DATIM Compendium for Semi-‐Annual Program Results (SAPR) FY 2015 9 April 2015 U.S. DEPARTMENT OF STATE UNCLASSIFIED 1 1 Table of Contents 1 Table of Contents ................................................................................................................... 2 2 Introduction ............................................................................................................................ 4 3 2.1 Purpose ........................................................................................................................ 4 2.2 Audience ....................................................................................................................... 4 2.3 Related Guidance ......................................................................................................... 4 2.4 Recommended Results Entry Timeline ......................................................................... 4 2.5 DATIM Administration and Data Entry/Review/Submission Summary ......................... 5 System Administration ........................................................................................................... 6 3.1 Training ......................................................................................................................... 6 3.2 User Administration ....................................................................................................... 6 3.2.1 DATIM Access ........................................................................................................... 6 3.2.2 DATIM Account Types ............................................................................................... 6 3.3 3.3.1 Site Administrators .................................................................................................... 8 3.3.2 Data Set Associations ............................................................................................... 8 3.3.3 Site and organizational hierarch change review ....................................................... 8 3.4 4 IM Synchronization Process ..................................................................................... 9 3.4.2 IM Updates in Preparation for Partner Results Entry ................................................ 9 Data Approval Workflow ....................................................................................................... 10 Data Set Selection .................................................................................................. 13 5.1.2 Period Selection ...................................................................................................... 13 5.1.3 Funding Mechanism Selection ................................................................................ 13 5.1.4 MER Results Data Entry ......................................................................................... 13 5.1.5 Result Data Validation ............................................................................................. 14 Community Based Site Results: Data Set Completion ............................................... 15 5.2.1 Data Set Selection .................................................................................................. 15 5.2.2 Period Selection ...................................................................................................... 15 5.2.3 Funding Mechanism Selection ................................................................................ 15 5.2.4 MER Results Data Entry ......................................................................................... 16 5.2.5 Result Data Validation ............................................................................................. 16 5.3 Facility Based Site Results: Data Set Completion ...................................................... 13 5.1.1 5.2 What is the purpose of the “complete” button in DATIM data entry forms? ................. 11 Data Entry ............................................................................................................................ 12 5.1 Implementing Mechanism Initialization ......................................................................... 9 3.4.1 4.1 5 Site Administration ........................................................................................................ 8 OU-Level Results (IM): Data Set Completion ............................................................. 17 UNCLASSIFIED 2 5.4 5.4.1 Data Set Selection .................................................................................................. 18 5.4.2 Period Selection ...................................................................................................... 18 5.4.3 Funding Mechanism Selection ................................................................................ 