DHIS TRACKER

- User guide - There are two additions in the module in both maintenance and services module - - - - Persons and Programs maintenance module - Definition meta data, include person attributes, person attribute groups, identifier types, relationships, program and program-stages, validation for program and formula to generate aggregate data value. - When the ‘Persons and Programs’ options is chosen from the main Maintenance menu, the following screen appears - - - - - - - - - - - Individual records module - Support main functions for person registration, tracking information and individual reports. - When the ‘Individual Records’ options is chosen from the main Services menu, the following screen appears - - - - - - - - - - -

- Persons and Programs maintenance - The content in this part is for the expert users or administrative users who are capable and responsible for development and change. - Each of the options for the maintenance will be described in the following section. The options for the maintenance will be described in the following section - - - - Person Attribute - Create, modify and view Person attributes. An attribute can be used to register extra information for a Person. - - - Person Attribute Group - Create, modify and view Person attribute groups. Groups makes it more convenient to add attributes to a Person. - - - Person Identifier Type - Create, modify and view Person identifier types. Any type and multiple identifiers can be registered. - - - Relationship Type - Create, modify and view relationship types. A relationship is typically wife and husband or mother and child. - - - Person Registration Form - Define custom person registration form. - - - Program - Create, modify and view programs. A program has program stages and defines which actions should be taken at each stage. - - - Person Aggregation Query Builder - Define formulas, expressions, rules for aggregation data from tracker to aggregation module - - - Validation Criteria - Create, modify and view validation criteria. A criteria is used for validation of Person data. - - - Schedule Message - Configure message reminders to be automatically sent to enrolled persons XX days before scheduled appointments and/or XX days after a missed visit. - - - Schedule Automated Aggregation - Schedule an automated person aggregation process, e.g. to run all pre-defined aggregation queries every midnight. - - -

- Person attribute - Create, modify and view person attributes. An attribute can be used to register extra private information for a person or information when that person enrolled into a certain program. - From Maintenance menu, go to Persons and Programs option and click on it. Select Person Attribute option to create a new attribute for persons. - After, click on Add button into Person Attribute Management window to go to Add New Person Attribute Management window. - Basic information - - - Name - Name of person attribute. - - - Description - Description of person attribute. - - - Mandatory - Entering value for this attribute is required or not. - - - Inherit - When to registry a new person for relationship with an available person, all inherit person attribute values of the person will be pre-filled in the registration form. - - - - Value Type - Data type of value inputed. In addition to supporting basic data such as Number, Text, Yes/No, Date, the system supports a value type as Predefined value for defining attribute values. Users only can select on value in the defined list for each person registered. E.g code values which record the information on access to HIV prevention services can be pre-defined, include T, TR, TRR, TRRD, TRRDm, TRRDmDb as PMTCT Code attribute. - The system also supports a value type as Calculated for calculating a number based on other attribute values, e,g. caculate gestational age, EDD, ... in Mother care program. - - -

- Person attribute group - To access the person attribute group maintenance module, from Maintenance menu, go to Persons and Programs option and click on it and select Person Attribute Group option. - To create a new attribute group, click the Add button into Person Attribute Group window to go to Add New Person Attribute Group window , click the Add new button. Fill in the Name and Description fields and then select attributes that should belong to the group from the left panel. - Click the Move selected items button to add the selected attributes to the attribute group. Click the Remove selected items button to remove attributes from the group that have been selected in the right panel. - Finally, click the Add button to save changes, or the Cancel button to discard any changes.The created attribute members will be displayed by the attribute groups into person registration form. - To sort order of attribute groups for displaying in person registration form, click Move up and Move down button next to Selected attributes section. -

- Person identifier type - To access the person identifier type maintenance module, from Maintenance menu, go to Persons and Programs option and click on it. Select Person Identifier Type option to create a new identifier type. - To creating a new identifier type, click the Add button into Person Identifier Type Management window to go to Add New Person Identifier Type window. - Basic information - - - - Name - Name of identifier type. - - - Description - Description of identifier type. - - - Mandatory - Entering value for the identifier is required or not. - - - Related - Representative re-uses the identifier of person. - - - Number of characters - Maximum number of characters for value inputed. - - - Type - Data type of value inputted, includes Text, Number and Letter Only. - - -

- Relationship type - Relationship type section provides a mechanism for defining relationship types and link persons through these relationship types by creating specific relationships. - To access the relationship type maintenance module, from Maintenance menu, go to Persons and Programs option and click on it and select Relationship Type option. - To define a new relationship type, click Add button into Relationship Type Management window to go to Add new Relationship Type window. -

- Person Registration Form - Person registration form section provides a mechanism for defining custom registration form for each available program in system or for normal registration form. - To access the person registration form maintenance module, from Maintenance menu, go to Persons and Programs option and click on it and select Person Registration Form option. - To define a custom program registration form, please select a program in list and click Add button. - To define a normal registration form, please don't select any program in list and click Add button. -

- Program and Program stage - The section provides a mechanism for defining health programmes and action for each stage of the programme. -

- Program - To access the program maintenance module, from Maintenance menu, go to Persons and Programs option and click on it. Select Program option. - To define a new program, click the Add new button on the main page. Fill all fields with read asterisk, and then click the Add button. - Basic information - - Program details section - - - - Name - The name of the program - - - Description - Descriptions, meanings, explanation, etc. of/about the program. - - - Type - There are three types of program: multi events with registration, single event with registration and single event without registration. - - - Form details section - - - - Show provided elsewhere - Set show/hide provided elsewhere column in data entry form. - - - Block entry form after completed - Check on it for blocking entry form after completed. The data values in the entry form cannot be changed until the status of the event is reset as incomplete. - - - Enrollment details section - - - - Generate events by enrollment date - Check on it for auto-generating due dates of events from program-stages of this program based on the enrollment date. If it is not checked, the due dates are generated based on incident date. - - - Ignore to generate overdue events - When a person enrolls into the program, the events corresponding to the program-stages are created. If this field is checked, the system will ignore to generate overdue events. - - - Only enroll one - Check on it if a person only can enroll the program one time. For example, Child Vaccination Program, Post-mortem examination, PSI's IPC process. This will avoid a person enrolling more than one into a program when it doesn't make sense. - - - Show incident date - Set show/hide incident date field when a person enroll in this program. - - - Description of incident date - The date when the person got the disease or he/she has just been committed to an equivalent program for being followed-up. E.g. In the Immunization program for child under 1yr old, the incident date is the birthday; in the maternal program, the incident date is the date of last menstrual period (LMP). - - - Description of enrollment date - The date in which a person is registered to the system. -For example: the date in which a person enrolls to the system. - - - Identifiers / attributes section - Select identifier-types and person attributes which belong to the program. Check Displayed in list checkboxes of identifier types to display its value in person list instead of person's full-name. - - - To assign a program for organisation units, click Assign program to organisation units icon, the first icon under Operations, corresponding to the program you would like and select organisation units where provide the program. - To set authority for sharing the program, click Sharing Settings icon, the second icon under Operations, corresponding to the program you would like. You can see a default authority and Public Access in the form with three authorities as follows - - - - None - The program is private one. Just the user who created it can see and use it. - - - Read Only - The user who are not owner of this program only can see it, not edit and delete it. - - - Read and Write - All users can edit and delete it. - - - Besides, you can search user groups by typing a key in text field to set authorities. The result will loaded and you can select the group you want. Then click (+) button and the selected one will be displayed in below. - To assign a program for user roles, click Assign program to userroles icon, the third icon under Operations, corresponding to the program you would like. Please select user role which you want in Available section and click Move selected items button or double click on the user role to move to Selected section. Finally, click Ok to finish. - To create validation rules for programs, click Program validation rule management icon, the forth icon under Operations, corresponding to the program you would like. Then click Add button and enter values for the fields in form to create a new one. A validation rule is based on an expression which defines a relationship between data element values. The expression has a left side and a right side and an operator which defines whether the former must be less than, equal to or greater than the latter. The expression forms a condition which should assert that certain logical criteria are met. For instance, a validation rule could assert that an admitted date given is before the discharged date. - To translate the name of a program, click Translation icon, the sixth icon under Operations, corresponding to the program you would like. -

