MSF OCG DHIS2 BASIC USER GUIDE

(1)

OCG DHIS2 User Guide v1.5 1

MSF OCG DHIS2

BASIC USER GUIDE

Version 1.5

Contact info:

 DHIS2 Flying Implementers

o [email protected] o [email protected] o [email protected] o [email protected] o [email protected] o [email protected]  Medical Data Advisor

(2)

1. SIGNING IN

Local Server: DHIS2 local server is only accessible if you are connected to the local network in your project,

mainly used for data encoding, create and share dashboards locally.

Cloud Server: DHIS2 cloud server is only accessible if you are connected to internet, mainly used to view

dashboards created at HQ level for reporting purposes. Dashboards that are created on cloud server and shared with users can be viewed everywhere if you are connected to internet.

The system works slightly faster and more reliably if you use a chrome incognito browser. If you have chrome active on your computer right-click on the icon and select “new incognito window”. If you are the first person to work on DHIS2 on your computer please save a link on your taskbar in chrome incognito to save time logging in later on.

If you are in the Project you should use the following link to sign in: http://localdhis2/ OR it may be a different link provided by the Flying HIS Implementers (Check with data team or Flying Implementers) If you are in Coordination or HQ you should use the following link to sign in: https://dhis2.ocg.msf.org/dhis-web-commons/security/login.action

Username: This should be your MSF email address; in some cases it might be a unique username that

should have been provided to you.

Password: The password should have been provided to you at the same time as your username. If you are

replacing someone in a field position, your predecessor should hand over their password: you should change this to something you will remember when you start working. This is for data protection purposes.

Support: If you are having issues logging in, please contact the flying DHIS2 Implementers that visited your

mission or the HIS team at HQ (see cover page for contact information).

Please note that the user name and password are case-sensitive. Therefore, you should check the position of your caps lock key before entering your login information.

Once you have successfully logged in, you will see the DHIS2 dashboard where you can immediately monitor the latest data in your selected graphs, tables, etc.

After you have completed your session, you can log out before closing the browser. Use the log out button in the upper right corner inside the profile menu and you will be returned to the login screen.

(4)

2. SET USER ACCOUNT PREFERENCES

The language in DHIS2 can be changed by accessing the user settings. To do this, follow these steps: 1. Hover the mouse in the top right corner of the window where there are initials.

2. Different options should pop-up, and you should select the option “Settings”

3. The next window will enable you to select the languages. You should change it in 2 places: a. Interface language: This will change the language of the DHIS2 system

b. Database language: This will change the language of the data base such as the data elements and indicators you wish to see

4. When you are done it will save automatically and you can click on the DHIS2 logo in the top left corner to bring you back to the Home Page.

In user profile, you can also add personal information to your profile such as your email address, mobile phone number, etc.

In account settings, you can reset your password.

Step 1

Step 2

Name Email

(5)

3. ENTERING DATA

DATA ENTRY APPLICATIONS

The data entry applications are where users manually enter data into the DHIS2. In DHIS2, data can be entered in 3 different applications depending on the type of data entered:

 Data Entry: This application is used for aggregated data, such as daily, weekly, or monthly datasets.

The user is able to register data for an organisation unit (org unit), a period and a set of data elements at a time. The org unit is the health facility (operational unit) where the activities and all data manipulation are performed.

 Event Capture: This application is used to encode individual patient data (similar to a line list) for

which there is no follow-up visit, such as a paediatrics or neonatology form. User is able to register events that occurred at a particular time and place. An event can happen at any given time point. In DHIS2, events are linked to a program. The event capture application lets you select the

organisation unit and the program and specify a date when an event happened (also known as case or record) before entering information for the event. If the same patient comes back, he will be considered as a new event.

 Tracker Capture: This application is used to enter patient data for which there are either follow-up

visits (such as NCDs or Mental Health) or if there can be several events to record (such as surgery procedures). Tracker capture handles events either single or multiple, for the same patient over time and enables the tracking of an entity (e.g. a patient) over time. The tracker capture app allows a patient to be registered with data on services and visits possible to be added to the record, building a history of the patient’s care.