19 5.4.4 MER Results Data Entry ......................................................................................... 19 5.4.5 Result Data Validation ............................................................................................. 20 5.5 7 Implementing Mechanism (IM) Indicator Narratives ................................................... 21 5.5.1 Data Set Selection .................................................................................................. 21 5.5.2 Period Selection ...................................................................................................... 21 5.5.3 Funding Mechanism Selection ................................................................................ 21 5.5.4 MER Results Narrative (IM) Entry .......................................................................... 22 5.6 6 DOD-Only OU Level: Data Set Completion ................................................................ 18 USG Indicator Narratives (Technical Area Summary Level Narratives) ...................... 23 5.6.1 Data Set Selection .................................................................................................. 23 5.6.2 Period Selection ...................................................................................................... 23 5.6.3 MER Results Narrative (USG) Entry ....................................................................... 24 Data Review and Submission .............................................................................................. 25 6.1 Data Review ............................................................................................................... 25 6.2 Data Submission ......................................................................................................... 26 DATIM Technical Support .................................................................................................... 27 7.1 Scope of DATIM Technical Support ............................................................................ 27 7.2 DATIM Support Page and Submitting Support Requests ........................................... 27 UNCLASSIFIED 3 2 Introduction 2.1 Purpose The purpose of this document is to provide guidance on entering SAPR FY 2015 results data in DATIM. 2.2 Audience The audience for this document is field- and headquarters-based USG and Implementing Partner staff responsible for SAPR results entry, review, and submission. 2.3 Related Guidance A variety of related guidance documents have been developed and are referenced in this document. These documents are available on the DATIM Support Site accessible within the DATIM Application. PEPFAR Semi-Annual Program Results (SAPR) FY 2015 Guidance DATIM Site (Organization Unit) Administration Quick Reference Guide PEPFAR Data Approval Application User Guide PEPFAR De-Duplication Application User Guide DATIM Password Reset and User Name Recovery Guide DATIM User Administration Quick Reference Guide DATIM User Management Governance Plan 2.4 Recommended Results Entry Timeline Milestone DATIM Open for SAPR Entry Agency and Interagency review, including data quality checks and results de-duplication Submit results to HQ OUs that submitted COP targets in 1
DATIM OUs that did not submit COP 2
targets in DATIM April 8 April 8 April 8 – May 15 May 4 – May 29 May 15 May 29 3
1
OUs that attended the December 2014 DATIM trainings in Johannesburg: Angola, Botswana, Burundi, Cameroon, Cote d’Ivoire, DRC, Ethiopia, Ghana, Haiti, Kenya, Lesotho, Malawi, Mozambique, Namibia, Nigeria, Rwanda, South Africa, South Sudan, Swaziland, Tanzania, Uganda, Vietnam, Zambia, Zimbabwe 2
OUs that attend the April 2015 training in Atlanta and the May 2015 DATIM training in Bangkok: Asia Region, Burma, Cambodia, Caribbean Region, Central America Region, Central Asia Region, Dominican Republic, Guyana, India, Indonesia, Papua New Guinea, and Ukraine. 3
OUs that attend the Atlanta and Bangkok DATIM trainings should not begin to enter SAPR data until after the trainings. UNCLASSIFIED 4 2.5 DATIM Administration and Data Entry/Review/Submission Summary Level System Administration Implementing Ensure IM(s) are available Partner for data entry Data Entry Data Review and Submission MER Results: Facility Based After all site-level data are entered against an IM, run Mechanism Summary Report to reconcile any unexpected or improbable data elements. Make site-level revisions as necessary. Verify facility and community site availability/accuracy MER Results: Community Based Review DATIM Compendium for SAPR 2015 MER Results: 4
Narratives (IM) Using the “Data Approval” application, submit IMs to USG: Agency. USG: Agency Ensure all IMs have been initialized in FACTS Info MER Results: Facility Based – DoD ONLY Update facility and community site data as necessary MER Results: Community Based – DoD ONLY Review DATIM Compendium for SAPR 2015 MER Results: 5
