PEPFAR/MoH Data Alignment Webinar 3 June 20, 2018 1
Overview PEPFAR/MoH Data Alignment - Webinar 3 1. Review Value Proposition Activity Specifications Four Milestones & Timeline 2. Workshop 3. Data Alignment Liaisons and Other Resources 4. Indicator Mapping Review 5. Q&A
Value Proposition Provide Ministries of Health with comprehensive access to an unambiguous view of their program and PEPFAR s role within it supported by PEPFAR s most effective analytical tools Provide countries with a validated total view of the data to analyze and use as a way to generate targeted interventions Facilitate automated results reporting between Ministry of Health and PEPFAR Improve the data quality of results reporting at the local, national and global scale by strengthening national systems, aligning data collection processes and standardizing indicator definitions Facilitate data use for program improvement in accordance with the WHO Normative Guidance for HIV Program Managers Exchange common data sets by building a data collection framework with tools, defined processes, and support to operationalize the WHO Normative guidance (with further uses beyond PEPFAR and HIV/AIDS) 3
Data Alignment Indicators In 2018, we will be collecting data on the following Indicators: 1. HTS_TST: Number of individuals who received HIV Testing Services (HTS) and received their test results 2. PMTCT_ART: Number of HIV-positive pregnant women who received Antiretroviral Therapy (ART) to reduce the risk of mother-to-childtransmission during pregnancy 3. PMTCT_STAT (Numerator): Number of pregnant women with known HIV status at antenatal care 4. TX_CURR: Number of adults and children currently receiving ART 5. TX_NEW: Number of adults and children newly enrolled on ART Notes: - Data collected from the PEPFAR/MoH Data Alignment Activity is not made public - Reporting from the MoH system does not replace PEPFAR FY18 Q4 MER reporting requirements - TX_RET is no longer being collected as part of the PEPFAR/MOH Data Alignment Activity 4
Indicator Results 'Date Range Reporting ranges for MoH annual results You will want to align the MoH results to PEPFAR s Q4 (Oct-Sept) annual reporting period. We will allow submissions of periods that do not align to Q4, which is still the case, but need to add a caveat The MoH results data must start and end at a quarter (see table) Annual Range PEPFAR (based on fiscal year) Data Alignment (based on calendar year) January 1, 2017 December 31, 2017 Q1 2017Q4 April 1, 2017 March 31, 2018 Q2 2018Q1 July 1, 2017 June 30, 2018 Q3 2018Q2 October 1, 2017 September 30, 2018 Q4 2018Q3 Acceptable MoH results ranges Ideal MoH results range
Four Activity Milestones 1. Indicator Mapping 2. Facility Reconciliation Mapping the MoH Indicators and disaggregations to their Data Alignment equivalents App: Indicator Mapping MoH Facility List DATIM Facility List App: Facility Reconciliation 3. MoH Results Data Exchange 4. Data Use MoH Data Repository Extract, Transform and Load (ETL) the MoH Results file App: Data Exchange Indicator Mapping Facility Alignment MoH Results ETL Data Use May Jun Jul Aug Sep Oct Nov Dec 21
PEPFAR/MoH Data Alignment Activity 2018 Timeline Date Item PEPFAR/MoH Data Alignment Activity 14-May Deadline Submit PEPFAR/MoH Data Alignment Team (PMDAT) USG Member Designation Form 16-May Webinar Introduction, Process Overview & Preparation 1-Jun Deadline Submit Self Assessment/Survey via DATIM Support 1-Jun Deadline Submit PMDAT MoH Member Designation Form via DATIM Support 6-Jun Webinar/Virtual Training Process Overview & Indicator Mapping 20-Jun Webinar/Virtual Training Indicator Mapping Review 11-Jul Webinar Open Forum / Q&A 18-Jul Webinar/Virtual Training Introduction to the Data Exchange process, Open Forum / Q&A 20-Jul Deadline Complete Indicator Mapping 25-Jul Webinar/Virtual Training Facility Reconciliation 8-Aug Webinar/Virtual Training Data Exchange and Review process, Workshop Preparation TBD (late Aug. - Sept.) Virtual Workshop PEPFAR/MoH Data Alignment Workshop 31-Aug Deadline Complete Facility Reconciliation 6-Sep Webinar Open Forum / Q&A 26-Sep Webinar Open Forum / Q&A 28-Sep Deadline Complete a 'Test' MoH Results File 1-Oct Submission Open MoH Results Submission Window Open 10-Oct Webinar/Virtual Training Virtual Training Session - Data Review & Approval 31-Oct Webinar Open Forum / Q&A 8-Nov Submission Close MoH Results Submission Window Closes 3-Dec Review Open MoH Results Data Review Window Open 5-Dec Webinar/Virtual Training Virtual Training Session - Data Analysis 21-Dec Review Close MoH Results Data Review Window Closes
PEPFAR/MoH Data Alignment - Virtual Workshop 8
Virtual Workshop The Virtual Workshop will allow more flexibility for team members to participate in the training, and also will provide teams with the ability to work collaboratively on Data Alignment Milestones. Through many of the digital tools that PEPFAR has been developing over the last year, teams will be able to shape the Workshop in a way that works best for them through the inclusion of core and supporting courses that will be accessible through a variety of digital means. Primary Objectives We will center the workshop on the last three of four PEPFAR/MoH Data Alignment Activity Milestones: 1. Indicator Mapping (will already have been completed) 2. Facility Reconciliation Mapping facility lists using the reconciliation app 3. MoH Results Data Exchange Preparing for compiling and formatting the MoH Results in preparation for submission (once that data become available) 4. Data Use Accessing and understanding the data use component
