FluID – Flu Informed Decisions User Guide March 2016€¦ · FluID is the complement to the...

FluID – Flu Informed Decisions User Guide March 2016

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Content

1. Welcome .............................................................................................. 4

2. Getting started ..................................................................................... 4

A. Identification of focal points and persons responsible for data ........................ 4

B. Inform us about your system ........................................................................... 4

C. Decision to upload data or to enter it online ................................................. 4

3. Type of data that will be collected ..................................................... 5

A. Qualitative data ............................................................................................... 5

B. Quantitative data ........................................................................................... 6

4. Data Entry (Online) .............................................................................. 6

A. ADS accounts ................................................................................................. 6

B. FluID-online data entry ................................................................................... 7

C. Navigation Bar ............................................................................................ 9

D. Data entry ................................................................................................. 11

1. Influenza Epidemiological form (Qualitative indicators).............................. 11

2. Influenza Epidemiological form (Quantitative indicators) ........................... 12

3. Influenza Epidemiological form (Comments) ............................................. 13

E. Submission of data ....................................................................................... 13

F. Data export ................................................................................................... 13

5. Data uploading .................................................................................. 13

A. Accepted formats .......................................................................................... 13

B. Codes ........................................................................................................... 14

C. Age Groups ............................................................................................... 15

D. Format for sending .................................................................................... 15

E. Sending the data ............................................. Error! Bookmark not defined.


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6. Display of the data ............................................................................ 18

7. Accessing FluID-Information Platform ............................................ 18

8. Contact and additional help ............................................................. 19

9. ANNEX 1- Country Set up Form ....................................................... 20

10. ANNEX-2 Disclaimer ............................... Error! Bookmark not defined.


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1. WELCOME FluID is the complement to the FluNet and assembles globally the epidemiological data on influenza on a weekly basis.

FluID is first of all a data entry tool, but with the data entered in on a global platform we will be able to compare the data and interpret it. Further we will be able to analyze the data in conjunction with other collected data.

The system is built in a way that any country with or without a formal surveillance system for influenza can enter information on influenza activity and help to draw a better picture of the current influenza situation worldwide. The concept of the tool is that it can be adapted to the way you are collecting your data.

The Admin guide will help you to setup FluID, there are still some things that can be improved on the site and surely in the guide. Please feel free to give your comments so that it can be improved.

2. GETTING STARTED

A. IDENTIFICATION OF FOCAL POINTS AND PERSONS RESPONSIBLE FOR DATA

1. National health care authorities and/or public health managers must identify the country data entry focal points.

2. Likewise, data entry officers and all persons who will require access to enter and to export data must also be designated by the respective authorities.

3. National health care authorities and/or public health managers must communicate these with the regional influenza focal point and [email protected].

B. INFORM US ABOUT YOUR SYSTEM

In order to set up the system we need some basic information on what data you are collecting and willing to share with us. Annex A (Country Set up form) will need to be filled and sent back to us so that we can adjust our system accordingly.

C. DECISION TO UPLOAD DATA OR TO ENTER IT ONLINE

Data can be uploaded or can be entered through an online system. To upload data the data needs to be sent on a regular basis in a standard way. There are some instructions on what should be considered for this- we invite you to discuss the format with the FluID administrator.

mailto:[email protected]


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3. TYPE OF DATA THAT WILL BE COLLECTED

A. QUALITATIVE DATA

All Member States are asked to provide a general interpretation of information derived from a variety of information sources. A set of four qualitative (non-numerical) indicators are defined below and describe the geographical spread, the trend in the number of cases, the intensity of acute respiratory disease, and the impact on the health-care system.

Information sources for the qualitative assessment may include: o sentinel sites for acute respiratory illness (ARI) influenza-like illness (ILI) and

severe acute respiratory illness (SARI) o absenteeism rates from schools or work places o use of pharmaceuticals for symptomatic relief of respiratory disease o outpatient or emergency department visits for acute respiratory illness o vital statistics indicating respiratory disease as cause of death o formal and informal reports from district health authorities or health-care

providers.