Narratives (USG) Using the “Data Approval” application, accept IMs from IPs to lock datasets and prevent additional data entry at IP level. Run Mechanism Summary Report to reconcile unexpected or improbable data elements for the IM. Return IM to IP as necessary for revisions. Using the “Data Approval” application, submit IM to USG:Interagency. USG: Interagency Review any site additions/edits in interagency forum Ensure that agency and IP users have accounts with necessary permissions for data entry and submission Review DATIM Compendium for SAPR 2015 N/A Using the “Data Approval” application, accept IMs from USG:Agency prior to data review. Run the “De-Duplication” Application until no duplicates returned. Run Mechanism Summary Report to reconcile unexpected or improbable delements for the IM. Return IM to Agency as necessary for revisions. Using the “Data Approval” application, submit IM to Headquarters 4
Implementing Mechanism Indicator Narratives Technical Area Summary Level Narratives 5
UNCLASSIFIED 5 3 System Administration Two information systems, FACTS Info and DATIM, will be used to enter and submit SAPR data to headquarters. This section focuses primarily on DATIM system administration. 3.1 Training Prior to using DATIM, both IP and USG staff must receive appropriate training. DATIM POCs in each OU should conduct a DATIM training for all USG staff that will use DATIM for SAPR reporting in which specific guidelines for SAPR reporting are reviewed. USG staff must provide to IP staff appropriate orientation to the DATIM system and the specific SAPR reporting requirements. 3.2 User Administration DATIM field user accounts are administered in each PEPFAR Operating Unit (OU) by User Administrators as described in the DATIM User Administration Governance Plan. User Administrators have access to the DATIM User Administration Application that allows for adding, editing, or deactivating user accounts in the respective OU. The OGAC Country Impact Team currently administers DATIM headquarters user accounts, but headquarters-based points of contact for each agency ultimately will manage headquarters-
based users for the respective agency. Details will be included in the forthcoming DATIM governance plan. 3.2.1 DATIM Access If you need access to DATIM and have not received an invitation to create an account, 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. If you’ve forgotten your password, use the “Forgot password?” link on the datim.org landing page. If you’ve forgotten your username, contact your in-OU DATIM user administrator him/her to recover it for you. 3.2.2 DATIM Account Types As illustrated in the table on the following page, user accounts are associated with: Level in the data approval workflow (IP, Agency, Interagency, or Global) Accessible data streams (EA, MER, SIMS) Available user actions (data entry/accept/submission) Special permissions (user administration or site administration) Multiple accounts for the same individual In some exceptional cases, USG staff may act as an Implementing Partner for MER data entry. Examples include Peace Corps staff and DoD staff. o 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 site- or community-level MER data. 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. o 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 UNCLASSIFIED 6 DATIM User Roles DATIM Role Descriptions & Examples Data Steams DATIM Actions IP Data Entry MER data entry: read and write site-level data Partner M&E Staff, Data Entry Clerks IP Read Only Read-only access to partner-level MER data Partner Staff who want to review data and/or run MER, EA analytic reports • None (Read-Only) IP Data Approver/ Submitter Partner data reviewer/approver: read, write, and approve M&E Lead or Country Director, responsible for submitting data to USG in country team • Data Entry • Data Submitter to Agency Agency Reviewer Agency Reviewers: read-only access for their MER, EA, agency IMs and SIMS data SIMS • None (Read-Only) Additional agency staff members who may need (+ Key Pop) to review IP data Agency Approver/ Submitter Agency Approver: read, write, approve for relevant agency IMs Activity Manager, A/COR, in-country Agency Lead MER, EA MER, EA • Data Entry • Agency Data Entry MER, EA, • IP Data Approver SIMS • Data Submitter to (+ Key Pop) Interagency Interagency reviewers: read-only access for all IMs, all agencies Interagency Technical Work Group Members, Senior Reviewer Management, SI Staff who need to review data in the interagency space MER, EA, SIMS • None (Read-Only) (+ Key Pop) Country approver: read, write, submit (all Interagency mechanisms, all agencies) Approver/ Typically resides in the PEPFAR Coordinator’s Submitter office • Interagency Data Entry MER, EA, • Agency Data SIMS Approver (+ Key Pop) • Data Submitter to OGAC Illustrative list of user roles, including the name, description, and actions associated with each role. User Administration Notes Implementing Partner-, Agency-, Interagency-, and Global-level users may be user administrators;; however, a user administrator may only add account permissions up to his/her own permissions (e.g. an Implementing Partner user administrator would not be able to add users to another Implementing Partner or give access to SIMS). 