- Program stage - To define a program stage, click the Program Stage Management icon, the seventh icon under Operations, corresponding to the program you would like and then Add new button. Fill in the Name and Description fields and then select the data elements that should belong to the group from the left panel. Click the Move selected button to add the selected data elements to the right panel. Click the Remove selected button to remove data elements that have been selected in the right panel. Finally, click the Add button to save changes, or the Cancel button to discard any changes. - Basic information - - Program stage details section - - - - Name - Name of the program stage - - - Description - The description of the program stage - - - Scheduled days from start - The minimum number of days to wait for starting the program stage. - - - Auto-generate event - Un-check this to prevent for creating an event of this program stage automatically when a person enroll into the program. - - - Repeatable program stage details section - - - - Repeatable - specify the program stage as repeatable or not. - - - Display generate event box after completed - Un-check on it if you don't want to display Create new event box to create new event for a repeatable stage after clicking Complete button for an event of the stage in data entry form. This field is checked as default. - - - Standard interval days - Specify the number of days to repeat the repeatable program stage. - - - Form details section - - - - Complete allowed only if validation passes - The event created by this program stage is completed if all validation rules are passed. - - - Description of report date - The description for report date which is displayed in case entry form. - - - Data elements section - Select person data elements which belong to the program stage. We have three options for each selected data element. The first one is Compulsory option. Please check it if the data value of the selected one is compulsory. The second one is Allow provided elsewhere option, please check it if the data value of this one can be provided by other facilities. The last one is Display in reports option. Please check it of you want to display the data value of this one in event list of single event without registration into data entry form. - - - Template reminder message section - Define template reminder messages which are used for sending messages for person automatically. There are two params - - 1) Days before/after due date - Enter a positive number of days if sending process happens after due-date of events which are generated from this program stage. Enter a negative number of days if sending process happens before due-date of events. - 2) Parameters - Provide parameters which are used for generating a message for each person. The parameters include person's first name, program's name, program stage's name, due date of event, interval between current date and due date and organisation unit's name. - Double-click on an option to insert it into template message field below. - 3) Message - Content of template message. E.g Dear {patient-name}, please come to your appointment at {due-date}. - - Click Add more... button to add more template reminder messages. - - A program stage has three types of data entry form - - - - Custom data entry form - Define a data entry form as HTML page. Click Design data entry form icon, the fifth icon under Operations, corresponding to the program stage you would like to define custom data entry form. The system supports to define a custom entry form with multi stages. So this form can be re-used in other stages of the same program. - - - Section data entry form - Group some data elements which belong to the program stage as sections and display data elements by each section. Click Section management icon, the - forth icon - under Operations, corresponding to the program stage you would like to define section data entry form. - - - Default data entry form - List all data elements which belong to the program stage. - - - To sort program stages by scheduled days, click Sort by scheduled days button. -

- Aggregation query builder - This is the core functionality for linking data between tracker module and aggregate management module by defining the linking/aggregating rules. The purpose is to produce aggregated data / statistics based on the low-level case based data. It is based around flexible aggregation query definitions which maps the data elements used for case based data management to data elements used for aggregate data. - This provides two functions - - - - Aggregation query builder management is a tool for defining formulas, expressions, rules for aggregation data from tracker to aggregation module. - - - Manual person aggregation is used for generating routine data values from individual data by period and organization unit. Please refer the Service module to see this part. - - -

- Person Aggregation Query Builder Management - To access Aggregation Query Builder module, from the Maintenance menu, go to the Persons and Programs option. Select Aggregation Query Builder option on left menu to proceed. - To define a formula, click the Add new button. - - - - - - - - Basic information - - - - Name - Provide name of query, this name is usually same with the name of aggregate data element. For example Number of mothers got VAT, Number of children got BCG vaccine,... - - - Dataset - Select dataset contains data elements which will be used to link with individual data. - - - Data element - Select aggregate data element which will be used to link with individual data. - - - Operator - There are six operators - 1) Select Number of persons if aggregate based on persons; - 2) Select Number of visits if aggregate data based on times that persons received services. - 3) Select Sum of data element values to get sum of data values of data element in Data element for sum/average field with the criteria in the condition field. - 4) Select Average of data element values to get average of data values of data element in Data element for sum/average field with the criteria in the condition field. - 5) Select Minimum of data element values to get min of data values of data element in Data element for sum/average field with the criteria in the condition field. - 6) Select Maximum of data element values to get max of data values of data element in Data element for sum/average field with the criteria in the condition field. - - - Program - Select program needed for aggregation. - - - Program Stage - Select program stage from the selected program above. - - - Data element for sum/average/min/max - Select an data element for operator as Sum / Average / Min / Max. - - - Next section included 3 tabs: Data elements, Person attributes and Program. Depend on the requirement of data aggregation, data element, person attributes, and number of programs are selected. - - Data elements tab: - List all available data elements from selected program stage. To create a formula related to each data element, double click on the data element. The formula of the data element is filled on the condition field, like [DE:1.2.3], in with: - - - 1 - id of the selected program. - - - 2 - id of the selected program stage. - - - 3 - id of the selected data element. - - - - The formula can be created without any program stage, like [DE:1.*.3] - - - - Person attribute tab - - - List all available fixed attributes, such as gender, DOB type, Age (days), .. and user-defined attributes. Besides, provide a formula for calculating number of persons who registered in system. However, if a program without registration is selected, person attributes aren't displayed. - - - Program tab - - - Provide formulas for calculating data value related to the selected program and program stage - - - - The number of persons who enrolled the selected program. - - - The number of persons / times that ( Date of enrollment - Date of incident ) is greater then a certain number. - - - The number of persons who visited the selected program stage OR the number of visits what are registered in the system. - - - The number of persons by age at the report-time. - - - - - - Condition section - - - - This section contains comparing operations (<, <=, >, >=, =, != ), calculation operation (+), priority operation ( ( ) ), boolean values (Yes, No), status operations (=NULL, != NULL), relation operations (AND, OR). These operations are used for supporting in setting condition for query. - - - Description section - - - Show description for the condition above. - E.g To get number of girls who got Vitamin A dose 6 enrolled Child Health program on January 2012. Then query is created as in the figure below. Note that January 2012 is period parameter which user will select when generate report. It is not set in the query. -

- Sample of person aggregation - E.g. Find the number of the children vaccinated BCG by defining a linking rule between the data elements of aggregate dataset named Number of children - BCG and the data element of a program stage named BCG dose given. - - - From Maintenance menu, go to Data Element and Indicators option and click on it. Select Data Element option to define two new data elements - - 1) Define a new data element named Number of children - BCG with Aggregate option for Domain Type. - 2) Define a new data element named BCG dose give date with Patient option for Domain Type. - - - From Maintenance menu, go to Datasets option and click on it. Select Dataset option to create a new dataset named BCG Report and add Number of children - BCG data element into the dataset. - - - From Maintenance menu, go to Persons and Programs option and click on it. Select Program option to create a program named Child Health Program with a stage named Birth Details and add the BCG dose given data element into this stage. - - - Create a new aggregation query builder named Number of children - BCG Builder to linking between the data elements. - - - From Services menu, go to Individual Records option and click on it. Select Person option below Registration header in the left menu to register three persons named Micheal, Alice and Tom in Ngelehun CHC and enroll them into Child Health Program. - 1) For Micheal, open the Birth Details stage into Child Health Program. Enter value for BCG dose give date data element as "2012-01-18". - 2) For Alice, open the Birth Details stage into Child Health Program. Enter Enter value for BCG dose give date data element as "2012-01-18". - 3) For Tom, no enter any data value for Birth Details stage. - - Before entering data value for the stage, choose Report Date as "2012-01-18". - - - - From Services menu, go to Individual Records option and click on it. Select Manual person aggregation option to run Number of children - BCG Builder to get data value and save it into database. - - - - - - - - - - Result after running the query builder - - - - - - - - -

- Validation criteria - Validation criteria section provides a mechanism for defining criteria for persons when enrolling a program. - To access the validation criteria maintenance module, from Maintenance menu, go to Persons and Programs option and click on it. Select Validation Criteria option to create a new program. - To create a new validation criterion, click the Add new button. Fill all fields with read asterisk, and click Add button. - You can assign facilities to a validation criterion in the Validation Criteria Management (list of available validation criteria are shown) by clicking the blue folder icon, the first icon under Operations, corresponding to the validation criterion you would like to assign. Click the Move selected button to add the selected programs to the validation criterion. Click the Remove selected button to remove programs from the group that have been selected in the right panel. Finally, click the Save button to save changes, or the Cancel button to discard any change. - To translate the name of a program, click Translation icon, the third icon under Operations, corresponding to the validation criteria you would like. -

- Schedule automated message reminder - This function is used for scheduling message reminders to be automatically sent to enrolled persons XX days before scheduled appointments and/or XX days after a missed visit. When the schedule is started, messages for each person are generated based on templates defined in each stage at midnight (Ref. Add program stage section for defining a template message). On the time, the scheduled messages are sent. - Click Start button will enable the scheduled job to run the task. Messages are generated based on templates defined in each stages at mid-night and sent at a pre-determined time or can be run immediately by pressing Execute button. - Click Execute button to generate and send each message for each person at the time the button clicked. -

- Schedule Automated Aggregation - The aggregation query builder jobs can be automatically scheduled to run on regular intervals. At midnight, this job runs and get all datasets which have data elements defined into Aggregate Query Builder formulas. Based on the period types of datasets, the system runs formulas at the end of end-date of current period. E.g if today is on 1A.M. in 2013-02-01, the system gets a monthly dataset and other period-type datasets with aggregate formulas, then system will only run aggregate formulas of the monthly dataset with period as Jan 2013. - Click Start button will enable the scheduled job to run at mid-night or can be run immediately by pressing Execute button. -

- Individual records module - Each of the options for the services will be described in the following section - - - - Find/Add Person - Register, edit and search private information of persons. Support person dashboard for managing relationships, program enrollment, entering case entry form, .... - - - - Visit Schedule - Visit Schedule provides for the user at a facility or in an area a list of upcoming visits to better plan for daily/weekly activities. - - - Program Tracking - Support the work practices around tracking persons within a health program that have not shown up for a scheduled visit (stage), e.g. that are lost to follow-up. - - - Multiple Individual records - Enter data for multiple program stages and persons for a program. The entry screen gives an overview of the stage status. - - - - Single event with registration - The data to register is defined by a single event with registration program. - - - Single event without registration - Register Single events without registration. The data to register is defined by a single event without registration program. - - - Program summary - View the summary report to get an overview of the services provided for a program. - - - - Tabular report - Use an interactive reporting tool for tracker-data using tabular presentation with dynamic filters for each person attribute/data element. - - - - Statistical Program - Statistical reports on program performance, e.g. drop-out rates, how many completed every month/year - counts/percentages etc - - - Manual Person Aggregation - Generate routine data values from patient data by month (or other intervals if desired) and organisation unit. - - - -

