables V.i (Six-month cohort) and V.ii (Twelve-month cohort) contain hard error to ensure that the number of persons in cohort sub-categories is smaller than the total number of persons in the cohort at baseline. An example of an error related to this type of hard check is: The number of persons in the cohort with CD4 counts is larger than the total number of persons in the cohort at baseline. ART follow-up Tables VI.i and VI.ii (ART Care Follow-up, all ages and pediatric age breakdowns) contain hard errors to ensure that cumulative number of persons listed as deceased (column c in both tables) is equal to or greater than the number of deceased persons from the previous quarter. An example of an error related to this type of hard check is: The cumulative number of females (15-24) who are listed as dead in the current quarter is lower than the number from the previous quarter. Care & Treatment Soft Error Checks A soft error reflects either a genuine data entry error or it may reflect a programmatic situation that causes the data to look substantially different from what one would expect. The Care & Treatment soft error checks were developed based on the most common data quality issues that EGPAF faces. GLASER will alert you to any soft errors that arise after initial data entry for a site has been completed (when the site has been moved from the Incomplete to the Completed stage). At that point, soft error messages will be visible on GLASER User Manual. Revised March 27,

85 the data entry page under the data entry cell that triggered the soft error. When you see a soft error message, you must enter an explanation in the Notes boxes that appear in each of the 6 sections that explains why the data appears the way it does. If, after consultation with the field, the error is found to be a genuine data entry error, you must correct the error and re-save the data. Below, we explain the types of soft error checks that are incorporated in GLASER s Care & Treatment data entry form. HIV Palliative Care and ART Tables II.i and III.i (HIV Palliative Care and ART) contain soft errors to ensure consistency between related indicators in different tables. An example of an error related to this type of soft check is: The number of males (0-14 years) currently in HIV care is larger than the cumulative number ever enrolled in care. These tables also contain additional soft error checks to ensure consistency between number of patients in their pediatric age breakdowns tables and the numbers in aggregated pediatric data tables. An example of an error related to this type of soft check is: The sum of number of female children 0-1, 2-4, and 5-14 years is different from the corresponding number of female children (0-14 years) in Table II.i (HIV Palliative Care, all patients). In Table III.i, soft error checks are also triggered to ensure that the number of new patients and external transfers is not larger than the total number started on ART during the quarter. Drug Regimens Table IV.i (First line ARV regimens) and IV.ii (Second line ARV regimens) contains soft checks to ensure consistency between the number of adults and children on second-line regimens and the total number of persons on ART at the end of the quarter. Cohort Analysis Tables V.i (Six-month cohort) and V.ii (Twelve-month cohort) contain soft checks to ensure that median CD4 count at follow-up is not lower than at baseline. GLASER User Manual. Revised March 27,

86 11 Data Verification and Submission Data verification and submission are the last two steps in the data management process that country offices must perform each quarter. This section explains how to carry out these two important steps. Who Should Read This Section? Country office staff responsible for data verification and submission should read this section. Usually, these are M&E, technical, or program officer(s). In some countries, the M&E, technical, or program officer may verify data and the Country Director may choose to submit data. In this case, the Country Director should also read this section. How Do I Verify Data? Data verification is important in ensuring data integrity and quality. It involves checking that data is complete and accurate, soft error checks have been addressed, and data entry notes are clear, before data is submitted to HQ. To begin data verification: Go to the Program Dashboard for your country program. Sites whose data is ready for verification (i.e., data entry is complete) will show the bar graph at the completed stage of the data submission process. This means that the data is ready for the next step verification. To access the site s data, click anywhere on the bar chart that shows the site s data status. To verify data for completeness, check each data entry section to make sure it is filled out as completely as possible. Verifying data for accuracy is more difficult. In countries with a small number of sites, you may be able to check data values entered into GLASER against values on data entry forms to make sure they are consistent. Countries with many sites may not be able to do this. Responding to soft error checks also helps improve data accuracy. Look at each data tab to see if there are any remaining soft error messages that were not addressed during the data entry step. These messages appear in yellow text boxes under the data cells that have triggered the error. To respond to a soft error check: Correct the error if it is a genuine mistake and you either know or can obtain the correct information from the partner or site. The soft error message will disappear after you correct the error. If you cannot get the information to correct the error, provide a written explanation in GLASER User Manual. Revised March 27,