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. UNCLASSIFIED 7 3.3 Site Administration The backbone of DATIM is the organizational hierarchy and site listing to which all target and result data are attached. 3.3.1 Site Administrators Each OU has designated site administrators with the ability to add and edit sites for the OU. They are also responsible for submitting organizational hierarchy change requests to the DATIM Support Site. Site Administrators must receive additional trainings available through Site Administrator Community Calls and other channels. 3.3.2 Data Set Associations When creating or editing sites, DATIM Site Administrators MUST associate data sets (commonly referred to as data entry forms) at the prescribed level or the organizational hierarchy. It is CRITICAL that data sets are associated at the correct level of the hierarchy as described in the table below. If these associations are made incorrectly, the data forms will not be visible at the correct locations (e.g. a facility site form at a facility level and a community form at the community level) and will introduce results reporting errors. DoD data sets, SIMS Above Site data sets, Narrative data sets, and National data sets are all associated to the prescribed location in the organizational hierarchy by the DATIM Headquarters team. Additional information is available to all Site Administrators in the DATIM Site Administration/Organization Units User Guide and in resources made available from the ongoing DATIM Site Administrator Community Calls. Data Set MER: Targets - Community based MER: Targets - Facility based MER: Results - Community based MER: Results - Facility based SIMS: Community SIMS: Community, Key Populations SIMS: Facility SIMS: Facility, Key Populations Location Period Role 1 Quarterly Partner - R/W Quarterly Partner - R/W one above leaf node by IM leaf node (bottom)by IM Quarterly Partner - R/W Quarterly Partner - R/W one above leaf node by IM one above leaf node by IM leaf node (bottom)by IM leaf node (bottom)by IM Monthly Agency and Agency - R/W above (RO) Agency and Agency - R/W above (RO) Agency and Agency - R/W above (RO) Agency and Agency - R/W above (RO) one above leaf node by IM leaf node (bottom)by IM Monthly Monthly Monthly Role 2 Agency and above (RO) Agency and above (RO) Agency and above (RO) Agency and above (RO) Notes: 1) “Leaf Node” refers to the lowest level of the site list (often clinical facility site) – the level that has no “children” of its own. 2) R/W indicates read/write privileges. 3) RO indicates read-only privileges. 3.3.3 Site and organizational hierarch change review Site administrators are encouraged to review any changes to the organizational hierarchy and site entries with relevant USG and IP stakeholders. UNCLASSIFIED 8 3.4 Implementing Mechanism Initialization Implementing Mechanisms (IMs) listings are synchronized between FACTS Info and DATIM. As the official system of record for PEPFAR activities, FACTS Info remains the source for all IM data. This means that for an IM to appear in DATIM, it must be in FACTS Info;; there is no way for users to manually add IMs into DATIM. 3.4.1 IM Synchronization Process Only IMs that are active in FACTS Info for COP15 are synchronized with DATIM. The synchronization process runs nightly and users may need to wait up to 24 hours for the IM to appear in DATIM after it is entered into FACTS Info. 3.4.2 IM Updates in Preparation for Partner Results Entry IMPORTANT: To minimize confusion regarding missing IMs in DATIM, update all IMs in FACTS Info that will be used for SAPR15 results entry as soon as possible. At this stage, there is no need to enter partner budgets, but at least one budget code must be added for the IM to synchronize to DATIM;; the budget value for this code can be $0. There are three scneriaos for mechanisms in FACTS, each supporting slightly different processes: 1. The general case: In the general case, FACTS Info users either add a new (TBD) mechanism to COP’15 or ‘continue’ and existing mechanism from a prior COP cycle into COP’15. The mechanism receives a ‘planned funding amount’ or is designated as using pipeline funds, and indicator targets are associated with it. This general case is then available to receive indicator results via DATIM during SAPR’15. 