Country/Regional Operational Plan (COP/ROP) 2015 DATIM Checklists March 27, 2015 U.S. Department of State U.S. Office of the Global AIDS Coordinator (OGAC) Table of Contents Table of Contents ......................................................................................................................... 2 Introduction ................................................................................................................................... 3 Purpose ..................................................................................................................................... 3 Audience ................................................................................................................................... 3 Related Guidance and Support Materials ................................................................................. 3 Implementing Partner DATIM Checklist ........................................................................................ 4 USG DATIM Checklist .................................................................................................................. 5 March 27, 2015 UNCLASSIFIED 2 Introduction Purpose These checklists outline DATIM preparation and use considerations for USG and Implementing Partner staff. Audience The primary audience for this document is field- based USG and Implementing Partner staff responsible for COP/ROP target entry, review, and submission. Related Guidance and Support Materials A variety of relevant guidance documents and support materials are available to support all DATIM users. The following materials have been circulated broadly and are all available on the DATIM Support Site. PEPFAR Guidance o DATIM Compendium for COP/ROP 2015 o DATIM Webinar Series Archive o COP/ROP 2015 DATIM Reports Generation Instructions DATIM Manuals and Guides o Data Approval Workflow Overview (24-minute video presentation) o Data Approval Application User Guide o De-Duplication Application User Guide o Assignment of COP15 Targets to TBD Mechanisms Reference Guide o Site Administration Application Reference Guide o User Administration Application Reference Guide o Password Reset and User Name Recovery Guide Resources for Trainers o Planning and Delivery o Facilitator Guides o Hands-on Exercises March 27, 2015 UNCLASSIFIED 3 Implementing Partner DATIM Checklist Training o Prior to using DATIM, all users should receive a training. If you have not yet received this training, please contact your USG Activity Manager. User Access o Accounts have specific permissions for data entry and/or data review/submission. These were assigned by your USG Activity Manager and/or the user administrator for your country. o User accounts are set up via email invitation as described in the DATIM Compendium document. o If you need access to DATIM and have not received an invitation, you can request an account from the www.datim.org landing page. The account request will be routed to the appropriate in-country user administrator for action. o If you’ve forgotten your password, use the “Forgot password?” link on the datim.org page. o If you’ve forgotten your username, contact your DATIM user administrator or USG Activity Manager for him/her to recover it. Implementing Mechanism Initialization o If your Implementing Mechanism does not appear in DATIM, please contact your USG Activity Manager. S/he must initialize the mechanism in the USG FACTS Info system for it to appear in DATIM. Data Entry o It is critical that you review the data entry guidelines in the “DATIM Compendium” document or other guidance provided by your USG Activity Manager. o Targets are entered ONLY for FY2016 (October 2015-September 2016) o If site/administrative hierarchy information in DATIM is incorrect, please notify your Activity Manager or In-Country Site Administrator for correction. Processes for communicating/confirming these changes are specific to each country program. o The “Complete” button in the data entry forms does not “Submit” data in the Data Approval Process. Submissions occur only within the “Data Approvals” application. Data Review o Implementing Partners are encouraged to run the “Mechanism Summary Report” that is described in the “COP/ROP 2015 DATIM Reports Generation Instructions” document prior to submitting data to their USG Activity Managers. Data Submission o Partners “submit” Implementing Mechanism data to their USG Activity Managers using the “PEPFAR Approvals” application o Once USG Activity Managers “accept” these data, the corresponding Implementing Mechanism is locked to further data entry. o Parterns may “unsubmit” data prior prior to USG Activity Managers “accepting” the data. This is not possible once the Activity Manager has “accepted” the data. o If data must be revised, the USG Activity Manager may “Return” the data to the Partner, which opens up the data set for data entry on the corresponding Implementing Mechanism. o Please review the Data Approval Workflow Overview 24-minute video presentation available on the PEPFAR Support Site. March 27, 2015 UNCLASSIFIED 4 USG DATIM Checklist Training o Prior to using DATIM, all USG and Implementing Partners must receive training. o For USG training, in addition to the material presented to Implementing Partners, we recommend that you review the Data Approval Workflow Overview 24-minute video presentation that contextualizes the process from Partner data entry to Agency review to Interagency review to HQ submission. User Access o If you need access to DATIM and have not received an invitation, you can request an account from the www.datim.org landing page. The account request will be routed to the appropriate in-country user administrator for action. o If you’ve forgotten your password, use the “Forgot password?” link on the datim.org page. o If you’ve forgotten your username, contact your in-OU DATIM user administrator him/her to recover it for you. Account Types o USG staff may have an “Agency” and/or an “Interagency” account that are tied to the roles in the Approval Workflow (please review the Data Approval Workflow Overview video referenced above). o In some cases, USG staff may act as an Implementing Partner for MER data entry. Examples include Peace Corps staff, DoD staff, and in some HQ-
