Improving data management in four HIV/AIDS program implementing branches through web based data management Medium term fellows: Moses Mukuru & Sam Mugisha Academicc Mentor: Dr. Solome Nampewo Institutional Mentor Dr. Bildardd Baguma October 2011 1
Introduction URCS is a humanitarian organisation and auxiliary to the government of Uganda. It is multisite with 51 branches countrywide and 200,000 volunteers. It implements emergency and development programs It started the HIV/AIDS nationally in the early 1980s as a component of blood donation. 2
Background URCS hosted a long term fellow for the year 2009/2011: Developed a web based system Fellow left before the system was rolled out Recommended phased roll out URCS chose 4 branches for the start
Statement of the problem Poor data quality continued because the database had not yet been rolled out to all branches Paper data management continued to be in used It was very hard to analyze this kind of data largely requiring tedious manual counts. Poor quality reports would be generated
Statement of the problem There was no consolidated manual and excel could not be database because the parallel merged
General & specific objectives General objective To improve data management in URCS by rolling out a web based database. Specific objectives To equip 8 branch staff from four branches with skills in data handling and analysis using the URCS Web Based database by April 2011. To roll out and operationalizee a web based database in four branches by April 2011.
Implementation A multi representative team adopted a four phased approach to the roll out of the database starting with four pilot branches. The project implemented phase I which focusing on: improving data collection, data entry and storage; data analysis & reporting; & development of data mgt skills This was done through operationalization of data forms and database by: training, mentoring and coaching
Implementation... 8 data focal persons from 4 branches were trained in: Data management (cleaning, sorting and analysis using excel) Use of the data collection tools, and Use of the HIV database and reporting.
Implementation... The database was rolled out to the 4 branches followed with hands on sessions
Implementation... Skills were developed through support supervision and reports are generated on time
Implementation... Data collection tools weree revised and rolled out HIV Prevention _Behavioral Change Communication (BCC) People Reached Register Branch:. District:. Category: 1. Youth in school, 2. Youth out of school, 3. Uniformed personnel, 4. Couples, 5. Commercial sex workers, 6. Fishing communities. (Circle appropriate category reached with HIV/AIDS prevention messages during this session.) U n iq u e Id e n tity ( ID ) N u m b e r o f P e r s o n R e a c h e d N a m e o f P e r s o n R e a c h e d w ith H IV P r e v e n t io n M e s s a g e S u b C o u t n y P a r is h D a te o f C o n ta c t ( d d m m y y y y ) D a te o f B irt h (d d m m y y y y ) G e n d e r ( 1. M a le, 2. F e m a le ) M a r ita l s ta t u s : 1 = N e v e r m a r rie d, 2 = M a r rie d, 3 = D iv o r c e d /S e p ra te d, 4 = W id o w e d H ig h e s t L e v e l o f E d u c. 1. P r im a ry, 2. S e c o n d a ry, 3. T e r tia r y, 4. N o e d c u a t io n A b s tin e n c e B e F a ith fu l C o n d o m U s e P M T C T H C T In te r g r a t e d A B C Programme Focus Information L ife S k ills S t ig m a a n d D is c r im in a tio n T B D is c o rd a n c e O V C S T I in f o rm a tio n O t h e rs (s p e c ify )
Project outcomes The database for four branches has been transformed from a manual data sets to electronic
Outcomes Reports are generated on time directly from the database.
Outcomes Standard data collection formats are in place and in use at field level
Outcomes The target branches have management Data quality has improved staff with skills in data
Benefits For the first time, URCS has an operational central database. URCS has a streamlined way of data management URCS has a clear reference point for moving towards attaining a corporate database
Experiences/ /Lessons learnt The linkage between the long term and medium term programmatic activities was very enriching Over time staff have come to appreciate data management. The multi representative team facilitated roll out and ownership. It was useful to be alive to the changes in data management needs.
Challenges Challenge Delayed disbursement of funds. There was a delay in upgrading the design of the database to include new districts Delayed implementation of HIV activities. Branches were slow and in some cases reluctant to fully utilise the database even with training & mentoring. Solution URCS inter borrowed and also supplemented the budget Interns were engaged to speed up the exercise This time was used to further assess and address design issues Hands on sessions were carried out based on practical challenges identified.
Recommendations. The fellowship program should use lessons from the Long term/ medium term linkages successfully drawn from this project to inform continuity mechanisms. URCS should expand the database to cover all branches and replicate it in other programs. There should be some level of enforcement to attain full use of the database. The indicators, tools and database should be periodically reviewed to keep up to date with program needs Other multisite organizations can adopt this model.
Conclusionn Data management is easy with a web based database, it is effective and efficient for multisite organizations, it requires buy in by management and field staff. Those administering it the changing needs should be sensitive to
Acknoledgements God Mentors Dr. Solome Nampewo and Dr. Bildard Baguma MakSPH CDC fellowship program Facilitators of the program The URCS project team Medard Muhwezi (2009/2011 fellow) Fellow fellows