3.1 DATA ENTRY / AGGREGATED DATA

1. Go to the Applications Menu in the top right corner and select the application “Data Entry”:

2. The next screen will allow you to

a. Select your Organisation Unit (Mission  Project  Health Structure  Medical Activity) on the left. In this example the Organisation Unit is: Cameroon  CM136 – Mora  Mora - CSI  Mora - CSI - ATFC

(6)

3. Once the Organisation Unit, Data Set, and Period have been selected, the tables to be filled should automatically display

a. In this page, there may be tabs to select different tables/sections OR in some cases there may a drop-down list to select the tables/sections

b. Tables can then be filled as needed, with the cells turning green when data have been entered correctly and the system has saved the value.

c. A grey field means that the field is disabled, and you can’t enter a value.

d. If you type in an invalid value, for example a character in a field that only accepts numeric values, you will get a pop-up that explains the problem and the field will be coloured in yellow (not saved) until you have corrected the value.

e. When all the data has been entered, click on “Complete” at the bottom of the page. A pop-up window will ask “Are you sure this data set is complete?”, for which you should select “Ok”.

Organisation Unit

WHAT WHEN

WHERE

(7)

4. Once completed, you can select a different period or a different Organisation Unit if you have more aggregated data to enter. Otherwise, you can return to the Main Page by clicking on the DHIS2 logo in the top left corner.

5. You can edit data values in a completed data entry form to correct values that are incorrect by opening the data entry app, the existing form, click on “Incomplete” and change the relevant data values. Once you have done, you can click “Complete”.

3.2 EVENT CAPTURE

1. Go to the Applications Menu in the top right corner and select the application “Event Capture”:

2. The next screen will allow you to

a. Select your Organisation Unit (Mission  Project  Health Structure  Medical Activity on the left. In this example the Organisation Unit is: Iraq  IQ146 – Northern Iraq Emergency - West  Nablus Hospital  Nablus Hospital – Med-Ped

b. After selecting an organisation unit, the list of programs will display programs which have been associated with the selected org unit. Make sure the correct Program is selected

Section

(8)

c. The list of Events/Patients already encoded appear in the table or tabular fashion. As seen in the screenshot, each row corresponds to an event. The columns display information about the event, more specifically they display data for data elements which are part of the program. It is possible to show or hide column in the table of events. This feature is especially important when we have a long list of data elements assigned to a program.

d. In the Patients list, it is possible to see the total number of patients, download the list of patients, edit the columns displayed, and sort the order of the columns:

3. To encode a new Event/Patient, click on “Register Event”. This will open a form where you can select the Admission Date. Once a date has been selected, the complete form will appear to be able to fill out the required information for this Event/Patient.

4. Once completed, you can click on “Save and add new” if you want to keep encoding Events/Patients, or on “Save and go back” to leave the Event/Patient form section. When all the patient information has been completed, you can select “Event Complete”. If the patient’s information hasn’t been fully entered do not select Complete.

5. You can also edit event to modify information. To do this, open the event capture app, select an org unit, and a program. All events registered to the selected program show up in a list. Click the event you want to modify and select “Edit”. Then modify the event details and click “Update”.

Org

Units

Program

Events/Patients

Total patients Download Edit displayed columns

Sort column order

(9)

3.3 TRACKER CAPTURE

1. Go to the Applications Menu in the top right corner and select the application “Tracker Capture”:

2. The next screen will allow you to:

a. Select your Organisation Unit (Mission  Project  Health Structure  Medical Activity) on the left. In this example the Organisation Unit is: Burkina Faso  BF112 – Dori Project  CHU Dori  CHU Dori - Sur

b. Make sure the correct Program is selected

c. You can either search for patients or register new patients

3. To search for a patient, you can enter the patient ID or any other information (attributes) that could locate the patient: name, address, date of birth, etc. After clicking on “Search”, a list of results will show up, from which you can select a patient or existing Track Entity Instance (TEI) to edit or add information. You can also create a TEI and enrol that TEI to a program (surgery, mental health, etc.).