- Find/Add Person - The first step in the tracking is the registration of person/case in the application. In the registration process, the details - which are related to the personal information, identification, contract and location details & health provider details, are entered in the application. In the registration itself, person is provided with the unique identification number. This number will be unique and will not match with the identification number of any person in the state jurisdiction. The issue of identification number will be the responsibility of facility where person is registered first time. - - No matter what program persons need to enroll, they must register into the system first. Then health providers will enroll the persons into relevant programs. E.g. every pregnant women and the child need to be registered first as a person, then they will be enrolled in Mother Care program or Child Health program. - - To access Person management function, from the Services menu, go the the Individual Records option and click on it. Select Find/Add Person option on the left menu to proceed. Then, after to select organisation unit. - Click the List All Persons button to list all persons in the selected organisation unit. If a program in list on the right side is selected, the system will load persons who enolled into the program. - For the registration process, the details - which are related to the personal information, identification, contact and location details, and health provider details, are entered. - - - To register a person, go to the Services menu, select option Individual Records. - - - Click the - - Find/Add person - - option below Person header to go to Person management window. - - - Select a facility from the facilities hierarchy displayed on the left side of the screen. Then click the Add new button on the right side. - - To register new person and enroll him/her into a certain program, please select a program in list on main page and click Add new button. The person attributes and person identifier types which belong to the selected program will be displayed on the registration form. - - - - Start process of registration by providing name, location details, identification details, contact details and other details like child contact name and child contact type. Then click the Add button to complete to process of registration or click the Person management to navigate to previous page. - To continue to register other new person, click the Add && Register new button. - - - - - - - - To check the duplicated person or to avoid double registration, after providing name and demographic details, click the Check duplicate button. Checking process bases on full name, gender and birthday of the registering person to look for the available persons with the similar information in the database. The result list will be displayed if the system finds out the same persons. Now health providers can cancel the registration process and update the existing person or continue the process of registration. - To register representative for the registering person, check on the Has guardian/caretaker checkbox in Register new person form. The sub-function has two tab - - - - Search existing person tab is used for searching available persons and users can select one person in the result list to set relationship. The criteria to search is based on identifier, attribute and name of persons. - - - Add new person tab is used for registering a new person for relationship. When adding a person in this form, you need to select one user-defined relationship type in the list. Finally, click Add button. - - - - - - - - - - - -

- Person dashboard - The function provides quick access to individual data of a person. Dashboards consist of several sections, some of which provide links to activity programs or relationships of the person . Other sections of the dashboard allow users to enter data values into case entry form, reschedule and set status for each events of activity plan and show messages and report of the program. - The dashboard of a person is opened after register successfully or click the first icon under Operations, corresponding to the person who you would like. - - - - - - - - The Demographics section provides links for editing profile and changing other location of the person. Click on Edit profile link to update individual information of person. Click on Change location link to change other location for the person - Click on a program link in Active programs section to open the data entry form for the next visit of the selected program. A form is open below with five tab - - - - Data entry screen tab - Where data is manually registered for each person. Click on a event box in tab. Then fill a report date to open data entry form of the selected event. - After entering data values into the data entry form, user should click on Run validation button before clicking on Complete button to check reality of data. The event is only completed successfully if all validation is valid. - - - Identifier / Attribute tab - Load identifier-types and person-attributes which belong to the selected program for users to enter values for this program. - - - Reschedule and set status tab - Provides function for re-scheduling, setting status and sending messages/comments or deleting for each events. - - - - - - - - After entering a message in the field, click on (+) button in Message column to add a comment for the event. For sending a reminder message, click on (>>) button. - - Only allow to edit due dates of events with status as overdue or scheduled in future. - - - - Comments and messages tab - Displays a comment/message list of the program. - - - Program report tab - Summary report for the program. - - - The Active programs section consists of active programs of the person. Click on a program to show detail information below. Besides, there are two link in this tab - - - - The Active programs section provides links for activity program and the next visit of person for this program. - - - The Completed programs section provides a completed program list with links to load events flow of the program. - - - To enroll the person into a program, click Enroll link. - - - The Relationship section consists of relationships of the person. Click on a person in list to open his/her dashboard. Besides, there are two link in this tab - - - - To open Relationship management section, click Management link. - - - To register new person for relationship, click Register new person link. - - - Besides, the system audits user's information who accessed on the dashboard. Click on the History link in the header to display this information. -

- Person enrollment - After the registration, the person needs to be enrolled in any available program. To enroll - - - - Click on Enroll link from Dashboard of the person to open the Enrollment form. - - - Select a program from the list. - - - - - - - - - - After the selection of program, you need to provide two dates: - 1) Date of enrollment ( the first field ) - The date when person enrolls into the selected program. - 2) Date of incident ( the second field ) - The date when the person got the disease or he/she has just been committed to an equivalent program for being followed-up. - - If the selected program has any identifier types or person attributes, they are displayed below. Users can enter values for them at this time. - The date of incident are important to generate the activity plan for each person. Health provider needs to ensure recording and reporting date of incidence with each case of multi events with registration. However, when to define a program, if it can be set Generated by enrollment date property as true, the activity plan is generated based on the enrollment date, not incident date. - However, the date of incident is ignored with single event programs. - - - - Click the Enroll button to complete the enrollment process. - The system will automatically calculate due-date for each event of program and will show it in the Re-schedule and set status tab. In health programme, a person registered and enrolled, needs to be checked from time to time by health providers. -The case update is designed in the same manner so that services which are received by the persons can be updated from time to time when they visit the facility or whenever the health providers need to track. - The system will automatically calculate due-date for each the program stage and will show same the below enrollment. In health program, a person registered and enrolled, needs to be checked from time to time by health providers. -The case update is designed in the same manner so that services which are received by the persons can be updated from time to time when they visit the facility or whenever the health providers need to track. - - -

- Editing person profile - After registering a person to a certain program, you can edit profile for that person. - - - Click the second icon under Operations, corresponding to the person you would like to edit. Or click the Edit profile link in Dashboard of person. - - - Then a dialog box may appear to require you verify the date of birth if it is not verified. Click OK to go to the edit page. - - - Click Update button to update data and go to his/her dashboard. - - -

- Adding relationship - To open relationship management for a person, click on the Relationship management icon under Operations or click on the Management link on Relationships section in Dashboard. The management page appears... - - - - - - - - To add relationship for a person, you have to click on Search available person link to navigate to search page. - To register a new person and create relationship with the selected person, click Register new person link. - To set a relative person as representative, click on the Set as representative icon, the first icon under Operations according to the person you would like. -

- Change person location and View person details and history - You can change person location by clicking the Change person location icon under Operations or click on Change location link on Demographics section in Dashboard. - In addition, you can view all person details and history by click on Person details and history icon under Operations. - Furthermore, you can download all person details and history in the format of XLS or PDF by clicking Download as Excel or Download as PDF button. - - - - - - - -

- Advanced search persons - The Advanced search function is used for searching available persons based on full-name, identifiers and person attribute values. - To access Advanced search function, from the Services menu, go the the Individual Records option and click on it. Select Find/Add Person option on the left menu to proceed. Then, after selecting organisation unit, click on the Search button on the right side. - A search form is appeared after clicking. User has to select criteria and input values into the function. - - - - - - - - After selecting a type for searching, entering keyword and clicking on Search button, the search result will display on the screen, and then user can interact with these persons. - - - - - - - - - Please check Seach in all facilities checkbox for searching whole organisation hierachy tree. - -

- Tracking - This function supports the work practices around tracking persons within a health program that have not shown up for a scheduled visit (stage), e.g. that are lost to follow-up. -

- Visit Schedule - This will be used to provide the user at a facility or in an area with a list of upcoming visits to better plan for daily/weekly activities. This can also be used as quick navigation to the data entry screen when using the system as a live/real-time data entry system. - Clicking on an event to open the data entry screen, - After selecting organisation unit on the left panel, select a program in list. Then status which you would like. Select show events since ( if any) and Show events up to ( if any ). Finally, click Show Event List button to get events which are satisfied with searching criteria. - Click Export XLS button to export the result to excel file. - - - - - - - -

- Program Tracking - This function supports the work practices around tracking persons within a health program that have not shown up for a scheduled visit, e.g. that are lost to follow-up. - After selecting organisation unit on the left panel, select a program in list. And click on List All Person button to load all over-due events of persons. - Click on person's name or Edit profile icon, the first icon under Operations to open his/her dashboard. - Click on an event or the Reschedule and set status icon, the second icon under Operations to re-schedule and set status for the selected event or see all tracking history for this event. - - - - - - - - To search events by status and some criteria such as name, identifiers or attributes, click on Search button next to List All Persons. A advanced search criteria is shown. After to fill search key values, click on Search button on this form to display result or click on Send message button to send a reminder message for person in result. - - - - - - - -

