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  • Configuration - System Configuration for PEPFAR Alignment
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Purpose

To provide guidance on the configuration of a DATIM4U environment in preparation for data reporting in alignment with the PEPFAR calendar. 

→ Reference to the PEPFAR Data Calendar

Background

For Targets setting, data entry occurs for the upcoming fiscal year, e.g. targets are set for FY18 in FY17, and they are set for the entire year, not by quarters. In the Global DATIM system, the Target period is left open until all countries have finalized their targets (this generally occurs over a period of months).  

For Results Reporting, data entry occurs for the period prior to the current period, e.g. data entry for FY Q1 will happen during FY Q2 and so forth. Each quarter is divided into two separate data entry segments:

  1. Data Entry
  2. Data Cleaning (Results Only)

Data Entry is the initial data entry phase that occurs in the first ~6 weeks of the quarter. This is when partners enter their data for the quarter for the first time.

Data Cleaning is only applicable for Results and happens in the the last month of the quarter (i.e. for FYQ1 it happens in March). This is a three week period where any discrepancies or issues found in that quarter's data can be resolved.

Period Open and Close Timing

The following outlines the schedule as is implemented by the DATIM system support team and should similarly be implemented in DATIM4U by your local support team.  

For the DATIM Global system, the DATIM team will open a period on the business day prior to the date that is established on the PEPFAR data calendar. For a Monday opening, the period will be opened on the preceding Friday. For period closing, the DATIM team will close the period on the date established in the data calendar.  

TypeStatusDayTime
Data EntryOpenBusiness day prior to period opening date5 PM ET
Data EntryCloseThe date noted on the data calendar5 PM ET
CleaningOpenBusiness day prior to period opening date5 PM ET
CleaningCloseThe date noted on the data calendar3 PM ET

Note: DATIM4U must be submitted to DATIM before DATIM's set close date/time.  As such, DATIM4U should close prior to DATIM, allowing adequate time to complete your country's reporting and submission procedures. 

How to Make Change Systems Settings

When opening or closing a period, the following applications and system settings in your local DATIM4U environment must be modified:

  1. Data Approvals - the approval level of the mechanisms must be at the appropriate level, which is dependent on whether we are opening vs. closing the period, and whether it is a data entry period or a cleaning period. See the table below for specific details on the settings required.
    • This data is set using the DHIS2 Datastore Manager app.  for your DATIM4U system.  
      1. Open the Datastore Manager app in the DATIM4U DHIS2 system.  
      2. Click on the approvals folder icon in the DATIM4U DHIS2 system.  
      3. To set the approvals, you may want to check the settings in the Global DATIM system.  Directions for seeing what is in there see https://datim.zendesk.com/hc/en-us/articles/115005176523

  2. Data Deduplication - In the Data Deduplication app, periods should only be available if they are open for data entry. Although note that there are sometimes exceptions where deduplication may be made available even if the period is closed.
    • This data is set using the DHIS2 Datastore Manager app. for your DATIM4U system. 
      1. Open the Datastore Manager app in the DATIM4U DHIS2 system.  
      2. Click on the dedupe folder icon.  
      3. To set the approvals, you may want to check the settings in the Global DATIM system.  Directions for seeing what is in there see https://datim.zendesk.com/hc/en-us/articles/115005176523

  3. Dedupe Cross Walk
    • This data is set using the DHIS2 Datastore Manager app. for your DATIM4U system.
      1. Open the Datastore Manager app in the DATIM4U DHIS2 system.  
      2. Click on the dedupe folder icon.  
      3. To set the approvals, you may want to check the settings in the Global DATIM system.  Directions for seeing what is in there see https://datim.zendesk.com/hc/en-us/articles/115005176523

  4. PEPFAR Datasets & Expiry days
    • The PEPFAR 'datasets' must be configured to enable data entry.  This is done through managing the dataset 'expiry days'.  The applicable PEPFAR datasets are defined as follows.