Org

Units

Program

(10)

4. To add a new patient (TEI), click on Register. A basic form for basic patient information appears. The system is configured to prevent registering duplicates and if there is any matching TEIs, a box will be displayed with the possibility to view these matching TEIs. Review possible duplicates before registering a new patient.

5. If there is no matching TEIs, you can add another patient (“Save and add new”) or complete the registration (“Save and continue”) and open the registered patient’s dashboard.

(11)

6. Once inside the patient’s dashboard, it is possible to add new Stage in the section “Timeline Data Entry” by clicking on the “+” symbol and selecting the correct “Program Stage”.

a. In this Surgery example, one can either add a “Surgical Intervention” or “Exit”; in both cases a date needs to be selected.

b. Once selected, the form will appear below “Timeline Data Entry”. Once filled you can click on “Complete”

c. After completing stages for a patient, you will see the admission stage and the subsequent interventions, and if needed you can reopen them to modify

(12)

4. DASHBOARD VISUALISATION

Dashboards are the Home Page of DHIS2. Whenever you click on the DHIS2 logo in the top left corner of the screen, it will take you back to the dashboards. Dashboards are where graphs or tables concerning activities or locations can be viewed. Following are a description of general functioning of dashboards and then a description of how the graphics inside the dashboards can be interacted with.

4.1 GENERAL FUNCTIONING

Filtering Dashboards by Location

One of the most important features about dashboards is making sure you are seeing data for the location/Organisation Units you are expecting (all OCG, by Mission, Project, or Health Facility). To do so, follow these steps:

1. Click on “FILTER”, which should open a pop-up window

2. The following options appears where the Organisations Units can be selected. This can be done at mission, project, health facility, or activity level. Also, more than one location can be selected. In Example 1 below, the health facility “Hôpital District de Mora” was selected, whereas in Example 2 both “Hôpital District de Mora” and “Kourgui – CSI” were selected.

Example 1 Example 2

3. Once the desired Organisation Units have been selected, click on Save. The data in the graphs should only display data relating to the Organisation Units selected.

Next to overarching unit “Operational Centre Geneva” at the top of the list, you will see the parenthesis that shows the number of units you have selected, this can help you check that you haven’t selected more

(13)

than you wanted. Note that the filter only affects you not other users and if you reload the dashboard, the filter will be cleared.

Selecting Dashboards

The list of dashboards is displayed in the top of the page in alphabetical order. They can be selected simply by clicking on the dashboard desired, which will lead to graphics or tables automatically displaying below. Some dashboards are themed around a specific activity (example: ANC, ATFC…), while there may be others created based on a specific location (Project or Mission, such as “CM136 MORA”).

It is important to note that if a dashboard you are looking for is not displayed, you can search for it on the left side of the panel or you can click on “SHOW MORE” to see the entire list of available

dashboards.

Starred dashboard

It is possible that over time a long list of dashboards become available to you. Since they are listed

alphabetically, the dashboards most often used may not be at the top. In order to facilitate access to these dashboards, you can “Star” dashboards so that they appear first in the list of dashboards (See ER dashboard below). To do this, you simply have to click on the Star next to the dashboard name. Starring a dashboard only applies to you not to the other users.

(14)

4.2 CREATING A DASHBOARD

When creating a dashboard, it is important to keep in mind that Dashboards created on the local server will not be visible on the cloud server and therefore cannot be shared with anyone who is not physically

present in the office. However, all dashboards created on the cloud server can be shared with anyone and will also appear in the local server.