approved exceptions, staff from other agencies that are entering targets on behalf of Partners only for COP15. § In the cases described above, the USG staff members must be assigned a separate “Implementing Partner” data entry account as it is not possible for “Agency” or “Interagency” accounts to enter MER data (this means “Agency” and “Interagency” accounts DO NOT have access to the “Data Entry” application BY DESIGN). o Multiple DATIM accounts can be assigned to the same email address, but please note that the role (Agency, Interagency, or Partner) is associated with the user name, not with the user’s email address. § In cases where the same individual has multiple roles in the system, we recommend a user name convention that incorporates the role: • JSmith-Interagency • JSmith-Agency Name • JSmith-Partner Name • JSmith-Partner Name o Remember, User Administrators will send account invitations that have the appropriate permissions (data stream access and user roles) to the user’s email address. The user accepts the account invitation and designates his/her own user name and password, NOT the user administrator. Site administration o Each OU has designated site administrators with access to the “Organization Units/Site Administration” Application. o Contact these individuals to add, edit, or remove sites from DATIM. March 27, 2015 UNCLASSIFIED 5 Implementing Mechanism Initilization o Implementing Mechanisms must be added to the COP15 Module in FACTSInfo as described in the DATIM Compendium, page 6. As IMs are synchronized from FACTSInfo to DATIM in an overnight process, it may take up to 24 hours for the IM to appear in DATIM once it is entered in FACTSInfo. Data Entry o Please refer to the data entry table on DATIM Compendium page 10 for a summary, but briefly: § USG agency and interagency accounts do not have the ability to enter site-level targets, OU-level targets, IM-level narratives. § USG agency and interagency accounts do have the ability to enter MER target summary narratives (DATIM), National-level targets (FACTS), and National-level targets narratives (FACTS). o It is critical that you stress to your partners and staff that Targets are entered ONLY for FY2016 (October 2015-September 2016) TBD Mechanism Target Setting o Most MER data entry forms (data sets) are availalble only to Implementing Partners via their Implementing Mechanisms o TBD mechanisms, by definition, do not have Implementing Partners assigned, but still require targets to be set for them. o There is an “Implementing Partner” called “TBD” in each OU and all TBD Mechanisms are associated with that “TBD Implementing Partner” o Details on the process for setting this target can be found in “Data Review and Submission Instructions, Part 3 – TBD Mechanism Target Setting and Data Review Reports (3/26/2015)” webinar and in “Assignment of COP15 Targets to TBD Implementing Mechanisms Reference Guide.” SIMS Action Planner o Your OU SIMS Point of Contact (PoC) now has the ability to pull an excel file from DATIM that contains a list of all sites for which a MER Target has been entered. The list is organized by Implementing Mechanism and can be used to fill in the first several columns of the SIMS Action Planner. Contact your SIMS PoC for additional details. o A description of this process is reviewed on the “Data Review and Submission Instructions, Part 3 – TBD Mechanism Target Setting and Data Review Reports (3/26/2015)” webinar. Additional guidance on this process will be sent from SGAC_SIMS. DoD reporting considerations o Aggregate facility and community site data for DoD-supported military data are reported at the OU level in the respective DoD-only facility or community data sets. o Refer to the DATIM Compendium for how/where to enter these aggregate data. o Refer to to DoD-specific guidance for how to generate these data. March 27, 2015 UNCLASSIFIED 6 Data Review o USG staff are encouraged to run Mechanism summary reports to verify the quality of the data submitted by partners and ensure submission reflect the agreed upon targets across the correct set of indicators. o USG staff are encouraged to run the “Clinical Cascade Analysis” and the “Core Prevention Analysis” as two types of useful analyses. These are described in the “COP/ROP 20015 DATIM Reports Generation Instructions” document. Refer to “Data Review and Submission Instructions, Part 2 - Data De-Duplication (3/19/2015)” webinar episode for a walkthrough. o USG staff are encouraged to define other analyses/reports that help to ensure that targets set are ambitiously reflecting expected progress towards epidemic impact goals Data Submission o Partners “submit” Implementing Mechanism data to their USG Activity Managers using the “Data Approvals” application o Once USG Activity Managers “accept” these data, the corresponding Implementing Mechanism is locked to further data entry. o Parterns may “unsubmit” data prior prior to USG Activity Managers “accepting” the data. This is not possible once the Activity Manager has “accepted” the data. o If data must be revised, the USG Activity Manager may “Return” the data to the Partner, which opens up the data set for data entry on the corresponding Implementing Mechanism. March 27, 2015 UNCLASSIFIED 7