87 the soft error notes box. This box is highlighted in a peach color and appears under the section where the soft error appears. Its heading reads Use this space to explain any discrepancies highlighted above. Each soft error has its own individual box, preceded by the number of the soft error. For example, if PMTCT soft error 3 was triggered, its corresponding notes box will display the number 3 (see illustration below). If the soft error check does not reflect a real error, provide a written explanation in the soft error notes box that explains why the data appears the way it does. For example, if the number of women tested for HIV at a site is higher than the number of women counseled, you will receive a soft error message. However, at that site, it may be the truth that more women were tested than were counseled. In this case, provide a written explanation, including any factors that have contributed to the situation. This helps the Foundation capture important program monitoring information and correctly interpret program results at the site, partner, and country level. Ideally, soft errors should be corrected during the data entry step (see Chapter 8). However, data entry staff may not have adequate technical and programmatic knowledge to resolve soft errors. It then becomes the data verifier s responsibility to resolve remaining soft error checks to the best of his/her ability. The data verifier should also read all notes entered by data entry personnel and respond to issues they raise where applicable. GLASER User Manual. Revised March 27,

88 Verify each site s data by going through each section of the PMTCT or C&T data entry screen. When you have finished verifying all data for a site, check the Verify data box at the bottom of the screen Then click the green Save button. The site dashboard will now show data for the site as Verified. If you change your mind, hit the green Cancel button instead of the Save button. If there are serious problems with the data and it needs to be sent back for review by data entry personnel, hit the green Disapprove button. In this case, the site dashboard will not show the data as Verified on the Dashboard, but rather show the data as Incomplete after data is disapproved. Data entry personnel must now resolve outstanding issues. How Do I Submit Data? As mentioned earlier, a country office may have one individual verify and submit data or have different people verify and submit data. If different persons verify and submit data, the data submitter should check the data for completeness and accuracy and resolve soft error checks, as per the preceding section. Otherwise, the individual who verified data can submit it after addressing soft error checks. When you are ready to submit data, check the Submit data box at the bottom of the data entry screen. Then hit the green Save button. This action will forward the data to EGPAF U.S. office who will review the data once again (known as data validation) before finalizing it. If you have ticked the Submit data box and change your mind about submitting the data, you can click the green Cancel button. If you decide that there are serious problems with the data and that it should be entered again, you can hit the green Disapprove button at the bottom of the data entry screen. A disapproved site then reverts back to the verified status. The country office can then review and re-submit the data after it has been disapproved. GLASER User Manual. Revised March 27,

89 12 Data Validation The last step in quarterly data processing and management is data validation, performed by country coordinators at HQ. This section explains how to validate data submitted by country offices. Who Should Read This Section? Country coordinators have primary responsibility for data validation and should read this section. How Do I Validate Data? Data validation can be done on a site-by-site basis, or by validating multiple sites at the same time. During validation, the data validator should make sure that data for each site is complete and accurate, and that soft errors have been resolved. To begin data validation: Go to the PMTCT or Care & Treatment dashboard for your country program, depending on the type of program data you want to validate. The status bar for sites whose data is ready for validation (i.e., field staff have already entered, verified, and submitted data) will be full for each status except validation (see below). GLASER User Manual. Revised March 27,

90 To validate data for completeness, check each data section to make sure it is filled out as completely as possible. If there are gaps, communicate with country offices and ask them to enter the missing information. To validate data for accuracy, look at any remaining soft error messages: If the country office has entered notes that give a good explanation for the soft error, there is no need to follow up. If the country office has not provided an explanation, or their explanation is unclear, contact them to resolve the issue. Provide additional soft error messages where necessary, and or applicable. If you have time, spot-check all data sections to make sure that there are no obvious problems with data quality. If data needs to be disapproved: If there are outstanding problems with the data, that must be sent back to country office personnel for further review, please use the Enter notes sections in individual data entry sections to explain the query to the country office (in addition to any phone or contact with the country office). Notes, and or an explanation of disapproval must also be entered in the Disapprove this Site textbox, after the Disapprove button has been clicked (located at the bottom of either Program form) to further explain outstanding problems. The validator will not be able to disapprove until an explanation is entered in this textbox. This sends the data back to the country office at the Reviewed status where the reviewer must review data and resolve any outstanding data quality queries. The screen shot below shows the location of the Disapprove button: GLASER User Manual. Revised March 27,