1. In the top left corner of the Dashboards Home Page, click on the + green button to go on to create mode:

2. This will bring you to a new page where you can give a descriptive title to the new Dashboard, as well as a description (optional). You can add items such as tables and graphics into your dashboard by searching from the item selector in the upper right part of the dashboard area (see Section 4.3), or see the advanced user guide for more specific details on creating graphics and tables. If you just want to create a dashboard and add tables and graphics later, click on Save Changes.

4.3 ADDING/REMOVING GRAPHICS TO A DASHBOARD

From the editing dashboard page, you can add or remove dashboards.

ADDING GRAPHS AND TABLES

1. In the search box in the right, you can search for existing tables and graphs. Existing tables and graphics will be found either by the initials of the person who created it, followed by the

description (if it is a specific table or graphic created by you or that someone shared with you), OR by the specific activity and then the description, E.g ANC Type of consultation (for generic already existing tables and graphs). You can also look at the dispayed the list to see the dashboard items. By default, only the first five available items for each category (pivot table, chart, event reports, event charts) are displayed. If you want to see more click on “see more” and the list will be extended.

2. Once you have found the graph/table you want, you can click on “+ADD” 3. The graph/table will appear in the dashboard

4. You can keep adding as many tables/graphs as you want, and resize them or move them within your dashboard so that they are displayed however you want.

(15)

REMOVING GRAPHS

To remove a table or graph, click on the red trash can at the top right of the table/graph. When you remove a table or graph, the items positioned below the removed item will rise upward due to anti-gravity setting into the dashboard.

Resize Remove

(16)

4.4 EDITING AN EXISTING DASHBOARD

You can add or remove graphs and tables for dashboards that you have created or dashboards that have been shared with you for which you have permission to edit it. To do so, click on the Edit button on the dashboard you wish to edit. This will bring you to the same page as when you create a new dashboard where you can add or remove graphs and tables to a dashboards (Section 4.3). If a dashboard you have selected doesn’t show the option “Edit”, it means you are restricted to only read this dashboard.

4.5 SAVING A DASHBOARD

When you create or edit a dashboard, changes are only saved when you click on the “save changes” button in the dashboard edit bar situated at the top left of the page. If you don’t want to save your changes, click on the “exit without saving button on the top right. You will then be returned to view mode with the dashboard you were previously viewing.

4.6 GRAPH SPECIFIC

General Description of Graphics

Within dashboards, tables and graphs can be viewed. As stated above, the Organisation Unit must be selected and verified to ensure you are seeing data concerning the location desired. Each graphic should have a description of what data it is displaying, and the timeframe of the data displayed (see below). It is essential to pay attention to what data are displayed, where it is displayed for, and when it is displayed for (WHAT, WHEN, WHERE). Checking these three dimensions will ensure that you are seeing the data you are expecting to see.

Graphics can come in several formats; they may be tables, line graphs, bar charts, pie charts… Some of these graphics may show trends over time (for example line graphs), while others show totals for a single specific time period (for example pie charts). It is important to know what you are trying to show when you choose the type of graph you will use.

Here is a line graph showing the patients admitted in the various inpatient departments over the last 12 months:

(17)

Select/Deselect Variables

In these graphs, it is possible to select or deselect displayed variables. This can be useful when some variables are difficult to view. In the following example, the graphic is identical to the table above, except that Maternity data has been deselected. To do this, all you have to do is click on the variable you wish to remove from the graph you are visualising (In this case, the variable is “Mat”).

You will see that in this example, the data displayed is identical to the original but without Maternity data; this allows you to see more clearly data relating to ITFC (Med-Nut) and IPD Adult (IPD Adult).

Selecting and deselecting variables can be done for all graphs and for all variables.

Title (what data

are displayed)

Timeframe (when is

this data displayed for)

(18)

Changing from Table to Graphic

Within the dashboards, it is also possible to change the displays of data between graphs and tables simply by clicking on the Graph or Table buttons at the top right of the data displayed (see below for examples).