- Data entry -

- Multiple individual records - The multiple individual records function is where individual data is manually registered in the DHIS database. A list events with visited date as current date for each person who enrolled into the selected program are displayed after clicking a multi events with registration. - To access the multiple individual records function, from the Services menu, go to the Individual Records option and click on it. Select Multiple individual records option on left menu to proceed. - To start enter data values, the first step is to open a list events of person who enrolled a certain program by selecting a program in the list on the main page. Follow these steps: - - - Locate the organisation unit you want to register data for in the tree menu to the left. Expand and close branches by clicking on the +/- symbols. A quick way to find an organisation unit is to use the search box just above the tree (the green symbol), but you need to write in the full name to get a match. - The system loads multi events with registration which belong to the selected organisation unit. - - - Select a program in the list and click on List All Person button. An event list of persons who enrolled into the selected program is shown. - - - - - - - - - - Click an event or click on Data entry icon, the second icon under Operations to open data entry form. - After filling and selecting data for a form. You have to click on Run validation button to check whether your inputs are valid. Then, click on Complete button to finish the entry. - - - - You can see/post comments for each event into case entry form. - -

- Single event with registration - The data to register is defined by a single event with registration program. The functionality supports health providers to register person information and input data values for a program into one form. - In order to register an event, from the Services option, go to the Individual Records option and click it. Then select Single event with registration option on left menu to proceed. - To list all persons in the selected facility, click List All Persons button. - To add new event, select a program in the combo box. And then click Add new button. - - - - - - - - To update event of a registered person: - - - Click Advanced search button. Then enter criterion for searching available persons. The search result is displayed below. User can read the user guide for Advanced search function in Person registration section. - - - Click on Data entry icon - the first icon under Operations, corresponding to the person you would like to edit, to update data values for the event. - - -

- Single event without registration - The data to register is defined by a single event without registration program. - To register an event, from the Services option, go to the Individual Records option and click it. Then select Single event without registration option on left menu to proceed. - To list all events by program in the selected facility, select a program in list. - To remove empty events of the selected program, click Remove empty events button. - To add new event, click Add new button. - To update an event - - - - Click Search button. Then enter criterion for searching person. The person list are displayed below. - - - Click on Data entry icon - the first icon, to update value for the event. - - -

- Reports - The sub module provides two functions for individual reports - - - Program summary - View the summary report to get an overview of the services provided for a program. - - - Tabular report - An interactive reporting tool for tracker-data using tabular presentation with dynamic filters for each person attribute and data element. - - - Statistical Program - Statistical reports on program performance, e.g. drop-out rates, how many completed every month/year - counts/percentages etc. - - -

- Program summary - The function provides a tool for generating summary list of individual information with color shown on program stages to identify status of receiving services in each stage. - To access the program summary report, choose Services -> Individual Records > Program summary. - Select a organisation unit which provides services on the left menu. Then on the main page, select Program, Start date, End date to get period. After, select Use data from level(s). There are three levels Selected, Children Only and All. Finally, click Generate button. - The result is get based on the date of enrollment of each person who registered the selected organisation unit and enrolled in the selected program in the interval from start-date and end-date what health provider entered. - - - - - - - - Click on an event box to display records for this event. - Click on the person box to display the details and history of the selected person. - The color highlight the status of the stages - - - - PURPLE - Data entered and uncompleted stages. - - - RED - Stages open but no data entered while the date estimated for closing/completing is over. - - - YELLOW - Coming stages. - - - GREEN- Compete stages. - - - GREY - Skipped stages. - - -

- Tabular report - This is an interactive reporting tool for tracker-data using tabular presentation with dynamic filters for each person attribute/data element. - There are two types of reports. The first one is case-based report. -It supports to filter events by each person attributes and data elements. The second one is aggregate report. It allows for aggregation on simple filters annd dynamic updates to report view based on changes to filters. - To access the tabular report function, from the Services menu, go to the Individual Records option and click on it. Select Tabular report option below Reports header on left menu to proceed. - To start a case-based report, the first step is to select a program in the list. Follow these steps - - - - Select a program from list in the left panel. The system will be load data elements which belongs to the selected program. - - - Choose start-date and end-date. The event list is loaded with report-date between the two dates. - - - Select one or many organisation units. - - - In Data element tab, Select a program stage. Double-click data elements which you need to show into the result to move it from Availablefield to the Selected field. Enter filter values for each data elements which you want into the fields below. - - If the selected program has only one stage, this field is hidden and data element list of the stage is shown in the Available field. - - - - In the Options tab, there are two options - - - - - - Use data from level(s): Specify the level which you need to get events - - 1) Children only: Individual data will be aggregated from the children of the selected organisation unit. - 2) Selected: Individual data will be aggregated from the selected organisation unit. - 3) All: Individual data will be aggregated from both selected organisation unit and its children . - - - Show hierarchy from level: The level of organisation units which you want to show. E.g. If an event belongs to an organisation unit in district level and this option is selected as province level, the result is shown with the name of province. - - - - - Click Update button on toolbar. The result is shown on the main page. - - - - - - - - - - To start a aggregate report, the first step is to select a program in the list. Follow these steps: - - - Select a program from list in the left panel. The system will be load data elements which belongs to the selected program. - - - Select date period ranges / relative periods / fixed periods in corresponding tab. - - - Select one or many organisation units by clicking on the hierachy organisation tree or check on User organisation unit / User organisation unit chilren checkboxes. Besides, you can also select a group in list and system will load all organisation units which belong to the selected one. - - - In Data filters tab, Select a program stage. Double-click data elements which you need to show into the result to move it from Availablefield to the Selected field - - If the selected program has only one stage, this field is hidden and data element list of the stage is shown in the Available field. - - - - In the Options tab, there are options as follows - - 1) Position - Select positions for organisation unit, period and data. The system supports ten positions as follows - - - - Organisation unit: Rows; Period: Rows; Data: Filters - - - Organisation unit: Rows; Period: Columns; Data: Filters - - - Organisation unit: Rows; Period: Filters; Data: Filters - - - Organisation unit: Rows; Period: Filters; Data: Columns - - - Organisation unit: Columns; Period: Rows; Data: Filters - - - Organisation unit: Columns; Period: Filters; Data: Rows - - - Organisation unit: Filters; Period: Rows; Data: Filters - - - Organisation unit: Filters; Period: Rows; Data: Columns - - - Organisation unit: Filters; Period: Columns; Data: Rows - - - Organisation unit: Filters; Period: Filters; Data: Rows - - - 2) Aggregate type - Have three options. The first one is used for calculating number of events which satisfy the fitlers. The others are used for calculating sum/average data values of the select data element in Sum/Avg of option. - 3) Sum/Avg of - Select a number data element in list to calculate sum/avg data values of its if aggregate type option is sum or avg. - 4) Use completed events - Check it if you want to get only completed events. - 5) Use data from level(s) - Specify the level which you need to get events. If the option is Children only, individual data will be aggregated from the children of the selected organisation unit. If the option is Selected, individual data will be aggregated from the selected organisation unit. If the option is All, individual data will be aggregated from both selected organisation unit and its children. - 6) Group by - Group the result by data values of the selected data element. - 7) Limit records - Limit number of records in result returned. - - - - - - - - - - To save parameters on the left panel, click Favorites button on toolbar. The select Manage favorites option. A form is shown to enter name for favorite and click Save button. - To export the result to excel file, click Download button, select XLS option. For the aggregate report, the system supports more two types of file as PDF and CSV. -

- Statistical Program - The tool provides a tool for generating a statistical report by program. - To access Statistical Program module, from the Services menu, go to the Individual Records option. Select Statistical Program option on left menu. Statistical program report is opened. - To get statistical report for a program, please do as follows - - - - Select a program in list. - - - Select start-date and end-date. The system will aggregate events which have the enrollment dates are between these dates. - - - Use data from level(s) - Specify the level which you need to get events. If the option is Children only, individual data will be aggregated from the children of the selected organisation unit. If the option is Selected, individual data will be aggregated from the selected organisation unit. If the option is All, individual data will be aggregated from both selected organisation unit and its children. - - - Click Generate button to generate report. The result is displayed below. And click Export XLS button to export the result to excel file. - - - - - - - - - -

- Manual person aggregation - The Manual person Aggregation module is used for aggregating individual data and import into aggregated data element. - To access Manual person aggregation module, from the Services menu, go to the Individual Records option. Select Manual Person Aggregation option on left menu. Manual person aggregation form is opened as below - - - - - - - - - In the Person aggregation form above - - - Select dataset from Dataset List to get aggregate values. Note that only datasets which were assigned to at least one organisation unit will be shown in this list. - - - Select a date range from From and To fields. - - - Select organisation unit level where person data will be select to aggregate. There are 3 options - - - All: Individual data will be aggregated from both selected organisation unit and its children. - - Children only: Individual data will be aggregated from the children of the selected organisation unit . - - Selected: Individual data will be aggregated from the selected organisation unit. - - - Click on the -Aggregate button to execute aggregate function. The Person aggregation resultpage is shown after running successfully. - - - - Figure - Person aggregation result - - - - - - - In Manual person aggregation result page - - - - Click Save all values button to save all aggregated data values . - - - Click Orange arrow icon next to period name for showing list of aggregated data values at this period. Select only necessary data values and click Save selected values to save them - - - Click Show details icon to view detail information which aggregated. - - -