91 If data is accurate and ready for validation: Validating sites one by one: When you have finished validating all sections for a site and you are satisfied with data quality, check the checkbox next to Validate Data, and click on Save. The Dashboard will now show the site s data as Validated (the status bar will be full and the validated checkbox will be checked), and the data set will be locked (see below). No further changes can be made to it, unless a HQ Administrator unlocks the data set (refer to Section X to see how to perform this function). Validating multiple sites at the same time: If more than one site is accurate and ready for validation, you can validate multiple sites at the same time. For all sites that you wish to validate, check the validated checkbox in the last section of the status bar. This checkbox is only enabled for sites which are ready for validation (i.e., field staff have already entered, verified, and submitted data). After selecting the sites to validate, click on Select submitted PMTCT sites or Select submitted C&T sites depending on which program sites you wish to validate (see below). This will validate all the selected sites and the data sets will be locked. No further changes can be made to them, unless a HQ Administrator unlocks the data set (refer to Section x to see how to perform this function). GLASER User Manual. Revised March 27,

92 Remember that data must be validated by the validation due date (this date can be found on either the site s PMTCT or Care and Treatment data entry dashboard. Please note: Only HQ personnel will be able to see data validation due dates. This means that you should leave adequate time to communicate with country offices about data questions, or possibly send data back to countries for review. Communication with EGPAF Staff through GLASER GLASER contains several functions that allow HQ to communicate with the field. These are the Enter notes sections in data entry screens and the Post Messages administrative function. Data validators can use these two functions to track and address broader M&E issues: The Enter notes section on individual data entry screens allows HQ and country level staff to enter comments on data or the overall M&E process. HQ users can use the notes sections to describe any remaining concerns before they validate data for a site. These sections provide a convenient method for HQ to track M&E issues raised by the field and for HQ to communicate specific data concerns to the field. The Post Messages function is found in the GLASER Administrative Functions section. This function can be used to post messages for all GLASER users that provide general guidance or reminders related to M&E through this function. For example, it can be used to post a message reminding country offices to update site profiles before the end of the quarter. Only HQ Administrators have user privileges that allow them to use the Post Messages function, but other HQ users can ask HQ Administrators to post messages on their behalf. To see how to use this function, refer to Chapter 3 of this manual GLASER Administrative Functions. GLASER User Manual. Revised March 27,

93 GLASER User Manual. Revised March 27,

94 13 Generating Custom Forms for Offline Data Entry and Uploading Data into GLASER This chapter explains how to 1) create a custom excel PMTCT (or C&T) form, 2) use the custom form for data entry, and 3) upload data from the custom form into GLASER. Who Should Read This Section? This section will be most relevant for EGPAF country office staff who enter GLASER data or who supervise GLASER data entry personnel. What Is Offline Data Entry? Offline data entry allows EGPAF staff to enter PMTCT and/or Care & Treatment data into Excel spreadsheets offline vs. manual online data entry. The spreadsheets can be uploaded into GLASER later. The advantage of offline data entry is that it facilitates data entry where Internet access is difficult or unreliable. Also, EGPAF staff may choose to forward Excel spreadsheets to partners or sites and have them enter data directly into the spreadsheets. The partners or sites can then send the spreadsheets back to the EGPAF office, where EGPAF staff can upload them into GLASER. This can save EGPAF staff time on data entry. PMTCT data can be uploaded by site and now it can also be uploaded by partner. Uploading PMTCT data by partner is a new feature that we have developed as a result of your feedback. In order to upload data by partner, you will first have to generate a custom form for the partner. Care and Treatment data can only be uploaded by site. Please read below for details on how to generate custom forms and upload data for PMTCT and Care and Treatment. How do I create a custom form? I. Prerequisites for Creating a Custom PMTCT/C&T Form: Create Site Profiles for all new sites that will be reporting data for the first time during the quarter. The dashboard must be set to the appropriate quarter. For example, if you wish to upload data for the January-March 2009 reporting period, make sure that the dashboard is set for January-March 2009 when you download the custom form. II. Creating a Custom PMTCT/C&T Form: GLASER User Manual. Revised March 27,