4.7 INTERPRETATIONS AND SHARING

Interpretation

It is possible to add comments or interpretations to graphs by clicking on the logo in the top right of the graphs. After clicking on this button, there will be a space below to write a comment and then click on “POST” to post it (shown in the example below).

(19)

As the example below, once the comment has been posted it is possible to add another comment after, reply to the existing comment, like it, or delete it (such as in the example below where the comment isn’t pertinent).

In order to view all graphics shared with you that have been commented, one can click on the following logo situated in the top of the Homepage:

Sharing

Dashboards and individual graphics can be shared with other DHIS2 users. As stated in section 4.2, dashboards created in the local server will not be visible on the cloud server and cannot be shared with anyone who is not physically present in the field office. A dashboard created on the cloud server can be shared with anyone and will also be visible on the local server. This section will focus on sharing

dashboards; for information on sharing individual graphics, please see the Advanced User Guide.

1. In dashboards in which you have the right to edit, you will see the following three options next to the Dashboard title. Click on Share

2. A pop-up window will appear where you can add users and define their permissions:

 Can edit and view: the user will be able to add/remove graphics, resize and rearrange

them, and share the dashboard with other users

 Can view only: the user will only be able to view the dashboard, but will not be able to

make any other changes, nor will the user be able to share the dashboard.

Enter usernames to share dashboard with

Define user’s permissions

(20)

5. TROUBLESHOOTING

5.1 CLEARING CACHE

In DHIS2, some information is saved on your browser in the form of cache memory, which may affect how DHIS2 functions. In case DHIS2 isn’t working properly, the first thing to do is to clear the cache and check if that resolves the problem. This can also be done on a regular basis and not only after issues arise.

1. To clear the cache, first click on the top right “Applications Menu”

2. Different options should pop-up, and you should select the option “Browser Cache Cleaner”

3. In the next window, click on “Select All” and then “Clear”

Step 1

(21)

4. A pop-up window will ask you to confirm, click on “Proceed”

5. On the next window, again click on “Select all” and “Clear”. Another pop-up window will ask you to confirm, you should click on “Proceed” again

6. A final window will display the confirmation that the cache has been cleared. You can then go back to the Main Page by clicking on the DHIS2 logo in the top-right.

5.2 MY PROJECT OR MISSION ISN’T SHOWING

If your mission or project is not showing, please contact the flying implementers immediately.

5.3 MY DATA ISN’T SHOWING

If your data is not showing, please wait 1 or 2 hours after the data has been encoded before viewing the data.

If your data is still not visible, or it is visible on the local server but not the cloud, please contact the flying implementers immediately. When doing so remember to be as specific as possible in regards to which data, for which activity, and which period, and which organisational unit; these details will be crucial to

identifying and resolving the issue and doing it in the fastest manner. Sending screenshots of the issue will also help in resolving the issue faster.

(22)

6. GLOSSARY

6.1 DATA ELEMENT

 In DHIS2 the term data element refers to an item of counted data, for example: o Number of malaria cases

o Total population o First ANC visits

o Measles vaccine doses given

 These data elements are often called raw data.

 One can first find data elements in both data entry and data analysis apps. They are items which are entered as data in both Data Entry and Event Capture apps.

 Data elements can be further disaggregated or broken down by gender or age groups, for example o Number of consultations less than 5 years

o Number of consultations greater than or equal to 5 years

6.2 DATA ELEMENT GROUP

 In the Data Visualizer and Pivot Table app, data elements also appear in data element groups consisting of similar or related data items.

 The Data Element Group Morbidities, for example, consists of a classification of data elements such as Snake bites, Upper Respiratory Tract Infection, Diphtheria… into common theme.

 The data elements have been grouped together to represent either the entire or part of a data set or program (see explanation of data set and program below).