Definitions for the qualitative indicators

Geographical spread Geographical spread refers to the number and distribution of sites reporting influenza activity.

o No activity: no laboratory‐confirmed case(s) of influenza, or evidence of increased or unusual respiratory disease activity.

o Localized: limited to one administrative unit of the country (or reporting site) only.

o Regional: appearing in multiple but <50% of the administrative units of the country (or reporting sites).

o Widespread: appearing in ≥50% of the administrative units of the country (or reporting sites).

o No information available: no information available for the previous 1‐week period.

o There is also a possibility to give a comment to the geographical spread e.g. which region or any other relevant information

Trend Trend refers to changes in the level of respiratory disease activity compared with the previous week.

o Increasing: evidence that the level of respiratory disease activity is increasing compared with the previous week.

o Unchanged: evidence that the level of respiratory disease activity is unchanged compared with the previous week.


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o Decreasing: evidence that the level of respiratory disease activity is decreasing compared with the previous week.

o No information available.

Intensity The intensity indicator is an estimate of the proportion of the population with acute respiratory disease, covering the spectrum of disease from influenza‐like illness to pneumonia.

o - Low or moderate: a normal or slightly increased proportion of the population is currently affected by respiratory illness.

o - High: a large proportion of the population is currently affected by respiratory illness.

o - Very high: a very large proportion of the population is currently affected by respiratory illness.

o - No information available.

Impact Impact refers to the degree of disruption of health‐care services as a result of acute respiratory disease.

o Low: demands on health‐care services are not above usual levels. o Moderate: demands on health‐care services are above the usual demand

levels but still below the maximum capacity of those services. o Severe: demands on health care services exceed the capacity of those

services. o No information available.

B. QUANTITATIVE DATA

Data will be collected according what your country is collecting: The following data are accepted: Influenza like illness (ILI), acute respiratory infections (ARI), severe acute respiratory infections (SARI), Pneumonia and Mortality (PNI or all). For all for SARI and Pneumonia cases death can also be recorded. Additionally the number of influenza positive cases can be reported.The denominator can be the population or the number of consultations. The age groups can be defined for each reporting site (up to 12 age groups including unknown can be defined)

4. DATA ENTRY (ONLINE)

A. ADS ACCOUNTS

If online entry is your choice you need ADS accounts and passwords for all Persons entering data

The username and passwords are created with ADS (Application Directory Service). Each person must create their own ADS account at the following internet site (https://extranet.who.int/ads/adswebinterface/create.aspx).

Once you have created your ADS account (or if you already have one) please send the username to [email protected] so that the FluID administrator can grant you access to this platform.

https://extranet.who.int/ads/adswebinterface/create.aspx



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LOST PASSWORD

If you have forgotten your FluID password, please follow the next instructions:

Go to the “home” tab (represented by ). Click on the link under “To reset your password click here” Enter your username and click on You will be redirected to a new page where you will have to provide the

answer to the question you provided when you have created the acount and then enter a new password.

After this operation is completed, you will receive an automatic email from the ADS account administrator. Click on the link provided in the email, and follow final instructions to activate your account.

If you want to see some more examples on FluID functionality and utility, please contact the platform administrator by sending an e-mail for other passwords to [email protected].

B. FLUID-ONLINE DATA ENTRY

After the FluID administrator has granted you access, you must type the following link: https://extranet.who.int/fluid in the internet address bar, and enter your user name and password in order to have access to the platform

https://extranet.who.int/ads/adswebinterface/resetpwd.aspx


https://extranet.who.int/fluid


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Click on: Login as FluID user. Then enter your username and password and press the button. (Just the username ADS is not necessary)


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C. NAVIGATION BAR

In the navigation bar, you will find the “home” button, which is represented by the following icon: This button will allow you to go back to the initial page where you can find the terms of use and disclaimers, FluID news, and some other links related to virological and global epidemiological data on influenza. Additionally, you can also reset your password from here.