2. ‘With Funding/Without Targets’ scenario: This type of mechanism follows all of the processes discussed in #1 above, but no targets were/are associated with it during COP’14/COP’15 and thus no results are collected for it in SAPR’15. 3. The ‘Without Funding/Without Targets’ scenario: This type of mechanism follows all of the processes discussed in #1 above, but has neither planned funding nor COP’15 targets associated with it during COP’15 because it is ending. It is nevertheless enetered into COP’15 so that it will be available to results reporting during SAPR’15, reflecting results obtained during the prior period, presuming it was active at that time. UNCLASSIFIED 9 4 Data Approval Workflow The Data Approval Workflow process is intended to capture the mechanism data entry and approval process as currently implemented within PEPFAR. DATIM provides an application (Data Approval) to facilitate the process. The overall process is illustrated here: The legend below describes the color schema for actions at each level in the Approval Process: Data entered by an Implementing Partner for a specific mechanism is approved at four levels: Implementing Partner (within country), Activity Manger (within country), the Country Strategic Information (SI) Team/interagency team, and finally the OGAC Country Impact Team (HQ). Within each approving organization, users will be designated with the authority to accept from lower levels and submit to higher levels. In tandem, these users can also return submitted data for additional analysis and updating if necessary. Lastly, data is approved based on the defined business cycles (quarterly, semi-annual, annual) for submission of data to HQ. Implementing Partners with Submit Data permissions in DATIM, have access to reviewing and approving mechanism-specific data and submitting to the agency’s Activity Manager for review and approval. From there, the Activity Manager has permissions to return the mechanism data for additional review and analysis before resubmission. UNCLASSIFIED 10 4.1 What is the purpose of the “complete” button in DATIM data entry forms? The "Complete" button in the data entry forms is a feature native to DHIS2 that is: 1) not related to the PEPFAR data approval workflow and 2) currently not required for the data approval and submission process. DATIM saves data automatically after entry into each field (the field turns green when data are saved). There is no need to press "Complete" to save data entry progress. Pressing "Complete" does not submit data within the "Data Approval" application. Remember, Implementing Mechanism data are "Submitted" through the "Data Approval" application. UNCLASSIFIED 11 5 Data Entry SAPR data and narratives will be submitted in two data systems, DATIM and FACTS Info. Due to data synchronization processes between these systems, no data type must be entered in both DATIM and in FACTS Info. The following table summarizes the data types, the systems through which they must be submitted, and who is responsible for entry. Table 3. Data Systems for SAPR Submission Data type Site Level Results (Facility and Community) OU-Level Results (IM) (those not associated with specific sites, but associated with a specific IM: BS, LAB, HRH) Implementing Mechanism Level Narratives DoD-Only OU-Level Results (for Military Sites only) Partner or USG entry Entry in DATIM Entry in FACTS Info Partner Yes No Not relevant for SAPR Not relevant for SAPR Not relevant for SAPR Partner Yes No Yes No USG (DoD)* (Facility and Community) Technical Area Summary Narratives USG Yes Auto generated Implementing Mechanism Level Results* N/A Auto generated Auto generated Technical Areas Summary Level Results N/A Auto generated Auto generated Construction and Renovation USG No Yes Supplemental Documents USG No Yes N/A: neither Partner nor USG staff must enter these data as they are automatically calculated Auto generated: these data are automatically calculated and/or synchronized between DATIM and FACTS Info Notes on FACTS Info / DATIM Feed You can see all technical area summary and IM-level results entered in DATIM in FACTS Info. You will only see de-duplicated data in FACTS Info if you have de-duplicated your data in DATIM. See more details about IM Initilization in Section 3.4 of this document. UNCLASSIFIED 12 5.1 Facility Based Site Results: Data Set Completion IMPORTANT: Data must be entered in MER RESULT forms, not in MER TARGET forms. 5.1.1 Data Set Selection At any point in time, there may be multiple data sets that are active or available to choose from. It is imperative that each user chooses the correct data set – MER Results. The forms that are available to a user are limited by the user’s roles and privileges. For facility-based results entry the user navigates to the lowest level of the administrative hierarchy and selects the “MER Results: Facility Based” Data Set. 5.1.2 Period Selection For data entry purposes in DATIM, for FY 2015 SAPR, the reported data represents a Q1+Q2 total, and the data will be entered into the “January – March 2015” quarterly reporting period in DATIM across all relevant indicators. 5.1.3 Funding Mechanism Selection Select the appropriate Funding Mechanism for which results will be submitted. 5.1.4 MER Results Data Entry Indicators are grouped by programmatic area, and selections can be made on the left hand navigation pane. To enter data against DSD or TA-SDI indicators, select the appropriate tab at the top of the data set form. NOTE: Q1+Q2 total results will be submitted for FY 2015 SAPR for the orange and green color-