95 1) Go to your Country Main page and click on Create custom PMTCT (or C&T) forms. 2) This will bring you to the Custom PMTCT (or C&T) Form Generation page. This page lists all sites eligible for offline data entry (grouped by partner) in your country. For Care and Treatment, you can select up to 20 sites to include on the custom form. For PMTCT, you can create custom forms by partner. If you want to select all sites associated with a partner, check the box next to the partner s name and all associated sites will automatically be selected. This will populate the custom form with all of the sites associated with that partner. Next click the Generate form button at the bottom of this page. If a site(s) that you want to enter offline data for does not appear on this page, check the Dashboard. If the site s name does not appear on the Dashboard, it means that a profile for the site has not been created yet. Create the site profile to proceed with data entry. If the site appears on the Dashboard, it is likely that data entry status is not Incomplete and that data entry for the site has already begun. In this case, you will not be able to conduct offline data entry for the site. GLASER User Manual. Revised March 27,

96 3) Once the custom form has been successfully created, you will get a pop-up window. Click on the Click here button to download the custom form. You may need to scroll up in order to see the Click here button. 4) The Excel file will open automatically in your browser window. On the PMTCT form, click on the PMTCT Indicators tab to begin data entry. The Excel spreadsheet has a column with the name of the site you selected. You should enter data for that site in this column. If you selected GLASER User Manual. Revised March 27,

97 more than one site, there will be a column for each site with the site s title at the top of the column. Click the PMTCT Indicators tab at the bottom of the Excel form. On the C&T form, each site you selected will appear on a separate tab in the Excel workbook. 5) Send the custom Excel spreadsheet to your site (s) or partner to complete. How do I enter data into a custom form? I. Prerequisite for Entering Data into a Custom PMTCT/C&T Form: In addition to sending the custom form to your site(s) and/or partners, we recommend that you also send a copy of the generic form (the generic form can also be downloaded from your Country Main page). Also, if you suspect that the partner has new sites that will be reporting for the first time that quarter, and these sites do not yet have Site Profiles in GLASER, please instruct your partners to provide data for those sites on the generic form. II. Entering Data into a Custom PMTCT/C&T Form: 1) Enter data into all cells and be sure to answer all service questions that require a Yes/No response. For numeric questions, be sure to enter numeric values only. If a non-numeric value is entered in a numeric field, you will get a hard check pop-up with the message Please enter a valid number. If you do not have data for indicators related to a service that is offered at the site, do not leave the cells blank! Blank cells will be uploaded as 0 when GLASER User Manual. Revised March 27,

98 data are uploaded into GLASER. If you do not have data for certain indicators, please code those indicators as -1 on the custom form. When data are uploaded, the -1 will be recoded as missing in GLASER. You can then explain why data are missing in the Section note fields in GLASER. 2) If you are cutting and pasting data from another spreadsheet into the custom form, make sure you use Paste Special instead of Paste. You will then get a pop-up window for Paste Special. Under the options for Paste, choose Values and click OK. There are formulas on the custom forms that must be maintained during the upload. This step allows you to cut and paste values without cutting and pasting formulas. 3) In the Excel spreadsheet, no error checks will be enforced (besides not being able to enter letters in cells that require numeric values). The error checks will appear only after the form uploads to GLASER. GLASER User Manual. Revised March 27,

99 4) After you enter all data, save the Excel form to your computer. Give it a filename that you will be able to recognize later. 5) After saving the data, hit the back button at the top of the Excel form to return to GLASER. How do I upload a custom form into GLASER? I. Prerequisites for Uploading a Custom PMTCT/C&T Form into GLASER: The data entry status for the site(s) you want to upload must be Incomplete on the dashboard. Data cannot be uploaded if the status is anything other than Incomplete for the current quarter. To see if a site s data status is Incomplete : From the Country Main Page, click the Access Program Dashboard link in the Actions section of the Main Page. Find the name of the site you want in the Site column. GLASER User Manual. Revised March 27,