Virtual Workshop continued General Format: We will Facilitate presentations to expand on the data use and interoperability concepts, introduce functional models Provide real country examples, highlight tangible approaches to develop and promote interoperability Provide self-paced virtual training segments on specific topics Foster a community of practice around this Data Alignment work General Expectations: Work with your country team and MoH Representative to complete the core and supporting courses Connect with your Data Alignment Liaison to troubleshoot issues, receive guidance, ask clarifying questions, schedule touchpoints, etc. Conduct all activities needed to prepare your team to deliver the ETL Results File by November 2018 10
Virtual Workshop Survey Collecting information on: Preferences for course content and overall curriculum Preference for delivery format of content and delivery cadence of content Preferred dates/availability to participate in Virtual Workshop and complete self-paced courses and activities Survey Details: The survey should take approximately 10 minutes to complete A link to the SurveyMonkey survey will be sent via email after the webinar Please complete 1 survey per country (completed together with MoH and USG representatives) Please complete the survey by COB Friday, June 29th 11
PEPFAR/MoH Data Alignment - Data Alignment Liaisons and Other Resources 12
PEPFAR/MoH Data Alignment Data Alignment Liaison This year, each country team will have a Data Alignment Liaison who will be your point of contact over the lifetime of the project. Your DA Liaison will: Provide support to your team Help resolve issues you encounter Hold regular check-ins with country teams Engage Resources as needed Country Team will: Reach out to your Liaison whenever you have questions or encounter problems Attend regular check-ins Work on activities following project timeline Reach out to your Liaison by submitting tickets to DATIM Support Help Desk (ticket submission guidance was shared in the country specific communication)
PEPFAR/MoH Data Alignment Data Alignment Liaison Prior to Virtual Workshop (July-August) Hold weekly check-in meetings with Country Teams Monitor progress on Indicator Mapping and assist in this process as needed Address any early concerns surrounding Facility Mapping or Data Extraction Provide general resources to Country Teams
PEPFAR/MoH Data Alignment Data Alignment Liaison Virtual Workshop (August/September) Hold intensive schedule of working sessions and check-in meetings with Country Teams Help define a personalized timeline with deliverables Ensure completion of the Facility Reconciliation Help identify duplicate sites and assist with site merging process Resolve any outstanding issues with Indicator Mapping Establish plan for data extraction and generate test Results File (if practical)
PEPFAR/MoH Data Alignment Data Alignment Liaison After Virtual Workshop (October) Hold weekly check-in meetings with Country Teams Assess if progress is sufficient to meet agreed-upon timelines and engage appropriate individuals (e.g. SI Advisors, HIS ismes) when this is not the case Assist Country Teams with submitting data through Results File Mediator and assist with data extraction as needed Ensure country teams have access to data in GeoAlign and DATIM and follow through with review and use of data Establish plans for periodic clean-up of Facility Mapping, including merging of duplicate facilities
Resources Guidelines, Instructions and other tools are/will be available at DATIM Support https://datim.zendesk.com Data Import and Systems Administration PEPFAR/Ministry of Health Data Alignment Resources 2018 https://datim.zendesk.com/hc/en-us/sections/360000142746-pepfar-ministry-of-health-data-alignment-resources-2018
PEPFAR/MoH Data Alignment - Indicator Mapping 18
Indicator Mapping: Why? Why? Because your results file is submitted with your MoH Definitions? we need instructions on how to interpret (or map) MoH definitions to DATIM definitions so we know where to save the data A = HTS_TST a001 = Positive <15 Female a002 = Positive 15+ Female a003 = Negative <15 Female a004 = Negative 15+ Female B = PMTCT_STAT b001 = KnownPositives b002 = NewlyTestedPositives b003 = NewNegatives 19
Indicator Mapping App This year, we will be using an app on GeoAlign (https://geoalign.datim.org/) Advantages: All disaggregations loaded in proper format Accessible anywhere Real time warnings about common issues with your mappings Simplified approach to indicate calculations
Indicator Mapping: Changes for 2018 You will submit EITHER Fine OR Coarse disaggregations Short Name Fine Disaggregations Coarse Disaggregations HTS_TST Age (<1,1-9,10-14,15-19,20-24,25-29,30-34,35-39,40-49,50+,Unknown) Sex (Female, Male) Test Status (Positive, Negative) Age (<15, 15+, Unknown) Sex (Female, Male, Unknown) Test Status (Positive, Negative) Where possible, you should use Fine disaggregations.