coded indicators. Please reference the PEPFAR Semi-Annual Program Results (SAPR) 2015 Guidance for additional details. UNCLASSIFIED 13 No results required for FY 2015 SAPR Q1+Q2 totals required for FY 2015 SAPR Q1+Q2 totals required for FY 2015 SAPR 5.1.5 Result Data Validation Once all results have been entered, the user should run a validation on the data set. The following are examples of types of validations: • Disaggregation totals do not exceed numerator values, as applicable • Denominator values do not exceed numerator values It is not a requirement that all data entry fields have a value. UNCLASSIFIED 14 5.2 Community Based Site Results: Data Set Completion IMPORTANT: Data must be entered in MER RESULT forms, not in MER TARGET forms. 5.2.1 Data Set Selection At any point in time, there may be multiple data sets that are active or available to choose from. It is imperative that each user chooses the correct data set – MER Results. The forms that are available to a user are limited by the user’s roles and privileges. For community-based site level submission of results, the user navigates to the appropriate level in the administrative hierarchy that has been defined to be the community site, and selects the “MER Results: Community Based” Data Set. 5.2.2 Period Selection For data entry purposes in DATIM, for FY 2015 SAPR, the reported data represents a Q1+Q2 total, and the data will be entered into the “January – March 2015” quarterly reporting period in DATIM across all relevant indicators. 5.2.3 Funding Mechanism Selection Select the appropriate Funding Mechanism for which results will be submitted. UNCLASSIFIED 15 5.2.4 MER Results Data Entry Indicators are grouped by programmatic area, and selections can be made on the left hand navigation pane. To enter data against DSD or TA-SDI indicators, select the appropriate tab at the top of the data set form. NOTE: Q1+Q2 total results will be submitted for FY 2015 SAPR for the orange and green color-
coded indicators. Please reference the PEPFAR Semi-Annual Program Results (SAPR) 2015 Guidance for additional details. Q1+Q2 totals required for FY 2015 SAPR 5.2.5 Result Data Validation Once all results have been entered, the user should run a validation on the data set. The following are examples of types of validations: • Disaggregation totals do not exceed numerator values, as applicable • Denominator values do not exceed numerator values It is not a requirement that all data entry fields have a value. UNCLASSIFIED 16 5.3 OU-Level Results (IM): Data Set Completion IMPORTANT: Indicators covered in this data set (HRH, Blood Safety, and Lab) are not relevant for FY 2015 SAPR submission UNCLASSIFIED 17 5.4 DOD-Only OU Level: Data Set Completion IMPORTANT: Data must be entered in MER RESULT forms, not in MER TARGET forms. 5.4.1 Data Set Selection Due to sensitivities associated with DoD-supported military sites, site-level results for these sites will not be reported. These data will be rolled up into a national level aggregate number within DoD and entered in the DoD-Only OU Level Data Set. DoD program managers should refer to DoD-supported military site reporting guidance from DoD HQ for instruction on how to generate the national aggregate results. At any point in time, there may be multiple data sets that are active or available to choose from. It is imperative that each user chooses the correct data set – MER Results. The forms that are available to a user are limited by the user’s roles and privileges. For DoD military-specific facility or community-based aggregate submission of results, the user navigates to the OU level of the administrative hierarchy and selects the “MER Results: Facility Based – DoD ONLY” Data Set or “MER Results: Community Based – DoD ONLY” Data Set. IMPORTANT: Site-level results for DoD-supported civilian sites are entered at the appropriate facility or community based data set following the instructions found in Sections 5.1 and 5.2 of this compendium. 5.4.2 Period Selection For data entry purposes in DATIM, for FY 2015 SAPR, the reported data represents a Q1+Q2 total, and the data will be entered into the “January – March 2015” quarterly reporting period in DATIM across all relevant indicators. UNCLASSIFIED 18 5.4.3 Funding Mechanism Selection Select the appropriate Funding Mechanism for which results will be submitted. 5.4.4 MER Results Data Entry Indicators are grouped by programmatic area, and selections can be made on the left hand navigation pane. To enter data against DSD or TA-SDI indicators, select the appropriate tab at the top of the data set form. NOTE: Q1+Q2 total results will be submitted for FY 2015 SAPR for the orange and green color-