The “Data Entry” and “Data Export” tabs will be visible at all times during navigation through the platform. Moreover, at the top right of the navigation side you will have:

A “Logout” button which will close the application and bring you back to the

login page, The “Feedback” tab which allows users to submit any comments right away,

and finally, the “Help” tab which will bring you to a page with help topics.

Once you have entered your username and password the following page will show:


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On the left side bar on the top, you will find the following choices:

The “Data Entry” tab will direct you to the WHO Influenza Epidemiological Monitoring Reporting Form, which comprises both qualitative indicators (see definitions below) and quantitative epidemiological data. The type of quantitative data collection depends on the information that is currently available in each country. The form will be adapted accordingly by the FluID administrator. The form you will see, depends on the set up and only reflects the data that you will be able to enter on a weekly basis.

After you have clicked on data entry, you will have the option to select a reporting site. Use the drop-down list to choose which country you want to put data in. Please note that for most users there will only be one reporting site (the country that was registered when the ADS account was opened), therefore no further selection needed.


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Once you select your reporting site (country), you will be automatically directed to a page which contains several epidemiological indicators.

First, use the drop-down list to choose the reporting week you are referring to.

! Please verify that your reporting dates correspond to the pre-established (epidemiological) week-numbers, as your week counting might be different. If your reporting week starts on a different day of the week, choose the week number closest to the week that is shown in the drop-down list. Please send us an e-mail with specifying your week counting and we will note this difference in the country setup information and mark it for further comparisons.

Second, proceed to complete the information or indicators comprised into the following sections (described in detail below):

Part 1: Seasonal and pandemic monitoring Indicators: the qualitative data (for all sites).

Part 2, 3 & 4: Data reported by countries with formal surveillance systems (depends on the set up of the site). These quantitative data includes the collection of ILI data, SARI data, as well as detailed information on pneumonia sentinel surveillance sites.

Part 5: Comments (for all sites)

D. DATA ENTRY

1. INFLUENZA EPIDEMIOLOGICAL FORM (QUALITATIVE INDICATORS)

Comment on regional spread: E.g. which region or any other relevant information


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2. INFLUENZA EPIDEMIOLOGICAL FORM (QUANTITATIVE INDICATORS)

This part depends on the country set up:

o If a country does not have quantitative data this part will not show o The following different data can be set up for

- Data from ILI sentinel sites (outpatient facilities) - Data from ARI sentinel sites (outpatient facilities) - Data from SARI sentinel sites (inpatient facilities) - Data from pneumonia sentinel sites (inpatient facilities) - Mortality (All cause or Pneumonia and influenza (PNI))

o Any of the above can have the number of positive influenza cases. o Any of the above can be done by age groups and either by population or by

patient visits or inpatients) o Age groups: The age groups can be set up as you are collecting them. (up to

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Example1: ILI sentinel, by age group and patient visits

Nominator:

Enter the sum of the data collected from your different sites

If you have age-group data enter by age group. The Sum of the age group data should be equal to the total number entered. The unknown will be calculated automatically if you leave it open.

Denominator:


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o Population size: Please enter the corresponding population size depending on which sites have reported this week and their corresponding population, or

o Number of outpatient visits/total number of hospital admissions Enter the sum of the visits your sentinel sites for the corresponding week

o Number of ILI reporting sites: Put here how many sites reported in this week

3. INFLUENZA EPIDEMIOLOGICAL FORM (COMMENTS)

Add here any comments you might have.

E. SUBMISSION OF DATA

Once you have entered your data, in order to submit your data, you have the below possibilities.