Indicator Mapping: Changes for 2018 We will now require that you provide BOTH Name AND ID Name: Provide a description Example: Women who received HIV Testing Services (HTS) and received their test results Note: name should be a description, the name in your system may not be sufficient if it does not provide a clear description. For example, W-HIVtest would not provide enough information ID: An ID to help identify an Indicator/Disaggregation letters, numbers, periods, hyphens, and underscores are acceptable (no accents, no spaces) Acceptable: abc12_34.a-b, element_1 Not Acceptable: élément_1, element 1, If MoH is using DHIS2, the ID field should be the DHIS2 uid ID will be used in Results File
Indicator Mapping App Remember that both Name and ID are required, but ID is the field that will be used in your Results File These will need to be in Results File
Indicator Mapping App If the data in your MoH System do not have disaggregation, you can leave the Disaggregation section blank: MoH Data may not have disaggregations if the data definition already encompasses the PEPFAR Disaggregation. For example if your MoH data has a concept like Pregnant women newly tested HIV positive during antenatal care, this concept would correspond the PEPFAR Indicator PMTCT_STAT and the PEPFAR Disaggregation NewlyTestedPositives
Indicator Mapping Calculation of values by adding finer disaggregates is acceptable e.g. [HTS_TST < 15] = [Under 10] + [11 to 14] Calculation by subtraction is acceptable but should be flagged for review with your SI Advisor e.g. [HTS_TST NEG] = [Total] [POS] Indicator mappings may not include any calculations of data using multiplication or division (this is restricted by the app) e.g. [TX_NEW Female] = [TX_NEW Total] / 2 25
Indicator Mapping App For a PEPFAR Indicator/Disaggregation, you can add data items (e.g. add finer disaggregations together) You can also subtract data items (e.g. subtract Positives from Total to get Negatives) *If subtraction is used, SI Advisors and HIS ismes will need to provide sign off.
Indicator Mapping App The data we are collecting for this project are Numerators (Numbers of people) No negative numbers can be submitted No decimals can be submitted Any data with incorrect values will be rejected To prevent invalid values, Division and Multiplication are not permitted in Indicator Mapping
Indicator Mapping App You can Save or Submit your work Save means that you are working on your submission but do not consider your changes final. You cannot use saved changes to process your Results File. Submit means that you consider your work final. You can use submitted changes to process your Results File. Until July 20 th, no changes are considered final, so please Submit often so that you can check for errors.
Indicator Mapping App Remember that when you get an error on Submit, the error can be on any Indicator PMTCT_ART has no errors, but returns a error on submission because there is an error the PMTCT_STAT Indicator
Indicator Mapping Q&A
Summary PEPFAR/MoH Data Alignment - Webinar 3 Value Proposition Milestones & Timeline Virtual Workshop Survey Data Alignment Liaisons Resources Indicator Mapping Review & Q&A
Next Steps By June 29: Filled out the survey on your country s preferences for the Virtual Workshop Before July 11 Webinar: Have heard from your Data Alignment Liaison Have begun to enter Indicator Mappings using the Indicator Mapping App Identified any mappings for any Indicators/Disaggregations that you cannot provide and shared that information with your Data Alignment Liaison Informed your Data Alignment Liaison if you anticipate difficulty aligning the MoH results to the PEPFAR Q4 date range 32
General Q&A