100 Check the site s status in the PMTCT or C&T column. If the data entry status bar is blank or if the first square in the Incomplete column is green, this indicates that data entry is at the Incomplete stage and you may perform offline data entry for the site. In the PMTCT dashboard below, only Chelyabinsk Sites 5, 7, and 9 qualify for data upload because all three sites are at the Incomplete status. Training data cannot be uploaded. It needs to be entered manually. You can enter training data by clicking on Access Partner Dashboard and Training Data and entering the data for each partner. II. Uploading a Custom Form into GLASER by Site or by Partner: 1) Go to the Program Dashboard 2) Click on the Upload PMTCT data or Upload C&T data link located in the upper right-hand corner. GLASER User Manual. Revised March 27,

101 You can also access the upload function by accessing a site s data entry screen and clicking the Upload Data link in the upper right hand corner of the screen. 3) Locate the file that you want to upload by clicking Browse and click Upload file. 4) You will now see a list of site(s) and the data entry status for each site. Select the site(s) you would like to upload by clicking on the checkbox to the left of the site name. Please note: if the status of the site is not Incomplete you will not be able to select that site to upload. Also, please do not upload a blank form. 5) Once you have selected all the sites you wish to upload, click on the Start upload process button. GLASER User Manual. Revised March 27,

102 6) Next you will see a pop-up message indicating that the uploading process was initiated. Click OK. Because this process may take some time (depending on the number of sites you are uploading), you are able to navigate away from this page (and work on other tasks), without interrupting the uploading process. 7) You will now see a screen that manages the file(s) that you are uploading. This upload management box summarizes the file name, name of the user uploading the file, the date and time of the upload, the status of the upload, and a log that itemizes any hard errors that were encountered during the upload process. GLASER User Manual. Revised March 27,

103 8) You can click on the Status hyperlink at any point for details on which sites have been uploaded and which sites remain to be uploaded. 9) Once the upload is complete, the status link will change from In progress to Completed successfully. 10) You have finished uploading and are now ready to review data. GLASER User Manual. Revised March 27,

104 11) Return to the Program Dashboard and click on the data status bar for a site. This will take you to the data entry page for the site. 12) Scroll to the bottom of the data entry screen, and click the checkbox to indicate that data entry is complete. 13) If any hard checks are triggered, they will show up after you click Save for the first time. You will not be allowed to save the data until the hard checks are fixed. 14) If there are any soft checks they will now be generated by the system. Review data, update if necessary, provide narrative explanations, and complete the data review process. Further guidance on data review is provided in Chapters 9 and 10. GLASER User Manual. Revised March 27,

105 14 STANDARD REPORTING This chapter describes how to access and use the GLASER Standard Reports. Who Should Read This Chapter? This chapter will be most useful to GLASER HQ or Country Users who want to find out how to access GLASER Standard Reports. It is not intended for Standard Reports Server Administrators or HQ M&E Administrators, who have more sophisticated functionalities within the Standard Reports Server. These individuals will require more detailed information to carry out these more advanced functions. What are Standard Reports? Standard reports provide summary information on a wide range of EGPAF program indicators: By level: globally; by country, partner, site. By program type: PMTCT and Care & Treatment. See the following section ( Which Standard Reports are Available? ) for a detailed description of the content of the GLASER Standard Reports. GLASER automatically generates a range of pre-formatted reports each quarter, which are stored in the Standard Reports Server. However, the quarterly program data that EGPAF staff enter into GLASER form the basis for these standard reports. This means that it is important that field staff enter quarterly data correctly and on time. The Standard Reports Server refreshes twice to daily to reflect the most recently input program data. Which Standard Reports Are Available? GLASER generates standard reports for PMTCT and for Care & Treatment. Different users have access to different levels of standard reports. HQ users can view all standard reports. Country users can view global summary information for all countries, but more specific reports (such as partner and site level reports) for their own country only. The following lists describe the reports available for PMTCT and Care & Treatment, also explaining who can access each report. The PMTCT standard reports are organized into two categories Multiple interval reports and Single interval reports. GLASER User Manual. Revised March 27,