• Save: Will submit the form and data are entered in the system • Cancel: Data will not be submitted and any information entered will be lost. • Delete: If data had been entered for that week earlier and delete is pressed

these data will be deleted

F. DATA EXPORT

Data entered can be exported by clicking on the data Export tag. It will be downloaded as a csv which you can easily open in excel.

5. DATA UPLOADING If data are not entered through the online platform they can be uploaded

A. ACCEPTED FORMATS

All types of datasets can be accepted as long as they will not change in format or if there are changes it has to be announced. It is not possible to accept pivot tables.

It is preferable that the data should be normalized or in a table structure where the measures are presented by week and by reporting site.


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All countries are asked to report the qualitative data- which are detailed and explained in the section: Seasonal and pandemic monitoring Indicators (Qualitative indicators) b

B. CODES

Below are the codes that FluID is using and hence it would facilitate if the same codes are used.

Suggested Code Suggested Title REPORTINGSITE [Country Name] (national level) GEOSPREAD Geographic spread GEOSPREAD_COMMENTS Comments on regional spread INTENSITY Intensity TREND Trend IMPACT Impact ILI_CASES Number of ILI cases ILI_POP_COV Population covered at ILI sites ILI_OUTPATIENTS Outpatient visits at ILI sites ILI_NB_SITES Number of ILI reporting sites ARI_CASES Number of ARI cases ARI_POP_COV Population covered at ARI sites ARI_OUTPATIENTS Outpatient visits at ARI sites ARI_NB_SITES Number of ARI reporting sites SARI_CASES Number of SARI cases SARI_DEATHS Number of SARI deaths SARI_POP_COV Population covered at SARI sites SARI_INPATIENTS Inpatient visists at SARI sites SARI_NB_SITES Number of SARI reporting sites MORTALITY_PNI Number of PNI deaths MORTALITY_ALL Number of deaths (all causes) PNEU_CASES Number of Pneumonia cases PNEU_DEATHS Number of Pneumonia deaths

PNEU_INPATIENTS Inpatient visists at Pneumonia sites

PNEU_POP_COV

Population covered at Pneumonia sites

PNEU_NB_SITES

Number of Pneumonia reporting sites

COMMENTS Comments


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Suggested Age Code Suggested Title 1 Suggested Title 2

All All All N/A Not Applicable Not applicable 0TO1 0 -1 0 < 2 2TO4 2 - 4 2 < 5 5TO14 5 - 14 5 < 15 15TO49 15 - 49 15 < 50 50TO64 50 - 64 50 < 65 65TO 65+ > =65 UNKNOWN Unknown

Merged Codes ILI_CASES_All Total Number of ILI Cases

ILI_CASES_OTO1

Number of ILI CASES age group 0<2

etc

C. AGE GROUPS

For the age-groups the coding is always inclusive so if age is still accounted in the range it should be in the code if not it should be out.

Example:

0TO1 means all children until the age of 23month

This is the same as 0<2 , 0>=1, or 0 -1

If a country collects data on cases from 0 – 11month it will be 0TO0 if it is collecting 6 month it will be 0TO0.5 or 11month is coded as 0.9

D. FORMAT FOR SENDING

The following descriptions of each data point is necessary

REPORTINGSITE; YEAR; WEEK; MEASURE;AGEGROUP

In a wide table format, Measure and Age-group can be joined as a single column header, for example

ILI_CASES_ALL for all ILLI cases and ILI_CASES_0TO1 for the Age group 0<2 years ILI_CASES_2TO4 for the ILI Cases in the age group 2 <5 years

E. UPLOADING OF DATA


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Tell us your ADS user name (see above) or gmail or yahool acoount If you have communicated the username go to https://extranet.who.int/flumart

Log into ADS google or yahoo, depending on the username you have communicated earlier.

Go to load fact data

https://extranet.who.int/flumart


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Go to your data set and then to load now – where you will be guided to browse for your data set.

You will see if you batch got loaded, how many facts were new how many were duplicates or if it did not work. If it shows remarks that you do not understand send [email protected] a message so that we can check.