+ User guide + There are two additions in the module in both maintenance and services module - + + + Persons and Programs maintenance module - Definition meta data, include person attributes, person attribute groups, identifier types, relationships, program and program-stages, validation for program and formula to generate aggregate data value. + When the ‘Persons and Programs’ options is chosen from the main Maintenance menu, the following screen appears - + + + + + + + + + + Individual records module - Support main functions for person registration, tracking information and individual reports. + When the ‘Individual Records’ options is chosen from the main Services menu, the following screen appears - + + + + + + + + + +

+ Persons and Programs maintenance + The content in this part is for the expert users or administrative users who are capable and responsible for development and change. + Each of the options for the maintenance will be described in the following section. The options for the maintenance will be described in the following section - + + + Person Attribute + Create, modify and view Person attributes. An attribute can be used to register extra information for a Person. + + + Person Attribute Group + Create, modify and view Person attribute groups. Groups makes it more convenient to add attributes to a Person. + + + Person Identifier Type + Create, modify and view Person identifier types. Any type and multiple identifiers can be registered. + + + Relationship Type + Create, modify and view relationship types. A relationship is typically wife and husband or mother and child. + + + Person Registration Form + Define custom person registration form. + + + Program + Create, modify and view programs. A program has program stages and defines which actions should be taken at each stage. + + + Person Aggregation Query Builder + Define formulas, expressions, rules for aggregation data from tracker to aggregation module + + + Validation Criteria + Create, modify and view validation criteria. A criteria is used for validation of Person data. + + + Schedule Message + Configure message reminders to be automatically sent to enrolled persons XX days before scheduled appointments and/or XX days after a missed visit. + + + Schedule Automated Aggregation + Schedule an automated person aggregation process, e.g. to run all pre-defined aggregation queries every midnight. + + +

+ Person attribute + Create, modify and view person attributes. An attribute can be used to register extra private information for a person or information when that person enrolled into a certain program. + From Maintenance menu, go to Persons and Programs option and click on it. Select Person Attribute option to create a new attribute for persons. + After, click on Add button into Person Attribute Management window to go to Add New Person Attribute Management window. + Basic information + + + Name - Name of person attribute. + + + Description - Description of person attribute. + + + Mandatory - Entering value for this attribute is required or not. + + + Inherit - When to registry a new person for relationship with an available person, all inherit person attribute values of the person will be pre-filled in the registration form. + + + + Value Type - Data type of value inputed. In addition to supporting basic data such as Number, Text, Yes/No, Date, the system supports a value type as Predefined value for defining attribute values. Users only can select on value in the defined list for each person registered. E.g code values which record the information on access to HIV prevention services can be pre-defined, include T, TR, TRR, TRRD, TRRDm, TRRDmDb as PMTCT Code attribute. + The system also supports a value type as Calculated for calculating a number based on other attribute values, e,g. caculate gestational age, EDD, ... in Mother care program. + + +

+ Person attribute group + To access the person attribute group maintenance module, from Maintenance menu, go to Persons and Programs option and click on it and select Person Attribute Group option. + To create a new attribute group, click the Add button into Person Attribute Group window to go to Add New Person Attribute Group window , click the Add new button. Fill in the Name and Description fields and then select attributes that should belong to the group from the left panel. + Click the Move selected items button to add the selected attributes to the attribute group. Click the Remove selected items button to remove attributes from the group that have been selected in the right panel. + Finally, click the Add button to save changes, or the Cancel button to discard any changes.The created attribute members will be displayed by the attribute groups into person registration form. + To sort order of attribute groups for displaying in person registration form, click Move up and Move down button next to Selected attributes section. +

+ Person identifier type + To access the person identifier type maintenance module, from Maintenance menu, go to Persons and Programs option and click on it. Select Person Identifier Type option to create a new identifier type. + To creating a new identifier type, click the Add button into Person Identifier Type Management window to go to Add New Person Identifier Type window. + Basic information - + + + Name - Name of identifier type. + + + Description - Description of identifier type. + + + Mandatory - Entering value for the identifier is required or not. + + + Related - Representative re-uses the identifier of person. + + + Number of characters - Maximum number of characters for value inputed. + + + Type - Data type of value inputted, includes Text, Number and Letter Only. + + +

+ Relationship type + Relationship type section provides a mechanism for defining relationship types and link persons through these relationship types by creating specific relationships. + To access the relationship type maintenance module, from Maintenance menu, go to Persons and Programs option and click on it and select Relationship Type option. + To define a new relationship type, click Add button into Relationship Type Management window to go to Add new Relationship Type window. +

+ Person Registration Form + Person registration form section provides a mechanism for defining custom registration form for each available program in system or for normal registration form. + To access the person registration form maintenance module, from Maintenance menu, go to Persons and Programs option and click on it and select Person Registration Form option. + To define a custom program registration form, please select a program in list and click Add button. + To define a normal registration form, please don't select any program in list and click Add button. +

+ Program and Program stage + The section provides a mechanism for defining health programmes and action for each stage of the programme. +

+ Program + To access the program maintenance module, from Maintenance menu, go to Persons and Programs option and click on it. Select Program option. + To define a new program, click the Add new button on the main page. Fill all fields with read asterisk, and then click the Add button. + Basic information - + Program details section - + + + Name - The name of the program + + + Description - Descriptions, meanings, explanation, etc. of/about the program. + + + Type - There are three types of program: multi events with registration, single event with registration and single event without registration. + + + Form details section - + + + Show provided elsewhere - Set show/hide provided elsewhere column in data entry form. + + + Block entry form after completed - Check on it for blocking entry form after completed. The data values in the entry form cannot be changed until the status of the event is reset as incomplete. + + + Enrollment details section - + + + Generate events by enrollment date - Check on it for auto-generating due dates of events from program-stages of this program based on the enrollment date. If it is not checked, the due dates are generated based on incident date. + + + Ignore to generate overdue events - When a person enrolls into the program, the events corresponding to the program-stages are created. If this field is checked, the system will ignore to generate overdue events. + + + Only enroll one - Check on it if a person only can enroll the program one time. For example, Child Vaccination Program, Post-mortem examination, PSI's IPC process. This will avoid a person enrolling more than one into a program when it doesn't make sense. + + + Show incident date - Set show/hide incident date field when a person enroll in this program. + + + Description of incident date - The date when the person got the disease or he/she has just been committed to an equivalent program for being followed-up. E.g. In the Immunization program for child under 1yr old, the incident date is the birthday; in the maternal program, the incident date is the date of last menstrual period (LMP). + + + Description of enrollment date - The date in which a person is registered to the system. +For example: the date in which a person enrolls to the system. + + + Identifiers / attributes section - Select identifier-types and person attributes which belong to the program. Check Displayed in list checkboxes of identifier types to display its value in person list instead of person's full-name. + + + To assign a program for organisation units, click Assign program to organisation units icon, the first icon under Operations, corresponding to the program you would like and select organisation units where provide the program. + To assign a program for user roles, click Assign program to userroles icon, the second icon under Operations, corresponding to the program you would like. Please select user role which you want in Available section and click Move selected items button or double click on the user role to move to Selected section. Finally, click Ok to finish. + To create validation rules for programs, click Program validation rule management icon, the fifth icon under Operations, corresponding to the program you would like. Then click Add button and enter values for the fields in form to create a new one. A validation rule is based on an expression which defines a relationship between data element values. The expression has a left side and a right side and an operator which defines whether the former must be less than, equal to or greater than the latter. The expression forms a condition which should assert that certain logical criteria are met. For instance, a validation rule could assert that an admitted date given is before the discharged date. + To set authority for sharing the program, click Sharing Settings icon, the sixth icon under Operations, corresponding to the program you would like. You can see a default authority and Public Access in the form with three authorities as follows - + + + None - The program is private one. Just the user who created it can see and use it. + + + Read Only - The user who are not owner of this program only can see it, not edit and delete it. + + + Read and Write - All users can edit and delete it. + + + Besides, you can search user groups by typing a key in text field to set authorities. The result will loaded and you can select the group you want. Then click (+) button and the selected one will be displayed in below. + To translate the name of a program, click Translation icon, the seventh icon under Operations, corresponding to the program you would like. +