coded indicators. Please reference the PEPFAR Semi-Annual Program Results (SAPR) 2015 Guidance for additional details. UNCLASSIFIED 19 No results required for FY 2015 SAPR Q1+Q2 totals required for FY 2015 SAPR Q1+Q2 totals required for FY 2015 SAPR 5.4.5 Result Data Validation Once all results have been entered, the user should run a validation on the data set. The following are examples of types of validations: • Disaggregation totals do not exceed numerator values, as applicable • Denominator values do not exceed numerator values It is not a requirement that all data entry fields have a value. UNCLASSIFIED 20 5.5 Implementing Mechanism (IM) Indicator Narratives IMPORTANT: Data must be entered in MER RESULT IM Narrative forms, not in MER TARGET IM Narrative forms. 5.5.1 Data Set Selection At any point in time, there may be multiple data sets that are active or available to choose from. It is imperative that each user chooses the correct data set – MER Results. The forms that are available to a user are limited by the user’s roles and privileges. For IM level submission of narratives for results, the user navigates to the OU level in the administrative hierarchy and selects the “MER Results: Narratives (IM)” Data Set. 5.5.2 Period Selection For data entry purposes in DATIM, for FY 2015 SAPR, the narratives will be entered into the “January – March 2015” quarterly reporting period in DATIM. 5.5.3 Funding Mechanism Selection Select the appropriate Funding Mechanism for which narratives will be submitted. UNCLASSIFIED 21 5.5.4 MER Results Narrative (IM) Entry Indicators are grouped by programmatic area, and selections can be made on the left hand navigation pane. To enter data against DSD or TA-SDI indicators, select the appropriate tab at the top of the data set form. Narrative text can be entered into the text fields for the appropriate indicators. The character limit is 2250. SAPR-required indicator – provide narrative SAPR-required indicator – provide narrative Indicator not required in SAPR – no narrative required UNCLASSIFIED 22 5.6 USG Indicator Narratives (Technical Area Summary Level Narratives) IMPORTANT: Data must be entered in MER RESULT USG Narrative forms, not in MER TARGET USG Narrative forms. 5.6.1 Data Set Selection At any point in time, there may be multiple data sets that are active or available to choose from. It is imperative that each user chooses the correct data set – MER Results. The forms that are available to a user are limited by the user’s roles and privileges. For IM level submission of narratives for results, the user navigates to the OU level in the administrative hierarchy and selects the “MER Results: Narratives (USG)” Data Set. 5.6.2 Period Selection For data entry purposes in DATIM, for FY 2015 SAPR, the narratives will be entered into the “January – March 2015” quarterly reporting period in DATIM. Funding Mechanism selections are not applicable UNCLASSIFIED 23 5.6.3 MER Results Narrative (USG) Entry Indicators are grouped by programmatic area, and selections can be made on the left hand navigation pane. To enter data against DSD or TA-SDI indicators, select the appropriate tab at the top of the data set form. Narrative text can be entered into the text fields for the appropriate indicators. The character limit is 2250. SAPR-required indicator – provide narrative SAPR-required indicator – provide narrative Indicator not required in SAPR – no narrative UNCLASSIFIED 24 6 Data Review and Submission 6.1 Data Review Period (January 2016-March 2016): Please ensure that your partners have entered results data in the correct period. o Please run a Mechanism Summary Report for the results submissions across periods. If they have entered data in the wrong period, please alert HQ immediately. HQ can support you in resolving this issue. SAPR Review Reports: Please run the following three reports. Instructions for generating these reports can be found at: DATIM Support Site >> Manuals, Guides, & Administration >> Report Generation Instructions >> SAPR Data Review Pivot Tables o Mechanism Summary Report § Aids in the identification of data quality issues related to data entry errors, and additionally provides a succinct summary of results across indicators for identified mechanisms and across periods. This report is useful at the Implementing Partner, Agency, and Interagency levels.