Remember to keep the sheet you are uploading the same. Column names need to be the same and they should be at the same lines.



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If you want to see the data loaded go to view dataset. You can filter and export as needed.

6. DISPLAY OF THE DATA Data is displayed on the web and is used in regular reports like the bi-weekly influenza update. Please also note the disclaimer for the data Annex 2.

Links for the outputs:

https://extranet.who.int/sree/Reports?op=vs&path=/WHO_HQ_Reports/G5/PROD/EXT/Flu_menu

Or also at http://who.int/influenza/updates

7. ACCESSING FLUID-INFORMATION PLATFORM There is a SharePoint site for all data providers. In order to access it please provide us with an ADS account user name (see under ADS account under 4. A). Once your username has been sent you will be added to the Information Platform. You will find news here and all needed background material. The platform also allows starting discussions or uploading information documents. We encourage you to use it to exchange your views, problems or comments with the other FluID users.

http://workspace.who.int/sites/fluid

You will have to put ADS before your username



http://workspace.who.int/sites/fluid


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This is the site…

8. CONTACT AND ADDITIONAL HELP For any questions please e-mail [email protected]



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9. ANNEX 1- COUNTRY SET UP FORM Country name:

Date:

Name(s) and email(s) of responsible officer(s) who would enter or send data:

Preferred type of data submission: ☐Online data entry ☐Data upload ADS username(s)(If online data entry or for the user share point site)1:

For upload yahoo or gmail addresse(s) also work:

_________________________________________________________________

The following section will ask about which data you will be able to submit to WHO on a weekly basis

Qualitative Data

Are you able to submit the qualitative data weekly Yes No

Influenza-like illness (ILI) cases

Are you doing surveillance for ILI?: Yes No

Are you collecting the ILI cases by age group?:

-> if yes, what are your age breakdowns?:

Yes No

Age Group From To

1 ADS accounts can be created at: https://extranet.who.int/ads/adswebinterface/create.aspx


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(insert rows if needed)

What denominator are you using?: Population figures

Number of patient visits How many sites are supposed to report ILI by week?:

N=

Do you have the results of the influenza testing for your

ILI cases, and could enter them? Yes No

If yes is the denominator different?

(Do you only test a portion of your ILI cases ) Yes No

Acute respiratory infection (ARI) cases

Are you doing surveillance for ARI?: Yes No

Are you collecting the ARI cases by age group?:


Yes No

Age Group From To



Number of patient visits How many sites are supposed to report ARI by week?:

N=


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ARI cases , and could enter them? Yes No

If yes, is the denominator different?

(Do you only test a portion of your ARI cases ) Yes No

Severe acute respiratory infections (SARI) cases

Are you doing surveillance for SARI?: Yes No

Are you doing surveillance for SARI death?: Yes No

Are you collecting the SARI cases by age group?:


Yes No

Age Group From To


Severe acute respiratory infections (SARI) cases - continuing


Number of hospital admissions How many sites are supposed to report SARI by week?:

N=


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SARI cases , and could enter them? Yes No


(Do you only test a portion of your SARI cases ) Yes No

Pneumonia

Are you doing surveillance for Pneumonia?: Yes No Are you doing surveillance for Pneumonia death?: Yes No

Are you collecting the Pneumonia cases by age group?:


Yes No

Age Group From To


What denominator are you using?:

Population figures

Number of patient visits

How many sites are supposed to report Pneumonia by week?:

N=


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Pneumonia cases , and could enter them? Yes No


(Do you only test a portion of your Pneumonia cases ) Yes No

Description of current system and any other comments:

URL if country has reports or data on the web:

Information/Comments


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FluID – Flu Informed Decisions User Guide March 2016€¦ · FluID is the complement to the...

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Transcript of FluID – Flu Informed Decisions User Guide March 2016€¦ · FluID is the complement to the...