106 Multiple interval reports: o PMTCT Cascade Global Summary by Interval. Available to all GLASER users for all countries data. o PMTCT Cascade by Country. Available to all GLASER users for their respective countries data only. o PMTCT Cascade by Partner. Available to all GLASER users for their respective countries data only. o PMTCT Cascade by site disaggregated by ANC and L_D. Available to all GLASER users for their respective countries data only. o PMTCT Cascade by Site. Available to all GLASER users for their respective countries data only. o All collected PMTCT Indicators. Available to all GLASER users for their respective countries data only. o All collected PMTCT Indicators UNFORMATTED. Available to all GLASER users for their respective countries data only. o PMTCT Cascade Multi-Country. Available to all GLASER users for their respective countries data only. o PMTCT Cascade Bar graph and chart. Available to all GLASER users for their respective countries data only. o PMTCT Cascade by Site UNFORMATTED. Available to all GLASER users for their respective countries data only. o PMTCT Training Data. Available to all GLASER users for their respective countries data only. Single interval reports: o Global PMTCT Cascade by Country. Available to all GLASER users for all countries data. The Standard Care and Treatment Reports are organized into eight groups. Section 2. Cumulative Numbers o Table 2 Cum number of patients ever enrolled in HIV palliative care and ever started on ART by end of qtr o Table 3 Percent of patients ever enrolled in HIV palltv. care and ever started on ART by end of qtr by age group o Table 4 Percent of children ever enrolled in HIV palltv. care and ever started on ART by end of qtr by age group Section 3. Current Numbers o Table 5 No. of patients who received HIV palltv care during the quarter and patients on ART by the end of the quarter o Table 6 Percent of patients who received HIV palliative care during qtr and on ART at the end of qtr by age group o Table 7 Percent of children who received HIV palliative care during qtr and on ART at end of qtr by age group o Table 8 Percent of patients in HIV palliative care during qtr who are on ART at end of qtr by age group GLASER User Manual. Revised March 27,

107 o Table 9 Percent of patients who received HIV palliative care during qtr and on ART at end of qtr by sex o Table 10 Percent of patients who received HIV palliative care and cotrim prophylaxis during qtr by age group o Table 11 Percent distribution of patients enrolled in HIV palltv care during the quarter by entry point to care o Table 12a Distribution of patients on ART at the end of the quarter by age group and type of ARV regiment received o Table 12b Percent distribution of patients on ART at end of the qtr by age group and type of ARV regiment received Section 4. Training o Table 13 No. of HCWs trained in ART by type of HCW and no. trained in HIV care (non-art) during the qtr Section 5. CD4 Data o Table 14 Percent of patients in 6 month and 12 month cohorts who have CD4 count at baseline and follow up o Table 15 Avg med. CD4 count at baseline and follow up for 6 and 12 mo cohorts of patients age 5 yrs or more on ART o Table 16 Average percent of 6 month and 12 month cohort alive and on ART at follow up based on quarter data Section 6. ART Follow Up o Table 17 Percent distribution of patients ever started on ART who were not on ART at the end of the qtr by reason Section 7. Other CDC Track 1 o Track 1 CDC report by site o Track 1 CDC report flat format Section 8. Site-level Report o Table 18 Trends in selected HIV care and treatment indicators over the past three quarters by site o EGPAF Care and Treatment Data by Site In addition to the Standard PMTCT and Standard C&T Reports, GLASER also includes three Standard Reports that contain both PMTCT and C&T data. o Data Quality Global Summary o Data Quality by Country o Site Counts by Interval Basic How Do I Access GLASER Standard Reports? How you access GLASER Standard Reports depends on whether or not you have administrative privileges in GLASER. Most HQ and country users do not have administrative privileges and therefore do not need an addition usern name and password to access the Standard Reports. Instructions for HQ users with administrative privileges are not included in this manual, as these privileges are mostly reserved for members of the HQ M&E unit.. GLASER User Manual. Revised March 27,

108 Accessing the Standard Reports: From the GLASER Country Main Page - click on the Access Reports link in the Tools section. You are now in the Standard Reports homepage. Click on the square plus sign next to the Report section headings in order to view a list of reports within each section. You will now see links to all available reports for the program type you selected. Click on the report you want to see. You will be taken to a page that will display the report you selected. To log out of the standard reporting application, click the X in the uppermost, right-hand corner of your browser. GLASER User Manual. Revised March 27,