6.3 DATA SET

 The term Data Set in DHIS2 refers to the Data Element Groups used for a particular medical service

 Data Sets include data elements that will be aggregate data (or total numbers) for a specific time period

 In day-to-day use, the aggregated paper data collection forms will correspond to the data set for that service, for example:

o PHC (Primary Health Care / OPD) o ANC (antenatal consultations) o Lab (laboratory)

 Data sets appear in the Data Entry app.

6.4 INDICATOR

 Indicators in the DHIS2 refer to calculations made with raw data. It is a formula which consists of multiples data elements, constant and mathematical operators. These could be Totals,

Percentages or other forms of measurement such as rates.

 Indicators are usually combined with context measures such as time or place.  Some Indicators may be calculated population measures, for example:

o Prevalence: the number of cases of a particular disease at one moment in a specified location.

(23)

o Incidence: the number of new cases of a particular disease over a chosen period of time in a specified location.

 Indicators are often expressed as a rate (maternal mortality rate, death rate) and monitoring can be done by following the evolution of these indicators over time.

6.5 PROGRAM

 Like Data Sets, Programs in DHIS2 refers to the groups of data elements used for a particular medical service per individual patient or events and will appear in the Event Capture and Tracker Capture apps.

 Examples of data elements in a program include the age and sex of a patient, main morbidity treated, or the outcome of their stay at our health facility.

 In day-to-day use the individual data collection forms will correspond to the program for that service, for example:

o Paediatrics o Neonatology

o Mental health individual counselling sessions

6.6 PROGRAM INDICATOR

 Program indicators are indicators that use data elements from Programs. They refer to event-wise indicators and may do calculations on various data elements from programs:

o Average Length of Stay o Death rate

6.7 ORGANISATIONAL UNIT

 The term organisation unit (or org-unit) is used to indicate the place where the data was collected  The list of org-units to choose from appears in the dropdown menu allocated under Organisation

Unit in the Data entry and analysis apps. In the DHIS2, this has been structured in hierarchal levels to represent: Operation Centre  Missions  Projects  Health Facilities  Programs available at these sites

7. FURTHER INFORMATION

 A complete User Guide of the DHIS2 system can be found here:

https://docs.dhis2.org/2.30/en/user/html/dhis2_user_manual_en_full.html

 The MSF Glossary of Acronyms:

MSF OCG DHIS2 BASIC USER GUIDE

MSF OCG DHIS2

BASIC USER GUIDE

TABLE OF CONTENTS

1. SIGNING IN

2. SET USER ACCOUNT PREFERENCES

3. ENTERING DATA

DATA ENTRY APPLICATIONS

3.1 DATA ENTRY / AGGREGATED DATA

Organisation Unit

3.2 EVENT CAPTURE

Section

Org

Units

Program

Events/Patients

3.3 TRACKER CAPTURE

Org

Units

Program

4. DASHBOARD VISUALISATION

4.1 GENERAL FUNCTIONING

Filtering Dashboards by Location

Selecting Dashboards

Starred dashboard

4.2 CREATING A DASHBOARD

4.3 ADDING/REMOVING GRAPHICS TO A DASHBOARD

ADDING GRAPHS AND TABLES

REMOVING GRAPHS

4.4 EDITING AN EXISTING DASHBOARD

4.5 SAVING A DASHBOARD

4.6 GRAPH SPECIFIC

General Description of Graphics

Select/Deselect Variables

Title (what data

are displayed)

Timeframe (when is

this data displayed for)

Changing from Table to Graphic

4.7 INTERPRETATIONS AND SHARING

Interpretation

Sharing

5. TROUBLESHOOTING

5.1 CLEARING CACHE

5.2 MY PROJECT OR MISSION ISN’T SHOWING

5.3 MY DATA ISN’T SHOWING

6. GLOSSARY

6.1 DATA ELEMENT

6.2 DATA ELEMENT GROUP

6.3 DATA SET

6.4 INDICATOR

6.5 PROGRAM

6.6 PROGRAM INDICATOR

6.7 ORGANISATIONAL UNIT

7. FURTHER INFORMATION