+ Program stage + To define a program stage, click the Program Stage Management icon, the seventh icon under Operations, corresponding to the program you would like and then Add new button. Fill in the Name and Description fields and then select the data elements that should belong to the group from the left panel. Click the Move selected button to add the selected data elements to the right panel. Click the Remove selected button to remove data elements that have been selected in the right panel. Finally, click the Add button to save changes, or the Cancel button to discard any changes. + Basic information - + Program stage details section - + + + Name - Name of the program stage + + + Description - The description of the program stage + + + Scheduled days from start - The minimum number of days to wait for starting the program stage. + + + Auto-generate event - Un-check this to prevent for creating an event of this program stage automatically when a person enroll into the program. + + + Repeatable program stage details section - + + + Repeatable - specify the program stage as repeatable or not. + + + Display generate event box after completed - Un-check on it if you don't want to display Create new event box to create new event for a repeatable stage after clicking Complete button for an event of the stage in data entry form. This field is checked as default. + + + Standard interval days - Specify the number of days to repeat the repeatable program stage. + + + Form details section - + + + Complete allowed only if validation passes - The event created by this program stage is completed if all validation rules are passed. + + + Description of report date - The description for report date which is displayed in case entry form. + + + Data elements section - Select person data elements which belong to the program stage. We have three options for each selected data element. The first one is Compulsory option. Please check it if the data value of the selected one is compulsory. The second one is Allow provided elsewhere option, please check it if the data value of this one can be provided by other facilities. The last one is Display in reports option. Please check it of you want to display the data value of this one in event list of single event without registration into data entry form. + + + Template reminder message section - Define template reminder messages which are used for sending messages for person automatically. There are two params - + 1) Days before/after due date - Enter a positive number of days if sending process happens after due-date of events which are generated from this program stage. Enter a negative number of days if sending process happens before due-date of events. + 2) Parameters - Provide parameters which are used for generating a message for each person. The parameters include person's first name, program's name, program stage's name, due date of event, interval between current date and due date and organisation unit's name. + Double-click on an option to insert it into template message field below. + 3) Message - Content of template message. E.g Dear {patient-name}, please come to your appointment at {due-date}. + + Click Add more... button to add more template reminder messages. + + A program stage has three types of data entry form - + + + Custom data entry form - Define a data entry form as HTML page. Click Design data entry form icon, the fifth icon under Operations, corresponding to the program stage you would like to define custom data entry form. The system supports to define a custom entry form with multi stages. So this form can be re-used in other stages of the same program. + + + Section data entry form - Group some data elements which belong to the program stage as sections and display data elements by each section. Click Section management icon, the + forth icon + under Operations, corresponding to the program stage you would like to define section data entry form. + + + Default data entry form - List all data elements which belong to the program stage. + + + To sort program stages by scheduled days, click Sort by scheduled days button. +

+ Aggregation query builder + This is the core functionality for linking data between tracker module and aggregate management module by defining the linking/aggregating rules. The purpose is to produce aggregated data / statistics based on the low-level case based data. It is based around flexible aggregation query definitions which maps the data elements used for case based data management to data elements used for aggregate data. + This provides two functions - + + + Aggregation query builder management is a tool for defining formulas, expressions, rules for aggregation data from tracker to aggregation module. + + + Manual person aggregation is used for generating routine data values from individual data by period and organization unit. Please refer the Service module to see this part. + + +

+ Person Aggregation Query Builder Management + To access Aggregation Query Builder module, from the Maintenance menu, go to the Persons and Programs option. Select Aggregation Query Builder option on left menu to proceed. + To define a formula, click the Add new button. + + + + + + + + Basic information - + + + Name - Provide name of query, this name is usually same with the name of aggregate data element. For example Number of mothers got VAT, Number of children got BCG vaccine,... + + + Dataset - Select dataset contains data elements which will be used to link with individual data. + + + Data element - Select aggregate data element which will be used to link with individual data. + + + Operator - There are six operators + 1) Select Number of persons if aggregate based on persons; + 2) Select Number of visits if aggregate data based on times that persons received services. + 3) Select Sum of data element values to get sum of data values of data element in Data element for sum/average field with the criteria in the condition field. + 4) Select Average of data element values to get average of data values of data element in Data element for sum/average field with the criteria in the condition field. + 5) Select Minimum of data element values to get min of data values of data element in Data element for sum/average field with the criteria in the condition field. + 6) Select Maximum of data element values to get max of data values of data element in Data element for sum/average field with the criteria in the condition field. + + + Program - Select program needed for aggregation. + + + Program Stage - Select program stage from the selected program above. + + + Data element for sum/average/min/max - Select an data element for operator as Sum / Average / Min / Max. + + + Next section included 3 tabs: Data elements, Person attributes and Program. Depend on the requirement of data aggregation, data element, person attributes, and number of programs are selected. + + Data elements tab: + List all available data elements from selected program stage. To create a formula related to each data element, double click on the data element. The formula of the data element is filled on the condition field, like [DE:1.2.3], in with: + + + 1 - id of the selected program. + + + 2 - id of the selected program stage. + + + 3 - id of the selected data element. + + + + The formula can be created without any program stage, like [DE:1.*.3] + + + + Person attribute tab + + - List all available fixed attributes, such as gender, DOB type, Age (days), .. and user-defined attributes. Besides, provide a formula for calculating number of persons who registered in system. However, if a program without registration is selected, person attributes aren't displayed. + + + Program tab + + - Provide formulas for calculating data value related to the selected program and program stage - + + + The number of persons who enrolled the selected program. + + + The number of persons / times that ( Date of enrollment - Date of incident ) is greater then a certain number. + + + The number of persons who visited the selected program stage OR the number of visits what are registered in the system. + + + The number of persons by age at the report-time. + + + + + + Condition section + + + - This section contains comparing operations (<, <=, >, >=, =, != ), calculation operation (+), priority operation ( ( ) ), boolean values (Yes, No), status operations (=NULL, != NULL), relation operations (AND, OR). These operations are used for supporting in setting condition for query. + + + Description section + + - Show description for the condition above. + E.g To get number of girls who got Vitamin A dose 6 enrolled Child Health program on January 2012. Then query is created as in the figure below. Note that January 2012 is period parameter which user will select when generate report. It is not set in the query. +

+ Sample of person aggregation + E.g. Find the number of the children vaccinated BCG by defining a linking rule between the data elements of aggregate dataset named Number of children - BCG and the data element of a program stage named BCG dose given. + + + From Maintenance menu, go to Data Element and Indicators option and click on it. Select Data Element option to define two new data elements - + 1) Define a new data element named Number of children - BCG with Aggregate option for Domain Type. + 2) Define a new data element named BCG dose give date with Patient option for Domain Type. + + + From Maintenance menu, go to Datasets option and click on it. Select Dataset option to create a new dataset named BCG Report and add Number of children - BCG data element into the dataset. + + + From Maintenance menu, go to Persons and Programs option and click on it. Select Program option to create a program named Child Health Program with a stage named Birth Details and add the BCG dose given data element into this stage. + + + Create a new aggregation query builder named Number of children - BCG Builder to linking between the data elements. + + + From Services menu, go to Individual Records option and click on it. Select Person option below Registration header in the left menu to register three persons named Micheal, Alice and Tom in Ngelehun CHC and enroll them into Child Health Program. + 1) For Micheal, open the Birth Details stage into Child Health Program. Enter value for BCG dose give date data element as "2012-01-18". + 2) For Alice, open the Birth Details stage into Child Health Program. Enter Enter value for BCG dose give date data element as "2012-01-18". + 3) For Tom, no enter any data value for Birth Details stage. + + Before entering data value for the stage, choose Report Date as "2012-01-18". + + + + From Services menu, go to Individual Records option and click on it. Select Manual person aggregation option to run Number of children - BCG Builder to get data value and save it into database. + + + + + + + + + - Result after running the query builder + + + + + + + + +

+ Validation criteria + Validation criteria section provides a mechanism for defining criteria for persons when enrolling a program. + To access the validation criteria maintenance module, from Maintenance menu, go to Persons and Programs option and click on it. Select Validation Criteria option to create a new program. + To create a new validation criterion, click the Add new button. Fill all fields with read asterisk, and click Add button. + You can assign facilities to a validation criterion in the Validation Criteria Management (list of available validation criteria are shown) by clicking the blue folder icon, the first icon under Operations, corresponding to the validation criterion you would like to assign. Click the Move selected button to add the selected programs to the validation criterion. Click the Remove selected button to remove programs from the group that have been selected in the right panel. Finally, click the Save button to save changes, or the Cancel button to discard any change. + To translate the name of a program, click Translation icon, the third icon under Operations, corresponding to the validation criteria you would like. +

+ Schedule automated message reminder + This function is used for scheduling message reminders to be automatically sent to enrolled persons XX days before scheduled appointments and/or XX days after a missed visit. When the schedule is started, messages for each person are generated based on templates defined in each stage at midnight (Ref. Add program stage section for defining a template message). On the time, the scheduled messages are sent. + Click Start button will enable the scheduled job to run the task. Messages are generated based on templates defined in each stages at mid-night and sent at a pre-determined time or can be run immediately by pressing Execute button. + Click Execute button to generate and send each message for each person at the time the button clicked. +

+ Schedule Automated Aggregation + The aggregation query builder jobs can be automatically scheduled to run on regular intervals. At midnight, this job runs and get all datasets which have data elements defined into Aggregate Query Builder formulas. Based on the period types of datasets, the system runs formulas at the end of end-date of current period. E.g if today is on 1A.M. in 2013-02-01, the system gets a monthly dataset and other period-type datasets with aggregate formulas, then system will only run aggregate formulas of the monthly dataset with period as Jan 2013. + Click Start button will enable the scheduled job to run at mid-night or can be run immediately by pressing Execute button. +

+ Individual records module + Each of the options for the services will be described in the following section - + + + Find/Add Person + Register, edit and search private information of persons. Support person dashboard for managing relationships, program enrollment, entering case entry form, .... + + + + Visit Schedule + Visit Schedule provides for the user at a facility or in an area a list of upcoming visits to better plan for daily/weekly activities. + + + Program Tracking + Support the work practices around tracking persons within a health program that have not shown up for a scheduled visit (stage), e.g. that are lost to follow-up. + + + Multiple Individual records + Enter data for multiple program stages and persons for a program. The entry screen gives an overview of the stage status. + + + + Single event with registration + The data to register is defined by a single event with registration program. + + + Single event without registration + Register Single events without registration. The data to register is defined by a single event without registration program. + + + Program summary + View the summary report to get an overview of the services provided for a program. + + + + Tabular report + Use an interactive reporting tool for tracker-data using tabular presentation with dynamic filters for each person attribute/data element. + + + + Program Statistics + Program statistics on program performance, e.g. drop-out rates, how many completed every month/year - counts/percentages etc. + + + Manual Person Aggregation + Generate routine data values from patient data by month (or other intervals if desired) and organisation unit. + + + +