109 What Functions Can I Perform with the Standard Reports? Most Standard Reports require the user to select several different criteria before the report can be viewed. These criteria allow the Standard Report to be customized to the users reporting needs. The criteria included in each report varies greatly, depending on the format and intended use of the Report. Criteria in Standard Reports: o Select a Country. Country users are only able to view Standard Reports for their own country s data. HQ users are able to view Standard Reports for all countries. o Select an Interval. Some reports, such as the Standard PMTCT Multiple Interval Reports, allow users to select multiple quarters for the Report to be run on. Other reports, such as the Standard C&T Reports, only allow users to select a single quarter. o Select a Partner o Data Set Status. Standard Reports can be run to include a combination of sites that are at the Completed, Verified, Submitted, or Validated data set statuses. This criteria allows users to view data for sites that have not yet been validated or to view data for sites that are a variety of data set statuses. Only data that is at the Validated status should be used for external reporting. o Do you want to include sites that are currently no longer supported? This criteria allows users to decide whether or not to include data for sites that once reported data to EGPAF, but are no longer receiving technical or financial support from EGPAF. Care and Treatment data that is reported to the US Government should not include sites that are no longer supported. o Select Sites No longer Currently Supported. This criteria includes a list of sites that are no longer receiving EGPAF support for the selected time interval for the Report. GLASER User Manual. Revised March 27,

110 The GLASER Standard Reports can be exported into several different offline file formats to be viewed and printed. Reports can be exported as XML, comma delimited, TIFF, PDF, Web archive, or Excel files. This feature is particularly useful for country users who have limited or unreliable access to the internet, as well as users who prefer to manipulate the Standard Reports in Excel. To export a Standard Report into an offline file format: o Select the file format of the report you would like to export. o Click the Export button to the right of the drop-down box. o A new window will open asking if you want to save the new file or open it. o Select Open to view the report. o Select Save to save the report to your system. GLASER User Manual. Revised March 27,

111 15 GLASER Issue Manager In this chapter, we describe the GLASER Issue Manager. This is an important reporting tool that helps track problems with GLASER. We will explain: what Issue Manager is; how to access it; how to enter an issue; how to upload files to Issue Manager; and how to track the status of your issue. Who Should Read This Chapter? Any GLASER user who experiences a problem with GLASER or wants to make a recommendation about GLASER should read this chapter. What is Issue Manager? Issue Manager is a web-based tool where GLASER users can record challenges encountered when using the system or suggestions for improvement. The types of issues that should be entered into Issue Manager include problems with GLASER that may potentially affect all GLASER users and suggestions for improving GLASER. Issue Manager is not the place to ask questions about how to perform specific GLASER functions. For these types of questions, contact EGPAF HQ IT staff directly. Additionally, Issue Manager is not the appropriate place to document concerns about specific country level data or programmatic challenges; these should be addressed directly with the country coordinator and HQ M&E staff. How Do I Access Issue Manager? To access Issue Manager: Go to the EGPAF Intranet ( access.pedaids.org ) and log in. Click on the GLASER Issue Manager icon or link at the bottom right of the following screen. You are now on the log-on screen for Issue Manager (see the screenshot below to see what this screen looks like). Enter your user name in the Login box and your password in the Password box. Your user name is the same as your EGPAF and GLASER user names. Your password will be giving to you by the Issue Manager Administrator. Click the blue Login button. Note that users must have cookies enabled in their browsers in order to log on. If you are unsure of your cookie settings, please follow the following steps: 1) Click on the start button from your desktop 2) Click on control panel 3) Select Internet Options from your list of choices 4) Under the Internet Properties tab, select on tab Privacy GLASER User Manual. Revised March 27,

112 5) Move the slider to set the cookie settings to level medium You are now on a screen labeled Issue Manager Enhanced and are ready to use Issue Manager. Screen shot of the Issue Manager Login page How Do I Enter an Issue into Issue Manager? To enter an issue or suggestion into Issue Manager: Click the blue Add New Issue prompt in the control bar at the top of the screen. It is the 2 nd prompt in the bar. HIGHLIGHT THIS COMMAND BELOW. You are now on the Add New Issue screen after selecting Add New Issue exemplified above. The Project field in this screen allows you to label your issue so that GLASER Administrators know which section of GLASER your issue concerns. Use the drop-down menu in this field to select one of the following options: o Access All Partners o Access All Sites o Admin Main GLASER User Manual. Revised March 27,

