PEPFAR/MoH Data Alignment. Post-PALS Webinar 2 November 1, 2017

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1 PEPFAR/MoH Data Alignment Post-PALS Webinar 2 November 1, 2017

2 Webinar Two Series Webinar 1 - October 18 at 8:00 9:00 AM Eastern. Overview of alignment next steps leading to MoH and PEPFAR aligned results analysis. Webinar 2 - November 1 at 8:00 9:00 AM Eastern. Final indicator results data submission. This webinar will discuss accessing the indicator results staging area and verification of submitted results. Webinar 3 - November 29 at 8:00 9:00 AM Eastern. Side-by-side PEPFAR & MoH results data analysis. This webinar will present preconfigured pivot tables and other tools that will be used to compare and analyze PEPFAR and MoH results for the six alignment indicators. Uploading data from PEPFAR to MoH

3 What we Accomplished! Botswana Cote d'ivoire Haiti Kenya Lesotho Malawi Namibia Rwanda Swaziland Tanzania Uganda Zambia Zimbabwe Org Unit/Facility Reconciliation: - 12 of the 13 countries have completed the Facility Reconciliation - 23,447 --> Number of Facilities in DATIM that are now mapped to their MoH Facility ID Indicator Mapping: - 12 of the 13 countries have completed the Indicator Mapping - Test Data Received and Validated Completed - 5 OUs (verified) Received/under review - 5 OUs Not received - 2 OUs

4 Timeline October 18th - Webinar 1 (8:00 9:00 AM Eastern) Overview of alignment next steps leading to MoH and PEPFAR aligned results analysis. Today November 1st - Webinar 2 (8:00 9:00 AM Eastern) Preparation for MoH Results Submission, Data Validation, OU Management November 8th - Data Submission Deadline November 15th - Data Imported into DATIM November 29th - Webinar 3 (8:00 9:00 AM Eastern) Side-by-side PEPFAR & MoH results data analysis, MoH Access to DATIM, Maintaining OU Harmonization

5 Results File The ultimate objective of this activity

6 File Submission The completed Indicator Mapping and Results File will be submitted through pepfar.net (PEPFAR SharePoint) Activity URL: From the pepfar.net homepage, navigate to the PEPFAR MOH Data Alignment under the HQ submenu at the top Step 1. Click on 2017 Shared Documents

7 File Submission Step 2. Select your OU Step 3. Click on Upload

8 File Submission After clicking on Upload, you will be able to choose your file: Step 4. Click to Choose File Step 5. Unclick the option to Add as a new version to existing files Step 6. Click OK

9 File Submission - General Guidelines Files should follow a consistent naming convention: LS- Indicator Mapping- v1 [ISO Country Code]-[File name: Indicator Mapping or Results File ]- v[version number] A new version with a unique name should be created for every file uploaded If you go back and edit your original files, it s possible that we would miss your changes Files should be in the specified format (i.e. csv file type with the specified headers)

10 Results File - CSV Template A CSV template is provided in the Resource Package, though it is recommended and likely easier to generate one s own CSV file depending on the country s information system and circumstances Below is an example demonstrating the first four lines of an example Results File as seen within MS Excel: and as seen within a generic text editor: Note: The order of the five fields above must remain as listed above

11 Results File - Test File - We are still waiting for a few more countries to submit their test file This test file has proven to be a very valuable step Ensure the process for generating the Results File is established and can efficiently be generated once the data are finalized. Allow for validation of the Indicator Mapping, ensuring expected results are appearing. Allow for validation of the mapped MoH Facility IDs; ensuring all applicable facilities are mapped and using proper coding format. - Data representing a single quarter will suffice for this exercise. Data will be removed before final data is imported.

12 Results File - Date Ranges/Periods In order for our teams to be prepared and to better accommodate potential need for differing Date Ranges, we are asking that you let us know how your results data will be received We expect that your data will be aligned to PEPFAR Q4 (Period = 2017Q3 ) If not, then what period will you be submitting? We expect to be receiving 4 quarters worth of data Do let us know if you foresee issues with this We expect the results to be the sum of all four quarters It might be the case that your quarterly or monthly data needs to be provided separately. Do let us know if you anticipate this need.

13 Results File - Date Ranges/Periods Clarity on acceptable reporting ranges for MoH annual results MoH results should be aligned to PEPFAR s Q4 (Oct-Sept) annual reporting period If able to align, then the Result File s Period will equal 2017Q3, in accordance to the DATIM date format If unable to align to PEPFAR s Q4, it is possible to submit annual data according to one of the previous quarters must start and end at a quarter (see table) Annual Range PEPFAR Data Alignment (based on fiscal year) (based on calendar year) January 1, 2016 December 31, 2016 Q1 2016Q4 April 1, 2016 March 31, 2017 Q2 2017Q1 July 1, 2016 June 30, 2017 Q3 2017Q2 October 1, 2016 September 30, 2017 Q4 2017Q3 Acceptable MoH results ranges Ideal MoH results range