+ Find/Add Person + The first step in the tracking is the registration of person/case in the application. In the registration process, the details - which are related to the personal information, identification, contract and location details & health provider details, are entered in the application. In the registration itself, person is provided with the unique identification number. This number will be unique and will not match with the identification number of any person in the state jurisdiction. The issue of identification number will be the responsibility of facility where person is registered first time. + + No matter what program persons need to enroll, they must register into the system first. Then health providers will enroll the persons into relevant programs. E.g. every pregnant women and the child need to be registered first as a person, then they will be enrolled in Mother Care program or Child Health program. + + To access Person management function, from the Services menu, go the the Individual Records option and click on it. Select Find/Add Person option on the left menu to proceed. Then, after to select organisation unit. + Click the List All Persons button to list all persons in the selected organisation unit. If a program in list on the right side is selected, the system will load persons who enolled into the program. + For the registration process, the details - which are related to the personal information, identification, contact and location details, and health provider details, are entered. + + + To register a person, go to the Services menu, select option Individual Records. + + + Click the + + Find/Add person + + option below Person header to go to Person management window. + + + Select a facility from the facilities hierarchy displayed on the left side of the screen. Then click the Add new button on the right side. + + To register new person and enroll him/her into a certain program, please select a program in list on main page and click Add new button. The person attributes and person identifier types which belong to the selected program will be displayed on the registration form. + + + + Start process of registration by providing name, location details, identification details, contact details and other details like child contact name and child contact type. Then click the Add button to complete to process of registration or click the Person management to navigate to previous page. + To continue to register other new person, click the Add && Register new button. + + + + + + + + To check the duplicated person or to avoid double registration, after providing name and demographic details, click the Check duplicate button. Checking process bases on full name, gender and birthday of the registering person to look for the available persons with the similar information in the database. The result list will be displayed if the system finds out the same persons. Now health providers can cancel the registration process and update the existing person or continue the process of registration. + To register representative for the registering person, check on the Has guardian/caretaker checkbox in Register new person form. The sub-function has two tab - + + + Search existing person tab is used for searching available persons and users can select one person in the result list to set relationship. The criteria to search is based on identifier, attribute and name of persons. + + + Add new person tab is used for registering a new person for relationship. When adding a person in this form, you need to select one user-defined relationship type in the list. Finally, click Add button. + + + + + + + + + + + +

+ Person dashboard + The function provides quick access to individual data of a person. Dashboards consist of several sections, some of which provide links to activity programs or relationships of the person . Other sections of the dashboard allow users to enter data values into case entry form, reschedule and set status for each events of activity plan and show messages and report of the program. + The dashboard of a person is opened after register successfully or click the first icon under Operations, corresponding to the person who you would like. + + + + + + + + The Demographics section provides links for editing profile and changing other location of the person. Click on Edit profile link to update individual information of person. Click on Change location link to change other location for the person + Click on a program link in Active programs section to open the data entry form for the next visit of the selected program. A form is open below with five tab - + + + Data entry screen tab - Where data is manually registered for each person. Click on a event box in tab. Then fill a report date to open data entry form of the selected event. + After entering data values into the data entry form, user should click on Run validation button before clicking on Complete button to check reality of data. The event is only completed successfully if all validation is valid. + + + Identifier / Attribute tab - Load identifier-types and person-attributes which belong to the selected program for users to enter values for this program. + + + Reschedule and set status tab - Provides function for re-scheduling, setting status and sending messages/comments or deleting for each events. + + + + + + + + After entering a message in the field, click on (+) button in Message column to add a comment for the event. For sending a reminder message, click on (>>) button. + + Only allow to edit due dates of events with status as overdue or scheduled in future. + + + + Comments and messages tab - Displays a comment/message list of the program. + + + Program report tab - Summary report for the program. + + + The Active programs section consists of active programs of the person. Click on a program to show detail information below. Besides, there are two link in this tab - + + + The Active programs section provides links for activity program and the next visit of person for this program. + + + The Completed programs section provides a completed program list with links to load events flow of the program. + + + To enroll the person into a program, click Enroll link. + + + The Relationship section consists of relationships of the person. Click on a person in list to open his/her dashboard. Besides, there are two link in this tab - + + + To open Relationship management section, click Management link. + + + To register new person for relationship, click Register new person link. + + + Besides, the system audits user's information who accessed on the dashboard. Click on the History link in the header to display this information. +

+ Person enrollment + After the registration, the person needs to be enrolled in any available program. To enroll - + + + Click on Enroll link from Dashboard of the person to open the Enrollment form. + + + Select a program from the list. + + + + + + + + + + After the selection of program, you need to provide two dates: + 1) Date of enrollment ( the first field ) - The date when person enrolls into the selected program. + 2) Date of incident ( the second field ) - The date when the person got the disease or he/she has just been committed to an equivalent program for being followed-up. + + If the selected program has any identifier types or person attributes, they are displayed below. Users can enter values for them at this time. + The date of incident are important to generate the activity plan for each person. Health provider needs to ensure recording and reporting date of incidence with each case of multi events with registration. However, when to define a program, if it can be set Generated by enrollment date property as true, the activity plan is generated based on the enrollment date, not incident date. + However, the date of incident is ignored with single event programs. + + + + Click the Enroll button to complete the enrollment process. + The system will automatically calculate due-date for each event of program and will show it in the Re-schedule and set status tab. In health programme, a person registered and enrolled, needs to be checked from time to time by health providers. +The case update is designed in the same manner so that services which are received by the persons can be updated from time to time when they visit the facility or whenever the health providers need to track. + The system will automatically calculate due-date for each the program stage and will show same the below enrollment. In health program, a person registered and enrolled, needs to be checked from time to time by health providers. +The case update is designed in the same manner so that services which are received by the persons can be updated from time to time when they visit the facility or whenever the health providers need to track. + + +

+ Editing person profile + After registering a person to a certain program, you can edit profile for that person. + + + Click the second icon under Operations, corresponding to the person you would like to edit. Or click the Edit profile link in Dashboard of person. + + + Then a dialog box may appear to require you verify the date of birth if it is not verified. Click OK to go to the edit page. + + + Click Update button to update data and go to his/her dashboard. + + +

+ Adding relationship + To open relationship management for a person, click on the Relationship management icon under Operations or click on the Management link on Relationships section in Dashboard. The management page appears... + + + + + + + + To add relationship for a person, you have to click on Search available person link to navigate to search page. + To register a new person and create relationship with the selected person, click Register new person link. + To set a relative person as representative, click on the Set as representative icon, the first icon under Operations according to the person you would like. +

+ Change person location and View person details and history + You can change person location by clicking the Change person location icon under Operations or click on Change location link on Demographics section in Dashboard. + In addition, you can view all person details and history by click on Person details and history icon under Operations. + Furthermore, you can download all person details and history in the format of XLS or PDF by clicking Download as Excel or Download as PDF button. + + + + + + + +

+ Advanced search persons + The Advanced search function is used for searching available persons based on full-name, identifiers and person attribute values. + To access Advanced search function, from the Services menu, go the the Individual Records option and click on it. Select Find/Add Person option on the left menu to proceed. Then, after selecting organisation unit, click on the Search button on the right side. + A search form is appeared after clicking. User has to select criteria and input values into the function. + + + + + + + + After selecting a type for searching, entering keyword and clicking on Search button, the search result will display on the screen, and then user can interact with these persons. + + + + + + + + + Please check Seach in all facilities checkbox for searching whole organisation hierachy tree. + +

+ Tracking + This function supports the work practices around tracking persons within a health program that have not shown up for a scheduled visit (stage), e.g. that are lost to follow-up. +

+ Visit Schedule + This will be used to provide the user at a facility or in an area with a list of upcoming visits to better plan for daily/weekly activities. This can also be used as quick navigation to the data entry screen when using the system as a live/real-time data entry system. + Clicking on an event to open the data entry screen, + After selecting organisation unit on the left panel, select a program in list. Then status which you would like. Select show events since ( if any) and Show events up to ( if any ). Finally, click Show Event List button to get events which are satisfied with searching criteria. + Click Export XLS button to export the result to excel file. + + + + + + + +

+ Program Tracking + This function supports the work practices around tracking persons within a health program that have not shown up for a scheduled visit, e.g. that are lost to follow-up. + After selecting organisation unit on the left panel, select a program in list. And click on List All Person button to load all over-due events of persons. + Click on person's name or Edit profile icon, the first icon under Operations to open his/her dashboard. + Click on an event or the Reschedule and set status icon, the second icon under Operations to re-schedule and set status for the selected event or see all tracking history for this event. + + + + + + + + To search events by status and some criteria such as name, identifiers or attributes, click on Search button next to List All Persons. A advanced search criteria is shown. After to fill search key values, click on Search button on this form to display result or click on Send message button to send a reminder message for person in result. + + + + + + + +