PEPFAR result datasets: 

CountDataset Name
1

Host Country Results: Narratives (USG)

2Host Country Results: Operating Unit Level (USG)
3MER Results: Community Based
4MER Results: Community Based - DoD ONLY
5MER Results: Facility Based
6MER Results: Facility Based - DoD ONLY
7MER Results: Medical Store
8MER Results: Narratives (IM)
9MER Results: Operating Unit Level (IM)

PEPFAR target datasets:

CountDataset Name 
1

MER Targets: Community Based

 
2MER Targets: Community Based - DoD ONLY 
3MER Targets: Facility Based 
4MER Targets: Facility Based - DoD ONLY 
5MER Targets: Operating Unit Level (IM) 
6MER Targets: Narratives (IM) 
7Host Country Targets: Narratives (USG) 
8Host Country Targets: Operating Unit Level (USG) 
9Host Country Targets: COP Prioritization SNU (USG) 
10Planning Attributes: COP Prioritization National 
11Planning Attributes: COP Prioritization SNU 
12Implementation Attributes: Community BasedAdded in COP18
13Implementation Attributes: Facility BasedAdded in COP18
    • Note: Every time there is a change to the dataset, a NEW dataset is created, but the name is kept the same.  This means that the current dataset will retain the same name, but have a new UID.  The 'old' dataset is renamed with the time period when it was relevant, e.g. MER Results: Facility Based 2017Q4.  
      • This can be seen when viewing the datasets in DATIM4U as shown in this screenshot:

    • Expiry days indicate the number of days a dataset is open after the beginning of a period. For example, if a results dataset has the expiry set to 10, then for FY17 Q1, the dataset will be open until October 10. Setting expiry days controls how long a specific dataset is open and available for data entry. Setting the expiry to 1 thus prevents any data from being entered against the dataset after the first day of the period. This is important because new mechanisms come into DATIM with a "Pending" status. When opening a data entry period, the expiry days should be set such that they will be open for at least as long as the data entry period.  
      • Within DATIM, as a rule of thumb:
        1. PEPFAR Results expiry days are set to 90, which encompasses the normal entry period as well as the data cleaning window.  
        2. PEPFAR Targets expiry days are set to -365, as these are defined during the year prior. 

Setting Guidance

The tables below outline the specifications that need to be made to each application or system setting when opening or closing a period:

General PEPFAR Data Entry 

ActionUpdate "Data Approval"Update "Data Deduplication"Update Dataset "Expiry Dates" (see Configuration - How to Manage the Expiry Dates)
Open (Results)Results are reported quarterly
  1. IMs should automatically be at pending
  2. Add the period to the period dropdown

Add the data entry period to the Period dropdown and ensure usage of appropriate crosswalk values

Datasets are set to automatically open at the beginning of each period, so no adjustments should be required for expiry dates.
Open (Targets)Targets are set per fiscal year.
  1. IMs should automatically be at pending
  2. Add the period to the period dropdown
Add the data entry period to the Period dropdown and ensure usage of appropriate crosswalk values Set to 365
 Close
  1. IMs for the period should be moved to "Accepted by Global" status (2T)
  2. Remove the period from the period  
 Remove the data entry period from the dropdown Set to 1

Data Cleaning (Results Only) 

ActionUpdate "Data Approval"Update "Data Deduplication"Update Dataset "Expiry Dates" (see Configuration - How to Manage the Expiry Dates)
Open
  1. IMs for the period should be moved to "Accepted by Interagency" status (3T)
  2. Add the period so that it is available in the Period dropdown
Add the data entry period to the Period dropdown and ensure usage of appropriate crosswalk valuesSet to 90
Close
  1. IMs for the period should be moved to "Accepted by Global" status (3T)
  2. Remove the period so that it is available in the Period dropdown
Remove the data entry period from the dropdownSet to 1

Notifications

The DATIM team sends out the type of notifications mentioned below.  DATIM4U managers may determine if notifications of DATIM4U notifications need to be sent.  

  1. Data Entry Open - A notification should be sent to all enabled DATIM Users on the day of period opening informing them that the period has opened for data entry. This email should also include the date that data entry will close.
  2. Data Entry Close - A notification should be sent to all SI Advisors informing them that the data entry period has closed.
  3. Data Cleaning Open - A notification should be sent to all enabled Interagency DATIM Users and SI Advisors informing them that data cleaning is now open. This email should also include the date that data cleaning will close.
  4. Data Cleaning Close - A notification should be sent to all SI Advisors informing them that the data entry period has closed.

 

Source - Much of the content of this page is based upon the following DATIM document https://github.com/pepfar-datim/Global/wiki/Period-Open-and-Close-Standard-Operating-Procedures-(SOP)


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