113 o C&T Data Entry o Country Main Page o Country Profile o Data Entry Administration o Funding Source o HQ Main Page o Manage Users & Privileges o Miscellaneous o Partner Dashboard o Partner Profile o PMTCT Data Entry o Post Messages o Set Program Deadlines o Site Dashboard o Site Profile o Upload Files Select the option that most closely describes the GLASER function or section related to your issue. For example, if you are encountering a problem with entering data for the PMTCT program, click on PMTCT Data Entry. If you are unable to view a site profile, click on Site Profile. If you are unsure, select Miscellaneous. In the Issue field, type in a brief description of the issue. In the Description field, type in a detailed explanation that will allow GLASER Administrators to address the problem. It is important to include: o Why this is an issue? Is it preventing you from entering data, updating a site profile, entering a soft error check etc? o The exact steps or navigation path you took that led to the issue o Exactly where in the system the issue is located (which screen, field, etc.) In the Priority field, use the drop-down list to assign a priority level of High, Medium, or Low to the issue, depending on your assessment of its severity: o High: Prevents you from completing work. It is not possible to work around the issue. For example, you cannot save data that you have entered. o Medium: Does not prevent you from completing work, but suggests that a function is not working well. For example, the Site Profiles link on a country page does not work. You can still access site profiles through the data entry Dashboard, but this is not optimal. o Low: Minor issue or recommendation/minor loss of functionality. For example, suggesting that GLASER Administrators re-label a field or change the appearance of a section. GLASER User Manual. Revised March 27,

114 In the Status field, select Open from the drop-down list. This lets GLASER Administrators know that the issue still needs to be resolved. When they start working on it, they will change the status to In Progress. When they resolve the issue, they will change the status to Closed. If the issue is a suggestion, the Administrators will label it as a Change Request. In the Assigned To field, choose the appropriate Issue Manager user who will be taking ownership of the issue to come to a resolution. Click the blue Add button at the bottom of the screen to submit the issue. Click the blue Cancel button if you decide not to submit the issue. This screenshot shows what an issue entered into Issue Manager looks like. Uploading Files to Issue Manager Sometimes it is helpful to upload a GLASER screenshot that illustrates an issue (for example, screenshots that contain error messages). To capture, save, and upload a screenshot from GLASER: Hit the Print Screen button (if your Prnt Scrn button on your computer is white, you do not need to press the Fn key, if it is blue, you will need to press the Fn key, then the Prnt Scrn key at the same time to enable your computer to take a screen shot). Open MS Word and paste (CTRL-V) the screen shot onto a blank Word document. Save and close the document. Go to the Add New Issue screen in Issue Manager. In the Files field, click the blue Add files prompt. A window like the screenshot below will pop up. Click Browse and select the MS word file you just saved on your computer. Click the Add button in the right-hand corner. GLASER User Manual. Revised March 27,

115 The file will now be shown as added, as per the screenshot below, which shows that a file called Issue Managerv3.doc has been uploaded. Click the Close Window prompt. You are now back in the Add New Issue screen and can finish submitting your issue. GLASER User Manual. Revised March 27,

116 How Do I Check the Status of an Issue? Issue Manager allows you to search for issues to check their status. To search for an issue: Go to the Issue Manager Enhanced page Use the fields in the Search portion of this screen ( Keyword, Project, Priority etc.) to enter as much information as you can about the issue Hit the blue Search button at the bottom of the screen You will now see a list of all issues that match the search criteria you entered. Issue Manager will only display issues that are not closed. The Status field in the Issues that are not Closed section tells you whether the issue is still Open (not yet worked on) or In Progress. This screenshot shows results from a search in Issue Manager. As you can see, we searched for keyword 103, and Issue Manager was able to find and track issue 103. We also see key factors such as the status of this issue, and when it was submitted. GLASER User Manual. Revised March 27,