14 Discussion Will your data be the sum of one year's worth of results and align to the PEPFAR Q4 calendar year?

15 Validating Data Validating Results using Pivot Tables in GeoAlign

16 Validating Data Data Validation is done in GeoAlign (not DATIM) using the Pivot Tables app ( Country Teams will do this using the accounts that were created for the Facility Reconciliation Several Favorites have been created to assist in validation We encourage you to alter these to assist in your analysis (You will not be able to overwrite with your changes) or create your own

17 What you should be reviewing Reviewing the Imported MoH Results PEPFAR Country Teams should do this for both Test AND Final MoH Results file to ensure overall alignment with expectations Validate that your results in GeoAlign are what you expect Ensure the aggregated data are correct Ensure the results are accurately assigned geographically Validate that all the indicators you have mapped are represented and contain results If you provided calculations in your Indicator Mapping, validate that those calculations are producing the expected results

18 Preconfigured Pivot Table Favorites MOH_Totals MOH_Disags_HTS_TST MOH_Disags_PMTCT_STAT MOH_Disags_TX_CURR MOH_Disags_TX_NEW MOH_Disags_TX_RET

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21 DHIS2 Pivot Tables Open the pivot table app

22 Open the favorite you wish to view

23 You will see data at the county level

24 Customizing the Pivot Table To drill down : 1) Select Organization units 2) Select the sub-units you wish to view 3) Select Update

25 Customizing the Layout To update the layout of the pivot: 1) Select Layout 2) Move Organization units to Row and Data to Columns

26 Pivot table layout updates

27 Save your Pivot table updates To save the updated table: 1) Select Favorites, Save As 2) Save the new favorite with a different name specific to your country By_OrgUnit

28 Validating Data For those that have already provided test data (and corrected any issues identified by the Support Team) then you can already find your data in GeoAlign for your review We will notify your Points of Contact once your files has been imported stating that your review can begin NOTE: It is your responsibility to validate and inform us ASAP if you find any issues with the data. We can help you identify where the error is happening and potentially help resolve. The MoH Results will be imported into DATIM on November 15th

29 DATIM Org Units OU Management within DATIM Maintaining Harmonization

30 DATIM OU Management During this Q4 Reporting Period Changes to your OU in DATIM are handled through DATIM Support, by creating a Support Ticket Starting in Q1 We will be providing clear guidance on OU management taking the facility harmonization with the MoH into account With this guidance, Site Admin permissions will be reinstated Allowing for creation of new sites, deletion (if OU has no data), and name changes We will go over this during Webinar 3

31 DATIM OU Management Data Alignment is dependent on Facility Harmonization As we mentioned in the last webinar, it is necessary to know when and how the Ministry makes changes to their OU so that they can be incorporated into DATIM If you haven t already, we recommend having discussions with your Ministry to put a process in place to track these changes when they are implemented If your Ministry has already created new sites since the initial facility alignment, AND if those facilities report on the relevant indicators, then these will need to be added in DATIM in order to import the Ministry s results

32 DATIM OU Management To ensure OU harmonization moving forward, we will go over the following methods in webinar 3 1. Conducting the realignment activity on an annual basis 2. Incorporating changes from MoH as they occur throughout the year 3. Implementing site synchronization automation More detail in Webinar 3

33 Discussion Have you discussed org hierarchy change management with MoH? What is your planned approach? Do you want to consider the automated sync? How can we best provide you with support?

34 Data Cleaning What & When

35 Data Cleaning Window We anticipate a potential need to make corrections to MoH data after the close of Q4. To that point, we are making preparations for a data cleaning window: The data cleaning period will align to the Q4 cleaning window, as described in the PEPFAR data calendar The process for cleaning data requires a resubmission of the full dataset, even if only changing one value The cleaning will be imported by the Support Team directly into DATIM (no longer in GeoAlign) Provide yourself enough time to validate the resubmission ensuring enough time to address potential issues This will be covered in more detail in Webinar 3

36 PEPFAR/MoH Data Sets

37 PEPFAR-MOH Alignment Data Set Data set is being created that will store both MOH data and matching PEPFAR data Data elements and disaggregates are being grouped into a data element group for easy location The data set includes a source (PEPFAR vs MOH) dimension for viewing the two data side by side

38 MOH Data Data will be processed based on the indicator mapping files that were provided provided by the countries It will be loaded into geoalign.datim.org for validation by the country team, once validated data will be moved to DATIM A number of pivot tables are being defined that will help you validate the data before it is imported into DATIM

39 PEPFAR Data Once FY2017 Quarter 4 data import is complete, Alignment data set will be populated with PEPFAR data; Pivot reports are being created that allow users with access to alignment data to analyze them

40 User Accounts For Data Validation and Testing For Analysis and Comparison

41 Additional User Accounts OU POC to submit list of new users to DATIM Support ( Please choose the PEPFAR/MoH Data Alignment from the Form drop down options (screenshot below). You can also mention PEPFAR/MoH Data Alignment in the ticket description. For each user provide following details: Name: OU:

42 Summary

43 Q&A