+ Data entry +

+ Multiple individual records + The multiple individual records function is where individual data is manually registered in the DHIS database. A list events with visited date as current date for each person who enrolled into the selected program are displayed after clicking a multi events with registration. + To access the multiple individual records function, from the Services menu, go to the Individual Records option and click on it. Select Multiple individual records option on left menu to proceed. + To start enter data values, the first step is to open a list events of person who enrolled a certain program by selecting a program in the list on the main page. Follow these steps: + + + Locate the organisation unit you want to register data for in the tree menu to the left. Expand and close branches by clicking on the +/- symbols. A quick way to find an organisation unit is to use the search box just above the tree (the green symbol), but you need to write in the full name to get a match. + The system loads multi events with registration which belong to the selected organisation unit. + + + Select a program in the list and click on List All Person button. An event list of persons who enrolled into the selected program is shown. + + + + + + + + + + Click an event or click on Data entry icon, the second icon under Operations to open data entry form. + After filling and selecting data for a form. You have to click on Run validation button to check whether your inputs are valid. Then, click on Complete button to finish the entry. + + + + You can see/post comments for each event into case entry form. + +

+ Single event with registration + The data to register is defined by a single event with registration program. The functionality supports health providers to register person information and input data values for a program into one form. + In order to register an event, from the Services option, go to the Individual Records option and click it. Then select Single event with registration option on left menu to proceed. + To list all persons in the selected facility, click List All Persons button. + To add new event, select a program in the combo box. And then click Add new button. + + + + + + + + To update event of a registered person: + + + Click Advanced search button. Then enter criterion for searching available persons. The search result is displayed below. User can read the user guide for Advanced search function in Person registration section. + + + Click on Data entry icon - the first icon under Operations, corresponding to the person you would like to edit, to update data values for the event. + + +

+ Single event without registration + The data to register is defined by a single event without registration program. + To register an event, from the Services option, go to the Individual Records option and click it. Then select Single event without registration option on left menu to proceed. + To list all events by program in the selected facility, select a program in list. + To remove empty events of the selected program, click Remove empty events button. + To add new event, click Add new button. + To update an event - + + + Click Search button. Then enter criterion for searching person. The person list are displayed below. + + + Click on Data entry icon - the first icon, to update value for the event. + + +

+ Reports + The sub module provides two functions for individual reports - + + Program summary - View the summary report to get an overview of the services provided for a program. + + + Tabular report - An interactive reporting tool for tracker-data using tabular presentation with dynamic filters for each person attribute and data element. + + + Statistical Program - Statistical reports on program performance, e.g. drop-out rates, how many completed every month/year - counts/percentages etc. + + +

+ Program summary + The function provides a tool for generating summary list of individual information with color shown on program stages to identify status of receiving services in each stage. + To access the program summary report, choose Services -> Individual Records > Program summary. + Select a organisation unit which provides services on the left menu. Then on the main page, select Program, Start date, End date to get period. After, select Use data from level(s). There are three levels Selected, Children Only and All. Finally, click Generate button. + The result is get based on the date of enrollment of each person who registered the selected organisation unit and enrolled in the selected program in the interval from start-date and end-date what health provider entered. + + + + + + + + Click on an event box to display records for this event. + Click on the person box to display the details and history of the selected person. + The color highlight the status of the stages - + + + PURPLE - Data entered and uncompleted stages. + + + RED - Stages open but no data entered while the date estimated for closing/completing is over. + + + YELLOW - Coming stages. + + + GREEN- Compete stages. + + + GREY - Skipped stages. + + +

+ Tabular report + This is an interactive reporting tool for tracker-data using tabular presentation with dynamic filters for each person attribute/data element. + There are two types of reports. The first one is case-based report. +It supports to filter events by each person attributes and data elements. The second one is aggregate report. It allows for aggregation on simple filters annd dynamic updates to report view based on changes to filters. + To access the tabular report function, from the Services menu, go to the Individual Records option and click on it. Select Tabular report option below Reports header on left menu to proceed. + To start a case-based report, the first step is to select a program in the list. Follow these steps - + + + Select a program from list in the left panel. The system will be load data elements which belongs to the selected program. + + + Choose start-date and end-date. The event list is loaded with report-date between the two dates. + + + Select one or many organisation units. + + + In Data element tab, Select a program stage. Double-click data elements which you need to show into the result to move it from Availablefield to the Selected field. Enter filter values for each data elements which you want into the fields below. + + If the selected program has only one stage, this field is hidden and data element list of the stage is shown in the Available field. + + + + In the Options tab, there are two options - + + + + + Use data from level(s): Specify the level which you need to get events - + 1) Children only: Individual data will be aggregated from the children of the selected organisation unit. + 2) Selected: Individual data will be aggregated from the selected organisation unit. + 3) All: Individual data will be aggregated from both selected organisation unit and its children . + + + Show hierarchy from level: The level of organisation units which you want to show. E.g. If an event belongs to an organisation unit in district level and this option is selected as province level, the result is shown with the name of province. + + + + + Click Update button on toolbar. The result is shown on the main page. + + + + + + + + + + To start a aggregate report, the first step is to select a program in the list. Follow these steps: + + + Select a program from list in the left panel. The system will be load data elements which belongs to the selected program. + + + Select date period ranges / relative periods / fixed periods in corresponding tab. + + + Select one or many organisation units by clicking on the hierachy organisation tree or check on User organisation unit / User organisation unit chilren checkboxes. Besides, you can also select a group in list and system will load all organisation units which belong to the selected one. + + + In Data filters tab, Select a program stage. Double-click data elements which you need to show into the result to move it from Availablefield to the Selected field + + If the selected program has only one stage, this field is hidden and data element list of the stage is shown in the Available field. + + + + In the Options tab, there are options as follows - + 1) Position - Select positions for organisation unit, period and data. The system supports ten positions as follows - + + + Organisation unit: Rows; Period: Rows; Data: Filters + + + Organisation unit: Rows; Period: Columns; Data: Filters + + + Organisation unit: Rows; Period: Filters; Data: Filters + + + Organisation unit: Rows; Period: Filters; Data: Columns + + + Organisation unit: Columns; Period: Rows; Data: Filters + + + Organisation unit: Columns; Period: Filters; Data: Rows + + + Organisation unit: Filters; Period: Rows; Data: Filters + + + Organisation unit: Filters; Period: Rows; Data: Columns + + + Organisation unit: Filters; Period: Columns; Data: Rows + + + Organisation unit: Filters; Period: Filters; Data: Rows + + + 2) Aggregate type - Have three options. The first one is used for calculating number of events which satisfy the fitlers. The others are used for calculating sum/average data values of the select data element in Sum/Avg of option. + 3) Sum/Avg of - Select a number data element in list to calculate sum/avg data values of its if aggregate type option is sum or avg. + 4) Use completed events - Check it if you want to get only completed events. + 5) Use data from level(s) - Specify the level which you need to get events. If the option is Children only, individual data will be aggregated from the children of the selected organisation unit. If the option is Selected, individual data will be aggregated from the selected organisation unit. If the option is All, individual data will be aggregated from both selected organisation unit and its children. + 6) Group by - Group the result by data values of the selected data element. + 7) Limit records - Limit number of records in result returned. + + + + + + + + + + To save parameters on the left panel, click Favorites button on toolbar. The select Manage favorites option. A form is shown to enter name for favorite and click Save button. + To export the result to excel file, click Download button, select XLS option. For the aggregate report, the system supports more two types of file as PDF and CSV. +

+ Program Statistics + The tool provides a tool for generating a statistics report by program. + To access Program Statistics module, from the Services menu, go to the Individual Records option. Select Program Statistics option on left menu. Program statistics is opened. + To get statistics report for a program, please do as follows - + + + Select a program in list. + + + Program - Specify program for generating report. + + + Select start-date and end-date. The system will aggregate report based on start-date and end-date. + + + Click Generate button to generate report. The result is displayed below. And click Export XLS button to export the result to excel file. + + + + + + + + + + Visits scheduled (All) column is the number of events of all stages, includes overdue, skipped, incomplete and complete events. + Visits done (#) column is the number of events incomplete and complete. + + Visits done (%) column is percent of visits done (#) events / the number of all visits scheduled. + Forms completed column are stage instances where the user has clicked complete. + + Forms completed (%) column is percent of completed events / the number of all visits scheduled. + Visits overdue (#) column is the number of overdue visits. + Visits overdue (%) column is percent of visits overdue (#) / the number of all visits scheduled. +

+ Manual person aggregation + The Manual person Aggregation module is used for aggregating individual data and import into aggregated data element. + To access Manual person aggregation module, from the Services menu, go to the Individual Records option. Select Manual Person Aggregation option on left menu. Manual person aggregation form is opened as below - + + + + + + + + In the Person aggregation form above + + + Select dataset from Dataset List to get aggregate values. Note that only datasets which were assigned to at least one organisation unit will be shown in this list. + + + Select a date range from From and To fields. + + + Select organisation unit level where person data will be select to aggregate. There are 3 options - + - All: Individual data will be aggregated from both selected organisation unit and its children. + - Children only: Individual data will be aggregated from the children of the selected organisation unit . + - Selected: Individual data will be aggregated from the selected organisation unit. + + + Click on the +Aggregate button to execute aggregate function. The Person aggregation resultpage is shown after running successfully. + + + + Figure - Person aggregation result + + + + + + + In Manual person aggregation result page - + + + Click Save all values button to save all aggregated data values . + + + Click Orange arrow icon next to period name for showing list of aggregated data values at this period. Select only necessary data values and click Save selected values to save them + + + Click Show details icon to view detail information which aggregated. + + +