o “Clinical Cascade Analysis” and the “Prevention and Community Services” reports § Aids in a comprehensive (interagency) review of de-duplicated data to validate that geographic targets have been appropriately set towards the 90:90:90 by 2020 goals and in alignment with the distribution of the burden of disease in country. De-duplication: Please run the ‘dedup app’ to assess and address overlapping partners and related results at the site level before you submit SAPR 2015 results to S/GAC. If the ‘dedup app’ has not been run and site level results are not deduplicated then the Technical Area level totals will be overestimated. Assessing and addressing deduplication is an interagency process so please ensure that relevant users have interagency roles (at least one from each agency) who can run and assess the degree of site level duplication and can submit the unduplicated site level results on behalf of the PEPFAR team. A PEPFAR De-Duplication Application User Guide is available on the DATIM Support Resources page under “User Manuals and Guides”. Workflow: It is important to understand where your data is in the defined workflow (IP > Funding Agency > Interagency/OU > HQ). Please review the mechanisms for which you have resultsenteredin DATIM, and ensure that they moved appropriately through the complete workflow. Please ensure that ALL mechanisms that have associated results data are submitted to HQ. We’ve seen this to be a common issue across countries, where not all mechanisms were fully pushed through the entire workflow. UNCLASSIFIED 25 6.2 Data Submission What constitutes a completed SAPR 2015 submission: Implementing Partner to Agency o All SAPR 2015 mechanisms have been submitted to Activity Manager (regardless of whether they have results) Agency to Interagency o All SAPR 2015 mechanisms have been submitted to the Interagency (regardless of whether they have results) Interagency to Headquarters o De-dup application has been run and no duplicated data are returned for resolution o All SAPR 2015 mechanisms have been submitted to HQ (regardless if they have results) o Data Approval App Mechanism Status: Submitted by OU/Country UNCLASSIFIED 26 7 DATIM Technical Support For additional technical support regarding DATIM usage, please visit the DATIM Support application within DATIM. DATIM Support provides a growing library of reference materials, a searchable knowledgebase, and a portal for submitting trouble tickets to the DATIM Support Team. Instructions for accessing the DATIM Support application are provided below. To submit a help desk ticket to DATIM, one must have a DATIM user account. If the person does not have a DATIM user account, they may request one by navigating to www.datim.org and clicking on the “Request user account.” link at the bottom of the screen. 7.1 Scope of DATIM Technical Support Trouble tickets will be supported by the DATIM Technical Team and through in-country DATIM User Administrators and Site Administrators, depending on the nature of the inquiry. Technical support will be provided to users for help with navigating and using the DATIM system6. 7.2 DATIM Support Page and Submitting Support Requests These steps require a DATIM user account. For instructions on how to obtain a DATIM user account, please refer to section 4.4 1. Navigate to www.datim.org and sign in. 2. Under the “Apps” menu, select “DATIM Support.” If you don’t see the DATIM Support application displayed, click on the “More apps” button to locate it: 3. Many reference materials and FAQs are available for your review within the DATIM Support page. Please review these materials to obtain an answer to your question/issue. If you are not able to resolve your issue after reviewing these materials, please submit a trouble ticket using the following steps. 4. Within the DATIM Support Application,” Select “Submit a request” in “Technical Support” window in the right. 5. Enter a request type (data entry, user accounts, reports, IMs, etc.), description, priority , your Organization (e.g. CDC, USAID, Partner Name), and your Country/Region. Optionally, you can include supporting files such a screen shots or other documents to help describe your issue. 6
Some OU maintain existing data collection systems. Technical support for data exchange, data conversion, and other complex work is available to country teams and can be accessed directly, but such activities are beyond the scope of the DATIM Help Desk. UNCLASSIFIED 27 6. You will receive an automated confirmation via email that your ticket has been received by the DATIM Help Desk and a response from the help desk within 24 hours. 7. You can track the status of all your submitted help desk tickets by clicking on your name in the upper right corner of the DATIM Support Application and selecting “My activities.” UNCLASSIFIED 28